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Tanzanite Dr. Paving ProjectMEMORANDUM March 11, 2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Paving of Tanzanite Drive Public Works Director Mike Koch recommends initiation of the bidding process for the Tanzanite Drive Paving Project, and further recommends that a public hearing be set for April 15, 2002. I concur with the recommendation and respectfully request Mayor and City Council approval. Micfiael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Michael A. Koch, Public Works Director CITY OF DUBUQUE, IOWA MEMORANDUM March 11, 2002 TO: Michael C. Van Milligen, City Manager FROM: Michael A. Koch, Public Works Director SUBJECT: Paving of Tanzanite Drive INTRODUCTION The enclosed resolutions authorize the bidding procedure for the Tanzanite Drive Paving Project. DISCUSSION The Tanzanite Drive Paving Project involves the connection of Tanzanite Drive from the Alpine Heights Trailer Courts to the Northwest Arterial Extension east of US 52, which is scheduled for Calendar Year 2002. The extension is approximately 117 feet long and will consist of a 37-foot wide roadway. This project is in conjunction with the development of Emerald Acres 1 & 2 and Alpine Trailer Courts. The developer, Ed Tschiggfde, has agreed to grade the roadway. The City's portion of the project will be the purchase of the right-of-way, storm sewer installation and the paving of the roadway. While not an integral part of the project, the Water Department has decided to extend a watermain along Tanzanite Drive while it is under construction to provide a loop to the water distribution system in the area. Due to unexpected road excavation in the area, Tschiggfrie, as part of the grading, has hired a subcontractor to pre-split the rock for the excavation of the roadway: The pavement will be bid as portland cement (P.C.C.). At the same time, the City has contracted with Tschiggfrie for the installation of the City's watermain since he will be doing all of the other construction in this area. The schedule of the project is as follows: Advertisement for Bids Notice of Hearing on Bids & Specifications Receipt of Bids Public Hearing Award of Contract Completion March 22, 2002 April 5, 2002 April 4, 2002 April 15, 2002 April 15, 2002 September 30, 2002 RECOMMENDATION I recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate for this project is as follows: Construction Contract Contingency Engineering Right-of-Way Acquisition Storm Sewer $243,964.90 24,396.49 13,418.07 134,510.00 103,348.00 Total Project Cost $519,637.46 The project will be funded through the Fiscal Years 2002 and 2003 appropriation of $645,411 and will be totally funded through the Road Use Tax Fund. 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. MAK/vjd Prepared by Michael Felderman, Civil Engineer cc: Gus Psihoyos, Assistant City Engineer Bob Green, Water Plant Manager RESOLUTION NO. 175-02 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of contract and estimated cost for the Tanzanite Drive Paving Project, in the estimated amount of $519,637.46, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 18th Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk day of March ,2002. /T~rrance M. 'D~I~ Mayor RESOLUTION NO.176-02 FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the Tanzanite Drive Paving Project. NOW THEREFORE, BE IT RESOLVED BY THE CiTY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That on the 15th day of April, 2002, a public hearing will be held 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 cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of 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 not less than four days nor more than twenty days prior to the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this 18th Attest: Jeanne F. Schneider, CMC, City Clerk day of March, 2002. Terrance M. Duggan, Mayor RESOLUTION NO.177-02 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Tanzanite Drive Paving 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than forty-five days prior to the receipt of said bids at 2:00 p.m. on the 4~ day of April, 2002. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 15~ day of April, 2002. Passed, approved and adopted this 18th day of March ,2002. Attest: Jeanne F. Schneider, City Clerk Terrance M. Duggan, Mayor NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the Tanzanite Drive Paving Project. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the Tanzanite Drive Paving Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 15th day of April, 2002 in the Public Library Auditorium, 360 11th Street, in Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. 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 orTDD at (563) 589-4193 in the Human Rights Department at least 48 hours prior to the meeting. Published by order of the City Council given on the 2002. day of Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO.177-02 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Tanzanite Ddve Paving 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than forty-five days prior to the receipt of said bids at 2:00 p.m. on the 4th day of April, 2002. