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Carnegie-Stout Public Library Renovation_AwardTHE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Carnegie-Stout Public Library Renovation Project CIPs 1001141 and 1011141 DATE: November 21, 2008 Sealed bids were received for the Carnegie-Stout Public Library Renovation Project, Contract 6 (Flooring & Tile) and Contract 8 (Elevator). City Engineer Gus Psihoyos recommends award of Contract 6 (Flooring & Tile) to the low bidder, Commercial Flooring, in the amount of $221,760, which is 9.5% under the estimate of probable cost, and recommends award of Contract 8 (Elevator) to the low bidder, Tri-Con Construction, in the amount of 132,600, which is 32.6% over the estimate of probable cost. The net increase to the approved project budget is $9,360, which will be accounted for by decreasing the contingency funds. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer SUBJECT: Carnegie-Stout Public Library Renovation Project CIPs 1001141 and 1011141 DATE: November 20, 2008 INTRODUCTION The enclosed resolutions authorize the award of Contracts 6 (Flooring & Tile) and 8 (Elevator) for the Carnegie-Stout Public Library Renovation Project. BACKGROUND The Carnegie-Stout Public Library Renovation Project will not only maximize use of space to accommodate the growing collections and expanded offering of services, it will also restore "a cultural and historic treasure of Dubuque to its original splendor". The project will include: - A complete renovation of all public and staff spaces. - Update of the obsolete HVAC system to one that is designed to be environmentally efficient. - New furnishings and equipment. - Expanded wireless access and computer services. - New roof on the original building - New sidewalk and steps including a snow melt system for the newer building. - Upgraded security system. - Reopening of the stairwell to the second level in the original building. - Reopening of the original mezzanine and uncovering of the rear skylight in the original building. Multiple prime construction bids have been previously awarded to the following: Contract # Contract Awarded Contractor 1 General Construction Tricon Construction (Dubuque, IA) 2 Doors, Frames & Hardware Doors, Inc. (Davenport, IA) 3 Aluminum Entrances, Skylights Glazing Systems 4 Painting & Wall Coverings 5 Acoustical Tile Ceilings 7 Roofing 9 Plumbing & Fire Protection Systems 10 HVAC Systems 11 Test, Adjust & Balance 12 Electrical Systems & Dubuque Glass Co. (Dubuque, IA) John C. Kaiser (Dubuque, IA) Artisan Ceiling Systems (Waterloo, IA) Geisler Brothers Co. (Dubuque, IA) Modern Piping, Inc. (Dubuque, IA) Geisler Brothers Co. (Dubuque, IA) Assigned Contract 10 change order Westphal & Co., Inc. (Dubuque, IA) During the original bid process, bids were rejected for Contracts 6 and 8. Those contracts have been rebid and new bids have been received for the following: Contract # Contract 6 Flooring and Tile 8 Elevator The City of Dubuque retained The Durrant Group as the Construction Manager for this project. The Construction Manager will coordinate the work of the multiple prime contracts and the phased construction activities. The project was designed and will be constructed in such a manner so that the Library can file for the U.S. Green Building Council's LEED (Leadership in Energy & Environmental Design) certification. If granted, Carnegie-Stout Public Library will become the first library in the state of Iowa to be LEED-EB (existing building) certified. BID RESULTS Sealed bids were received for the project on November 20, 2008. The table below shows the contractors that submitted the low bid and the amount for each prime contract. The Durrant Group has also provided a bid tally summary of all bids received for each contract (see attached). The Flooring and Tile contract contained no alternate bid