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HomeMy WebLinkAbout11-17-2009 Special Meeting CITY OF FAIRFAX SPECIAL CITY COUNCIL MEETING NOVEMBER 17, 2009 The special meeting of the Fairfax City Council was held Tuesday,November 17, 2009, at Fairfax City Hall. Mayor Voss called the meeting to order at 6:00 PM. Council members present: JoAnn Beer, Bernie Frieden, Jason Rabe,Marc Magers,and Marianne Wainwright. Other city staff present: Cynthia.'Stimson and Nancy Flickinger. Motioned by Magers,seconded by Frieden to approve the agenda. Ayes: Beer, Frieden, Rabe,Magers, and Wainwright„ Motion carried. Mayor Voss announced that this was the time and place for the public hearing concerning the proposed project manual,specifications, form of contract, opinion of probable cost and the proposed improvements for the Water Meter Replacement and Upgrade to an Automated Meter Leading System Project at 6:01 PM. Notice of this public hearing was published in The Gazette on November 2, 2009. No one submitted written or oral comments. City Engineer, Shane Wicks, stated that their estimate for the project is $219,000. Mayor Voss closed the public hearing at 6:03 PM. Motioned by Frieden, seconded by Beer to approve RESOLUTION 2009-63,A RESOLUTION FINALLY APPROVING AND CONFIRMING PLANS, SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATE OF COST FOR THE WATER METER REPLACEMENT AND UPGRADE TO AN AUTOMATIC METER READING SYSTEM PROJECT. Roll call vote: Ayes: Beer, Frieden, Rabe, Magers, and Wainwright. Motion carried. Shane Wicks reported that Hall and Hall Engineers, Inc. is recommending that the City of Fairfax reject all of the submitted bids. None of them followed all of the required forms and fonnat. He suggested December 4 as a new bid letting date. Motioned by Wainwright, .seconded by Magers to approve RESOLUTION 2009-64, A RESOLUTION REJECTING BIDS FOR THE WATER METER REPLACEMENT AND UPGRADE TO AN AUTOMATIC METER READING SYSTEM PROJECT AND SETTING NEW DATE FOR LETTING. Roll call vote: Ayes: Beer, Frieden, Rabe, Magers, and Wainwright. Motion carried.. Motioned by Magers, seconded by Frieden to approve RESOLUTION 2009-65,A RESOLUTION ACCEPTING THE EAST DRAINAGE WAY PROJECT ON EAST CEMETERY ROAD. Roll call vote: Ayes: Beer, Frieden,Rabe,Magers, and Wainwright. Motion carried. The tree plan from Hughes Nursery&Landscaping and Fairfax State Savings Bank was discussed. Lynn Miller is recommending the City not plant trees as requested in the proposed area this fall and not that variety. This issue will be discussed again in the spring. Nothing was presented about the East Cemetery Road and 80th Street Drainage Basin. The City Council reviewed the proposed changes to the Flood Management Ordinance and the new Flood Plain Development Application Permit. These ordinance changes are to be drafted for adoption at the December meeting. The proposed water and sewer rate increase was discussed. The staff was directed to draft the ordinance change to allow the different rate for usage over 25,000 gallons,but that this rate would be raised the same percentage as the other water and sewer rates. Discussion was held concerning the property at 510 Church Street. The city crew used city equipment and filled in the hole because it was effecting the neighbor's lot. The amount of city costs is to be subtracted from.Zinser's invoice. Nancy Flickinger announced that Danny Zamastil's official last day was November 13, 2009. The clerk was directed to allow utility payments with no late fees on the first business day after the 15th, if the 15th falls on a weekend or observed holiday and have Ron look at the drop box capacity. Discussion was held about farm ground management next year. Motioned by Rabe, seconded by Magers to adjourn the meeting. Ayes: Beer,Frieden, Rabe, Magers, and Wainwright. Motion carried. Mayor Voss adjourned the meeting at 6:40 PM. Mayor Bill Voss City Clerlc Cynthia Stimson Disclaimer; The foregoing minutes are not official until approved by the City Council. Fairfax/419915-13/Letting MINUTES OF MEETING TO APPROVE PLANS AND SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATE OF COST AND 'TO RECEIVE BIDS 419915-13 (L) Fairfax, Iowa November 1.7,2009 The City Council of the City of Fairfax, Iowa, met at the Council Chambers, City Hall,in Fairfax, Iowa, at 6:00 o'clock p.m., on November 17, 2009, pursuant to previous resolution and published notice. The meeting was called to order,the Mayor presided and the roll being called, the following named Council Members were present and absent: Present: Beer, Frieden,., Rabe, Ma ers, and Wainwright. Absent: None. The Mayor announced this was the time and place set for hearing and inspection of