HomeMy WebLinkAbout2021-11-01-J01G_02 NW Douglas Pkwy Culvert and Pond Improvements_Set PHAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: November 1, 2021
AGENDA ITEM:Consideration of approval of a resolution ordering construction of the
NW Douglas Parkway Culvert and Pond Improvements project and
fixing a date for hearing thereon and taking bids therefor
FORMAT:Resolution
SYNOPSIS INCLUDING PRO & CON: The project includes the dredging of silt from the pond
bottom, construction of a twin 8’x5’ Reinforced Concrete Box Culvert, construction of a 12’x10’
Reinforced Concrete Box pedestrian underpass, embankment for the future extension of NW
Douglas Parkway, grading for a trail, grading at the dam, a new pond outlet structure and
emergency spillway, storm sewer piping, site restoration and miscellaneous work including
cleanup.
This project is part of the approved FY 2022 CIP with a total project budget of $2.9M. Project
schedule is currently set to take bids on November 23, 2021 with report of bids to occur at the
December 6, 2021 regular City Council meeting. The project is anticipated to start construction
in January 2022 with a completion date of September 30, 2022.
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:
J1G2
RESOLUTION 2021-
RESOLUTION ORDERING CONSTRUCTION OF THE NW
DOUGLAS PARKWAY CULVERT AND POND
IMPROVEMENTS, 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 NW Douglas Parkway Culvert and Pond Improvements; 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 NW Douglas Parkway Culvert and Pond
Improvements, 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:
Dredging of silt from the pond bottom, construction of a twin 8x5 RCBC,
construction of a 12x10 RCBC pedestrian underpass, embankment for the future
extension of Douglas Pkwy, grading for a trail, grading at the dam and a new
outlet structure and emergency spillway, storm sewer piping, site restoration and
miscellaneous 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 November 23, 2021, 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 December 6, 2021, 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 December 6, 2021.
PASSED AND APPROVED this 1st day of November, 2021.
Mayor
ATTEST:
City Clerk
NOTICE-1
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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 November 23, 2021, for the
following described public improvement:
NW DOUGLAS PARKWAY CULVERT AND POND IMPROVEMENTS
At the above time and place all bids received by the City will be opened and publicly read. In
addition, interested persons may alternatively attend as follows:
Dial-in: (866) 516-3949
PIN: 5869132#
All bid results will be reported to the Waukee City Council at their meeting on Monday,
December 6, 2021 at 5:30 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 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.
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.
Notice to Bidders
NOTICE-2
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During said hearing, any interested person may participate and/or file objections thereto or to
the cost of the improvements.
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:
NW DOUGLAS PARKWAY CULVERT AND POND IMPROVEMENT
Dredging of silt from the pond bottom, construction of a twin 8x5 RCBC, construction of a
12x10 RCBC pedestrian underpass, embankment for the future extension of Douglas
Pkwy, grading for a trail, grading at the dam and a new outlet structure and emergency
spillway, storm sewer piping, site restoration and miscellaneous work including cleanup.
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.
Notice to Bidders
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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. Work
on the project for the dredging of silt from the pond bottom shall be completed by April 8,
2022. All other work on the project shall be completed by September 30, 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
that the dredging of the silt from the pond bottom remains uncompleted after April 8, 2022, at
the sole discretion of the City. Damages in the amount of seven hundred and fifty ($750.00)
per calendar day will be assessed for each day all other work remains 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.
Notice to Bidders
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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 VEENSTRA & KIMM, INC., 3000 Westown Parkway, West
Des Moines, IA 50266.Copies of Plans and Specifications and contract documents can be
obtained at the same address.
The City reserves the right to reject any and/or all bids and to waive any and/or all technicalities
and/or all irregularities.
CITY OF WAUKEE, IOWA
_______________________
Courtney Clarke, Mayor
ATTEST:
__________________________________
Rebecca D. Schuett, City Clerk