Carnegie-Stout Public Library Renovation ProjectTHE CITY OF DUBUQUE
Masterpiece on the Mississippi
Dubuque
All-American City
2007
TO: 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: August 28, 2008
City Engineer Gus Psihoyos and the Dubuque Carnegie-Stout Public Library Board of
Directors are recommending initiation of the bidding procedure for the Carnegie-Stout
Public Library Renovation Project and that a public hearing be set for September 15,
2008.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
Susan Henricks, Library Director
THE CITY OF DUBUQUE
Masterpiece on the Mississippi
Dubuque
All-American City
2007
TO: Michael C. Van Milligen
FROM: Gus Psihoyos, City Engineer
SUBJECT: Carnegie-Stout Public Library Renovation Project
CIPs 1001141 and 1011141
DATE: August 28, 2008
INTRODUCTION
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/internet 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.
- 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 stairwell to the second level in the original building.
- Reopening of the original mezzanine and uncovering of the rear skylight in the
original building.
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 -Aluminum Entrances, Skylights & Glazing Systems
• Contract No. 4 -Painting and Wall Coverings
• Contract No. 5 -Acoustical Tile Ceilings
• Contract No. 6 -Flooring & Tile
• Contract No. 7 -Roofing
• Contract No. 8 -Elevator
• Contract No. 9 -Plumbing & Fire Protection Systems
• Contract No. 10 - HVAC Systems
• Contract No. 11 -Test, Adjust and Balance
• Contract No. 12 -Electrical Systems
The City of Dubuque has retained The Durrant Group as the Construction
Manager for this project. The Construction Manager will coordinate the work of the
multiple prime contracts and the phased construction activities.
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, Carnegie-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
Publish Notice to Bidders, Advertise for Bids
Publish Public Hearing Notice on Plans & Specs
Public Hearing on Plans & Specifications
Pre-Bid Construction Conference
Receipt of Bid Proposals (Bid Letting)
Award Construction Contract
Project Completion Date
RECOMMENDATION
September 2, 2008
September 5, 2008
September 5, 2008
September 15, 2008
September 25, 2008
October 7, 2008
October 20, 2008
December 21, 2009
The Carnegie Stout Library Board of Directors and City Engineer Gus Psihoyos
are recommending that the City Council give preliminary approval to the
construction plans and specifications for the Carnegie-Stout Public Library
Renovation Project, establish the date of September 15, 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 $ 4,472,134
Contin enc - 10% $ 448,000
Hazardous Material Abatement $ 3,400
Fixtures, Furnishin s & E ui ment $ 568,180
Total -Bid Project Cost 5 491 714
O tional Construction Add Alternates:
1 Installation of New Elevator + $ 72,000
2 Room 315 -Staff Breakroom + $ 26,800
3) Misc. Technolo -Window treatments/Pro'ection Screens + $ 21,600
4 CCTV Securit S stem + $ 149,000
5 Re lace North Sk li ht on Historic Buildin + $ 175,000
O tional Add E ui ment Purchases b Libra
1 Desks/Chairs/Partitions/Etc. + $ 130,000
2 Self Book Check-Out Units 3 each) + $ 99,000
3 New Com uters 10 each + $ 20,000
4 Public Furniture - Meetin Rooms/Mezzanine + $ 15,000
Project Soft Costs
En r./Arch./LEED Cert. Fees $ 565,000
Construction Mana ement Fees $ 366,000
Cit En ineerin Fees $ 30,000
Hazardous Material Abatement Testin $ 2,800
Misc. Costs -Builders Risk Ins., Cleanin , Tem . Si ns, etc. $ 20,000
Total - Project Soft Costs 983 800
TOTAL PROJECT COST $ 6,475,514
The project funding summary is as follows:
TOTAL PROJECT BUDGET
Total -Bid Project Cost $ 5,491,714
Remaining Engr./Arch./LEED Cert. Fees to be Billed $ 248,517
Remaining Construction Management Fees to be Billed $ 327,600
Remaining City/Misc. Fees to be Billed $ 45,000
Subtotal -Future Costs $ 6,112,831
City Contributed -Available Funding $ 3,610,589
Needed Private Fund-Raising and Matching Funds $ 2,502,242
CITY FUNDING SOURCES
CIP No. Fund Descri tion Funding
Amount
1001141/ GO Bond (TIF Abated) $ 2,400,000
1011141 General Funds $ 1,210,589
Total City Funding $ 3,610,589
LIBRARY FUNDING SOURCES
Fund Source -i
F.unding 1
Amount
Available Fundraising to Date (Cash and Pledges) ~`** $ 1,746,782
Curtis Collection Sale $ 501,750
Heade Painting Sale (Estimated) $ 253,710
Total Library Funding $ 2,502,242
*** The City of Dubuque will need to provide up front construction funds to cover
pledge payments that will be received by the Library during FY 2010-FY 2013.
The total amount of outstanding pledges in these years is $524,479. The City will
also need to provide $253,710 in construction funds to cover a partial contribution
to the project from the future sale of the Heade painting. The balance of the
revenue from the Heade painting sale will be directed toward repayment of the
Library Gift Trusts. Should the Heade painting sell for more than anticipated, the
funds will go towards the optional add alternates or unfunded project soft costs.
Should the Heade painting sell for less than anticipated the trust funds will not be
replenished at this time. Any unfunded Gift Trust Repayments will be repaid
during future fiscal years as City funds become available.
The Engineering Staff has determined that starting construction of the project with
less than 5% contingency funds after the bids are awarded would not be prudent.
