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Home My WebLink About2017-01-23-E01 Pond Dredging Agreement AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: January 23, 2017 AGENDA ITEM: Consideration of approval of a resolution approving Proposal and Agreement with Dave’s Dozing and Excavating, Inc. [Sugar Creek Municipal Golf Course pond dredging] FORMAT: Resolution SYNOPSIS INCLUDING PRO & CON: The pond at Sugar Creek Golf Course has been silted in over the years due to the large rain events we have had over the last few years. Attached staff has included pictures of the pond when the water level was dropped during construction of the sewer project. The irrigation pumps are located at the bottom of the pond, and are the only source of water for the golf course. The pond was last dredged in 2007. Staff sent out RFQ’s to 5 excavating companies that have experience in dredging ponds. Staff received to proposals. If approved construction will begin immediately and will take approximately 3 weeks. Payment will be determined based on the number of trucks that are hauled and will be calculated at the end of each day. Staff estimates that the total dollar figure will be in the $25,000-$30,000 range. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: $16.20 per cubic yard. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The City Attorney has reviewed the contract and finds it to be satisfactory. Staff would recommend approval of the contract. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Contract II. Sugar Creek Golf Course RFG III. Dave’s Dozing Proposal IV. Melvin R Marsh Proposal V. Pictures PREPARED BY: Matt Jermier REVIEWED BY: PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: THE CITY OF WAUKEE, IOWA RESOLUTION 17- APPROVING PROPOSAL AND AGREEMENT WITH DAVE’S DOZING AND EXCAVATING, INC. [SUGAR CREEK MUNICIPAL GOLF COURSE POND DREDGING] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Iowa is a duly organized municipality within Dallas County; AND, WHEREAS, the Waukee Parks and Recreation Department solicited quotes for the dredging of the pond located on Sugar Creek Municipal Golf Course and recommends approving an agreement with Dave’s Dozing and Excavating, Inc., in the amount of $243.00 per 15 cubic yard truckload; AND, WHEREAS, the City Attorney has drafted the installation agreement and Dave’s Dozing and Excavating, Inc., finds it satisfactory. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 23rd day of January, 2017, that it hereby approves the Proposal and Agreement with Dave’s Dozing and Excavating, Inc. [Sugar Creek Municipal Golf Course pond dredging]. ____________________________ William F. Peard, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk ROLL CALL VOTE AYE NAY ABSENT ABSTAIN Anna Bergman X Brian Harrison X Shelly Hughes X Larry R. Lyon X VACANT SEAT Request for Quotes Proposal Due Date/Time: January 17, 2017 by 2 p.m. Section I. Introduction and Background Sugar Creek Municipal Golf Course is seeking a potential contractor, with experience, to dredge the half acre pond that is utilized for irrigation. The pond was last dredged in 2000. Section II. Key Dates For This Project January 6, 2017 RFQ Issued January 17, 2017 Proposals due by 2:00 p.m. (805 University Avenue) Parks and Recreation January 17, 2017 Notify selected contractor January 18, 2017 Contract provided to the City of Waukee January 23, 2017 City Council Approval Section III. Preliminary Scope of Work  Dredge pond to desired depth  The silt that is removed from the pond will need to be hauled away to a site determined by the City that is approximately a quarter of a mile from the pond location  Contractor and City Staff will get together daily to determine the number of truck loads hauled away  This RFQ is requesting a price per truck load utilizing a 15 cubic yard truck.  Contractor will be responsible for obtaining any and all DNR permits.  Routes to and from the stockpile location will be determined onsite prior to construction. Section IV. Proposal Instructions 1. The City may cancel this Request for Proposals in whole or in part or may reject all Proposals submitted. The City reserves the right to procure only some services outlined in this Request for Proposals. 2. The City may request that supplementary information be furnished to assure that the submitter has the technical competence, business and technical organization, and financial resources adequate to successfully perform the work. 3. All Proposals must be presented in an organized and clear manner. 4. Although cost is an important consideration, the city shall not be obligated to accept the lowest cost proposal, but will base its decision on the criteria noted. 5. Each submitter shall acknowledge receipt of any and all Addendums issued to the Request for Proposals by indicating in their Proposal which Addenda have been received. 6. Each Proposal shall be signed by an official of the company submitting the Proposal. Each Proposal shall affirmatively state that the signor has the authority to bind the submitter for any and all work contained in the Proposal. 7. Written corrections or clarifications for any Proposal must be submitted in writing no later than 2:00 PM on January 17, 2017. 8. Submitter shall indicate in their submittal that their Proposal, including any pricing, shall be valid for a period of 90 days after submittal. 9. All costs involved in preparing the Proposal will be borne by the submitter. 10. All responses are to include a statement that the Proposal is in accordance with this Request for Proposal and the submitter has read and understands all sections and provisions of the Request for Proposal. Exceptions, if any, are to be clearly stated. 11. Proposals which are incomplete, conditional or obscure will be rejected. No award will be made to any submitter who cannot satisfy the awarding authority that he/she has sufficient ability and sufficient capital to enable him/her to meet the requirements of these specifications. The awarding authority’s decision or judgment on these matters shall be final, conclusive and binding. 12. Any Proposal received after 2:00 PM on January 17, 2017 shall be determined unresponsive and returned unopened to the submitter. 13. Evaluation of the Proposals will be conducted by the Parks and Recreation Director for the City of Waukee. 14. This Request for Proposal will be referenced in any Contract for Work presented to the recommended submitter. 15. The Parks and Recreation Director for the City of Waukee shall be the main point of contact for questions about the Project or specific questions about the Request for Proposal. 16. If it becomes necessary to revise any part of this Request for Proposal or otherwise provide additional information, an addendum will be issued to all firms expressing an interest in this Project. SECTION VI. NOTIFICATION OF AWARD All submitters shall be notified of the selection decision by Thursday, January 19, 2017, prior to consideration of the City Council. SECTION VII. CONTRACT FOR WORK This Request for Proposal, as well as the selected contractor, and any addenda to the Proposal will become part of the final contract. A Contract for Work will be constructed with the awarded firm and the City. SECTION VIII. PROPOSAL SUBMISSION REQUIREMENTS 1. Attached proposal sheet shall be returned to Waukee Parks and Recreation, 805 University Avenue, Waukee, Iowa 50263, no later than 2:00 PM, Tuesday January 17, 2017. 2. Proposals must contain the name, address, e-mail address and phone number of the contact person at the firm. 3. All items called for in this Request for Proposal must be submitted by the deadline. The City of Waukee will not contact submitters with deficient proposals to ask for additional information. Section IX. City of Waukee Contact Person It is highly suggested that if you have questions regarding any materials within this RFQ that you contact Matt Jermier at 515-978-0007. Matt Jermier, Parks and Recreation Director City of Waukee 805 University Avenue Waukee, IA 50263 515-978-0007 phone 515-707-0147 cell e-mail, mjermier@waukee.org Sugar Creek Golf Course Pond Dredging Quote Sheet Business Name:_____________________________________________________ Representative:______________________________________________________ Phone Number:______________________________________________________ Email Address:______________________________________________________ Signature:____________________________________Date:__________________ Quote for dredging and hauling away silt material within the RFQ: $___________________ per truck (utilizing a 15 cubic yard truck) (Pricing shall be valid for a period of 90 days after submittal) Please explain your anticipated schedule to complete the project (pending weather): __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________