Library Renovation Bidding InitiationTO: 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: January 16, 2008
The Carnegie-Stout Public Library Board of Trustees is requesting initiation of the public
bidding procedure for the Carnegie-Stout Public Library Renovation Project.
The City of Dubuque is providing matching funds to a fundraising campaign to fund the
$6,799,318 in total project costs. The fundraising campaign is not yet complete and
there are not commitments to fund the total project costs.
I have spoken with City Attorney Barry Lindahl and he advises that the City should not
award a contract without certainty that the funds are available.
The only other option would be to cause the bidders to go through the difficult and time-
consuming process of bidding the job and then rejecting the bids if the money is not
available. I believe that this will limit the number of bidders, and that it will undermine
the credibility of the City as contractors look at bidding future jobs.
I respectfully recommend that the Mayor and City Council do not approve the request
from the Library Board of Trustees to initiate the public bidding procedure until the funds
have been raised to complete the project.
~~V ~~.'f'h/ '
Mich el C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Susan Henricks, Library Director
Alan Avery, President, Library Board of Trustees
Dubuque p~u~
THE CTTY OF ~ ~,~ ~'
DUB E a~
Masterpiece on the Mississippi PUBLIC L I B R A R Y
2007
TO: Honorable Mayor and City Council Members
FROM: Library Board of Trustees, Carnegie-Stout Public Library
Alan Avery, President C~,GL -
SUBJECT: Carnegie-Stout Public Library Renovation Project
CIPs 1001141 and 1011141
DATE: January 15, 2008
The enclosed resolutions authorize the public bidding procedure for the Carnegie-Stout
Public Library Renovation Project.
BACKGROUND
Prior to the start of design work on the renovation project, the Carnegie-Stout Public
Library Board of Directors conducted a community survey to determine how best the
Library could meet the needs of its patrons. The survey results netted a performance
confidence level of ±95%. Over 66% of the survey respondents answered the following
community survey question with a rating of "Very Important" and "Important" - "How
important do you think these renovations are to the Library's ability to continue offering
its current level of services, as well as improving its service to the citizens of
Dubuque'?". Survey respondents also repeatedly mentioned the need for "more
computers/intemet access" and a "more comfortable, inviting environment".
DISCUSSION
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.
- Replacement of the existing elevator
- 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 stairswell to the second level in the original building.
- Reopening of the original mezzanine and uncovering of the rear skylight in the
original building.
The project will be designed and 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, Camegie-Stout Public Library will become the first
library in the state of Iowa to be LEED-EB (existing building) certified.
PROJECT SCHEDULE
The schedule for the project is as follows:
Initiate Public Bidding Process January 21, 2008
Publish Notice to Bidders, Advertise for Bids January 25, 2008
Publish Public Hearing Notice on Plans & Specs January 25, 2008
Public Hearing on Plans & Specifications February 4, 2008
Pre-Bid Construction Conference February 14, 2008
Receipt of Bid Proposals (Bid Letting) February 27, 2008
Award Construction Contract March 17, 2008
Project Completion Date May 30, 2009
RECOMMENDATION
It is recommended that the City Council give preliminary approval to the construction
plans and specifications for the Carnegie-Stout Public Library Renovation Project, and
to establish the date of February 4, 2008 for the public hearing and hereby authorize the
City Clerk to advertise for bid proposals.
