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Fire Headquarters Green Roof ProjectTHE CITY OF DUB E Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Fire Headquarters Roof Replacement Project CIP 1011139 DATE: October 14, 2008 D~ubuq~ue AN-AmericaCily ®!.~ 2007 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Fire Headquarters Roof Replacement Project, and further recommends that a public hearing be set for November 3, 2008. I concur with the recommendation and respectfully request Mayor and City Council approval. ~~-__-_ ~_ Mic el C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF -~ ~V MRStC'Yp1eCC' DY1 t~e M1SS1SSIp~1 TO: Michael C. Van Milligen, FROM: DATE: City Manag Gus Psihoyos, City Engineer ~ October 14, 2008 SUBJECT: Fire Headquarters Roof Replacement Project CIP 1011139 INTRODUCTION Dubuque ai ~'I ~~ I 2007 The enclosed resolutions authorize the public bidding procedure for the Fire Headquarters Roof Replacement Project. DISCUSSION The existing roof of the Fire Headquarters building (11 West 9th Street) has needed several repairs over the last three to four years and has now reached the end of its service life. As the design consultant for the Fire Department, The Durrant Group, Inc. completed a feasibility study on the installation of a green roof system and determined that the existing structure can support such a system. The Fire Headquarters Roof Replacement Project will replace the existing roof with a new white roof membrane and a green roof tray system. The modular tray system will include a drainage layer, soil layer, and low maintenance plantings. The low growth, low maintenance plantings will consist of white/red colored sedum album and yellow colored sedum kamtschaticum. Another sustainable design component of the project will include the recycling of the existing river rock roof ballast by transferring it to Leisure Services for reuse in a future landscape project. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process October 20, 2008 Advertisement for Bids October 24, 2008 Receipt of Bids November 12, 2008 Notice of Public Hearing on Plans and Specifications October 24, 2008 Public Hearing November 3, 2008 Award of Contract November 17, 2008 Project Completion Date May 31, 2009 RECOMMENDATION It is recommended that the City Council establish the date of the public hearing and authorize the City Clerk to advertise for proposals for the Fire Headquarters Roof Replacement Project. BUDGET IMPACT The estimate of probable cost for the Fire Headquarters Roof Replacement Project: Estimate Construction Contract $198,600 Contingency $ 19,900 Construction Engineering & Inspection 23 000 Total Project Cost $241,500 The project funding summary is as follows: Fund CIP No. Fund Description Amount 1011139 Roof Replacement Fire Headquarters $243,181 ACTION TO BE TAKEN The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through the adoption of the enclosed resolutions for the Fire Headquarters Roof Replacement Project. Prepared by Steve Sampson Brown, Project Manager cc: Jenny Larson, Budget Director Dan Brown, Fire Chief K:IPROJECTS\Fire Headquarters Roof Replacement\Fire Headquarters Roof Replacement Initiate Memo.doc RESOLUTION NO. 384-08 FIRE HEADQUARTERS ROOF REPLACEMENT PROJECT PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: the proposed plans, specifications, form of contract and estimated cost for the Fire Headquarters Roof Replacement Project, in the estimated amount $241,500.00, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. a public hearing will be held on the 3~d day of November, 2008, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project; and the City Clerk be and is hereby directed to cause the attached notice of the time and place of such hearing to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four days nor more than twenty days prior to the date of such hearing. At the hearing,. any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. The Fire Headquarters Roof Replacement Project is hereby ordered to be advertised for bids for construction. The amount of the security to accompany each bid shall be in an amount which shall conform to the provisions of the Notice to Bidders hereby approved. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 12t" day of November, 2008. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 17t" day of November, 2008, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this 20th day of October, 2008. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE FIRE HEADQUARTERS ROOF REPLACEMENT PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the Fire Headquarters Roof Replacement Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 3~d day of November, 2008, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimated cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto. The scope of the Project is as follows: The project consists of removing the existing ballasted membrane roof system including roof installation and metal edge flashing, providing new roof insulation, a fully adhered membrane roof, metal edge flashing, and a green roof modular tray system. Any visual or hearing-impaired persons needing special assistance or persons with special accessibility needs should contact the City Clerk's office at (563) 589-4120 or TDD at (563) 690-6678 at least 48 hours prior to the meeting. Published by order of the City Council given on the day of 2008. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT FIRE HEADQUARTERS ROOF REPLACEMENT PROJECT Time and Place for Filing Sealed Proposals. Sealed bids for the work composing each improvement as stated below must be filed before 2:00 p.m. on November 12, 2008, in the Office of the City Clerk, City Hall -First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Placed Sealed Pro osals Will be O ened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on November 12, 2008, at City Hall -Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on November 17, 2008. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Com letion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by May 31, 2009. Bid Security. Each bidder shall accompany its bid with a bid security 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, acceptable to the governmental entity, for the faithful pertormance of the contract, in an amount equal to one hundred percent of the amount of the contract. The bid security shall be in the amount of ten percent (10%) of the amount of the contract and shall be in the form of a cashier's check or certified check drawn on a state- chartered or federally chartered bank, or a certified share draft drawn on a state- chartered or federally chartered credit union, or the governmental entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Documents. Copies of the construction documents may be obtained at the Engineering Department, City Hall -Second Floor, 50 West 13th Street, Dubuque, Iowa 52001. No plan deposit is required. Preference for Iowa Products and Labor. By virtue of statutory authority, 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. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Im rovement. Fire Headquarters Roof Replacement Project CIP 1011139 The project consists of removing the existing ballasted membrane roof system including roof installation and metal edge flashin a fully adhered membrane roof, metal edge flashingroand a geeen oof modular tray system. Pre-Bid Construction Conference. NONE. Each prospective bidder may review the project site by arranging a prescheduled a an appointment, contact Fire Chief Dan Brown, Fire Depalrtment Headquarterse 589-4160. Published in the Telegraph Herald, October 24, 2008.