bids for the proposed Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project. Upon investigation, it was found that no persons had appeared and filed objections to the proposed plans, specifications, form of contract and estimate of cost of such Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project as follows: (Insert the word "no" in the blank space above or list here the names of objectors and the types of objections, if any are filed,) -1- DORSEY&'WHITNEY LLP,ATTORNEYS,DES MOINES,IOWA Fairfax/419915-13/Letting The Council heard said objectors and evidence for or against the proposed Water Meter Replacement and Upgrade to an Automatic Meter Reading, System Project; whereupon, the Mayor declared the hearing closed. Council Member Frieden introduced the following resolution and moved its adoption, seconded by Council Member ]deer; and after due consideration thereof by the Council, the Mayor put the question upon the motion and the roll being called, the following named Council Members voted: Ayes: Beer, Frieden, Rale,Magers, and Wainwright Nays: None. Whereupon, the Mayor declared the said motion duly carried and the resolution adopted as follows: -2- DORSEY&WHITNEY LLP,ATTORNEYS,DES MOINES,IOWA Fairrax1419915-131Letting RESOLUTION NO. 2009-63 Finally approving and confirming plans, specifications, form of contract and estimate of cost for the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project WHEREAS, the City Council of the City of Fairfax, Iowa, has heretofore given preliminary approval to the plans, specifications, form of contract and estimate of cost (the "Contract Documents") for the proposed Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project (the "Project"), as described in the resolution providing for a notice of hearing on the Contract Documents for the Project and the taking of bids therefor; and WHEREAS, a hearing has been held on the Contract Documents; NOW, THEREFORE, IT IS RESOLVED by the City Council of the City of Fairfax, Iowa, as follows; Section 1. The Contract Documents referred to in the preamble hereof are hereby finally approved, and the prior action of the Council giving preliminary approval is hereby finally confirmed, and the Project, as provided for in the Contract Documents, is necessary and desirable. Section 2. All resolutions or parks of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Passed and approved November 17, 2009. Mayor Attest: City rlerk -3- DORSEY&'fHITNEY LLP,ATTORNEYS,DES MOINES,IOWA I Fairfax/419915-13/Letting The Mayor announced that bids for the construction of the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project had been received, opened and read by the City Clerk at 10:00 o'clock a.m., at the office of the City Clerk, on November 13, 2009, and that this was the time and place set for the consideration of such bids. Thereupon, the City Clerk reported the results of the bidding, and the Project Engineers made their recommendations thereon to the Council. The bids received for the construction of the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project are as follows: Name and Address of Bidder Amount of Bid (List here or attach a sheet listing proposals received.) _4_ DORSEY&WHITNEY LLP,ATTORNEYS,DES MOINES,IOWA lCity of Fairfax Water Meter Replacement and Upgrade to an Automatic Meter Reading! System Initial Bids (as submitted at the November 13, 2009 bid lettiinog and read aloud): Nlote: All four bids have been declared non-responsive and rejected by the City of Fairfax Elster AMCO Water, Inc.; - Total Bid (Items 1-7): $112,616.76 - Total Alternate Bid (Items 1-6 & 7A): $120,616.76 Northern Water Works Supply, Inc.: - Total Bid (Items 1-7): $159,875,50 - Total Alternate Bid (Iteims 1-6 & 7A): $162,482.15 Dakota Supply Group: - Total Bid (Items 1-7): $132,834.19 - Total Alternate Bid (Iteims 1-6 & 7A): $141,934.19 Utility Equipment Co.: - Total Bid (Items 1-7): $124,346.00 - Total Alternate Bid (Iteimrs 1-6 & 7A): $127,846.00 Fairfax/419915-13/Reject&NHL PROCEEDINGS TO REJECT BIDS AND SET NEW DATE FOR LETTING 419915-13 NHL) Fairfax,Iowa November17, 2009 The City Council of the City of Fairfax, Iowa, met at the Council Chambers, City Hall,in Fairfax, Iowa, on November 17, 2009, at 6:00 o'clock p.m. The Mayor presided and the roll being called,the following named Council Members were present and absent: Present: Beer, Frieden, Rabe,Magers, and Wainwright Absent: None. The Council took up and considered the proposed Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project. Council Member Wainwright introduced the resolution next hereinafter set out and moved its adoption, seconded by Council Member Magers. After due consideration