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 15th day of April, 2002. Passed, approved and adopted this 18th day of March, 2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk March ,2002. ~r~rance M~. Dug~ Mayor NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE TANZANITE DRIVE PAVING PROJECT Sealed proposals will be received by the City Clerk of the City of Dubuque, Iowa, at the Office of City Clerk in City Hall no later than 2:00 o'clock p.m. on the 4th day of April, 2002, for the Tanzanite Drive Paving Project. Copies of the plans and specifications may be obtained in the City Engineer's Office at City Hall. Payment to the contractor will be made from funds as may be legally used for such purposes. All work herein provided for shall be commenced within ten (10) days after the notice to proceed has been issued, and shall be fully completed on the 30th day of September, 2002. All bids must be submitted on the Bid Form bound in the specifications. Each bid shall be accompanied by a satisfactory Bid Bond executed by the Bidder and an acceptable surety; or a cashier's or certified check payable to the City Treasurer, City of Dubuque, drawn on a bank in Iowa or a bank chartered under the laws of the United States, in the amount often percent (10%) of the bids submitted as security that the bidder will enter into a contract for doing the work and will give bond with proper securities for the faithful performance of the contract in the form attached to the specifications. The successful bidder will be required to furnish a performance bond in an amount equal to one hundred percent (100%) of the contract price. Said bond is to be issued by a responsible surety company approved and acceptable to the City Council, and shall guarantee the faithful performance of the contract and terms and conditions therein contained, and shall guarantee the prompt payment of all materials and labor and protect and save harmless the City of Dubuque, Iowa, from claims and damages of any kind caused by the operations of the Contractor. No bid submitted by any Contractor which contains a condition or qualification shall be recognized or accepted by the City Council and any letter or communication accompanying the bid which contains a condition or qualification upon the bid which has the effect of qualifying or modifying any provision of the specifications in any manner will be construed as a non-qualifying bid and will be rejected by the City Council as not responsive. Said bond shall also guarantee the material and the maintenance of the improvement(s) constructed for a minimum period of two (2) years from and after its completion and acceptance by the City Council. All proposals must be made on blanks furnished by the City Engineer and each bidder will be required to state his prices for doing all the items in each section on which he makes a bid and for all things necessary to make a complete job. The Bidder's attention is directed to the City of Dubuque's Affirmative Action Program which is included in the Contract Specifications and the provisions thereof and hereby made a part of the Contract Documents by reference and incorporated therein. The Contractor, when requested by the City of Dubuque, will furnish a statement of his financial and practical qualifications as provided for in the General Requirements of the Specifications. By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa and to Iowa domestic labor. The City Council reserves the right to reject any and all bids or to waive any technicalities and irregularities. All bids will be publicly opened and read by the City Clerk at 2:00 o'clock p.m. on the 4th day of April, 2002, and will be submitted to the Council for final action at a meeting to be held in the Public Library Auditorium, 360 West 11th Street, at said City at 6:30 p.m. on the 15th day of April, 2002. A contract will be awarded at that time or such subsequent time as the City Council may determine. Published by order of the City Council of the City of Dubuque, Iowa and dated this __ day of ,2002. Jeanne F. Schneider, CMC, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within ten (10) days after notice to proceed has been issued and shall be fully completed by September 30, 2002. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 per calendar day will be assessed, not as a penalty but as predetermined and agreed liquidated damages. The Contractor Will be separately invoiced for this amount, and final payment will be withheld until payment has been made of this invoice. The assessment of liquidated damages shall not constitute a waiver of the City's right to collect any additional damages which the City may sustain by failure of the Contractor to carry out the terms of his contract. An extension of the contract period may be granted by the City for any of the following reasons: 1. Additional work resulting from a modification of the plans. 2. Delays caused by the City. Other reasons beyond the control of the Contractor, which in the City's opinion, would justify such extension.