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Five Flags Theater ProjectsMEMORANDUM August 13, 2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Five Flags Theater Projects: Roof Replacement, Paint Exterior Facade and Replace Front Doors Leisure Services Manager Gil Spence recommends initiation of the bidding process for three Five Flags Theater Projects: Roof Replacement, Painting Exterior Facade, and Replace Front Doors, and further recommends that a public hearing be set for September 16, 2002. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gil D. Spence, Leisure Services Manager eo!l:~O s,¥s!O CITY OF DUBUQUE, IOWA MEMORANDUM August 7, 2002 TO: Michael C. Van Milligen, City Manager FROM: Gil D. Spence, Leisure Services Manager SUBJECT: Five Flags Theater Projects: Roof Replacement, Paint Exterior Facade and Replace Front Doors INTRODUCTION The purpose of this memorandum is to request that the City Council initiate the bidding process for three Five Flags Theater Projects: Roof Replacement, Painting Exterior Facade, and Replace Front Doors. DISCUSSION The Fiscal Year 2002 and 2003 capital improvement budget contains $60,000 to replace the roof, $93,000 to paint the exterior facade, and $17,600 to replace the front doors, all at the Five Flags Theater. One set of bid documents is being prepared but all three projects will be separate bids. The bidding schedule outlined in the attached resolutions would be as follows: Presentation to City Council Notice to bidders Receive bids Notice of public hearing Public hearing and award contract August 19, 2002 August 23, 2002 September 5, 2002 September 6, 2002 September 16, 2002 Cost estimates for the three projects are within the budgeted amounts. ACTION STEP The action requested is that the City Council adopt the attached resolutions giving preliminary approval to the plans and specifications, authorizing the advertisement for proposals, and establishing a date for the public hearing. GDS:et attachments Preparer: Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 428-02 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of contract and estimated cost for the FIVE FLAGS THEATER ROOF REPLACEMENT PROJECT, in the estimated amount of $58,000, are hereby approved and ordered filed in the office of the City Clerk, for public inspection. Passed, approved and adopted this19thday of Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk August. ,2002. Preparer: Gi]D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 429-02 FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS WHEREAS, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the FIVE FLAGS THEATER ROOF REPLACEMENT PROJECT. NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, that on the 16th day of September, 2002, a public hearing will be held at 6:30 p.m. in the Public Library Auditorium, at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of 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 not less than four days nor more than twenty days prior to the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this 19th day of August. ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gil D. Spence Address: 2200 Bunker Hill Read Phone: 5894263 RESOLUTION NO. 430-02 ORDERING BIDS BE IT RESOLVED BYTHE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the FIVE FLAGS THEATER ROOF REPLACEMENT PROJECT is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than twenty days prior to the receipt of said bids at 2:00 p.m. on the 5th day of September, 2002. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 16th day of September, 2002. Passed, approved and adopted this 19th day of August ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gil Spence Address: 2200 Bunker Hill Road Phone: 589-4263 NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the FIVE FLAGS THEATER ROOF REPLACEMENT PROJECT. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the FIVE FLAGS THEATER ROOF REPLACEMENT PROJECT, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 16th day of September, 2002, in the Public Library Auditorium in Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. Published by order of the City Council given on the day of ,2002. Jeanne F. Schneider City Clerk PK Preparer: Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 431-02 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of contract and estimated cost for the FIVE FLAGS THEATER EXTERIOR FACADE PAINTING PROJECT, in the estimated amount of $91,000, are hereby approved and ordered filed in the office of the City Clerk, for public inspection. Passed, approved and adopted this19th day of August ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 432-02 FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS WHEREAS, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the FIVE FLAGS THEATER EXTERIOR FACADE PAINTING PROJECT. NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, that on the 16th day of September, 2002, a public hearing will be held at 6:30 p.m. in the Public Library Auditorium, at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of 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 not less than four days nor more than twenty days prior to the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this 19th day of August ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk Attest: eider, City Clerk PK Preparer: Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 433-02 ORDERING BIDS BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the FIVE FLAGS THEATER EXTERIOR FACADE PAINTING PROJECT is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than twenty days prior to the receipt of said bids at 2:00 p.m. on the 5th day of September, 2002. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 16th day of September, 2002. Passed, approved and adopted this 19th day of August ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk Preparer: Gil Spence Address: 2200 Bunker Hill Road Phone: 589-4263 NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the FIVE FLAGS THEATER EXTERIOR FACADE PAINTING PROJECT. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the FIVE FLAGS THEATER EXTERIOR FACADE PAINTING PROJECT, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 16th day of September, 2002, in the Public Library Auditorium in Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. Published by order of the City Council given on the day of ,2002. Jeanne F. Schneider City Clerk PK Preparer: Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 434-02 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of contract and estimated cost for the FIVE FLAGS THEATER FRONT DOOR REPLACEMENT PROJECT, in the estimated amount of $16,000, are hereby approved and ordered filed in the office of the City Clerk, for public inspection. Passed, approved and adopted this 19th day of August , Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 435-02 FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS WHEREAS, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the FIVE FLAGS THEATER FRONT DOOR REPLACEMENT PROJECT. NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, that on the 16th day of September, 2002, a public hearing will be held at 6:30 p.m. in the Public Library Auditorium, at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of 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 not less than four days nor more than twenty days prior to the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this::19th day of August ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gil D. Spence Address: 2200 Bunker Hill Read Phone: 589-4263 RESOLUTION NO. 436-02 ORDERING BIDS BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the FIVE FLAGS THEATER FRONT DOOR REPLACEMENT PROJECT is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than twenty days prior to the receipt of said bids at 2:00 p.m. on the 5th day of September, 2002. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 16th day of September, 2002. Passed, approved and adopted this 19th day of August ,2002. Terrance M Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gl] Spence Address: 2200 Bunker Hill Road Phone: 589-4263 NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the FIVE FLAGS THEATER FRONT DOOR REPLACEMENT PROJECT. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the FIVE FLAGS THEATER FRONT DOOR REPLACEMENT PROJECT, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m on the 16th day of September, 2002, in the Public Library Auditorium in Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. Published by order of the City Council given on the day of ,2002. Jeanne F. Schneider City Clerk PK