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2016 Bridge Repair Maintenance Project_Initiate Copyright 2014 City of Dubuque Items to be set for Public Hearing # 2. ITEM TITLE: 2016 Bridge Repair Maintenance Project SUMMARY: City Manager recommending initiation of the public bidding procedure for the 2016 Bridge Repairs and Maintenance Project, and further recommends that a public hearing be set for March 7, 2016. RESOLUTION 2016 Bridge Repairs and Maintenance 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 SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt Resolution(s), Set Public Hearing for 3/7/16 ATTACHMENTS: Description Type 2016 Bridge Repair Maintenance Project-MVM Memo City Manager Memo Staff Memo Supporting Documentation Resolution Resolutions Notice to Bidders Supporting Documentation THE CITY OF Dubuque UBE I erica .i Masterpiece on the Mississippi 2007-2012-2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2016 Bridge Repairs and Maintenance Project CIP 30012581 FY171 74014051 7101289 DATE: February 9, 2016 City Engineer Gus Psihoyos recommends initiation of the public bidding procedure for the 2016 Bridge Repairs and Maintenance Project, and further recommends that a public hearing be set for March 7, 2016. 1 concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Gus Psihoyos, City Engineer THE crry OF Dubuque DUB E AH-America CRY ` I I I I I' Masterpiece ori the Mississippi 2N)"•2012.201:1 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer SUBJECT: 2016 Bridge Repairs and Maintenance Project CIP 3001258, FY 17, 7401405, 7101289 DATE: February 10, 2016 INTRODUCTION The enclosed resolutions authorize the initiation of the public bidding procedure for the 2016 Bridge Repairs and Maintenance Project. BACKGROUND During the 2013 Bi-Annual Bridge Inspections, it was observed and noted that both the Cedar Cross Road and Old Mill Bridges were experiencing spalled concrete sections on each of their respective bridge decks. As part of the FY14 budget process, additional bridge maintenance funding were approved for these repairs; however work was postponed due to local traffic using these streets as an alternate route while the Iowa DOT was completing the US 61/151 Catfish Creek Bridge improvements over the past two (2) construction seasons. Additionally, the west bridge approach pavement on the Fremont Avenue bridge has settled, causing a significant bump, poor ride quality, and unsafe conditions for cyclists on the west end of the bridge. These repairs were also postponed while the Iowa DOT completed the US 61/151 Catfish Creek Bridge improvements. The Iowa DOT's project was finished, and the City solicited bids for the bridge repair and maintenance projects on Cedar Cross, Fremont, and Old Mill which will require road closures and detours. On July 9, 2015 competitive bids were received on the 2015 Bridge Repairs and Maintenance Project. One (1) qualifying bid proposal was received, with a base bid of $444,792.40. Based on the estimate of probable cost of $273,000, the bids were significantly over the funding available to complete the construction improvements as proposed. On July 20, 2015 the City Council rejected the single bid proposal received for the 2015 Bridge Repairs and Maintenance Project due to a lack of competitive bids and insufficient funding to proceed with the construction improvements as proposed. At that meeting it was recommend that staff review the scope of the project, further evaluate the estimate of probable cost based on market conditions, and prepare to re- bid the project in 2016. By re-bidding the project in early 2016, it is hoped that more contractors will bid on the project and allow for a more favorable bidding environment. DISCUSSION The 2016 Bridge Repairs and Maintenance Project, will provide for the following improvements: Cedar Cross Road Bridge (Base Bid): • Concrete bridge deck repair to extend the life of the bridge. • Sidewalk settlement repairs and expansion joint maintenance. Fremont Bridge (Base Bid): • Concrete bridge deck repair to extend the life of the bridge. • Concrete bridge deck joint repair. • Sidewalk settlement repairs. Old Mill Road Bridge (Base Bid): • Concrete bridge deck repair to extend the life of the bridge. • Sidewalk settlement repairs. Several of the previous residential properties on Old Mill Road were historically susceptible to frequent flooding from Catfish Creek during heavy rainfall events. As a result, between 2002 - 2014, several of these properties were purchased by the City as part of the FEMA Flood Mitigation buyout program. When the building structures were removed from these properties, the water and sanitary sewer services were not disconnected due to the street excavation that would be required and the disruption to the traveling public. Since Old Mill Road will be closed and traffic detoured for the bridge repair work, this is the perfect opportunity to complete the water and sanitary sewer disconnects. Old Mill Road Utility Disconnects: • Remove eight (8) water services and three (3) sanitary sewer services on Old Mill Road while the bridge and roadway are closed. In addition to the City owned properties, three (3) adjoining properties were purchased