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English Mill Road Water Main Extension Project_InitiateTHE CITY OF Dui Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Bob Green, Water Department Manager Dubuque bitetd All -America City 1 r 2007 • 2012 • 2013 SUBJECT: Authorize public bidding for the English Mill Water Main Extension Project (CIP 740-2504, Budget- $2,150,000 Balance - $1,924,900) DATE: August 22, 2014 INTRODUCTION The attached Resolutions authorize the bidding procedure for the English Mill Water Main Extension Project. DISCUSSION The extent of the work involved in the City of Dubuque, Iowa English Mill Road Water Main Extension 2014 project consists of the construction of a 12 inch water main from the intersection of Stone Valley Drive and English Mill Road to North Cascade Road along English Mill Road. The water main along with the proposed booster station will create a new pressure zone (Zone 7) in the City of Dubuque distribution system. The project consists of approximately 6,400 LF of 12 inch water main, including 865 LF of 12 inch DIP and 5,500 LF of 12 inch PVC water main. The project also includes various water main appurtenances including: fittings, resilient seat gate valves, fire hydrants, mechanical and push -on joint restraints, etc. Rock excavation is anticipated to be encountered for the water main installation. Erosion control including silt fence, rolled erosion control product, topsoil removal and replacement, and seeding. Traffic control is included in the project to maintain a safe work site for both the Contractor and the public. Coordination with two other projects in the same general area associated with the project will be required. Engineer's opinion of Probable Cost: $595,000 BACKGROUND As part of the City's Master Plan for growth, the ability and costs to extend city services to properties currently in unincorporated areas of Dubuque County need to be evaluated. To assist in this process, public input was sought. Letters were sent to 3,086 residents in Dubuque County requesting their opinions of city services including water service. The results of the city service survey are as follows: o 3,086 surveys mailed o 1,200 responded o 239 in support of water service In review of these survey results, the city should proceed to provide water service to those requesting it along English Mill Road, Cascade Road and eventually along Highway 20. This is the initial phase of a multi -phase project that will create a looped water system from the Highway 20 entrance of Stone Valley Drive to English Mill Road to Cascade Road to Highway 20 back to Stone Valley Drive. In discussions with Public Works Director, Don Vogt we determined that as part of the proposed Dubuque Landfill Facility improvements to take place in the near future, we should provide the new facility with city water. The English Mill improvement requests will support the current and future water service needs to this area. In addition, the Central Iowa Water Association (CIWA) has built a water tower near the intersection of Swiss Valley Road and Highway 20. Should CIWA place water pipe in these areas before the City of Dubuque, they then significantly complicate the ability of the city to ever serve these areas. I have provided a map as an attachment for your review showing this proposed improvement and future improvements in this area. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Notice of Public Hearing on Plans & Specifications Public Hearing on Plans & Specifications Receipt of Bid Proposals (Bid Letting) Award Construction Contract Completion Date September 2, 2014 September 5, 2014 September 5, 2014 September 15, 2014 September 25, 2014 October 6, 2014 June 1, 2015 RECOMMENDATION It is recommended that the City Council give preliminary approval to the specifications for the English Mill Water Main Extension Project and to establish the date of September 15, 2014 for the public hearing on the specifications for this project and hereby authorize the Assistant City Clerk to advertise for bid proposals. BUDGET IMPACT The estimate of probable cost for the English Mill Water Main Extension Project is as follows: Estimated Construction Cost $ 595,000.00 Contingency (15%) $ 89,250.00 Engineering Design & Inspection Fees $ 112,550.00 Total Estimated Project Cost $ 796,800.00 The project funding summary is as follows: CIP NO. FUND DESCRIPTION FUND AMOUNT BUDGETED 740-2504 English Mill Road Project $2,150,000.00 ENGLISH MILL PUMP STATION $1,232.050.00 BUDGET SURPLUS $ 121,150.00 ACTION TO BE TAKEN The City Council is requested to establish the date of the Public Hearing on the specifications for this project and to authorize the Assistant City Clerk to advertise for proposal through the adoption of the enclosed Resolutions. BG:jj Attachments cc: Jenny Larson, Budget Director Trish Gleason, Assistant City Clerk Jacqueline Johnson, Water Plant Manager File RESOLUTION NO. 279-14 ENGLISH MILL ROAD WATER MAIN EXTENSION PROJECT PRELIMINARY APPROVAL OF THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON THE SPECIFICA- TIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE AD- VERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: The proposed plans, specifications, form of contract and estimated cost for the con- struction cost for the project to improve the English Mill Road Water Main are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspec- tion. A public hearing will be held on the 15th day of September, 2014, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may ap- pear and be heard for or against the proposed specifications, form of contract and esti- mated cost of said Project, and the Assistant 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 specifications, form of contract, or estimated cost of the Project. The English Mill Road Water Main Extension Project is hereby ordered to be adver- tised for bids for construction. 