items. The rebid elevator contract was structured so the base bid was for the preferred EcoSpace elevator which: uses less energy; reduces carbon dioxide emissions by 4.1 tons annually; eliminates 80 gallons of waste oil; and, as a traction elevator, has enhanced performance. The elevator contract also contained a bid alternate for a traditional elevator in case no bids were submitted for the high-efficiency elevator. Contract 6 8 Low Bid Contractor Commercial Flooring Tri-Con Construction Base Bid $ 221, 760 $ 132,600 Alternates 1 and 3-5 n/a n/a Total Bid $ 221, 760 $ 132,600 The submitted low for bid for Contract 6 totals $221,760. This amount is 9.5% under the estimate of probable cost. The submitted low for bid for Contract 8 totals $132,600. This amount is 32.6% over the estimate of probable cost. The net increase to the approved project budget is $9,360 which will be accounted for by decreasing the contingency funds. BUDGET IMPACT The estimate of probable total cost for the Carnegie-Stout Public Library Renovation Project is summarized as follows: PROJECT COSTS Optional Const. Alternatives Bid Initiation Estimate Bid Award Results Construction Hard Costs Base Construction Work $ 4,472,134 $ 4,117,219' General Construction Conditions (Responsibilities Reassi ned to Durrant from Contract No. 1 0 $ 85,000 Contin enc $ 448,000 $ 418,330 Hazardous Material Abatement $ 3,400 $ 3,4002 Fixtures, Furnishin s & E ui ment $ 568,180 $ 568,1802 Total -Bid Project Cost = $ 5,491,714 $ 5,192,129 O tional Construction Add Alternates: 1 Installation of New Elevator + $ 72,000 + $ 137,5403 2 Room 315 -Staff Breakroom + $ 26,800 0 3) Misc. Technology -Window treatments/Projection Screens + $ 21,600 + $ 5,800 4 CCTV Securit S stem + $ 149,000 + $ 52,960 5 Re lace North Sk li ht on Historic Buildin + $ 175,000 + $ 88,285 Alternate Subtotal = $ 444,400 $ 279,645 O tional Add E ui ment Purchases b Libra 1 Desks/Chairs/Partitions/Etc. + $ 130,000 2 Self Book Check-Out Units 3 each + $ 99,000 3 New Com uters 10 each + $ 20,000 4 Public Furniture - Meetin Rooms/Mezzanine + $ 15,000 + $ 15,0002 Alternate Subtotal = $ 264,000 $ 15,000 Project Soft Costs En r./Arch./LEED Cert. Fees $ 565,000 $ 565,000 Construction Mana ement Fees $ 366,000 $ 366,000 Cit En ineerin Fees $ 30,000 $ 30,000 Hazardous Material Abatement Testin $ 2,800 $ 2,800 Misc. Costs -Builders Risk Ins., Cleaning, Temp. Signs, etc. $ 20,000 $ 20,000 Total - Project Soft Costs 983 800 983 800 TOTAL PROJECT COST $ 6,475,514 $ 6,475,514 Includes all base bid award amounts except Contract 8. 2 Estimated costs. a Includes Contract 8 bid plus $4,940 of costs from other contracts. The project funding summary is as follows: TOTAL PROJECT BUDGET Total -Bid Award Const. Expenditures $ 5,491,714 Remaining Engr./Arch./LEED Cert. Fees to be Billed $ 248,517 Remaining Construction Management Fees to be Billed $ 327,600 Remaining City/Misc. Fees to be Billed $ 45,000 Subtotal -Future Costs $ 6,112,831 Future Costs Funding Sources City Contributed -Available Funding $ 3,610,589 Needed Private Fund-Raising and Matching Funds $ 2,502,242 CITY FUN©ING SOURCES CIP No. Fund Descri tion Funding Amount 1001141/ GO Bond (TIF Abated) $ 2,400,000 1011141 General Funds $ 1,210,589 Total City Funding $ 3,610,589 LIBRARY FUNDING SOURCES Fund Source Funding Amount Available Fundraising to Date (Cash and Pledges) *** $ 1,746,782 Curtis Collection Sale $ 501,750 Heade Painting Sale (Estimated) $ 253,710 Total Library Funding $ 2,502,242 As a result of the awarded bids being below the estimate of probable cost, the renovation project will be able to be completed as originally planned except for $249,000 in optional equipment purchases and the renovation of the staff breakroom area (estimated cost $26,800). At the end of the construction work, the City will attempt to direct any unspent contingency