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HomeMy WebLinkAbout2022-05-16 I01J_02 West Area Trunk Sewer Extension Phase 2_Set PHAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: May 16, 2022 AGENDA ITEM:Consideration of approval of a resolution ordering construction of the West Area Trunk Sewer Extension - Phase 2 project and fixing a date for hearing thereon and taking bids therefor FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: The project includes the construction of the West Area Trunk Sewer Extension Phase 2 including all labor, materials and equipment necessary for approximately 8,400 linear feet of 12-inch through 24-inch diameter sanitary sewer in open cut, manholes, excavation and backfill, surface restoration, plantings and miscellaneous associated work, including cleanup. The West Area Trunk Sewer Extension – Phase 2 project is located west of Ute Avenue and south of 310th Street. This project is part of the approved FY 2023-27 CIP with a total project budget of $3.07M. Project schedule is currently set to take bids on June 14, 2022 with report of bids to occur at the June 20, 2022 regular City Council meeting. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the Resolution ATTACHMENTS: I. Notice of Public Hearing II. Resolution PREPARED BY:Beth Richardson REVIEWED BY:Rudy Koester RK PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: I1J2 RESOLUTION 2022- RESOLUTION ORDERING CONSTRUCTION OF THE WEST AREA TRUNK SEWER EXTENSION - PHASE 2, AND FIXING A DATE FOR HEARING THEREON AND TAKING OF BIDS THEREFOR WHEREAS, it is deemed advisable and necessary to construct certain public improvements described in general as the West Area Trunk Sewer Extension - Phase 2; and WHEREAS, the City has caused to be prepared plans, specifications and form of contract, together with estimate of cost, which are now on file in the office of the City Clerk for public inspection, for the construction of the public improvements; and WHEREAS, the plans, specifications and form of contract are deemed suitable for the making of the public improvements; and WHEREAS, before the plans, specifications, form of contract and estimate of cost may be adopted, and a contract for the construction of the public improvements is entered into, it is necessary, pursuant to Chapter 26, Code of Iowa, to hold a public hearing and to advertise for bids: NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WAUKEE, STATE OF IOWA: Section 1.That it is hereby determined that it is necessary and advisable to construct certain public improvements described in general as the West Area Trunk Sewer Extension - Phase 2, in the manner set forth in the plans and specifications and form of contract, above referred to, the cost thereof to be paid in accordance with the provisions as set out in the posted Notice to Bidders and published Notice of Public Hearing; the public improvements being more generally described as follows: Construct West Area Trunk Sewer Extension – Phase 2 including all labor, materials and equipment necessary for approximately 8,400 linear feet of 12-inch through 24-inch diameter sanitary sewer in open cut, manholes, excavation and backfill, surface restoration, plantings and miscellaneous associated work, including cleanup. Section 2.That the amount of the bid security to accompany each bid shall be in an amount which shall conform to the provisions of the notice to bidders approved as a part of the specifications. BE IT FURTHER RESOLVED, that the City Clerk be and is hereby directed to post a notice to bidders once in a relevant contractor plan room service with statewide circulation and 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. Posting shall be not less than thirteen clear days nor more than forty-five days prior to June 14, 2022, which is hereby fixed as the date for receiving bids. The bids are to be filed prior to 2:00 P.M., on such date. The City Council hereby delegates to the City Administrator or his designee the duty of receiving, opening and tabulating bids for construction of the Project. Bids shall be received and opened as provided in the public notice and the results of the bids shall be considered at the meeting of this Council on June 20, 2022, at 5:30 P.M. BE IT FURTHER RESOLVED, that the City Clerk be and is hereby directed to publish notice of hearing once in a legal newspaper, printed wholly in the English language, published at least once weekly and having general circulation in this City. Publication shall be not less than four clear days nor more than twenty days prior to the date hereinafter fixed as the date for a public hearing on the plans, specifications, form of contract and estimate of costs for the project, the hearing to be at 5:30 P.M. on June 20, 2022. PASSED AND APPROVED this 16th day of May, 2022. Mayor ATTEST: City Clerk NB-1 275351 NOTICE TO BIDDERS NOTICE OF TAKING OF BIDS FOR THE CONSTRUCTION OF THE WEST AREA TRUNK SEWER EXTENSION – PHASE 2 FOR THE CITY OF WAUKEE, IOWA Sealed proposals must be filed with the City Clerk of the City of Waukee, Iowa, in the Council Chambers at the City Hall, 230 W. Hickman Road, Waukee, Iowa, before 2:00 P.M. on the 14th day of June, 2022, for the construction of the West Area Trunk Sewer Extension – Phase 2 project, and work incidental thereto, as described in the plans and specifications therefor, now on file in the office of the City Clerk at City Hall. Proposals will be opened and the amount of the bids announced in said Council Chambers 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# Proposals will be acted upon by the City Council of said City in the Council Chambers at 5:30 P.M. on the 20th day of June, 2022, or at such later time and place as then may be fixed Due to public health concerns and guidance, in accordance with Iowa Code Sections 21.4(1)(b) and 21.8, this meeting of the Waukee City Council will be conducted with two different options for public participation: 1) Members of the public wishing to attend in person may do so in the Council Chambers at Waukee City Hall. 2) Members of the public wishing to participate electronically may do so 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 In-person meetings are subject to change under certain circumstances, including but not limited to higher than average participation or changes in health guidelines. If the meeting shall be held electronically only, notice