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HomeMy WebLinkAbout2009-53 NOTICE OF HEARING OVER AUTOMATIC METER READING SYSTEM RESOLUTION NO. 2009-53 TO PROVIDE FOR A NOTICE OF HEARING ON PROPOSED PLANS, SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATE OF COST FOR THE WATER METER REPLACEMENT AND UPGRADE TO AN AUTOMATIC METER READING SYSTEM PROJECT, AND THE TAKING OF BIDS THEREFORE WHEREAS, the City Council of the City of Fairfax, Iowa (the "City"), has determined that it is necessary and desirable that a public improvement be constructed as described in the proposed plans and specifications and form of contract prepared by Hall and Hall Engineers, the Project Engineers for such public improvement, which may be hereafter referred to as the "Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project" (and is sometimes hereinafter referred to as the "Project"), which proposed plans, specifications and form of contract and estimate of cost are on file with the City Clerk; and WHEREAS, it is necessary to fix a time and place of public hearing on the proposed plans, specifications and form of contract and estimate of cost for the Project and to advertise for sealed bids for the Project; NOW, THEREFORE, Be It Resolved by the City Council of the City of Fairfax, Iowa, as follows: Section 1. The detailed plans and specifications, notice of hearing and notice to bidders, form of contract and estimate of cost referred to in the preamble hereof are hereby approved. Section 2. The Project is necessary and desirable for the City, and it is in the best interests of the City to proceed toward the construction of the Project. Section 3. The amount of the bid security to accompany each bid is hereby fixed at 5% of the amount of the bid. Section 4. The City Council hereby delegates to the City Clerk the duty of receiving bids for the construction of the Project until the 13th day of November, 2009, at 10:00 o'clock a.m., at the office of the City Clerk, Fairfax, Iowa. At such time and place, the City Council hereby delegates to the City Clerk and/or the Project Engineers the duty of opening and announcing the results of such bids. The 17th day of November, 2009, at 6:00 o'clock p.m., at the Council Chambers, City Hall, Fairfax, Iowa, is hereby fixed as the time and place of hearing on the proposed plans, specifications, form of contract and estimate of cost for the Project and also as the time and place of considering bids received by the City Clerk in connection therewith. Section 5. The City Clerk is hereby authorized and directed to give notice of the hearing and taking of bids by publication of such notice in a newspaper of general circulation in the City, which publication shall be made not less than 4 and not more than 20 days prior to the date for receipt of bids and the time of the said hearing. The said notice shall be in the form substantially as attached to this resolution. Section 6. All provisions set out in the following form of notice are hereby recognized and prescribed by this Council and all resolutions or orders or parts thereof, to the extent the same may be in conflict herewith, are hereby repealed. Passed and approved October 27, 2009. Ayes: Beer, Frieden, Rabe, Magers, and Wainwright. Nays: None. Absent: None. Mayor Attest: City Clerk tairfax/419915-13/NHL PROCEEDINGS TO SET DATE FOR HEARING AND LETTING 419915-13 (NHL) Fairfax, Iowa October 27, 2009 The City Council of the City of Fairfax, Iowa, met at the'bia, Fairfax, Iowa, on October 27, 2009, at &eo o'clockp- m. The Mayor p esided and the roll being called, the following named Council Members werb present and absent: Present: v Absent: no 1& -p— The Council took up and considered the proposed Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project. Council Member W Uintroduced the resolution next hereinafter set out and moved its adoption, seconded b Council Member _ . After due consideration thereof by the Council, the Mayor put the question on e motion and the roll being called, the following named Council Members voted: Ayes: &k 2,g_4r,P. , . Clyj tt)a.t tL)ti Nays: Whereupon, the Mayor declared the said motion duly carried and the said resolution adopted, as follows: -1- DORSEY & WHITNEY LLP, ATTORNEYS, DES MOINES, IOWA Fairfax/419915-13/NHL RESOLUTION NO. dQ0 ` -9 3 To provide for a notice of hearing on proposed plans, specifications, form of contract and estimate of cost for the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project, and