Dubuque Regional Airport Utilities Extension Project Acceptance Copyright 2014
City of Dubuque Consent Items # 9.
ITEM TITLE: Dubuque Regional Airport Utilities Extension Project
Acceptance
SUMMARY: City Manager recommending acceptance of the
construction contract for the Utility Extension to the
Dubuque Regional Airport, as completed by Miller Trucking
and Excavating and authorizing final payment.
RESOLUTION Accepting the Utility Extension to the
Dubuque Regional Airport Project and authorizing the
payment of the contract amount to the contractor
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt
Resolution(s)
ATTACHMENTS:
Description Type
Utility EAension to the Dubuque Regional Airport-MVM City Manager Memo
Memo
Staff Memo Staff Memo
Resolution Resolutions
THE CM OF Dubuque
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DUB E 11 1r
Masterpiece on the Mississippi -2012I
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Utility Extension to the Dubuque Regional Airport
CI P 7102409 — Granger Creek Sanitary Sewer Extension
CI P 7402395 —Water Extension - Airport
CIP 3002491 — Fiber Optic Conduit— Misc.
DATE: October 11, 2016
City Engineer Gus Psihoyos is recommending acceptance of the construction contract
for the Utility Extension to the Dubuque Regional Airport, as completed by Miller
Trucking and Excavating, in the final contract amount of$9,810,500.97, which was
8.8% over the awarded amount of $9,016,066.55.
There are several individual items that were either over the engineer estimate or under.
Two examples of overruns are in the rock excavation quantity and the replacement of
unsuitable backfill items and an example of a savings is in the quantity for pavement or
overlay. The final rock excavation amount was $686,000 more than the engineer's
estimate for rock excavation. Several areas, on the project, encountered rock ledges
that were not identified or anticipated during the design process. The excavated rock
was unsuitable for use as backfill material, which required more granular backfill
material to be used. The final amount for replacement of unsuitable backfill is $312,000
more than the engineer's estimate. A significant savings was realized by not needing to
overlay Elmwood Drive. The engineer's estimate included $116,800 for an overlay and
repairs to Elmwood Drive. The roadway performed better than anticipated and required
very little repair work due to this project. The savings on this item was $89,000.
An item that proportionally added to all of the Cl P budgets, was the WHKS contract
amendment for full time onsite inspection and additional engineering to evaluate and
facilitate modifications to the project. City engineering staff were utilized to provide a
portion of the project inspection but due prior project commitments, engineering staff
was not available to provide the level of inspection required for a project of this size and
duration. This resulted in an additional engineering expense of$162,517.49 above
what was shown in the project award memo.
I concur with the recommendation and respectfully request Mayor and City Council
approval. �1 t
64�-
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Gus Psihoyos, City Engineer
2
THE CITY DUB
DUUB__&__ FE IVicI R►
Masterpiece on the Mississippi 2007.2012.2013
TO: Michael C. Van Milligen, City Manager
FROM: Gus Cit,Psiho osEn
Y Y Engineer
� -
SUBJECT: Utility Extension to the Dubuque Regional Airport
CIP 7102409 - Granger Creek Sanitary Sewer Extension
CIP 7402395 - Water Extension - Airport
CIP 3002491 - Fiber Optic Conduit— Misc
DATE: October 17, 2016
INTRODUCTION
The enclosed resolution provides for the acceptance of the construction contract for the
Utility Extension to the Dubuque Regional Airport.
DISCUSSION
In November of 2012, the City contracted with WHKS and Co. for the design services
related to the Utility Extension to the Dubuque Regional Airport. Over the next 2 '/2
years, City staff worked closely with WHKS and HDR (sub-consultant) to design and
redesign the extensions of the sanitary sewer, water main, and fiber optics to not only
serve the Dubuque Regional Airport, but to also support future growth of the City. The
foundational infrastructure constructed under this project is the backbone for utility
extension projects within the 5,700 acre Granger Creek sewershed. Along with
supporting future growth in the area, the water main infrastructure design incorporated a
500,000 Gallon reservoir to not only provide for fire protection at the airport, but also to
provide a level of redundancy for the service area.
