Ruby Sutton Building 2nd Floor Renovation Project - Initiate Public Bidding ProcessCity of Dubuque
City Council
Copyrighted
October 21, 2024
ITEMS SET FOR PUBLIC HEARING # 4.
ITEM TITLE: Ruby Sutton Building 2nd Floor Renovation Project - Initiate
Public Bidding Process and Setting Date for a Public Hearing
Project No. 5565000021
SUMMARY: City Manager recommending City Council grant preliminary
approval of the construction plans and specifications; with an
estimated Base Bid amount of $840,000.00; and establish
November 4, 2024, as the date of the public hearing; and
hereby authorized to advertise for bid proposals for the Ruby
Sutton Building 2nd Floor Renovation Project through
adoption of the attached resolution.
RESOLUTION Ruby Sutton Building 2nd Floor Renovation
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
SUGGUESTED Receive and File; Adopt Resolution(s), Set Public Hearing for
DISPOSITION: November 4, 2024
ATTACHMENTS:
1. MVM Memo
2. Ruby Sutton Building 2nd Floor Renovation Project - Council Staff Initiate MEMO
3. Ruby Sutton Building 2nd Floor Renovation Project - Council Initiate RESOLUTION
4. Ruby Sutton Building 2nd Floor Renovation Project - Notice of Hearing
Page 431 of 1713
Dubuque
THE CITY OF
uFA�a9a av
DuBE
13
Masterpiece on the Mississippi zoo�•*o
rP PP 2017202019
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Ruby Sutton Building 2nd Floor Renovation Project
Initiate Public Bidding Process and Setting Date for a Public Hearing
Project No. 5565000021
DATE: October 17, 2024
City Engineer Gus Psihoyos is recommending City Council grant preliminary approval of
the construction plans and specifications; with an estimated Base Bid amount of
$840,000.00; and establish November 4, 2024, as the date of the public hearing; and
hereby authorized to advertise for bid proposals for the Ruby Sutton Building 2nd Floor
Renovation Project through adoption of the attached resolution.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
k�4 szjzn"
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Justin Hogan, Facilities Manager
Jenny Larson, Chief Financial Officer
Marie Ware, Leisure Services Director
Antonio Mouzon, Community Impact Director
Page 432 of 1713
Dubuque
OF
THE CtUB
DAll-America
E
City
II
Masterpiece on the Mississippi
P PP
2°02.20 13
zo1�*7*Zoi9
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
SUBJECT: Ruby Sutton Building 2nd Floor Renovation Project
Initiate Public Bidding Process and Setting Date for a Public Hearing
Project No. 5565000021
DATE: October 16, 2024
INTRODUCTION
This memorandum requests the City Council approval and authorize the initiation of the
public bidding process and set a public hearing date for November 4, 2024, for the Ruby
Sutton Building 2nd Floor Renovation Project.
BACKGROUND
The City owns the Ruby Sutton Building, in which the 1st floor was renovated for multi -
departmental city operations while the 2nd floor remains unimproved. In preparation for
renovation and to facilitate design, a partial demolition was conducted on the 2nd floor
space as well as appropriate asbestos abatement.
DISCUSSION
The Ruby Sutton Building is part of a larger combined facility connected to the
Multicultural Family Center. The current Ruby Sutton Building first floor is about 6,600
square feet. The second floor is approximately 2,600 square feet.
The expanded 2nd floor facility improvements will feature the following amenities:
• A collaborative workspace with presentation equipment.
• A kitchenette to provide staff with space for refreshments and meals.
• A small meeting/conference room.
• Once individual/family style restroom.
• A reception area to greet guests.
• Five offices large enough to accommodate small meetings.
• A 10'x25' Deck from the back on the roof section of the 1 st floor.
• A skylight to maximize the introduction of natural light.
This project is intended to create a suitable workspace for the new Community
Engagement Department which absorbed those functions and staff from the Leisure
Services Department.
Page 1 of 3
Page 433 of 1713
The Multicultural Family Center staff, Community Engagement Department, Engineering
Department, Information Services Department, and other city staff were involved in the
design of the improvements.
Once the base bid for the construction work has been awarded, the project team
intends to distribute two Requests for Proposal to select vendors for providing
furnishings and audio-visual equipment.
PROJECT SCHEDULE
The schedule for the project will be as follows:
Initiate Public Bidding Process
Publish Notice to Bidders, Advertise for Bids
Notice of Public Hearing on Plans and Specs
Public Hearing on Plans and Specs
Receipt of Bid Proposals
Award Construction Contract
Substantial Completion Date
RECOMMENDATION
October 21, 2024
October 25, 2024
October 25, 2024
November 4, 2024
November 21, 2024
December 2, 2024
July 16, 2025
I recommend preliminary approval of the proposed plans, specifications, form of
contract and construction estimate for the Ruby Sutton Building 2nd Floor Renovation
Project. I further recommend establishing the date of the public hearing and authorizing
the Engineering Department to advertise for bids for the project.
BUDGETIMPACT
The estimate of probable cost for the Ruby Sutton 2nd Floor Renovation Project is
summarized in the following table:
PROJECT COSTS
ESTIMATE
Construction Contract - Base Bid
$ 800,000
Contingency (5%) **
40,000
Total - Estimated Base Bid Cost
$ 840,000
Misc. Project Costs
Hazardous Building Materials Abatement
$ 25,000
Furniture & Audio/Visual/IT/Security
75,000
Total - Misc. Project Costs
$ 100,000
Total - Base Bid + Misc. Project Costs (A+B) $ 940,000
Alternate Bid No. 1 - Optional Add On $ 600,000
Elevator that provides service to 2nd Floor and Basement
10,
IN
** Because this project only involves interior space renovation; a 5% contingency is
recommended compared to the traditional 10% contingency budget.