the taking of bids therefor WHEREAS, the City Council of the City of Fairfax, Iowa (the "City"), has determined that it is necessary and desirable that a public improvement be constructed as described in the proposed plans and specifications and form of contract prepared by Hall and Hall Engineers, the Project Engineers for such public improvement, which may be hereafter referred to as the "Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project" (and is sometimes hereinafter referred to as the "Project"), which proposed plans, specifications and form of contract and estimate of cost are on file with the City Clerk; and WHEREAS, it is necessary to fix a time and place of public hearing on the proposed plans, specifications and form of contract and estimate of cost for the Project and to advertise for sealed bids for the Project; NOW, THEREFORE, Be It Resolved by the City Council of the City of Fairfax, Iowa, as follows: Section 1. The detailed plans and specifications, notice of hearing and notice to bidders, form of contract and estimate of cost referred to in the preamble hereof are hereby approved. Section 2. The Project is necessary and desirable for the City, and it is in the best interests of the City to proceed toward the construction of the Project. Section 3. The amount of the bid security to accompany each bid is hereby fixed at 5% of the amount of the bid. Section 4. The City Council hereby delegates to the City Clerk the duty of receiving bids for the construction of the Project until the 13th day of November, 2009, at 10:00 o'clock a.m., at the office of the City Clerk, Fairfax, Iowa. At such time and place, the City Council hereby delegates to the City Clerk and/or the Project Engineers the duty of opening and announcing the results of such bids. The 17th day of November, 2009, at 6:00 o'clock p.m., at the Council Chambers, City Hall, Fairfax, Iowa, is hereby fixed as the time and place of hearing on the proposed plans, specifications, form of contract and estimate of cost for the Project and also as the time and place of considering bids received by the City Clerk in connection therewith. Section 5. The City Clerk is hereby authorized and directed to give notice of the hearing and taking of bids by publication of such notice in a newspaper of general circulation in the City, which publication shall be made not less than 4 and not more than 20 days prior to the date for receipt of bids and the time of the said hearing. The said notice shall be in the form substantially as attached to this resolution. -2- DORSEY & WHITNEY LLP, ATTORNEYS, DES MOINES, IOWA Fairfax/419915-13/NHL Section 6. All provisions set out in the following form of notice are hereby recognized and prescribed by this Council and all resolutions or orders or parts thereof, to the extent the same may be in conflict herewith, are hereby repealed. Passed and approved October 27, 2009. Attest: City Ilerk -3- DORSEY & WHITNEY LLP, ATTORNEYS, DES MOINES, IOWA NOTICE OF HEARING AND LETTING FOR WATER METER REPLACEMENT AND UPGRADE TO AN AUTOMATIC METER READING SYSTEM NOTICE OF HEARING At 6:00 p.m., local time, on the 17th day of November, 2009 at the Council Chambers, City Hall, in the City of Fairfax, Iowa, a hearing will be conducted on the proposed specifications, form of contract, opinion of probable cost and the proposed improvements described thereby for the Water Meter Replacement and Upgrade to an Automated Meter Reading System. The City Council has previously filed these documents with the City Clerk of the City of Fairfax, Iowa. The proceedings of the City Council referring to the proposed plans, specifications, form of contract, and cost opinion are also made part of this notice. At this hearing, any interested person may file written and/or oral objections to these documents and the proposed improvements. NOTICE OF LETTING Description of Work The Work generally consists of replacing the water meters in the older portion of the City (Fairfax Proper), installing a few new water meters on properties that are currently un -metered, and installing an automated meter reading system throughout the City of Fairfax. Type of Bid Bids shall be on a unit price basis. The estimated quantities are not guaranteed, but are solely for the purpose of comparison of units. Final payment will be based on quantities installed as specified in the Contract Documents. Contract Time Information Start Date (Early): February1, 2010 Start Date (Late): March 1, 2010 