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HomeMy WebLinkAbout2020-08-17-G02 Triumph Park_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 [Triumph Park Project] FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: The bid letting for the Triumph Park Project was initially scheduled for August 12, 2020, at 4:00 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 4:00 p.m. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Notice to Bidders (revised) PREPARED BY: Becky Schuett REVIEWED BY: G2 RESOLUTION 2020- RESOLUTION RATIFYING, CONFIRMING, AND APPROVING THE CHANGE IN DEADLINE FOR SUBMISSION OF BIDS AND POSTING OF REVISED NOTICE TO BIDDERS FOR THE TRIUMPH PARK WHEREAS, on July 20, 2020, the Council adopted a Resolution ordering construction of the Triumph Park; 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 Triumph Park 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 4:00 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 Triumph Park, 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 4:00 P.M. on Wednesday, August 25, 2020 for the following described public improvement: TRIUMPH PARK 700 NW DOUGLAS PKWY WAUKEE, IOWA 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: Site work includes all work associated with the installation of Twelve (12) competition baseball / softball fields as well as Eight (8) Practice fields. This work includes the construction of Three (3) identical restroom and concessions buildings as well a central maintenance building. Also include is the construction of a Fishing Pier and a General Park Restroom Facility. The drawings outline the components within the fields and include but are not limited to: Dugouts, Fencing, Irrigation, Field Surfacing, Flagpoles, Plaza, Batting Cages, Backstops, Bleachers, Canopy Covers, Etc. It will also include all field, parking, and pathway lighting. Also includes is the construction of the main parking lot that includes 516 Stalls and 4,000 LF of Concrete Trail around the existing pond. Lastly the contractor will be required to coordinate with Landscape Structures as they will install the Playground equipment as well as the Play surfaces for the Miracle Field and the Playground. (See Mandated Alternates). 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 chartered under the laws of the state of 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 security shall contain no additional conditions either in the body or as an endorsement thereon. 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. Per Iowa Code section 423.3 (80), the City will issue an exemption certificate for the purchase or use of building materials, supplies, and equipment that will be used in the performance of the construction contract. Work on said project shall commence within ten (10) days of a written notice to proceed and shall be completed by: Spring of 2022. 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 and/or all bids and to waive any and/or all technicalities and/or all irregularities, and to accept the bid which it deems to be in the best interest of the City. This notice is given by order of the Council of the City of Waukee, Iowa. CITY OF WAUKEE, IOWA Courtney Clarke, Mayor ATTEST: Rebecca D. Schuett, City Clerk