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.