Milestones: None Completion Date: July 31, 2010 Bid Opening Time, Date and Location The City Council will receive sealed bids at the office of the City Clerk until 10:00 a.m. on November 13th, 2009. Bids received after this time will not be opened. The bids will be opened and read aloud at 10:00 a.m. on November 13th, 2009, at the office of the City Clerk, in the City of Fairfax, Iowa. The bids will be acted upon at 6:00 p.m. on November 17th, 2009, at the Council Chambers, City Hall, in the City of Fairfax, Iowa. Contract Terms All contract documents and specifications are included as part of the project manual. Examination and Procurement of Documents Bid Documents may be examined at the following locations: City of Fairfax Office of the City Clerk 525 Vanderbilt Street Fairfax, IA 52228 Hall and Hall Engineers 1860 Boyson Rd. Hiawatha, IA 52233 Copies of the Bidding Documents may be obtained at Hall & Hall Engineers, 1860 Boyson Road, Hiawatha, Iowa 52233, in accordance with the Instructions to Bidders. A $15 non-refundable deposit will be required for the documents. Bid Security and Other Bonds Bid security in the amount of 5 percent of the Bid must accompany each Bid in accordance with the Instructions to Bidders. The successful bidder shall be required to provide performance and payment Bonds, each in the amount of 100 percent of the Contract Price. Applicable Laws and Regulations By virtue of statutory authority, preference will be given to Iowa produced products and Iowa domestic labor to the extent lawfully required under State Statutes, providing that award of contract will be made to the bidder submitting the lowest responsible bid. In all contracts to be awarded for a public improvement, which shall include building or construction Work to be paid for in whole or in part by the use of funds of the municipality, resident bidders shall be allowed a preference against nonresident bidders from a state or foreign country which gives or requires a preference to bidders from that state or foreign country. The preference is equal to the preference given or required by the state or foreign country with which the nonresident bidder is a resident. "Resident bidder" means a person authorized to transact business in Iowa and having a place of business for transacting business within Iowa at which it is and had conducted business for at least six months prior to the first advertisement for the public improvement and in the case of a corporation, at least fifty percent of the common stock is owned by residents of this state. If another state or foreign country has a more stringent definition of a resident bidder, the more stringent definition is applicable as to bidders from that state or foreign country. The Successful Bidder shall submit a written affirmative action program to the City unless already having an approved Affirmative Action program on file with the City. The City will not process payment requests until the affirmative action program is approved by the City. Failure to comply with this requirement may be deemed cause for contract termination. OWNER's Right to Reject Bids The City Council of the City of Fairfax reserves the right to reject any and all bids, to waive informalities and technicalities, and to enter such contracts as it deems in the best interest of the City. The City reserves the right to defer acceptance of any proposal for 30 calendar days after the bids have been received and opened. By order of the City Council, City of Fairfax. Dated this 27th day of October, 2009. Cy hia Stimson, City Clerk Published in the Cedar Rapids Gazette on the 2"d day of November, 2009. Fairfax/419915-13/NHL . . . On motion and vote, the meeting adjourned. Attest: �JAAJ;� City f lerk -5- DORSEY & WHITNEY LLP, ATTORNEYS, DES MOINES, IOWA Fairfax/419915-13/NHL STATE OF IOWA COUNTY OF LINK SS: CITY OF FAIRFAX I, the undersigned, City Clerk of the City of Fairfax, Iowa, do hereby certify that the transcript hereto attached is a true and correct and complete copy of all the records of the City relating to fixing a time and place of hearing on proposed plans, specifications, and form of contract, and estimated cost for the construction of the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project and the taking of bids therefor and directing publication of notice of the time and place fixed therefor. WITNESS MY HAND this a � day of b� A , 2009. OIAJLLILN�]� City Jerk -6- DORSEY & WHITNEY LLP, ATTORNEYS, DES MOINES, IOWA