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Third Street Overpass Lights ProjectTHE CTfY OF ~~ DUB ~ E MEMORANDUM Masterpiece on the Mississippi t7 C?`c ~ O'er -~ c rn rn .--~ May 15, 2007 ~ G~ !`Tl ~ ~ ~' m ~ ~; - + Q TO: The Honorable Mayor and City Council Members r FROM: Michael C. Van Milligen, City Manager SUBJECT: Third Street Overpass Light Replacement Project (CIP 1001918: 3rd Street Overpass Light Replacement Project) City Engineer Gus Psihoyos recommends initiation of the bidding process for the Third Street Overpass Light Replacement Project, and further recommends that a public hearing be set for June 4, 2007. I concur with the recommendation and respectfully request Mayor and City Council approval. ~~ 4 ~ 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 Masterpiece vn the Mississippi MEMORANDUM May 15, 2007 TO: Michael C. Van Milligen, City Manag r FROM: Gus Psihoyos, City Engineer SUBJECT: Third Street Over~ass Light Replacement Project (CIP 1001918: 3` Street Overpass Light Replacement Project) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Third Street Overpass Light Replacement Project. BACKGROUND The existing cast iron light fixtures along the Third Street Overpass are difficult to maintain due to age and limited available parts. The existing luminaries are yellowing and brittle, providing minimal lighting. DISCUSSION This project provides for the replacement of lights (poles and fixtures) on the Third Street overpass. There are 25 existing light locations along the Third Street Overpass that extends from Main Street to Bell Street. Twenty-four of the 25 lights will be replaced with new fixtures that will include receptacles for holiday lighting. One light at the southeast corner of Third and Main has already been replaced as part of the Main Street Lighting project currently under construction. The street lighting equipment has already been ordered due to a 12- to 14-month build time. `~ 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 Receipt of Bids Award of Contract Project Completion Date May 21, 2007 May 25, 2007 May 25, 2007 June 4, 2007 June 14, 2007 July 2, 2007 September 7, 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 costs for the Third Street Overpass Light Replacement Project is as follows: Estimate Construction Cost $25,000 Contingency 2,500 Construction Engineering & Inspection 4,125 Total Project Cost 31 625 The funding summary is as follows: CIP No. Fund Description Fund Amount 100-1918 3~d Street Overpass Light Replacement Project $80,660 Total Project Funding 80 660 ACTION TO BE TAKEN 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 David Ness, Civil Engineer cc: Jenny Larson, Budget Director Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Supervisor Bob Schiesl, Assistant City Engineer RESOLUTION NO. 286-07 PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE THIRD STREET OVERPASS LIGHT REPLACEMENT PROJECT NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of con#ract and estimated cast for the Third Street Overpass Light Replacement Project, in the estima#ed amount $31,625.00, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 21st day of May, 2007. Roy D. Buol, Mayor Attest: Kevin S. Firnstahl, Assistant City Clerk RESOLUTION NO. 287-07 FIXING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE THIRD STREET OVERPASS LIGHT REPLACEMENT 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 Third Street Overpass Light Replacement 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 4th day of June, 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 21st day of May, 2007. Roy D. Buol, Mayor Attest: Kevi Firnstahl, Assistant City Clerk RESOLUTION NO.288-07 ORDERING THE ADVERTISEMENT FOR BIDS FOR THE THIRD STREET OVERPASS LIGHT REPLACEMENT PROJECT NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Third Street Overpass Light Replacement Project is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that the amount of the securi#y to accompany each bid shall be in an amount which shall conform to the provisions of the Notice #o Bidders hereby approved. That the City Clerk is hereby direc#ed #o 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 Ci#y of Dubuque, Iowa, which notice shall be published more than #wenty days but not more than forty-five days before the date for filing bids at 2:00 p.m. on the 14th day of June, 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 2"d day of July, 2007, in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. Passed, adopted and approved this 21st day of May 2007, Roy D. Buol, Mayor Attest: Kevin Firnstahl, Assistant City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE THIRD STREET OVERPASS LIGHT REPLACEMENT 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 Third Street Overpass Light Replacement Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 4th day of June, 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: The project provides for the replacement of lights (poles and fixtures) on the Third Street Overpass that extends from Main Street to Bell Street. Twenty-four lights will be replaced with new fixtures that will include receptacles for holiday lighting. 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. Kevin S. Firnstahl, Assistant City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT THIRD STREET OVERPASS LIGHT REPLACEMENT 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 14th day of June, 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 14 day of June, 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 2"d day of July, 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 7, 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. Third Street Overpass Light Replacement (CIP 1001918) The project provides for the replacement of lights (poles and fixtures) on the Third Street Overpass that extends from Main Street to Bell Street. Twenty-four lights will be replaced with new fixtures that will include receptacles for holiday lighting. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10 AM on the 7t" day of June, 2007, in Conference Room B, City Hall, 50 West 13t" Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, May 25, 2007.