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2007 Asphalt Paving FY 08 Street ProgramTHE CITY OF DUB E MEMORANDUM ~_ March 26, 2007 ~~` c ~' ~ 3 a --. ~. fJ tl.+ TO: The Honorable Mayor and City Council Members ~ C'; r; m FROM: Michael C. Van Milligen, City Manager SUBJECT: 2007 Asphalt Paving Project Fiscal Year 2008 Street Construction Program Q a v, cn ~, City Engineer Gus Psihoyos recommends initiation of the bidding process for the 2007 Asphalt Paving Project, and further recommends that a public hearing be set for April 16, 2007. I concur with the recommendation and respectfully request Mayor and City Council approval. ~~ Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer L7 l~l w` i~ THE CITY OF DuB E MEMORANDUM ~-~~ March 23, 2007 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer ,`J_ ~ ~ ~ S. SUBJECT: 2007 Asphalt Paving Project Fiscal Year 2008 Street Construction Program INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the 2007 Asphalt Paving Project. DISCUSSION The 2007 Asphalt Paving Project includes the following street and park drive asphalt overlay improvements: 1. Main Street (From 1St Street to 4th Street) 2. Almond Street (From Ellis Street to Foye Street) 3. Ellis Street (From West Locust Street to Ellis Street) 4. Flora Park Drive and Volleyball Court Parking 5. Murphy Park Drive and Parking Lot 6. Bunker Hill Golf Course Entrance Drive and Parking Lot 7. City Parking Lot 10 8. City Parking Lot 4 9. Airport Parking Lot adjacent to University of Dubuque Air Service The 2007 Asphalt Paving Project will provide for the resurfacing the above-mentioned streets, park drives and parking lots. The Engineering department has been coordinating with the Leisure Services Department and the Parking Division on the development of plans and scope of these projects. • The resurfacing of Main Street is being coordinated with the Historic Main Street Lighting and Sidewalk Replacement Project that the Engineering Department is currently managing. This work will be completed prior to the end of September, 2007. • The resurfacing of Parking Division Lot 10. This parking lot is located on the west side of Main Street between 5th and 6th Streets. This location is behind Ecumenical Towers. This provides for the milling and resurfacing of City Lot 10. This will also include re-striping the lot after the paving is complete. This work will be completed prior to the end of September, 2007. • The resurfacing of Parking Division Lot 4. This parking lot is located on the southwest corner of Bluff Street & 12th Street. This parking lot was recently purchased by the City of Dubuque to provide additional parking for the Carnegie-Stout Library. This provides for the milling and resurfacing of City Lot 4. This will also include re-striping the lot after the paving is complete. This work will be completed prior to the end of September, 2007. • The resurfacing of the Dubuque Regional Airport Parking Lot. This provides for milling and resurfacing of the parking lot adjacent to the University of Dubuque Air Service building at the Dubuque Regional Airport. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Advertisement for Bids Notice of Public Hearing on Plans and Specifications Public Hearing Pre-Bid Construction Conference Receipt of Bids Award Construction Contract Project Completion Date April 2, 2007 April 6, 2007 April 6, 2007 April 16, 2007 April 18, 2007 April 26, 2007 May 7, 2007 November 2, 2007 RECOMMENDATION I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the 2007 Asphalt Paving Project is as follows: Construction Contract: Estimate Base Bid $ 745,525.11 Contingency (10%) 74,552.51 Construction Engineering & Inspection (10%) 82,007.76 Total Project Cost $ 902,085.38 The project funding summary is as follows: CIP No. Fund Description 3001953 FY 2008 Annual Street Program 7401405 Water Main Replacement Program 7201066 General Storm Sewer Repair Funds 7101638 Street Program Related Sanitary Sewer 1021764 Flora Park -Overlay Main Roadway 1021868 Flora Park -Overlay Volleyball Courts Parking Lot 3001366 Murphy Park -Asphalt Overlay Main Road 3501884 Bunker Hill -Overlay Main Road and Parking Lot 7301380 Parking Division -Maintenance of Municipal Parking Lots 3901698 Terminal Frontage Road Rehab Total Project Funding ACTION TO BE TAKEN Fund Amount $ 360,080.11 10,709.41 2,686.20 73,317.53 47,500.00 45,000.00 103,000.00 150,000.00 61,192.13 48,600.00 $ 902,085.38 The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions. Prepared by Jon Dienst, Civil Engineer cc: Jenny Larson, Budget Director Don Vogt, Public Works Director John Klostermann, Operations & Maintenance Supervisor Bob Green, Water Plant Manager Gil Spence, Leisure Services Manager Todd Dalsing, Dubuque Regional Airport Tim Horsfield, Parking Division Manager Bob Schiesl, Assistant City Engineer Deron Muehring, Civil Engineer Shawn Frazier, Engineering Assistant RESOLUTION NO. 181-0 7 PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 2007 ASPHALT PAVING PROJECT NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of contract and estimated cost for the 2007 Asphalt Paving Project, in the estimated amount $902,085.38, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 2nd day of April , 2007. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 182-07 FIXING DATE OF PUBLIC HEARING.ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 2007 ASPHALT PAVING PROJECT Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary approval to the proposed plans, specifications, form of contract, and estimated cost for the 2007 Asphalt Paving Project (the Project) and ordered the same to be on file in the office of the City Clerk for public inspection. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on the 16th day of April, 2007, at 6:30 p.m. in the Public Library Auditorium at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the time and place of such hearing to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file .objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. Passed, adopted and approved this 2nd day of April , 2007. Roy D. Buol, Mayor Atte Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 183-07 ORDERING THE ADVERTISEMENT FOR BIDS FOR THE 2007 ASPHALT PAVING PROJECT NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the 2007 Asphalt Paving Project is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that the amount of the security to accompany each bid shall be in an amount which shall conform to the provisions of the Notice to Bidders hereby approved. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published more than twenty days but not more than forty-five days before the date for filing bids at 2:00 p.m. on the 26th day of April, 2007. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at the City Council meeting to be held at 6:30 p.m. on the 7th day of May, 2007, in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. Passed, adopted. and approved this 2nd day of April, 2007. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 2007 ASPHALT PAVING PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the 2007 Asphalt Paving Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 16th day of April, 2007, in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimated cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto. The scope of the Project includes the following street and park drive improvements: 1. Main Street (From 1St Street to 4th Street) 2. Almond Street (From Ellis Street to Foye Street) 3. Ellis Street (From West Locust Street to Ellis Street) 4. Flora Park Drive and Volleyball Court Parking 5. Murphy Park Drive and Parking Lot 6. Bunker Hill Golf Course Entrance Drive and Parking Lot 7. City Parking Lot 10 (West Side of Main Street Between 5th and 6th Streets) 8. City Parking Lot 4 (Southwest Corner of Bluff Street and 12th Street) 9. Airport Parking Lot adjacent to University of Dubuque Air Service Any visual or hearing-impaired persons needing special assistance or persons with special accessibility needs should contact the City Clerk's office at (563) 589-4120 or TDD at (563) 690-6678 at least 48 hours prior to the meeting. Published by order of the City Council given on the day of , 2007. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT 2007 ASPHALT PAVING PROJECT Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 2:00 p.m. on 26th day of April, 2007, in the Office of the City Clerk, City Hall -First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Placed Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on 26 day of April, 2007, at City Hall -Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on 7th day of May, 2007. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by November 2, 2007. Bid Security. Each bidder shall accompany its bid with a bid security as security that the successful bidder will enter into a contract for the work bid upon and will furnish after the award of contract a corporate surety bond, acceptable to the governmental entity, for the faithful performance of the contract, in an amount equal to one hundred percent of the amount of the contract. The bid security shall be in the amount of ten percent (10%) of the amount of the contract and shall be in the form of a cashier's check or certified check drawn on astate-chartered or federally chartered bank, or a certified share draft drawn on astate-chartered or federally chartered credit union, or the governmental entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Documents. Copies of the construction documents may be obtained at the Engineering Department, City Hall -Second Floor, 50 West 13th Street, Dubuque, Iowa 52001. No plan deposit is required. Preference for Iowa Products and Labor. By virtue of statutory authority, preference will be given to products and provisions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Improvement. 2007 Asphalt Paving Project, CIP - 3001953 The 2007 Asphalt Paving Project includes the following street and park drive Asphalt overlay improvements: 1. Main Street (From 1St Street to 4th Street) 2. Almond Street (From Ellis Street to Foye Street) 3. Ellis Street (From West Locust Street to Ellis Street) 4. Flora Park Drive and Volleyball Court Parking 5. Murphy Park Drive and Parking Lot 6. Bunker Hill Golf Course Entrance Drive and Parking Lot 7. City Parking Lot 10 (West Side of Main Street Between 5th and 6th Streets) 8. City Parking Lot 4 (Southwest Corner of Bluff Street and 12th Street) 9. Airport Parking Lot adjacent to University of Dubuque Air Service The 2007 Asphalt Paving Project will provide for the resurfacing the above mentioned streets, park drives and parking lots. The Engineering department has been coordinating with the Leisure Services Department and the Parking Division on the development of plans and scope of these projects. 1. The resurfacing of Main Street is being coordinated with the Historic Main Street Lighting and Sidewalk Replacement Project that the Engineering Department is currently managing. This work will be complete prior to the Iowa League of Cities Conference being held in Dubuque this fall. 2. The resurfacing of Parking Division Lot 10. This parking lot is located on the west side of Main Street between 5th and 6th Streets. This location is behind Ecumenical Towers. This provides for the milling and resurfacing of City Lot 10. This will also include re-striping the lot after the paving is complete. This work will be complete prior to the Iowa League of Cities Conference being held in Dubuque this fall. 3. The resurfacing of Parking Division Lot 4. This parking lot is located on the southwest corner of Bluff Street & 12th Street. This parking lot was recently purchased by the City of Dubuque to provide additional parking for Carnegie- Stout Library. This provides for the milling and resurfacing of City Lot 4. This will also include re-striping the lot after the paving is complete. This work will be complete prior to the Iowa League of Cities Conference being held in Dubuque this fall. 4. The resurfacing of the Dubuque Regional Airport Parking Lot. This provides for milling and resurfacing of the parking lot adjacent to the University of Dubuque Air Service building at the Dubuque Regional Airport. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10:00 AM on April 18tH, 2007, at Conference Room I, City Hall Annex, 1300 Main Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, April 6tH, 2007.