HomeMy WebLinkAbout2020-08-17-G01 Kettlestone Greenway Improvements Phase 2_Ratify Bid Letting ChangesAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: August 17, 2020
AGENDA ITEM:Consideration of approval of a resolution ratifying, confirming, and
approving change in deadline for submission of bids and posting of
revised Notice to Bidders [Kettlestone Greenway Improvements Phase 2
Project]
FORMAT:Resolution
SYNOPSIS INCLUDING PRO & CON: The bid letting for the Kettlestone Greenway
Improvements Phase 2 project was initially scheduled for August 12,
2020, at 2:00 p.m. at Waukee City Hall. However, due to circumstances
beyond the City’s control related to a statewide severe weather event and
subsequent power/phone/internet outages, the Project Engineer has
advised that the bid letting be rescheduled.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: City staff recommend rescheduling the bid letting for
Tuesday, August 25 at 2:00 p.m.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed Resolution
II. Notice to Bidders (revised)
PREPARED BY: Becky Schuett
REVIEWED BY:
G1
RESOLUTION 2020-
RESOLUTION RATIFYING, CONFIRMING, AND APPROVING THE
CHANGE IN DEADLINE FOR SUBMISSION OF BIDS AND POSTING OF
REVISED NOTICE TO BIDDERS FOR THE KETTLESTONE GREENWAY
IMPROVEMENTS PHASE 2
WHEREAS, on July 20, 2020, the Council adopted a Resolution ordering construction of
the Kettlestone Greenway Improvements Phase 2; and
WHEREAS, pursuant to said Resolution, the City Clerk was directed to post a notice to
bidders not less than thirteen clear days nor more than forty-five days prior to August 12, 2020,
the date fixed for receiving bids; and
WHEREAS, pursuant to said Resolution, the City Clerk was directed to publish notice of
public hearing not less than four clear days nor more than twenty days prior to August 17, 2020,
the date fixed as the date for a public hearing on the plans, specifications, form of contract and
estimate of costs for the project; and
WHEREAS, due to circumstances outside the City’s control related to the statewide
severe weather and subsequent power/phone/internet outages, the Project Engineer has advised
the bid letting must be rescheduled; and
WHEREAS, the Project Engineer issued an addendum with revised deadline for
submission of bids to August 25, 2020; and
WHEREAS, the revised Notice to Bidders for the Kettlestone Greenway Improvements
Phase 2 indicating the new deadline for submission of bids was posted on August 11 and 12,
2020 in a relevant contractor plan room service with statewide circulation, in a relevant
construction lead generating service with statewide circulation, and on an internet site sponsored
by either the City or a statewide association that represents the City.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF WAUKEE, IOWA:
Section 1. That the change in the deadline for submission of bids from August 12, 2020
to August 25, 2020 is hereby ratified, confirmed and approved.
Section 2. That the actions of the Project Engineer in changing the time and date for the
receipt of bids to before 2:00 P.M. on August 25, 2020 is hereby ratified, confirmed, and
approved.
Section 3. That the actions of the City Clerk in posting a revised Notice to Bidders in a
relevant contractor plan room service with statewide circulation, in a relevant construction lead
generating service with statewide circulation and on an internet site sponsored by either the City
or a statewide association that represents the City on August 11 and 12, 2020 is hereby ratified,
confirmed, and approved.
Section 4. That the form of revised Notice to Bidders for the Kettlestone Greenway
Improvements Phase 2, and posting thereof is hereby ratified, confirmed and approved.
PASSED AND APPROVED this 17th day of August, 2020.
Mayor
ATTEST:
City Clerk
NOTICE TO BIDDERS
Sealed bids will be received by the City Clerk of the City of Waukee, Iowa, in the City
Hall, 230 West Hickman Road, Waukee, Iowa 50263, before 2:00 P.M. on August 25,
2020 for the following described public improvement:
KETTLESTONE GREENWAY IMPROVEMENTS PHASE 2
Proposals will be opened and the amount of the bids announced in the Council
Chambers at the City Hall by the City Clerk at the time and date specified above. In
addition, interested persons may alternatively attend as follows:
Dial-in: (866) 516-3949
PIN: 5869132#
The results shall be reported to the Waukee City Council at their meeting on Monday,
August 31, 2020 in the City Hall West Conference Room, 230 W. Hickman Rd., Waukee,
Iowa, at 12:00 P.M. at which time the Council may take action on the proposals
submitted or at such time as may then be fixed. Due to public health concerns related
to COVID-19, this meeting of the City Council will be conducted electronically, pursuant
to Iowa Code Section 21.8, as holding the meeting in person is impossible or
impractical. Interested persons may attend or participate in the meeting by the
following method:
The meeting shall be conducted via Zoom at the following link or phone numbers:
https://zoom.us/j/352651371
Meeting ID: 352-651-371
Or by phone:
+1 646-558-8656 or
+1 312-626-6799 or
+1 301-715-8592
The extent of the work on this project is the furnishing of all labor, equipment, and
materials for the construction of improvements in Waukee generally described as
follows:
Approximately 5,479 LF of 10’ wide, 6” thick PCC trail with associated earthwork; 745
LF of 5’ wide, 6” thick PCC sidewalk with associated earthwork; 22 bollard lights along
trail; one (1) floating fountain in existing pond; diffusion aeration system in existing
pond; three (3) rest areas that include PCC pavement, benches, bike racks, litter
receptacles, and drinking fountain; landscaping that includes deciduous overstory and
understory trees, evergreen trees, shrubs, sod, native seed areas; irrigation system
that utilizes the pond as water source and includes pump station with water meter and
backflow assembly, pop-up sprinklers and turf rotors, and all necessary system
components; limited storm sewer to include 18” and 36” CL.III RCP, 24” and 36”
diameter SW-512 intakes, concrete flared end sections; electric distribution system
that includes transformer, meter socket, cabinets and panelboards to supply site
lighting and fountain pump systems.