The construction contract was bid and awarded in May of 2015 and consisted; 15,350
LF of sanitary sewer, 19,965 LF of water main, two booster stations, 500,000 Gallon
water reservoir, and 28,684 LF of fiber optics. Miller Trucking and Excavating of Silvis,
IL was awarded the contract and construction began in July 2015. Multiple construction
crews, from Miller Trucking and Excavating and their sub-contractors, worked
throughout the year and were able to make the sanitary sewer connection at the airport
by the end of March of 2016, and have the water system completed by the end of May
2016. The final Fiber optics connections were completed In June 2016.
The award memo listed the Miller Trucking and Excavating's bid amount of
$9,401,738.50 as the contract award amount. Within the award memo, there was a
cost savings recommendation to eliminate two highway utility crossings to Tamarac
Business Park. The accepted savings of $385,671.95 resulted in an actual awarded
contract, with Miller Trucking and Excavating, in the amount of $9,016,066.55. The
revised award amount, due to the elimination of the utility crossings, is summarized
below:
Estimate Award
Construction Contract $8,509,284.50 $9,016,066.55
Contingency 851,440.45 851,440.45
Construction Engineering & Inspection 741,609.79 741,609.79
Easement Acquisition 91,248.95
Total Project Cost10.102.334.74 10.700.365.74
The award memo also indicated a funding shortfall for the three identified project CIP
budgets and made recommendations to transfer available funding from other CIP
budgets, to cover the shortfall. The recommendation included re-budgeting for the
effected CIP budgets the following year. The result of the transfer in funding, to the
project budget, is summarized below:
Initial CIP Transferred Total
Funding Funding Funding
CIP 7102409 Granger Creek
Sanitary Sewer Extension $4,029,864.00 $ 43,000.00 $4,072,864.00
CIP 7402395 Water Extension Airport $5,574,336.00 $390,000.00 $5,964,336.00
CIP 3002491 Fiber Optics to Airport $ 340,000.00 $386,985.28 $ 726,985.28
Total CIP Funding $9,944,200.00 $819,985.28 $10,764,185.28
The budget transfers resulted in excess funding in the amount of$63,819.54. This
amount was held as part of the project contingency. The adjusted project budget is
summarized below.
Award Pr- omec
Budge
Construction Contract $9,016,066.55 $9,016,066.55
Contingency 851 ,440.45 915,259.99
Construction Engineering & Inspection 741,609.79 741,609.79
Easement Acquisition 91,248.95 91,248.95
Total Project Cost $10.700.365.74 $JD 7Q44,185.28
2
Miller Trucking and Excavating completed the contract at a cost of$9,810,500.97, or
8.8% over the awarded amount of $9,016,066.55.
There are several individual items that were either over the engineer estimate or under.
The quantity variations in the individual items effected the individual CIP budgets
differently depending on what CIP the overrun or savings applied to. Two examples of
overruns are in the rock excavation quantity and the replacement of unsuitable backfill
items and an example of a savings is in the quantity for pavement or overlay. The final
rock excavation amount was $686,000 more than the engineer's estimate for rock
excavation. Several areas, on the project, encountered rock ledges that were not
identified or anticipated during the design process. The excavated rock was unsuitable
for use as backfill material, which required more granular backfill material to be used.
The final amount for replacement of unsuitable backfill is $312,000 more than the
engineers estimate. A significant savings was realized by not needing to overlay
Elmwood Drive. During the design process it was anticipated that Elmwood Drive may
not hold up well to the construction traffic that it would be subjected to. The engineer's
estimate included $116,800 for an overlay and repairs to Elmwood Drive. The roadway
performed better than anticipated and required very little repair work due to this project.
The savings on this item is $89,000.
An item that proportionally added to all of the CIP budgets, was the WHKS contract
amendment for full time onsite inspection and additional engineering to evaluate and
facilitate modifications to the project. City engineering staff were utilized to provide a
portion of the project inspection but due prior project commitments, engineering staff
was not available to provide the level of inspection required for a project of this size and
duration. This resulted in an additional engineering expense of$162,517.49 above
what was shown in the project award memo.
