Ruby Sutton Building 2nd Floor Renovation Project - Award Public Improvement ContractCity of Dubuque
City Council
ACTION ITEMS # 4.
Copyrighted
December 16, 2024
ITEM TITLE: Ruby Sutton Building 2nd Floor Renovation Project - Award
Public Improvement Contract Project No. 5565000021
SUMMARY: City Manager recommending City Council award the Public
Improvement Construction Contract for the Ruby Sutton
Building 2nd Floor Renovation Project to Portzen
Construction, Inc. in the base bid amount of $739,000.00 and
the alternate bid #1 elevator for the total bid award of
$1,034,000.000 through adoption of the attached resolution.
RESOLUTION Awarding Public Improvement Contract For
The Ruby Sutton Building 2nd Floor Renovation Project
SUGGUESTED Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Staff Memo
3. Resolution
4. Recommendation Letter
Page 835 of 1050
THE CITY OF
DUB E-E
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
Award Public Improvement Contract
Project No. 5565000021
DATE: December 11, 2024
Dubuque
All -America Ciq
IIIr
II
2007.2012.2013
2017*2019
The City received sealed bids on November 21, 2024, for the Ruby Sutton Building 2nd
Floor Renovation Project. Portzen Construction, Inc. submitted the low base bid in the
amount of $739,000.00 which is 7.6% below the engineer's estimate of probable cost.
City Engineer Gus Psihoyos is recommending City Council award the Public
Improvement Construction Contract for the Ruby Sutton Building 2nd Floor Renovation
Project to Portzen Construction, Inc. in the base bid amount of $739,000.00 and the
alternate bid #1 elevator for the total bid award of $1, 034,000.000 through adoption of
the attached resolution.
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.
As part of the project, the bid documents included 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 the bids received, sufficient funding has been identified from unbudgeted
Page 836 of 1050
FY25 cash management interest from the new banking services agreement to proceed
with the Alternate Bid No. 1 (add elevator) option at this time.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
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
2
Page 837 of 1050
THE COF
DtUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
DATE: December 13, 2024
SUBJECT: Ruby Sutton Building 2nd Floor Renovation Project
Award Public Improvement Contract
Project No. 5565000021
INTRODUCTION
Dubuque
All -America City
i'iI r
II
2007-2012.2013
2017*2019
The purpose of this memorandum is to provide the City Council with information related
to the recommendation for awarding the Public Improvement Construction Contract 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 838 of 1050
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.
BID RESULTS
The City received sealed bids on November 21, 2024, for the Ruby Sutton Building 2nd
Floor Renovation Project. Portzen Construction, Inc. submitted the low base bid in the
amount of $739,000.00 which is 7.6% below the engineer's estimate of probable cost. A
summary of the bid proposals received is as follows:
Contractor Name
Base Bid
Alternate Base +
Alternate
Portzen Construction, Inc.
$739,000
$295,000
$1,034,000
Tricon General Construction, Inc.
$761,000
$286,000
$1,047,000
Sheets General Construction
$770,000
$287,000
$1,057,000
Renovation & Restoration Services, LLC
$849,300
$292,800
1 $1,142,100
ALTERNATE BID NO. 1
As part of the project, the bid documents included an Alternate Bid No. 1 to provide a
cost to install an elevator that would provide service to the 2nd floor and basement.
RECOMMENDATION
I recommend that the public improvement contract for the Ruby Sutton Building 2nd
Floor Renovation Project be awarded to Portzen Construction, Inc. of Dubuque, IA for
both the Base Bid and the Alternate Bid No. 1 (add elevator) in the amount of
$1,034,000.00.