shall be posted to the City website (Waukee.org) and City social media. Questions regarding meeting format may also be directed to the City Clerk’s office at 515-978-7904. NB-2 275351 All persons wishing to observe or participate in this meeting may do so via Zoom or telephone. Please contact the City Clerk’s office at 978-7904 or bschuett@waukee.org if you have questions or electronic accessibility issues. During said hearing, any interested person may participate and/or file objections thereto or to the cost of the improvements. The work to be done is as follows: WEST AREA TRUNK SEWER EXTENSION – PHASE 2 Construct West Area Trunk Sewer Extension – Phase 2 including all labor, materials and equipment necessary for approximately 8,400 linear feet of 12-inch through 24-inch diameter sanitary sewer in open cut, manholes, excavation and backfill, surface restoration, plantings and miscellaneous associated work, including cleanup. All work and materials are to be in accordance with the proposed plans, specifications, form of contract and estimate of cost now on file in the office of the City Clerk of Waukee, Iowa, and by this reference made a part thereof as though fully set out and incorporated herein. All proposals and bids in connection therewith shall be submitted to the City Clerk of said City on or before the time herein set for said receipt of bids. All proposals shall be made on official bidding blanks furnished by the City, and any alterations in the official form of proposal will entitle the Council, at its option, to reject the proposal involved from consideration. Each proposal shall be sealed and plainly identified. Each proposal shall be made out on a blank form furnished by the municipality and must be accompanied by bid security, as follows: a certified or cashier's check, drawn on a solvent Iowa bank or a 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, in an amount equal to ten percent (10%) of the bid, or a bid bond executed by a corporation authorized to contract as a surety in the State of Iowa in a penal sum of ten percent (10%) of the bid. The bid security should be made payable to the CITY OF WAUKEE, IOWA. The bid security must not contain any conditions either in the body or as an endorsement thereon. The bid security shall be forfeited to the City as liquidated damages in the event the successful bidder fails or refuses to enter into a contract within 10 days after the award of contract and post bond satisfactory to the City insuring the faithful fulfillment of the contract and the maintenance of said work, if required, pursuant to the provisions of this notice and the other contract documents. Bidders will use the bid bond form included in the specifications. NB-3 275351 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. 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. The City reserves the right to defer acceptance of any proposal for a period not to exceed thirty (30) calendar days from the Deadline for submission of proposals. The successful bidder will be required to furnish bonds in an amount equal to one hundred percent (100%) of the contract price, said bonds to be issued by responsible surety approved by the City Council and listed in the U.S. Treasury Department's most current list (Circular 570, as amended) and authorized to transact business in the State of Iowa and shall guarantee (1) the faithful performance of the contract and the terms and conditions therein contained, (2) the prompt payment to all persons, firms, subcontractors and corporations furnishing materials, service, or transportation for or performing labor in the prosecution of the work, and (3) the maintenance of improvements in good repair for not less than four (4) years from the time of acceptance of the improvements by the City. The work will commence within ten (10) calendar days after the date set forth in written Notice to Proceed. The interim completion date with the sanitary sewer fully installed, tested and operational and native seeding in place is June 30, 2023 subject to any extensions of time which may be granted by the City. All work on the project shall be completed by September 30, 2023. NB-4 275351 The duration of the work is critical to the project so as to minimize the disruption associated with the project to the public. Damages in the amount of Five Hundred Dollars ($500.00) per calendar day will be assessed for each day that the sanitary sewer is not tested, televised and operational and that native seeding is not placed after June 30, 2023 at the sole discretion of the City with due allowance for extensions of the contract period due to conditions beyond the control of the Contractor. Damages in the amount of Five Hundred Dollars ($500.00) per calendar day will be assessed for each day that the project is not completed after September 30, 2023 at the sole discretion of the City with due allowance for extensions of the contract period due to conditions beyond the control of the Contractor. Separate damage assessments may be made for each of the two completion dates. At the option of the City, damages 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. Sales Tax Exemption. Contractors and subcontractors shall not include sales tax for material purchases. At the time of the contract acceptance by the City Council, the prime contractor and all subcontractors will be issued a certificate of exemption. Payment to the Contractor for said construction will be made from one or any combination of the following resources: (1) cash on hand as may be legally used for such purposes, (2) cash derived from the proceeds of the sale and issuance of General Obligation Bonds of the City, or any combination thereof. Plans and specifications governing the construction of the proposed improvements, and also the prior proceedings of the City Council referring to and defining said proposed improvements are hereby made a part of this notice and the proposed contract by reference and the proposed contract shall be executed in compliance therewith. Copies of said plans and specifications and form of contract are now on file in the office of the City Clerk. Copies may be obtained from VEENSTRA & KIMM, INC., 3000 Westown Parkway, West Des Moines, Iowa 50266 at no charge. This notice is given by order of the Council of the City of Waukee, Iowa. Courtney Clarke, Mayor ATTEST: Rebecca D. Schuett, City Clerk