2014 Water Main Project – Notice of Hearing and Letting


Sealed proposals will be received by the City Clerk of the City of Monroe, Iowa in the City Council Chambers, City Hall, 206 West Sherman Street, Monroe, Iowa until 2:00 P.M. local time on September 4, 2014 for the Washington Street Water Main Improvements, as described in the plans and specifications therefore, now on file in the office of the City Clerk.  Proposals will be opened and the amount of the bids announced in said Council Chambers by the City Administrator at the time and date specified above.

At 7:15 P.M. on the 8th day of September, 2014, the City Council of said City will, in said Council Chambers, hold a hearing and said Council proposes to adopt plans, specifications, form of contract and estimate of cost and, at the time, date and place specified above, or at such time, date and place as then may be fixed, to act upon proposals and enter into a contract for the construction of said improvements.


The nature and extent of the improvements are as follows:


Construct Washington Street Water Main Improvements including all labor, materials and equipment necessary for approximately 3,255 linear feet of 8-inch pvc directional bored water main, 240 linear feet of 8-inch water main augered in PVC casing, water service pipe, hydrant assemblies and valves, surface restoration 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 Monroe 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 hearing.  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 City, 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 five percent (5%) 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 five percent (5%) of the bid.

The bid security should be made payable to the CITY OF MONROE, 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 15 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.

At said hearing, the City Council will consider the proposed plans, specifications, form of contract and estimate of cost for the project, the same now being on file in the office of the City Clerk, reference to which is made for a more detailed and complete description of the proposed improvements, and at said time and place the said Council will also receive and consider any objections to said plans, specifications and form of contract or to the estimated cost of said improvements made by any interested party.

By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes.

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 successful bidder will be required to furnish bond 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 shall guarantee the faithful performance of the contract and the terms and conditions therein contained, and shall guarantee the prompt payment for all materials and labor and protect and save harmless the City from claims and damages of any kind caused by the operations of the Contractor, and shall guarantee the work against faulty workmanship and materials for a period of two (2) years after its completion and acceptance by the City Council.

The work will commence within ten (10) calendar days after the date set forth in written Notice to Proceed.  All work on the water main shall be completed by December 12, 2014.  All work on the project, including surface restoration, shall be completed by April 24, 2015.

Payment for said improvements will be made in cash from sale of general obligation bonds or notes, water revenue bonds or notes, or from such funds as are legally available for said purposes.  Any combination of the above methods of payment may be used at the discretion of the City Council.

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 materials 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, who will certify to the City for payment each approved estimate on or before the tenth (10th) day of the following month.  Such monthly payments shall in no way be construed as an act of acceptance for any part of the work partially or totally completed.  Upon completion of the work and its acceptance by the Council, the Contractor will be paid an amount, which, together with previous payments, will equal ninety-five percent (95%) of the contract price of the contract.  Final payment of the remaining five percent (5%) will be made not less than thirty-one (31) days after completion and acceptance by resolution of the City Council of the completed contract, subject to the conditions and in accordance with the provisions of Chapter 573 of the Code of Iowa.  No such partial or final payments will be due until the Contractor has certified to the City Clerk that the materials, labor and services involved in each estimate have been paid for in accordance with the requirements stated in the specifications.

A sales tax exemption certificate will be available for all material purchased for incorporation in the project.

Liquidated damages in the amount of Two Hundred Fifty Dollars ($250.00) per consecutive calendar day will be assessed for each day that the work on the water main remains uncompleted after December 12, 2014.  Liquidated damages in the amount of Two Hundred Fifty Dollars ($250.00) per calendar day will be assessed for each day the work shall remain uncompleted after the end of the contract period.  Separate damage assessments may be made for each of the two completion dates with due allowance for extensions of the contract period due to conditions beyond the control of the Contractor.

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 Monroe, Iowa.



Brian Briles, Mayor



Kim Thomas, City Clerk

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