Historic Federal Building Roof Replacement Project_Initiate Copyrighted
December 17, 2018
City of Dubuque Items to be set for Public Hearing # 1.
ITEM TITLE: Historic Federal Building Roof Replacement Project
(Initiation)
SUMMARY: City Manager recommending preliminary approval of the
construction plans and specifications and establish January
7, 2019 as the date of the public hearing and authorize the
City Clerk to advertise for bid proposals for the Historic
Building Roof Restoration Project through the adoption of
the resolution.
RESOLUTION Historic Federal Building - Roof Restoration
Project
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt
Resolution(s), Set Public Hearing for January 7, 2019
ATTACHMENTS:
Description Type
Historic Federal Building Roof Restoration Project-NNM City Manager Memo
Memo
Staff Memo Staff Memo
Resolution Resolutions
THE CTTY OF Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Historic Federal Building-Roof restoration Project
DATE: December 13, 2018
Project Manager Steve Sampson Brown is requesting City Council grant preliminary
approval to the construction plans and specifications and establish January 7, 2019 as
the date of the public hearing and authorize the City Clerk to advertise for bid proposals
for the Historic Federal Building Roof Restoration Project through the adoption of the
resolution.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen �� �
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Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Steve Sampson Brown, Project Manager
THE CITY OF Dubuque
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Masterpiece on the Mississippi 2°°''Z°12
2013•2017
TO: Michael C. Van Milligen, City Manager
FROM: Steve Sampson Brown, Project Manager
DATE: December 11, 2018
SUBJECT: Historic Federal Building - Roof Restoration Project
CIP 350/360 -1841
INTRODUCTION
The enclosed resolutions authorize the initiation of the public bidding procedure for the
Historic Federal Building Roof Restoration Project.
BACKGROUND
The current roof on the building is 19 years old and is currently showing signs of noticeable
deterioration. In 2017 a diagnostic testing and analysis was completed on all sections of the
roof to determine the remaining service life. The results of the analysis indicated there were
four areas where the roof inembrane was leaking and the insulation board was saturated
with water. A short term repair project was completed to address the wet insulation and four
leaking areas to avoid any potential damage inside the building.
DISCUSSION
The 2017 analysis also recommended partial replacement of the east r�of inembrane and a
10-year warranty roof coating be used for the for the remaining north, south and west
portions of the roof. In order to ensure the long term viability of the building and to eliminate
the potential for water damage the Engineering Department is recommending proceeding
with this restoration project. Based on available funding for this project the east and west
roofs have been prioritized as part of the base bid as they are in the worst condition. The
north and south roofs (roofs C& U) are in better condition and could be delayed if needed
until funding is available.
PROJECT SCHEDULE
The schedule for the project is as follows:
Initiate Public Bidding Process December 17, 2018
Publish Notice to Bidders, Advertise for Bids December 21, 2018
Publish Public Hearing Notice on Plans & Specifications December 21, 2018
Public Hearing on Plans & Specifications January 7, 2019
Receipt of Bid Proposals (Bid-Letting) January 17, 2019
Page 1 of 2
Award Construction Contract February 4, 2019
Final Project Completion Date May 31, 2019
RECOMMENDATION
I recommend that the City Council establish a date for the public hearing and authorize the
City Clerk to advertise for proposals.
BUDGET IMPACT
The estimate of probable cost for this project is summarized as follows:
Descri tion Estimate
Construction Contract— Base Bid $275,000.00
Contingency 5% $13,750.00
Engineerin /Contract Admin $2,000
Sub Total - Project Cos $290,750.00
Bid Alternate #1 — Roofs C & U $71,775.00
Total Project Cos $362,525.00
The funding summary for the Historic Federal Building Roof Restoration Project is
as follows:
CIP Fundin Source Amount
350/360-1841 Federal Building Renovation CIP $352,800.00
Total Available Project Funding $352,800.00 *
* The base bid total project cost is $290,750 which fits within the available funding for this
project. If the City benefits from a competitive bidding environment and bids for both the
Base Bid and Bid Alternate 1 are below $352,800 than the City will select Alternate 1 and
included it as part of the award for this project. Otherwise only the base bid will be used as
the basis of award for this project.
ACTION TO BE TAKEN
I respectfully request that the City Council grant preliminary approval to the construction
plans and specifications; and establish January 7, 2019 as the date of the public hearing;
and hereby authorized the City Clerk to advertise for bid proposals for the Historic Federal
Building Roof Restoration Project through the adoption of the attached resolutions.
cc: Gus Psihoyos — City Engineer
Alexis Steger— Housing & Community Development Director
Renee Tyler—Transportation Services Director
Dave Johnson — Building Services Manager
F:\PROJECTS\Federal Building Phase II\City Council Documentation\1_Initiate\Historic Federal Building Roof Replacement Project-Set
PH Staff Memo.doc
Page 2 of 2
RESOLUTION NO. 377-18
HISTORIC FEDERAL BUILDING -ROOF RESTORATION PROJECT
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
Historic Federal Building Roof Restoration Project in the estimated amount
$290, 750.00, 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 7th day of January 2019, at 5:00 p.m. in the
Historic Federal Building Council Chambers (second floor) 350 W. 5th Street, Dubuque,
Iowa, 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 ofsuch 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 Historic Federal Building Roof Restoration 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 Notice to Bidders to be published on
the City of Dubuque website and a contractor plan room service with statewide
circulation, which notice shall be published not less than thirteen but not more than
forty-five days before the date for filing bids before 2:00 p.m. on the 17th day of January
2019. 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 5:00 p.m. on the 4th day of February
2019, in the Historic Federal Building Council Chambers (second floor), 350 West 5th
Street, Dubuque, Iowa.
Passed, approved, and adopted this 17th day of December 2018
Kevitt5. Firnstahl, City Clerk
CITY OF DUBUQUE, IOWA
OFFICIAL NOTICE
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR HISTORIC FEDERAL BUILDING
RESTORATION 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 Historic Federal Roof Restoration Project, in accordance with the provisions
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of Chapter 26, Code of Iowa, at 6:00 p.m., on the 7 day of January 2019, in the
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Historic Federal Building Council Chambers (second floor), 350 West 6 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:
This project consists for some sections of the roof removing the existing membrane
roof system including roof insulation and metal edge flashing, providing new roof
insulation, membrane roof, and metal edge flashing and for other sections
rehabilitating the existing membrane and applying a built-up asphalt coating
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.
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Published by order of the City Council given on the 17 day of December 2018.
Kevin S. Firnstahl, CMC, City Clerk
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