on Old Mill Road by a private owner (Dave Hartig) for conservation preservation purposes. The property owned by Mr. Hartig is located within the flood plain and future development of those lots would not be allowed. As a result, Mr. Hartig is required to disconnect the water and sanitary sewer services. Mr. Hartig has requested and the City has agreed to include the private utility disconnects as part of the City's project. Mr. Hartig has agreed to fully reimburse the City for the actual costs incurred. The estimated cost for Mr. Hartig to disconnect the water and sanitary sewer services is approximately $33,800. If Mr. Hartig decides not to move forward with the disconnection of his private utilities, we will delete this portion of the project from the contract. ALTERNATE BIDS Since the City is still not sure of the interest on this project and the cost estimate, staff has elected to include five (5) alternate bid items to allow for some flexibility to adjust the scope of the project should the bids come in again higher than anticipated, thus allowing the project to remain within the budgeted funding available. Alternate Bids: • Rehab Cedar Cross Bridge north approach and clean & seal deck. (Alternate Bid No. 1) • Rehab Cedar Cross Bridge south approach (Alternate Bid No. 2) • Reconstruct Fremont Bridge westerly approach and clean & seal deck. (Alternate Bid No. 3) • Water Service Disconnects at the Old Mill Road Bridge Site. (Alternate Bid No. 4) • Sanitary Sewer Service Disconnects at the Old Mill Road Bridge Site and clean & seal deck. (Alternate Bid No. 5) ROAD CLOSURES AND DETOURS In order to complete the bridge deck and approach pavement repair work, the project will require that Cedar Cross, Fremont, and Old Mill roads be closed and traffic detour routes provided. The contractor will only be allowed to work on one (1) bridge at a time in an effort to minimize disruption to motorists. The Engineering Department has communicated with the School District and Jule Transit in regards to upcoming road closures and detours and how that impacts designated bus routes. Based on input received, the construction plans will specify that the Cedar Cross Road bridge be completed first, and the Fremont Avenue bridge be completed second. It will be the City's intention to have both Cedar Cross and Fremont completed and open by the time school starts on August 23rd. The Old Mill Road bridge project will occur last and is anticipated to have the longest road closure and detour due to the amount of underground utility and street pavement replacement work required. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process February 15, 2016 Publish Public Hearing Notice on Plans &Specifications February 19, 2016 Publish Notice to Bidders, Advertise for Bids February 19, 2016 Public Hearing on Plans & Specifications March 07, 2016 Pre-Bid Construction Conference March 3, 2016 Receipt of Bid Proposals (Bid-Letting) March 10, 2016 Award Construction Contract March 21, 2016 Project Completion Date August 23, 2016 RECOMMENDATION I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for bid proposals. BUDGETIMPACT The estimate of probable cost for the 2016 Bridge Repairs and Maintenance Project is as follows: Estimate BASE BID - Construction Contract $ 139,000.00 ALT. 1 - Cedar Cross Bridge - North Approach / Bridge Deck 23,780.00 ALT. 2 - Cedar Cross Bridge - South Approach 32,175.00 ALT. 3 - Fremont Bridge - West Approach / Bridge Deck 43,905.00 ALT. 4 - Old Mill Road - Water Service Disconnection 50,065.00 ALT. 5 - Old Mill Rd - San. Sewer Service Disconnect/ Bridge Deck 25,660.00 Contingency 31,460.00 Engineering Design, Construction Administration & Inspection 53,500.00 Total Project Cost $ 399.545.00 The project funding summary is as follows: CIP No. Fund Description Estimate 3001258 Bridge Repair/ Maintenance (FY14, FY15, FY 16) $ 234,000.00 3001258 Bridge Repair/ Maintenance (FY17) 100,000.00 7401405 Water Main Replacement 23,705.00 7101289 General Sanitary Sewer Repair 8,005.00 Private Participation 33,835.00 Total Project Funding $ 399.545.00 The funding summary also includes the Private Participation on behalf of Mr. David Hartig for the estimated cost to disconnect the water and sanitary sewer services. 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 bids through adoption of the enclosed resolutions for the 2016 Bridge Repairs and Maintenance Project. Prepared by: Greg Doeden, Civil Engineer cc: Jenny Larson, Budget Director Don Vogt, Public Works John Klostermann, Public Works FAPROJECTS\BRIDGE PROJECTS\2015 Bridge Repairs & Maintenance Project\REVISED 1-25- 16\Council &Staff Documents\Initiate RESOLUTION NO. 44-16 2016 BRIDGE REPAIRS AND MAINTENANCE 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 2016 Bridge Repairs and Maintenance Project in the estimated amount $175,700.00, 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 7th day of March, 2016 at 6:30 p.m. in the Historic Federal Building Council Chambers 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 2016 Bridge Repairs and Maintenance 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 10th day of March, 2016. 