The current project budget shows a 10% contingency. Should the bids come in
higher than $4,696,134 ($4,472,134 + $224,000), the bids may need to be rejected
and the project redesigned or a determination must be made to delay another
component of the project.
The total advance funding of $778,189 provided by the City will come from Fiscal
Year 2008 land sales from Dubuque Industrial Center West and will be repaid as
pledges are paid to the Library (see attached table). Repayment of the land sales
is necessary in order to fund the future development of industrial sites and other
projects in Dubuque Industrial Center West.
ACTION TO BE TAKEN
The Carnegie Stout Library Board of Directors and City Engineer Gus Psihoyos
requests that the City Council establish the date of the public hearing and to
authorize the City Clerk to advertise for proposals through the adoption of the
enclosed resolutions the Carnegie-Stout Public Library Renovation Project.
cc: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
Jenny Larson, Budget Director
Susan Henricks, Library Director
City of Dubuque
Library Renovation Pledges Receivable
8/27/08
Estimated Annual Pledge Payments
Pledge Term Total Pledge FY 2009 FY 2010 FY 2011 FY 2012 FY 2013
1 Year 57,051 57,051 - - - -
2Year 7,750 3,875 3,875 - - -
3Year 66,852 22,284 22,284 22,284 - -
4Year 30,075 7,519 7,519 7,519 7,519
5 Year 566,850 113,370 113,370 113,370 113,370 113,370
728,578 204,099 147,048 143,173 120,889 113,370
RESOLUTION NO. 298-08
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
$5,491,714, 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 15th day of September, 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.
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 -Aluminum Entrances, Skylights & Glazing Systems
• Contract No. 4 -Painting and Wall Coverings
• Contract No. 5 -Acoustical Tile Ceilings
• Contract No. 6 -Flooring & Tile
• Contract No. 7 -Roofing
• Contract No. 8 -Elevator
• Contract No. 9 -Plumbing & Fire Protection Systems
• Contract No. 10 - HVAC Systems
• Contract No. 11 -Test, Adjust and Balance
• Contract No. 12 -Electrical Systems
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 7th day
of October, 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 20th
day of October, 2008, in the Historic Federal Building Council Chambers (second
floor), 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this 2nd day of September, 2008.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
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 15th day of September, 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.
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 -Aluminum Entrances, Skylights & Glazing Systems
• Contract No. 4 -Painting and Wall Coverings
• Contract No. 5 -Acoustical Tile Ceilings
• Contract No. 6 -Flooring & Tile
• Contract No. 7 -Roofing
• Contract No. 8 -Elevator
• Contract No. 9 -Plumbing & Fire Protection Systems
• Contract No. 10 -HVAC Systems
• Contract No. 11 -Test, Adjust and Balance
• Contract No. 12 -Electrical Systems
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
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
CARNEGIE-STOUT PUBLIC LIBRARY RENOVATION PROJECT
Time and Place for Filinp Sealed Proposals. Sealed bids for the work comprising
each improvement as stated below must be filed before 2:00 p.m. on October 7, 2008, in
the office of the City Clerk, City Hall -First Floor, 50 West 13th Street, Dubuque, Iowa.
Faxed bids will not be accepted.
Time and Placed Sealed Proposals Will be Opened and Considered. Sealed
proposals will be opened and bids tabulated at 2:30 p.m. on October 7, 2008, at City Hall
- Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City
Council (Council) at its meeting on October 20, 2008. The City of Dubuque, Iowa,
reserves the right to reject any and all bids.
Time for Commencement and Completion of Work. Work on improvements 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 December 8,
2009 and fully completed by December 21, 2009.
Bid Security. Each bid shall be accompanied by 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 bid and shall be in the form of a cashier's check or certified check
drawn on astate-chartered or federally chartered bank, or a certified share draft drawn
on astate-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 Blueprint & Framing Company, 696 Central Avenue,
Dubuque, Iowa 52001 (Voice: 563.556.3030). Prime contracts 1, 10 & 12 may obtain a
maximum of two (2) sets of documents; all other prime bidders can obtain 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 within 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, 400 Ice Harbor Drive, Dubuque, Iowa 52001.
Dubuque Builders Exchange, 801 Cedar Cross Road, Dubuque, Iowa 52003.
Construction Update Plan Room, 521 3`d Avenue SW, Suite A, Cedar Rapids, Iowa
52404.
F.W. Dodge Corporation, 2507 Ingersoll Avenue, Des Moines, Iowa 50312.
Greater Peoria Contractor Suppliers, 1811 West Altorfer, Peoria, Illinois 61615.
Illowa Builders Exchange, 520 24th Street, Rock Island, Illinois 61201
McGraw-Hill Dodge -Davenport, 3875 Elmore Avenue, Davenport, IA 52807
Northern Illinois Builders Contractor Association, 111 South Alpine Road, Suite 202,
Rockford, Illinois 61108.
Construction Update Plan Room, 612 Mulberry, Waterloo, IA 50703
BID+ Builders Exchange, 4814 East Broadway, Madison, WI 53716
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, CIP: 1001141
In general, the project includes complete interior renovation of the historic library building
and the 1980s 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 -Aluminum Entrances, Skylights & Glazing Systems
• Contract No. 4 -Painting and Wall Coverings
• Contract No. 5 -Acoustical Tile Ceilings
• Contract No. 6 -Flooring & Tile
• Contract No. 7 -Roofing
• Contract No. 8 -Elevator
• Contract No. 9 -Plumbing & Fire Protection 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 a.m. on September
25, 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, September 5, 2008