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Asbury Plaza Wastewater Pumping FacilitiesTHE CITY OF DUB E ~-~~ MEMORANDUM April 10, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Asbury Plaza Area Wastewater Pumping Facilities 2007 Project (CIP#7101350) City Engineer Gus Psihoyos recommends initiation of the bidding process for the Asbury Plaza Area Wastewater Pumping Facilities 2007 Project, and further recommends that a public hearing be set for May 7, 2007. I concur with the recommendation and respectfully request Mayor and City Council approval. ~~ ` C-_____~. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF DuB E MEMORANDUM ~-~~ April 9, 2007 TO: Michael C. Van Milligen, City Man)a er FROM: Gus Psihoyos, City Engineer ;~ --, . SUBJECT: Asbury Plaza Area Wastewater Pumping Facilities 2007 Project (CIP#7101350) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Asbury Plaza Area Wastewater Pumping Facilities 2007 Project. BACKGROUND In February of 2006, IIW Engineers & Surveyors, PC (IIW) (Dubuque, Iowa) completed the Northwest Asbury Plaza Area Wastewater Pumping Feasibility Report (Report). It outlined the recommended sanitary sewer system collection system to serve property north of Asbury Plaza. The specific properties that could be served by the proposed system are owned by: Motor City LLC; John Herrig; Grand View United Methodist Church; Dean and Patricia Butler; Leo and Arlene Dietz*; Clement and Jeannine Hilby*; Douglas and Eileen Coates'; and Laverne and Marlene Brimeyer*. ('~ Currently not within City limits) With the adoption of the Fiscal Year 2007 Capital Improvement Budget, the City Council established funding (CIP#7101350) for City participation in the extension of sanitary sewers into new development areas or recently-annexed areas as part of pre- annexation agreements. The voluntary annexation of the Motor City (Corey) property and the Herrig property were approved by the City Council in June and July of 2006, respectively. The pre- annexation agreement calls for the City to "construct a lift station and force main sanitary sewer to serve the property." On August 9, 2006, Engineering released an RFP to consulting engineers to design and prepare construction documents for the Asbury Plaza Area Lift Station and Force Main Project, the sanitary sewer system to serve the Herrig and Corey properties. Of the three firms that responded, IIW best responded to the objectives outlined in the RFP. Their strengths included familiarity and understanding of the complexities of the proposed system and the survey and engineering work they had already performed in the area. In August of 2006, IIW was hired to design the improvements. In March of 2007, the City Council authorized the use of General Obligation Bonds to fund the Asbury Plaza Area Lift Station and Force Main project (CIP#7101350). This sewer project will be funded according to the City's Sanitary Sewer Extension Policy. The City will incur all expenses of the wastewater pumping facilities and forcemain; and when properties in the drainage basin connect to this system, the property owners would be required to reimburse the City the respective connection fees based on $500 per acre. DISCUSSION IIW has completed the design and the bidding documents for the project that will provide sanitary sewer service to the Motor City (Corey) property and the eastern portion of the Herrig property. IIW's construction cost estimate for the project is $756,930. The total estimated project cost is as follows: Construction Contingency Engineering Total Project Estimate The schedule for the project will be as follows: Advertisement for Bids Notice of Hearing on Plans & Specifications Receipt of Bids Public Hearing Award of Contract Final Completion Date $ 756,930 113,540 130,000 $1,000,470 April 20, 2007 April 20, 2007 May 10, 2007 May 7, 2007 May 21, 2007 September 14, 2007 A Wastewater Disposal System Construction Permit has been submitted to the Iowa DNR. We anticipate permit issuance prior to May 21, 2007, the scheduled award date. If the permit is delayed, the Notice to Proceed will be delayed accordingly. This condition has been stipulated in the bid documents. RECOMMENDATION I recommend that the City Council establish the date for the public hearing and authorize the City Clerk to advertise for bids for the Asbury Plaza Area Wastewater Pumping Facilities 2007 Project. BUDGET IMPACT The project will be funded with the Fiscal Year 2006 appropriation of $1,012,000 (Sanitary Sewer External Extensions -Annexation) using GO Bond proceeds. ACTION TO BE TAKEN The City Council is requested to establish the date for the public hearing and to authorize the City Clerk to advertise for proposals for the Asbury Plaza Area Wastewater Pumping Facilities 2007 Project through adoption of the attached resolutions. Prepared by Deron Muehring cc: Barry Lindahl, City Attorney Jenny Larson, Budget Director Ken TeKippe, Finance Director Deron Muehring, Civil Engineer II RESOLUTION NO. 221-07 PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE ASBURY PLAZA AREA WASTEWATER PUMPING FACILITIES 2007 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 Asbury Plaza Area Wastewater Pumping Facilities 2007 Project, in the estimated amount $1,000,470.00, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 16th day of April , 2007 Roy D. Buol, Mayor Attest: eanne F. Schneider, CMC, City Clerk RESOLUTION NO. 222-07 FIXING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE ASBURY PLAZA AREA WASTEWATER PUMPING FACILITIES 2007 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 Asbury Plaza Area Wastewater Pumping Facilities 2007 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 7th day of May, 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, anal 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 shalt 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 16th day of April, 2007 Roy D. Buol, Mayor Attest Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 223-07 ORDERING THE ADVERTISEMENT FOR BIDS FOR THE ASBURY PLAZA AREA WASTEWATER PUMPING FACILITIES 2007 PROJECT NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Asbury Plaza Area Wastewater Pumping Facilities 2007 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 10th day of May, 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 6:30 p.m. on the 21St day of May, 2007, in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. Passed, adopted and approved this 16 to day of April, 2007 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 ASBURY PLAZA AREA WASTEWATER PUMPING FACILITIES 2007 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 Asbury Plaza Area Wastewater Pumping Facilities 2007 Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 7th day of May, 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 is as follows: Two duplex submersible pump wastewater pumping stations with standby generators, 6,790 feet of 8-inch force main, 1,284 feet of 8-inch and 10-inch sanitary sewer, and other associated work. 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 ASBURY PLAZA AREA WASTEWATER PUMPING FACILITIES 2007 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 the 10th day of May, 2007, in the Office of the City Clerk, City Hall -First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Place Sealed Proposals will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on the 10 day of May, 2007, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on the 21St 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 September 14, 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. Asbury Plaza Area Wastewater Pumping Facilities 2007 Project (CIP 7101350) The project includes two duplex submersible pump wastewater pumping stations with standby generators, 6,790 feet of 8-inch force main, 1,284 feet of 8-inch and 10-inch sanitary sewer, and other associated work. Published in the Telegraph Herald, 20th day of April, 2007.