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 March, 2016, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 15th day of February, 2016. D. Buol, Mayor Attest.: Kevin ,4: Krnstahl,(gMt, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 2016 BRIDGE REPAIRS AND MAINTENANCE 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 2016 Bridge Repairs and Maintenance Project in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 7`h day of March, 2016, in the Historic Federal Building Council Chambers (second floor), 350 West 6`h 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: Cedar Cross Road Bridge: • Concrete bridge deck repair to extend the life of the bridge. • Sidewalk settlement repairs and expansion joint maintenance. Fremont Bridge: • Concrete bridge deck repair to extend the life of the bridge. • Concrete bridge deck joint repair. • Sidewalk settlement repairs. Old Mill Road Bridge: • Concrete bridge deck repair to extend the life of the bridge. • Sidewalk settlement repairs. Alternate Bids: • Rehab Cedar Cross Bridge north approach and clean & seal deck. (Alternate Bid No. 1) • Rehab Cedar Cross Bridge south approach (Alternate Bid No. 2) • Reconstruct Fremont Bridge westerly approach and clean & seal deck. (Alternate Bid No. 3) • Water Service Disconnects at the Old Mill Road Bridge Site. (Alternate Bid No. 4) • Sanitary Sewer Service Disconnects at the Old Mill Road Bridge Site and clean & seal deck. (Alternate Bid No. 5) 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 , 2016. Kevin S. Firnstahl, CMC, City Clerk NOTICE TO BIDDERS SECTION 00120 CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT 2016 Bridge Repairs and Maintenance Project 120.1 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 March 101", 2016, in the Office of the City Clerk, City Hall - First Floor, 50 West 131" Street, Dubuque, Iowa. 120.2 Time and Placed Sealed Proposals Will be Opened and Considered Sealed proposals will be opened and Bids tabulated at 2:00p.m. on March 101", 2016, at City Hall - Conference Room A, 50 West 131" Street, Dubuque, Iowa, for consideration by the City Council 7 at its meeting on March ", 2016. The City of Dubuque, Iowa, reserves the right to reject any and all Bids. 120.3 Time for Commencement and Completion of Work Work on the Project must be commenced within ten (10) calendar days after the Notice to Proceed has been issued and shall be fully completed by September 2ntl, 2016. 120.4 Bid Security Each Bidder must 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 must be in the amount of ten percent (10%) of the amount of the contract and must 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 Bidder may provide a Bid Bond with corporate surety satisfactory to the governmental entity. The Bid Bond must contain no conditions except as provided in this section. 120.5 Contract Documents Copies of the Contract Documents may be obtained at the Engineering Department, City Hall — Second Floor, 50 West 131" Street, Dubuque, Iowa 52001. The Contract Documents will also be available on the City's website at www.citvofdubugue.org/bids.aspx. No plan deposit is required. Special Provision Note: Contractor(s) or subcontractor(s) will be required to be Iowa Department of Transportation pre-qualified to complete PC concrete paving work. 120.6 Preference for Iowa Products and Labor By virtue of statutory authority, preference will be given to products and provisions grown and local produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. 120.7 Sales Tax The Bidder should not include State of Iowa sales tax in its Bid. A sales tax exemption certificate will be available for all material purchased in Iowa for incorporation into the Project. 120.8 General Nature of Public Improvement Project 22016 Bridge Repairs and Maintenance Project CIP#3001258 The scope of the Project is as follows: Cedar Cross Road Bridge (Base Bid): • Concrete bridge deck repair to extend the life of the bridge. • Sidewalk settlement repairs and expansion joint maintenance. Fremont Bridge(Base Bid): • Concrete bridge deck repair to extend the life of the bridge. • Concrete bridge deck joint repair. • Sidewalk settlement repairs. Old Mill Road Bridge(Base Bid): • Concrete bridge deck repair to extend the life of the bridge. • Sidewalk settlement repairs. Alternate Bids: • Rehab Cedar Cross Bridge north approach and clean &seal deck. (Alternate Bid No. 1) • Rehab Cedar Cross Bridge south approach (Alternate Bid No. 2) • Reconstruct Fremont Bridge westerly approach and clean &seal deck. (Alternate Bid No. 3) • Water Service Disconnects at the Old Mill Road Bridge Site. (Alternate Bid No. 4) • Sanitary Sewer Service Disconnects at the Old Mill Road Bridge Site and clean & seal deck. (Alternate Bid No. 5) 120.9 Pre-Bid Construction Conference Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 1:00 PM on March 3rd, 2016, at City of Dubuque, City Hall, Conference Room A, 50 W. 131h Street, Dubuque, Iowa. Attendance by prospective bidders is not mandatory but highly recommended. 120.10 Title VI—Discrimination Clause The City of Dubuque in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d-2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, or disability in consideration for an award. Published in the Telegraph Herald on February 19, 2016.