funds toward these currently unaffordable items. All construction contracts will be directly between the City of Dubuque and the respective contractors. The City shall have the sole authority over all decisions regarding payments for work, including contingency expenditures and change orders. *** The City of Dubuque will need to provide upfront construction funds to cover pledge payments that will be received by the Library during FY 2010 - FY 2013. The total amount of outstanding pledges in these years is $524,479. The City will also need to provide $253,710 in construction funds to cover a partial contribution to the project from the future sale of the Heade painting. The balance of the revenue from the Heade painting sale will be directed toward repayment of the Library Gift Trusts. Should the Heade painting sell for more than anticipated, the funds will go towards the optional add alternates or unfunded project soft costs. Should the Heade painting sell for less than anticipated the trust funds will not be replenished at this time. Any unfunded Gift Trust Repayments will be repaid during future fiscal years as City funds become available. The total advance funding of $778,189 provided by the City will come from Fiscal Year 2008 land sales from Dubuque Industrial Center West and will be repaid as pledges are paid to the Library. Repayment of the land sales is necessary in order to fund the future development of industrial sites and other projects in Dubuque Industrial Center West. ACTION TO BE TAKEN I recommend that the City Council adopt the attached resolution awarding Contracts 6 and 8 for the Carnegie-Stout Public Library Renovation Project. The contracts will be awarded to the following 2 contractors in the following amounts: Contract # Low Bid Contractor Total Bid 6 Commercial Flooring $ 221,760 8 Tri-Con Construction $ 132,600 cc: Michael C. Van Milligen, City Manager Jenny Larson, Budget Director Susan Henricks, Library Director Steve Sampson Brown, Project Manager Jim Kolf, Durrant Bruce Hamous, OPN Architects RESOLUTION NO. 411-08 AWARDING PUBLIC IMPROVEMENT CONTRACTS FOR THE CARNEGIE- STOUT PUBLIC LIBRARY RENOVATION PROJECT Whereas, sealed bids were submitted by contractors for the Carnegie-Stout Public Library Renovation Project (the Project) pursuant to Resolution No. ____ and the Notice to Bidders published in the Telegraph Herald, a newspaper published in the City of Dubuque, Iowa on the 24th day of October, 2008; and Whereas, said sealed bids were opened and read on the 20th day of November, 2008; and Whereas, the City Council has determined that the following contractors with the following bids were the lowest responsive, responsible bidders for the Project: Contract No. Low Bid Contractor Total Bid 6 Commercial Flooring $221,760 8 Tri-Con Construction $132,600 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Public Improvement Contracts for the Project are hereby awarded to the above listed contractors and the City Manager is hereby directed to execute a Public Improvement Contract on behalf of the City of Dubuque for the Project. Passed, approved and adopted this 1st day of December, 2008. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk BID TALLY SHEET Carnegie-Stout Public Library Issue Date: October 31, 2008 Bid Date: November 20, 2008 City of Dubuque CIP 101141 OPN Project No. 01240-B Durrant Project No. 07128.50 Contract No. 6 - Floorin & Tile Comments 0 P Bidder Name, Bid Form 1A ~ The Floor Show Y t-3 Y $311,254.00 $5,240.00 Commercial Flooring Y 1-3 Y $221,760.00 $7,310.00 Comments P P Bidder Name, Bid Form 1A Vol. Alternate, Dual Jack Holeless -$18,000.00. Schindler Elevator Cor . P Y 1-2 Y No Bid $98,000.00 No demolition included. One year warranty. Tri-Con Construction Y 1-3 Y $132,600.00 No Bid P:\Projecis\07128.50 -Carnegie-Stout Renovations-CM\WP\MISC\Bid Tally