Page 2of3
Page 434 of 1713
The proposed funding for the Base Bid Project plus outlined Misc. Costs is summarized
in the following table:
Project No.
Fund Description
Fund Amount
5565000021
American Rescue Plan Act (ARPA) Funds
$ 507,827
MFC 2nd Floor Renovation
432,173
Total Project Funding
$ 940,000
In addition to the ARPA funding, the City local funding for Project No. 5565000021,
MFC 2nd Floor Renovation, will come from the allocation of remaining fund balance
from the close of the FY24 budget year.
ALTERNATE BID NO. 1
As part of the project, the bid documents will include an Alternate Bid No. 1 to provide a
cost to install an elevator that would provide service to the 2nd floor and basement. Staff
do not believe there will be sufficient funds to proceed with the Alternate Bid No. 1 (add
elevator) option, however staff believes it is the City's best interest to receive bids that
will be evaluated for potential consideration. If the Alternate Bid No. 1 (add elevator) is
not selected, the City will have budgetary numbers to consider for including in a future
capital improvement request.
Based on the bids received, if the City elects not to select Alternate Bid No. 1, the Base
Bid will be used as the basis for the recommended award for this project.
ACTION TO BE TAKEN
I respectfully request that the City Council grant preliminary approval of the construction
plans and specifications; and establish November 4, 2024, as the date of the public
hearing; and hereby authorized to advertise for bid proposals for the Ruby Sutton
Building 2nd Floor Renovation Project through adoption of the attached resolution.
Prepared by Justin Hogan, Facilities Manager
cc: Jenny Larson, Chief Financial Officer
Marie Ware, Leisure Services Director
Antonio Mouzon, Multicultural Family Center Director
FAPROJECTS\Facilities - Multicultural Family Center\2024 - 2nd Floor Renovation\Council Docs\Initiate
Page 3of3
Page 435 of 1713
Prepared by Justin Hogan Citv of Dubuque Engineering 50 W 13th St Dubuque IA 52001 (563)589-4270
Return to Adrienne N. Breitfelder City Clerk City of Dubuque, 50 W. 13th St. Dubuque, IA 52001 (563)589-4100
RESOLUTION NO. 336-24
RUBY SUTTON BUILDING 2ND FLOOR RENOVATION 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
Ruby Sutton Building 2nd Floor Renovation Project in the estimated Base Bid amount of
$840,000.00, 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 4th day of November, at 6:30 p.m. in the Historic
Federal Building Council Chambers 350 W. 6th 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 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.
Ruby Sutton Building 2nd Floor Renovation 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 Engineer 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 pm on the 21 st day of November, 2024.
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 2nd day of December 2024, in the Historic
Federal Building Council Chambers (and/or by virtual means), 350 West 6th Street,
Dubuque, Iowa.
Passed, approved and adopted this 21 st
Attest:
Adrienne N. Breitfelder, City Clerk
day of October 2024.
Brad M. Cav g Mayor
CITY OF DUBUQUE, IOWA
OFFICIAL NOTICE
PUBLIC NOTICE is hereby given that the Dubuque City Council will conduct a public
hearing on the 4th day of November, 2024, at 6:30 p.m., in the Historic Federal Building,
350 W. 6th Street, 2nd floor, Dubuque, Iowa, on the proposed plans, specifications, form
of contract and estimated cost for the Ruby Sutton Building 2nd Floor Renovation Project.
The scope of the Project is as follows: Ruby Sutton Building 2nd Floor Renovation
Project includes the construction of a collaborative workspace with presentation
equipment, a kitchenette to provide staff with space for refreshments and meals,
a small meeting/conference room, one individual/family style restroom, a
reception area to greet guests, five offices large enough to accommodate small
meetings, a 10'x25' Deck from the back on the roof section of the 1st floor, a
skylight to maximize the introduction of natural light.
At the meeting, the City Council will receive oral and written comments from any resident
or property owner of said City to the above action. The official agenda will be posted the
Friday before the meeting and will contain public input options. The City Council agenda
can be accessed at https://dubugueia.portal.civicclerk.com/ or by contacting the City
Clerk's Office at 563-589-4100, ctyclerk@cityofdubuque.org.
Written comments regarding the above public hearings may be submitted to the City
Clerk's Office via email at ctyclerk@cityofdubuque.org or by mail to City Clerk's Office,
City Hall, 50 W. 13th St., Dubuque, IA 52001, before said time of public hearing. At said
time and place of public hearings the City Council will receive any written comments.
Copies of supporting documents for the public hearings are on file in the City Clerk's
Office and may be viewed Monday through Friday between 8:00 a.m. and 5:00 p.m.
Individuals with limited English proficiency, vision, hearing, or speech impairments
requiring special assistance should contact the City Clerk's Office at (563) 589-4100,
ctyclerk@cityofdubuque.org as soon as feasible. Deaf or hard -of -hearing individuals can
use Relay Iowa by dialing 711 or (800) 735-2942.
Published by order of the City Council given on the 21 st day of October 2024.
Adrienne N. Breitfelder, CIVIC, City Clerk
Page 437 of 1713