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. The Assistant City Clerk is hereby directed to advertise for bids for the improvements herein provided, by publishing the attached Notice to Bidders to be published in a news- paper having general circulation in the City of Dubuque, Iowa, which notice shall be pub- lished not less than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 25th day of September, 2014. Bids shall be opened and read by the City Clerk at 2:00 p.m. and will be submitted to the City Council for final action at the public hearing at 6:30 p.m. on the 6th day of October, 2014, in the Historic Federal Building Council Chambers (Second Floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 2nd day of September, 2014. Attest: ja Tris leason, Assistant City Clerk IRoy D. Buol,'Mayor Planned Expansion of Water Main English Mill Rd Project IN CLAIN LN z x 3 Landfill Property BRIARWOOD DR Legend • yes To City Water selection Water Main Routes :urrerd Project English Ridge Partnership Agreement Future Phases ■ English Mill Rd Pump Station Landfill Property NOTICE OF PUBLIC HEARING OF THE CITY COUNCIL OF DUBUQUE, IOWA, ON THE MATTER OF THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE ENGLISH MILL ROAD WATER MAIN EXTENSION PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed specifications, form of contract and estimated cost for the English Mill Road Water Main Extension Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 15th day of September, 2014, in the Historic Federal Building Council Chambers (Second Floor) 350 West 6th Street, Dubuque, Iowa. The scope of the Project is as follows: The English Mill Road Water Main Extension Project consists of the construction of a 12 inch water main from the intersection of Stone Valley Drive and English Mill Road to North Cascade Road along English Mill Road. The water main along with the proposed booster station will create a new pressure zone (Zone 7) in the City of Dubuque distribution system. The project consists of approximately 6,400 LF of 12 inch water main, including 865 LF of 12 inch DIP and 5,500 LF of 12 inch PVC water main. The project also includes various water main appurtenances including: fittings, resilient seat gate valves, fire hydrants, mechanical and push -on joint restraints, etc. Rock excavation is anticipated to be encountered for the water main installation. Erosion control including silt fence, rolled erosion control product, topsoil removal and replacement, and seeding. Traffic control is included in the project to maintain a safe work site for both the Contractor and the public. Coordination with two other projects in the same general area associated with the project will be required Copies of supporting documents for the public hearing are on file in the City Clerk's Office and may be viewed during normal working hours. Written comments regarding the above public hearing may be submitted to the City Clerk's Office on or before said time of public hearing. 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 5th day of September, 2014. Trish Gleason, Assistant City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT WATER SYSTEM IMPROVEMENTS ENGLISH MILL ROAD WATER MAIN EXTENSION 2014 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 25th day of September, 2014, in the Office of the City Clerk, City Hall - First Floor, 50 West 13`h 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 September 25, 2014, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on October 6, 2014. 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 June 1, 2015. 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 a state -chartered or federally chartered bank, or a certified share draft drawn on a state -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 plans and specifications prepared by IIW, P.C. may be obtained from Tri-State Blueprint, 696 Central Avenue, Dubuque, Iowa 52001, phone 563-556- 3030. No 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. The extent of the work involved in the City of Dubuque, Iowa, Water System Improvements English Mill Road Water Main Extension 2014 project consists of the construction of a 12 inch water main from the intersection of Stone Valley Drive and English Mill Road to North Cascade Road along English Mill Road. The water main along with the proposed booster station will create a new pressure zone (Zone 7) in the City of Dubuque distribution system. The project consists of approximately 6,400 LF of 12 inch water main, including 865 LF of 12 inch DIP and 5,500 LF of 12 inch PVC water main. The project also includes various water main appurtenances including: fittings, resilient seat gate valves, fire hydrants, mechanical and push -on joint restraints, etc. Rock excavation is anticipated to be encountered for the water main installation. Erosion control including silt fence, rolled erosion control product, topsoil removal and replacement, and seeding. Traffic control is included in the project to maintain a safe work site for both the Contractor and the public. Coordination with two other projects in the same general area associated with the project will be required. A-1