BUDGETIMPACT
The summary of project cost for the Utility Extension to the Dubuque Regional Airport
Project is summarized as follows:
Award Final
Construction Contract $9,016,066.55 $9,810,500.97
Contingency 915,259.99 0.00
Construction Engineering & Inspection 741,609.79 904,127.28
Easement Acquisition 91,248.95 91,248.95
Total Project Cost $10,764,185.28 $10.805.877.20
As identified above, the total project cost is over budget by $41,691.92. However, the
three individual CIP budgets were effected differently by the quantity variations as
discussed above. The CIP budgets and project costs are summarized below.
3
Total Project Remaining
Funding Cost Funding
CIP 7102409 Granger Creek
Sanitary Sewer Extension $4,072,864.00 $3,936,307.47 $136,556.53
CIP 7402395 Water Extension Airport $5,964,336.00 $6,092,956.06 ($128,620.06)
CIP 3002491 Fiber Optics to Airport $ 726,985.28 $ 776,613.67 ($ 49,628.39)
Total CIP Funding $10,764,185.28 $10,805,877.20 ($ 41,691.92)
During the FY 17 budget process the water department, in anticipation of a funding
shortfall, allocated additional funding from 7401405 Water Main Replacements for this
project in the amount of$128,620.06 which is not reflected in the awarded budget
amount above.
The shortfall in CIP 3002491 Fiber Optics to Airport of$49,628.36 will be funded
through Fiber Optics Communications from Downtown to the Airport FY17 CIP 3002491
in the amount of$83,372.64. This CIP is being re-budgeted in FY18.
ACTION TO BE TAKEN
The City Council is requested to adopt the attached resolutions accepting the
improvements, and establishing the final contract amount of$9,810,500.97, and for the
payment of the contract amount to Miller Trucking & Excavating for the Utility
Extensions to the Dubuque Regional Airport Project.
Prepared by: Todd Irwin
cc: Jenny Larson, Budget Director
Alexis Steger, Senior Budget Analyst
Bob Green, Water Department Manager
Denise Ihrig, Water Plant Manager
Brant Schueller, Water Engineering Asst
David Ness, Civil Engineer
Todd Irwin, Engineering Technician
4
RESOLUTION NO. 353-16
ACCEPTING THE UTILITY EXTENSION TO THE DUBUQUE REGIONAL AIRPORT
PROJECT AND AUTHORIZING THE PAYMENT OF THE CONTRACT AMOUNT TO
THE CONTRACTOR
Whereas, the Public Improvement Contract for the Utility Extension to the
Dubuque Regional Airport project (the Project) has been completed and the City
Engineer has examined the work and filed a certificate stating that the Project has been
completed according to the terms of the Public Improvement Contract and that the City
Engineer recommends that the Project be accepted; and
WHEREAS, the final contract amount for the Project is $9,810,500.97;
WHEREAS, the Contractor has previously been paid $9,662,666.00, leaving a
balance of $147,834.97; and
WHEREAS, the City Council finds that the recommendation of the City Engineer
should be accepted.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. The recommendation of the City Engineer is approved and the Project
is hereby accepted.
Section 2. The Finance Director is hereby directed to pay to the Contractor from
the Utility Extension to the Dubuque Regional Airport project fund for the contract
amount of $147,834.97 Tess any retained percentage provided for therein as provided in
Iowa Code chapter 573, and to pay such retainage only in accordance with the
provisions of Iowa Code chapter 573.
Attest:
Passed, approved and adopted this 17th day of October, 2016.
.,400101,
Firnstahl, CMC,
(,
Kevin
Clerk
oy D. Buol, Mayor
CITY ENGINEER'S CERTIFICATE OF FINAL COMPLETION OF THE UTILITY
EXTENSION TO THE DUBUQUE REGIONAL AIRPORT PROJECT
The undersigned City Engineer of the City of Dubuque, Iowa, hereby certifies that
he has inspected the Utility Extension to the Dubuque Regional Airport Project, that the
Project has been performed in compliance with the terms of the Public Improvement
Contract, and that the total cost of the completed work is $10,805,877.20.
Dated this day of , 2016.
Gus Psihoyos, City Engineer
Filed in the office of the CityClerk on the da of X2016.
Y
'K=vin S. Firnstahl, " MC, City Clerk