The kinds of materials, estimated quantities, and work to be done for the project on
which bids will be received are as shown on the bid proposal for said project.
All work is to be done in strict compliance with the Plans and Specifications prepared
by the Engineer which have been heretofore approved by the City Council and which
are now on file for public examination in the office of the City Clerk.
All bids shall be made on a form furnished by the City and shall be filed before the time
specified above, in a sealed envelope addressed to the City Clerk of Waukee, Iowa,
clearly stating that the envelope contains a bid on this project.
Each bidder shall accompany its bids with bid security as defined in Iowa Code Section
26.8, 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, in a form
acceptable to the City for the faithful performance of the contract and guaranteeing
payment to all persons supplying labor and/or materials in the execution of the work
provided for in the contract, in an amount equal to 100% of the amount of the contract.
Additionally, the bidder must provide the City with a guarantee of maintenance of said
improvement for a period of four (4) years from the time of acceptance by the City.
The bidder’s security shall be in an amount equal to ten percent (10%) of the total
amount of the bid and shall be in the form of a cashier’s check or a certified check
drawn on an FDIC insured bank in Iowa or on an FDIC insured bank chartered under
the laws of the United States; or a certified share draft drawn on a credit union in Iowa
or chartered under the laws of the United States; or a bid bond on the form provided in
the contract documents with corporate surety satisfactory to the City. The bid shall
contain no condition except as provided in the specifications.
If the bidder fails to execute the contract and to furnish an acceptable performance,
payment, and maintenance bond or provide a Certificate of Insurance within ten (10)
days after acceptance of the bid by the City, the bid security may be forfeited or cashed
by the City as liquidated damages.
By virtue of statutory authority, a preference will be given to products and provisions
grown and coal produced within the State of Iowa.
In accordance with Iowa statutes, a resident bidder shall be allowed a preference as
against a nonresident bidder from a state or foreign country if that state or foreign
country gives or requires any preference to bidders from that state or foreign country,
including but not limited to any preference to bidders, the imposition of any type of
labor force preference, or any other form of preferential treatment to bidders or
laborers from that state or foreign country. The preference allowed shall be equal to
the preference given or required by the state or foreign country in which the
nonresident bidder is a resident. In the instance of a resident labor force preference, a
nonresident bidder shall apply the same resident labor force preference to a public
improvement in this state as would be required in the construction of a public
improvement by the state or foreign country in which the nonresident bidder is a
resident.
Failure to submit a fully completed Bidder Status Form with the bid may result in the
bid being deemed nonresponsive and rejected.
A sales tax exemption certificate will be available for all material purchased for
incorporation in the project.
Work on said project shall commence within ten (10) days of a written notice to
proceed and shall be completed by: May 21, 2021 .
The duration of the work is critical to the project so as to minimize damage to other
streets and public infrastructure and the disruption associated with the project to the
public. Damages in the amount of seven hundred and fifty ($750.00) per calendar day
will be assessed for each day the work shall remain uncompleted after the end of the
contract period at the sole discretion of the City which at the option of the City may be
deducted from any retainage prior to release, the final payment to contractor, or
through the commencement of a cause of action by the City, in the City’s sole
discretion. The selection by the City of any particular course of action hereunder is not
exclusive and shall not preclude the pursuit of additional remedies by the City. In the
event the City institutes legal proceedings, the Contractor shall be responsible for any
and all attorney’s fees and expenses.
Payment for the work will be made by the City in cash from such funds as may be
legally available including cash on hand, proceeds from the sale and issuance of
General Obligation Bonds and such other funds including the proceeds from the sale
and issuance of such other bonds as may lawfully be issued as the City Council may at
its sole discretion determine and provide.
Payment to the Contractor will be on the basis of monthly estimates equivalent to
ninety-five percent (95%) of the contract value of the work completed and payments
made to material suppliers for materials ordered specifically for the project or
delivered to the site during the preceding calendar month. Estimates will be prepared
on the first day of each month by the Contractor, subject to the approval of the
Engineer. Such monthly payments shall in no way be construed as an act of
acceptance for any part of the work partially or totally completed. Final payment by
the City will be made in accordance with Iowa statutes and the contract documents.
Bidding forms may be obtained from BEELINE AND BLUE, 2507 Ingersoll Avenue, Des
Moines, Iowa, 50312; Ph: (515) 244-1611. Copies of Plans and Specifications and contract
documents can be obtained at the same address.
The City Council reserves the right to reject any or all bids, to waive informalities or
technicalities in any bid and to accept the bid which it deems to be to the best interest
of the City.
CITY OF WAUKEE, IOWA
Courtney Clarke, Mayor
ATTEST:
Rebecca D. Schuett, City Clerk