BUDGET IMPACT
The estimate of probable cost for the Carnegie-Stout Public Library Renovation Project
is summarized as follows:
PROJECT COSTS ESTIMATE
Construction Hard Costs
Base Construction Work $ 4,851,267*
Contin enc -6% 291,076
Hazardous Material Abatement 3,400
Fixtures, Fumishin s & E ui ment 692,680
Total -Bid Project Cost 5 837 953
Includes 4% bid contingency
O tional Add Alternates:
1 Re lace North Sk li ht + $ 250,000
2 New Windows on Bluff Street + $ 30,000
3 Gra hic Wall Coverin + $ 10,000
4} Move Admin. Offices to 3~d Floor + $ 203,000
Optional Deduct Alternate:
3} Reduce IT Infrastructure Replacement Work - $ 127,000
Project Soft Costs
En r./Arch./LEED Cert. Fees $ 584,967
Construction Mana ement Fees $ 327,628
Cit En ineerin Fees $ 30,000
Hazardous Material Abatement Testin $ 2,800
Misc. Costs -Builders Risk Ins., Cleanin , Tem . Si ns, etc. $ 16,000
Total -Project Soft Costs $ 961,395
TOTAL PROJECT COST $ 6,799,318
The project funding summary is as follows:
CIP Nom. n F
nt
1001141/ GO Bond (TIF Abated) $ 1,900,000*
1011141 General Funds $ 1,356,743*
*The access to use of matching funds is contingent upon 100% funding of the Total Project
Cost by supplemental contributions from the fund-raising campaign.
TOTAL PROJECT BUQGET
Total -Bid Project Cost $ 5,837,953
Remaining Engr./Arch./LEED Cert. Fees to be Billed $ 307,033
Remaining Construction Management Fees to be Billed $ 297,628
Remaining City/Misc. Fees to be Billed $ 47,100
Subtotal -Future Costs $ 6,489,714
City Contributed -Available Funding $ 3,046,041
Needed Private Fund-Raising Matching Funds $ 3,443,673
ACTION TO BE TAKEN
The City Council is requested to establish the date of the public hearing and to
authorize the City Clerk to advertise for proposals through the adoption of the enclosed
resolutions.
cc: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
Jenny Larson, Budget Director
RESOLUTION NO.
CARNEGIE-STOUT PUBLIC LIBRARY 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 Carnegie-Stout Public Library Renovation Project, in the estimated amount
$5,837,953, 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 February, 2008, at 6:30 p.m.
in the Historic Federal Building Council Chambers 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.
The Carnegie-Stout Public Library 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 Clerk is hereby directed to advertise for bids for the construction
of the improvements herein provided, by publishing the attached Notice to
Bidders to be published in a newspaper having general circulation in the City of
Dubuque, Iowa, which notice shall be published not less than four but not more
than forty-five days before the date for filing bids before 2:00 p.m. on the 27th day
of February, 2008. 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 17th
day of March, 2008, in the Historic Federal Building Council Chambers (second
floor), 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this day of , 2008.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
CARNEGIE-STOUT PUBLIC LIBRARY RENOVATION PROJECT
Time and Place for Filing Sealed Proposals. Sealed bids for the work
comprising each improvement as stated below must be filed before 2:00 p.m. on
27tH day of February, 2008, in the Office of the City Clerk, City Hall -First Floor,
50 West 13tH Street, Dubuque, Iowa.
Time and Placed Sealed Proposals Will be Opened and Considered. Sealed
proposals will be opened and bids tabulated at 2:30 p.m. on 27 day of February,
2008, at City Hall -Conference Room A, 50 West 13tH Street, Dubuque, Iowa, for
consideration by the City Council (Council) at its meeting on 17tH day of March,
2008. The City of Dubuque, Iowa, reserves the right to reject any and all bids.
Time for Commencement and Completion of Work. Work on each
improvement shall be commenced within 10 days after the Notice to Proceed has
been issued, work will be accomplished in five (5) phases and shall be
substantially completed by May 14, 2009 and fully completed by May 25, 2009.
Bid Security. Each bidder shall accompany its bid with a bid security as security
that the successful bidder will enter into a contract for the work bid upon and will
furnish after the award of contract a corporate surety bond, acceptable to the
governmental entity, for the faithful performance of the contract, in an amount
equal to one hundred percent of the amount of the contract. The bid security
shall be in the amount of ten percent (10%) of the amount of the contract and
shall be in the form of a cashier's check or certified check drawn on a state-
chartered or federally chartered bank, or a certified share draft drawn on a state-
chartered or federally chartered credit union, or the governmental entity may
provide for a bidder's bond with corporate surety satisfactory to the governmental
entity. The bid bond shall contain no conditions excepted as provided in this
section.
Contract Documents.