thereof by the Council, the Mayor put the question on the motion and the roll being called,the following named Council Members voted: Ayes: Beer, Frieden,Rabe,Magers, and Wainwright Nays: None. Whereupon, the Mayor declared the said motion duly carried and the said resolution adopted, as follows: Fairfax/419915.13/Reject&NHL RESOLUTION NO. 2009-64 Rejecting bids for the ''Nater Meter Replacement and Upgrade to an Automatic Meter Reading System Project and setting new date for letting. WHEREAS, pursuant to notice duly published in the manner and form prescribed by resolution of this Council and as required by law, bids were received by this Council for the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project (the ",P'roject"); and WHEREAS, all of the said bids have been carefully considered, and it appears that none of the bids received were fully responsive to the plans and specifications prepared by the Project Engineers; and WHEREAS, the Project Engineers for the City have recommended that all bids be rejected and a new date be selected for receipt of bids; NOW, THEREFORE, I'T IS RESOLVED by the City Council, of the City of Fairfax, Iowa, as follows: Section 1. The bids received for the Project on November 13, 2009, are hereby rejected, and the 4th day of December , 2009, at 10:00 o'clock a.m. at the office of the City Clerk, Fairfax, Iowa, is hereby fixed as the deadline for receiving bids. At such time and place, bids received will be opened and read aloud. Section 2. Bids received for the Project will be considered by this Council at 7:00 p.m. on December 8th, 2009, at the Council Chambers, City Hall,in the City. Section 3. The City Clerk is hereby authorized and directed to give notice of the new dates for receipt and consideration of the bids, not less than four nor more than twenty days prior to the date set for receipt of bids and the date set for consideration of such bids, all in conformity with Chapters 362 and 26 of the Code of Iowa. The notice shill be in the form substantially as attached to this resolution. Fairfax/419915-13/Reject&NEIL Section 4. 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 in conflict herewith are hereby repealed. Passed and approved November 17, 2009. Mayor Attest: Yx L City Plerk Faiirfax/419915-13/Reject&NHL NOTICE OF HEARING AND LETTING FOR WATER METER REPLACEMENT AND UPGRADE TO AN AUTOMATIC METER READING SYSTEM NOTICE OF HEARING At 7:00 p.m., local time, on the 8th day of December, 2009 at the Couincil 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, foram 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-imetered, and installing an automatic 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): February 1, 2010 Start Date (Late): March 1, 20101 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 December nth, 2009. Bids received after this time will not be opened. The bids will be opened and read aloud at 10:00 a.m. on December 4th, 2009, at the office of the City Clerk, in the City of Fairfax, Iowa. The bids will be acted upon at 7:00 p.m. on December 8th, 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 Hall and Hall Engineers Office of the City Clerk 1860 Boyson Rd. 825 Vanderbilt Street Hiawatha, IA 52233 Fairfax, IA 52228 Fairfax/419915-13/Reject&NHL 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 wiill 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 its 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 prograim 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. O,WNER's Right to Reject Bids is 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 301 calendar days after the bids have been received and opened. By order of the City Council, City of Fairfax. Dated this 171h day of November, 2'009, Cyn is Stimson, City Clerk Published in the Cedar Rapids Gazette on the 24th day of November, 2009. Fairfax/419915-13/Letting It was moved by Council Member Rabe and seconded by Council Member Magers that this meeting be adjourned. The Mayor put the question on the motion and the roll being called, the following named Council Members voted: Ayes: Beer, Frieden,Rabe,Magers, and Wainwright Naps: None. Whereupon, the Mayor declared the said motion duly carried and the meeting was adjourned. Mayor Attest: City Clerk ..5.. DORSEY&WMTNEY LLP,ATTORNEYS,DES MOINES,IOWA Fa1rfW419915-13/Reject&NHL STATE OF IOWA COUNTY OF LINN 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 aforementioned City relating to fixing a time and place of taking of bids for the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project and directing publication of notice of the time and place fixed therefor. WITNESS MY HAND this 201h day of November, 2009,, a City lark.