BUDGETIMPACT
The estimate of probable cost for the Ruby Sutton 2nd Floor Renovation Project is
summarized in the following table:
PROJECT COSTS
ESTIMATE
AWARD
Construction Contract - Base Bid
$ 800,000
$ 739,000
Alternate Bid No. 1
Elevator for Service to 2nd Floor and Basement
600,000
295,000
Total - Base Bid + Alternate No. 1
$ 1,400,000
$ 1,034,000
12
Page 2of3
Page 839 of 1050
Other Project Costs
ESTIMATE
AWARD
Engineer Dept Staff Services
$ 20,000
Consultant Services Design - 563 Design
53,000
Consultant Services Elevator Design - Strand
32,500
Consultant Services Construction - 563 Design
15,900
Hazardous Building Materials Abatement
$ 25,000
17,995
Furniture & Audio/Visual/IT/Security
75,000
75,000
Contingency (5%) *
1 40,000
40,000
Total - Other Project Costs
$ 140,000
$ 254,395
AWARD
Total - Base Bid + Alternate No. 1 + Other Project Costs (A+B) $ 1,288,395
* Because this project only involves interior space renovation; a 5% contingency is
recommended compared to the traditional 10% contingency budget.
The proposed funding for the Ruby Sutton 2nd Floor Renovation Project is summarized
in the following table:
Project No.
Fund Description
Fund
Amount
American Rescue Plan Act (ARPA) Funds
$ 507,827
5565000021
MFC 2nd Floor Renovation (FY24 YE Savings)
432,173
FY25 Revenue from New Bank Services Agreement
348,395
Total Project Funding
$ 1,288,395
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 in addition to FY25 unbudgeted cash
management interest ($348,395) from anticipated revenue from the new bank services
agreement.
ACTION TO BE TAKEN
I respectfully request that the City Council award the Public Improvement Construction
Contract for the Ruby Sutton Building 2nd Floor Renovation Project to Portzen
Construction, Inc. in the base bid amount of $1,034,000.00 through adoption of the
attached resolution.
cc: Jenny Larson, Chief Financial Officer
Robert Schiesl, Assistant City Engineer
Marie Ware, Leisure Services Director
Antonio Mouzon, Community Impact Director
Justin Hogan, Facilities Manager
FAPROJECTS\Facilities - Multicultural Family Center\2024 - 2nd Floor Renovation\Council Docs\Award
Page 3of3
Page 840 of 1050
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. 415-24
AWARDING PUBLIC IMPROVEMENT CONTRACT FOR THE RUBY SUTTON
BUILDING 2ND FLOOR RENOVATION PROJECT
WHEREAS, sealed proposals have been submitted by contractors for the Ruby
Sutton Building 2nd Floor Renovation Project, (the Project) pursuant to Resolution No.
336-24 and Notice to Bidders published on the City of Dubuque, Iowa website and plan
room service with statewide circulation on the 25th day of October 2024-1 and
WHEREAS, said sealed bid proposals were opened and read on the 21 St day of
November 2024 and it has been determined that Portzen Construction, Inc. of Dubuque,
Iowa, in the base bid amount of $1,034,000.00, is the lowest responsive, responsible
bidder for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
SECTION 1. That a Public Improvement Contract for the Project is hereby awarded
to Portzen Construction, Inc. 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
Attest:
Adrienne Breitfelder, CMC, City Clerk
16th day of December 2024.
.• .�:�Mayor
Ot4ij
DI
1268 Locust Street
Dubuque, Iowa 52001
563design.com
The City of Dubuque
50 W.131h Street
Dubuque, IA 52001
26 November 2024
Re: Ruby Sutton Building - Second Floor Remodel - Award Recommendation
To whom it may concern:
In accordance with the Advertisement for Bids for a Public Improvement Project, the Ruby Sutton Building -
Second Floor Remodel bids were opened and ready publicly shortly after 2:00 p.m. on November 21, 2024. We
have confirmed with the apparent low bidder they are able to complete the work outlined in the drawings and
specifications in the timeline set forth in the project specifications. They have successfully completed other
projects of similar size and complexity. With this information, we recommend award of the contract (including
Bid Alternate #1) to Portzen Construction Inc. for the total amount of $1,034,000.00.
The Bid results are attached.
Sincerely,
Andrew McCready, Registered Architect
Principal
Page 842 of 1050