Copies of the construction documents are available at www.aeplans.com to view
and print without charge. Copies of the construction documents may also be
obtained by contractors bidding prime contracts only at Tri-State Blue Print &
Framing Company, 696 Central Avenue, Dubuque, Iowa 52001 (Voice:
563.566.3030). Prime contracts 1, 10 & 12 may obtain a maximum of two (2) sets
of documents, all other prime bidders can have one (1) set off documents. A plan
deposit in the amount of $200.00 per set of construction documents or receipt of
an AGC, AMC, AMEC, MBI, or NECA card is required. Deposits will be refunded
upon return of the construction documents in good condition with ten (10) days
after bid opening.
Construction documents will be on file for viewing at the following locations:
Carnegie-Stout Public Library, 360 11th Street, Dubuque, Iowa 52001
OPN Architects Inc., 200 Fifth Ave, Suite 201, Cedar Rapids, Iowa 52401
Durrant, 700 Locust Street, Suite 942, Dubuque, Iowa 52001.
Dubuque Builders Exchange, 801 Cedar Cross Road, Dubuque, Iowa 52003.
F.W. Dodge Corporation, 2507 Ingersoll Avenue, Des Moines, Iowa 50312.
Preference for Iowa Products and Labor. By virtue of statutory authority,
preference will be given to products and provisions grown and coal produced
within the State of Iowa, and to Iowa domestic labor, to the extent lawfully
required under Iowa statutes.
Sales Tax. The bidder should not include sales tax in its bid. A sales tax
exemption certificate will be available for all material purchased for incorporation
in the project.
General Nature of Public Improvement.
Carnegie-Stout Public Library Renovation Project, CIPs 1001141/1011141
In general, the project includes complete interior renovation of the historic library
building and the 1980's building addition. Specific work items include, but are not
limited to: demolition, miscellaneous concrete and structural steel work, metal
fabrication including stairs and railings, rough and finish carpentry, metal stud
and gypsum board partitions, gypsum board ceilings, miscellaneous plaster
repair, acoustical the ceilings, Doors/frames/hardware, skylights and interior
glazed openings, painting and wall coverings, carpet, wall and floor tile, resilient
the flooring, wood flooring, miscellaneous specialties, wood casework, elevator
replacement, fire sprinkler system renovations, plumbing systems, HVAC
systems, electrical and special systems, information and technology systems.
Multiple prime construction bids will be received for the following:
• Contract No. 1 -General Construction
• Contract No. 2 -Doors, Frames and Hardware (supply only)
• Contract No. 3 -Skylights and Glazing
• Contract No. 4 -Painting and Wall Coverings
• Contract No. 5 -Acoustical the Ceilings
• Contract No. 6 -Flooring
• Contract No. 7 -Roofing
• Contract No. 8 -Elevator
• Contract No. 9 -Plumbing Systems
• Contract No. 10 - HVAC Systems
• Contract No. 11 -Test, Adjust and Balance
• Contract No. 12 -Electrical Systems
The City of Dubuque has retained Durrant as the Construction Manager for this
project. The Construction Manager will coordinate the work of the multiple prime
contracts and the phased construction activities.
Pre-Bid Construction Conference. Each prospective bidder is encouraged to
attend the Pre-Bid Construction Conference to be held at 10:00 AM on 14th day
of February, 2008, at the Carnegie-Stout Public Library, 360 11th Street,
Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but
highly recommended.
Published in the Telegraph Herald, January 25, 2008.
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM
OF CONTRACT, AND ESTIMATED COST FOR THE CARNEGIE-STOUT
PUBLIC LIBRARY RENOVATION 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 Carnegie-Stout Public Library Renovation
Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30
p.m., on the 4th day of February, 2008, in the Historic Federal Building Council
Chambers (second floor), 350 West 6th 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:
- 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.
- Replacement of the existing elevator
- 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 stairswell to the second level in the original building.
- Reopening of the original mezzanine and uncovering of the rear skylight in
the original building.
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.
Published by order of the City Council given on the day of ,
2008.
Jeanne F. Schneider, CMC, City Clerk