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Five Flags Sidewalk Replacement ProjectTHE CITY of ~,,. DUB ~ E 11~Sasterpiece vn the Mississippi MEMORANDUM July 11, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Five Flags Sidewalk and Lighting Replacement Project CIP 1001179 -Five Flags Sidewalk Replacement CIP 1021608 -Downtown Street Light Replacement City Engineer Gus Psihoyos is recommending that a public hearing be set for August 6, 2007 to consider the Five Flags Sidewalk and Lighting Replacement Project. 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 Masterpiece on the Mississippi July 11, 2007 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer PI'S / ~p5 SUBJECT: Five Flags Sidewalk and Lighting Replacement Project CIP 1001179 -Five Flags Sidewalk Replacement CIP 1021608 -Downtown Street Light Replacement INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Five Flags Sidewalk and Lighting Replacement Project. BACKGROUND The current sidewalks adjacent to the Five Flags Civic Center, along 4th Street, Stn Street and Locust Street are scheduled to be replaced. The Five Flags sidewalk along Main Street was replaced as part of the Historic Old Main Street -Lighting and Sidewalk Replacement Project. DISCUSSION This project provides for the complete reconstruction of the existing sidewalk and pedestrian access curb ramps with a standard gray-colored main walk section and a brick red stamped parkway area to match the historic downtown sidewalk streetscape standard along the curb. In conjunction with the sidewalk replacement, the project will also include the installation of historic street lighting along with the upgrade and replacement of traffic signalization poles and equipment at the 5th and Locust intersection. Due to the extended lead time required for ordering the historic street light and traffic related equipment, the City has purchased the new historic street light and traffic signalization equipment under a separate contract and the contractor shall provide a cost for the installation of the equipment. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process July 16, 2007 Publish Notice to Bidders, Advertise for Bids July 20, 2007 Publish Public Hearing Notice on Plans & Specs July 20, 2007 Receipt of Bid Proposals (Bid Letting) July 31, 2007 Public Hearing on Plans & Specifications August 6, 2007 Award Construction Contract August 6, 2007 Project Completion Date: Phase 1 September 21, 2007 Phase 2 November 2, 2007 Due to the long lead time and order delivery for the new historic street light and traffic signalization equipment, the project will be completed in two phases: Phase 1: The contractor shall have the sidewalk and electric underground utility improvements completed by Friday September 21St, 2007. Phase 2: The contractor shall have the lighting and traffic signalization equipment completed by Friday November 2"d, 2007. It should be noted that the historic street lighting was recently added to the project. Originally the existing street lights on 4tn Stn and Locust Streets were not going to be replaced; however, it was decided that new historic street lighting would compliment the historic theme of the Main Street corridor and accent the streetscape around Five Flags. RECOMMENDATION It is recommended that the City Council give preliminary approval to the construction plans and specifications for the Five Flags Sidewalk and Lighting Replacement Project, to establish the date of August 6, 2007 for the public hearing, and to hereby authorize the City Clerk to advertise for bid proposals. BUDGET IMPACT The estimate of probable cost for the Five Flags Sidewalk and Lighting Replacement Project is summarized as follows: Construction Contract Estimate Base Bid (Sidewalks & Lighting) $ 135,000.00 Bid Alternate 1 (Traffic Signal Installation) 5,000.00 Historic Street Light Fixtures (City Provided) 22,000.00 Contingency 13,500.00 Construction Engineering & Inspection 22,000.00 Total Project Cost $ 197,500.00 The project funding summary is as follows: CIP No. Fund Description Fund Amount 1001179 5-Flags Sidewalk Replacement $ 100,000.00 1001918 3`d Street Overpass Light Replacement Project -Savings 30,000.00 2501615 Traffic Signal Intersection Reconstruction 19,500.00 1021608 Downtown Street Light Replacement 25,000.00 1021609 Fiber Optic Conduit -Private Subdivisions & Misc. Projects 10,500.00 3001953 FY 2008 Street Construction Program 10,000.00 7201008 Storm Sewer Improvements 2,500.00 Total Project Funding $ 197,500.00 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 the adoption of the enclosed resolutions. Prepared by Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Gil Spence, Leisure services Manager David Ness, Civil Engineer RESOLUTION NO. 393-07 FIVE FLAGS SIDEWALK AND LIGHTING REPLACEMENT PROJECT PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT 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 Five Flags Sidewalk and Lighting Replacement Project, in the estimated amount $197,500, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. a public hearing will be held on the 6th day of August, 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. The Five Flags Sidewalk and Lighting Replacement Project is hereby ordered to be advertised 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 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 not less than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 31St day of July, 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 public hearing at 6:30 p.m. on the 6th day of August, 2007, in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. Passed, adopted and approved this 16th day of Jul , 2007. G I/~ r Roy D. Buol, Mayor Att X Jeanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE FIVE FLAGS SIDEWALK AND LIGHTING 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 Five Flags Sidewalk and Lighting Replacement Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 6th day of August, 2007, in he 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: This project provides for the complete reconstruction of the existing sidewalk and pedestrian access curb ramps with a standard gray-colored main walk section and a brick red stamped parkway area to match the historic downtown sidewalk streetscape standard. The project will also include the installation of historic street lighting along with the upgrade and replacement of traffic signalization poles and equipment at the 5th and Locust intersection. 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 RESOLUTION NO. ORDERING THE ADVERTISEMENT FOR BIDS FOR THE FIVE FLAGS SIDEWALK AND LIGHTING REPLACEMENT PROJECT NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Five Flags Sidewalk and Lighting Replacement 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 31St day of July, 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 ~.m. on the 6th day of August, 2007, in the Public Library Auditorium, 360 West 11t Street, Dubuque, Iowa. Passed, adopted and approved this day of , 2007. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT FIVE FLAGS SIDEWALK AND LIGHTING 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 31St day of July, 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 31S day of July, 2007, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on the 6th day of August, 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 21, 2007 for Phase 1, and by November 2, 2007 for Phase 2. 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. Five Flags Sidewalk and Lighting Replacement Project CIP 1001179 -Five Flags Sidewalk Replacement This project provides for the complete reconstruction of the existing sidewalk and pedestrian access curb ramps with a standard gray-colored main walk section and a brick red stamped parkway area to match the historic downtown sidewalk streetscape standard. The project will also include the installation of historic street lighting along with the upgrade and replacement of traffic signalization poles and equipment at the 5th and Locust intersection. Published in the Telegraph Herald, July 20, 2007.