Ruby Sutton Building 2nd Floor Renovation Project Public HearingCity of Dubuque
City Council
all 311[ON:I=F-301►1616*1314
Copyrighted
November 4, 2024
ITEM TITLE: Ruby Sutton Building 2nd Floor Renovation Project Public
Hearing
SUMMARY: Proof of publication on notice of public hearing to consider
City Council approve the plans, specifications, form of
contract and estimated cost of $840,000.00 for the Ruby
Sutton Building 2nd Floor Renovation Project through
adoption of the attached resolution, and City Manager
recommending approval.
RESOLUTION Approval Of Plans, Specifications, Form Of
Contract, And Estimated Cost For The Ruby Sutton Building
2nd Floor Renovation Project
SUGGUESTED Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Ruby Sutton Building 2nd Floor Renovation Project - PH Staff MEMO
3. Ruby Sutton Building 2nd Floor Renovation Project - PH RESOLUTION
Page 1491 of 2498
THE C
DUj!BQTE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Ruby Sutton Building 2nd Floor Renovation Project
Public Hearing
Project No. 5565000021
DATE: October 31, 2024
Dubuque
AIFAWca Ciq
ni
I
2007-2012.2013
2017*2019
City Engineer Gus Psihoyos is recommending City Council approve the plans,
specifications, form of contract and estimated cost of $840,000.00 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.
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Jenny Larson, Chief Financial Officer
Marie Ware, Leisure Services Director
Antonio Mouzon, Community Impact Director
LaMetra Murdock, Multicultural Family Center Director
Page 1492 of 2498
THE CITY OF
DUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
DATE: October 28, 2024
SUBJECT: Ruby Sutton Building 2nd Floor Renovation Project
Public Hearing
Project No. 5565000021
INTRODUCTION
Dubuque
JUI-America City
2007,2012.2013
2017*2019
This memorandum requests the City Council conduct a public hearing for the 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.
• 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 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 Impact
Department which absorbed functions and staff from the Leisure Services Department.
Page 1 of 3
Page 1493 of 2498
The Multicultural Family Center staff, Community Impact 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
October 21, 2024
Publish Notice to Bidders, Advertise for Bids
October 25, 2024
Notice of Public Hearing on Plans and Specs
October 25, 2024
Public Hearing on Plans and Specs
November 4, 2024
Receipt of Bid Proposals
November 21, 2024
Award Construction Contract
December 2, 2024
Substantial Completion Date
July 16, 2025
RECOMMENDATION
I recommend that the City Council conduct a public hearing and approve the plans,
specifications, form of contract and construction estimate for the Ruby Sutton Building
2nd Floor Renovation Project.
BUDGET IMPACT
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 - 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
L3
** Because this project only involves interior space renovation; a 5% contingency is
recommended compared to the traditional 10% contingency budget.
Page 2of3
Page 1494 of 2498
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
MFC 2nd Floor Renovation, will come
from the close of the FY24 budget year.
ALTERNATE BID NO. 1
City local funding for Project No. 5565000021,
from the allocation of remaining fund balance
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.
Based on current estimate 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 the City Council approve the plans, specifications, form of contract
and estimated cost for the Ruby Sutton Building 2nd Floor Renovation Project through
adoption of the attached resolution.
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 3 of 3
Page 1495 of 2498
Prepared by Kerry Bradley City 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. 358-24
APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND
ESTIMATED COST FOR THE RUBY SUTTON BUILDING 2ND FLOOR RENOVATION
PROJECT
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the plans, specifications, form of contract and cost for the for the Ruby Sutton
Building 2nd Floor Renovation Project in the estimated Base Bid amount of $840,000.00,
are hereby approved.
Passed, approved and adopted this 4th
Attest: ,
�� �-' , 41-, 0 A-
Adrienne N. Breitfelder, City Clerk
day of November 2024.
Brad M. �agh, Mayor
11/4) ;ko;tq
P4-4 to
Res 4.3C53 - A,
STATE OF IOWA SS:
DUBUQUE COUNTY
CERTIFICATE OF PUBLICATION
I, Kathy Goetzinger, a Billing Clerk for Woodward
Communications, Inc., an Iowa corporation, publisher
of the Telegraph Herald, a newspaper of general
circulation published in the City of Dubuque, County
of Dubuque and State of Iowa; hereby certify that the
attached notice was published in said newspaper on the
following dates:
10/25/2024
and for which the charge is 41.04
Subscribed to before me, a Notary Public in and for
Dubuque County, Iowa,
this 25th day of October, 2024
Notar Pu lic in and for Dubuque County, Iowa.
�� t JAN97T K. PAPE
�4P
(;omrritssi4n Number 199659
My ctommission Expires
�oww 12111f2025
Ad text
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 10x25 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://dubuqueia.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 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 21st day
of October 2024.
Adrienne N. Breitfelder, CMC, City Clerk
It 10/25