Education & Conf. Ctr Bd Pkg 3TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Bid Package #3 of the Education and Conference Center
MEMORANDUM
August26,2002
This project provides for completion of the 174,700 square foot Mississippi River
National Education and Conference Center that includes 12,000 square feet of meeting
space, a 30,000 square foot exhibit hall, a 12,000 square foot ballroom, the 2,000
square foot River Room, 44,000 square feet of covered parking, and a full-service
kitchen with bakery and administrative offices.
Sealed bids were received for the award of the construction contract for Bid Package #3
of the Education and Conference Center. J. P. Cullen and Sons, Inc. submitted the Iow
base bid in the amount of $21,850,928.
The bid was Iow enough to allow for the inclusion of many of the alternates in the
project. The following are the bids for Alternates 1-9, with a brief description of each
Alternate:
Bid
Alternate #1--Exhibit Hall Partition $145,232
Alternate #2--Add Prefunction Space $376,055
Alternate #3--Fountain $285,363
Alternate #4--Front Yard Landscaping $245,480
Alternate #5--Dubuque Party Plaza $115,272
Alternate #6--Roof Battens $ 59,840
Alternate #7--Electronic Signs $ 43,733
Alternate #8--Sanitary Sewer Extension $ 21,573
Alternate #9--Asphalt Paving ($ 66,365) Not Recommended
Building Services Manager Rich Russell and Administrative Services Manager Pauline
Joyce recommend inclusion of Alternatives I through 8, and award of the contract to the
Iow bidder, J.P. Cullen and Sons, Inc., in the amount of $23,143,476, which is
$2,393,780, or 8.6% under the engineer's base bid estimate and Alternates 1-8,
including a 10% construction contingency.
The total bid amounts awarded from Bid Packages #1 (deep foundations), Bid Package
#2 (steel) and Bid Package #3 (building construction) is $25,180,976. The entire project,
with all three bid packages, Alternates 1-8 and a 10% contingency, is $904,631 under
budget, or 3.32%.
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
Rich Russell, Building Services Manager
Pauline Joyce, Administrative Services Manager
CITY OF DUBUQUE, IOWA
MEMORANDUM
August 23, 2002
TO:Michael C. Van Milligen, City Manager
FROM:Rich Russell, Building Services Manager
Pauline Joyce, Administrative Services Manager
SUBJECT: Bid Package #3 of the Education and Conference Center
INTRODUCTION
The enclosed resolution provides for the award of the construction contract for
the Bid Package #3 of the Education and Conference Center.
BACKGROUND
HOK Venue completed the design and construction documents for Bid Package
#3 of the Education and Conference Center Project. The Durrant Group will be
the City's Project Manager (currently under contract for Project Management of
all public improvements in the America's River Project).
CONSTRUCTION BASE BID
This project provides for the completion of a 174,700 square foot Education and
Conference Center that includes 12,000 square feet of meeting space, a 30,000
square foot exhibit hall, a 12,000 square foot ball room, a full-service kitchen with
bakery, administrative offices, the 2,000 square foot River Room and 44,000
square feet of covered parking.
BID RESULTS
Sealed bids were received for the Education and Conference Center-Bid
Package #3 Project on August 22, 2002. J. P. Cullen and Sons, Inc. of Janesville,
Wisconsin submitted the Iow base bid in the amount of $21,850,928. The base
bid is $4,657,139 or 17.6% under the engineer's estimate. The following is a
summary of the bid proposals received:
Bid
J. P. Cullen and Sons, Inc. $21,850,928
Kraemer Brothers $23,O75,O00
Karl A. Nelson & Company $25,528,OOO
DISCUSSION
The J. P. Cullen and Sons, Inc.'s bid was Iow enough to allow for the inclusion of
all of the alternates in the project. The following are the bids for Alternates 1-9
from J. P. Cullen and Sons, Inc. with a brief description of each Alternate:
Bid
Alternate #1--Exhibit Hall Partition $145,232
Alternate #2--Add Prefunction Space $376,O55
Alternate #3--Fountain $285,363
Alternate #.4--Front Yard Landscaping $245,48O
Alternate #5-Dubuque Party Plaza $115,272
Alternate #6-Roof Battens $ 59,840
Alternate #7--Electronic Signs $ 43,733
Alternate #8--Sanitary Sewer Extension $ 21,573
Alternate #9--Asphalt Paving ($ 66,365) Not Recommended
We are not recommending the inclusion of Alternate #9 (Using Asphalt Paving in
lieu of concrete).
As a reminder, there was previous City Council discussion on the additional
prefunction space (Alternate #2). For your information, Alternate #2 would
increase the interior prefunction space from 5,600 square feet to 7,835 square
feet and reduce the outdoor plaza area from 13,250 square feet to 10,640 square
feet. The operator of the facility, Platinum Hospitality, has requested construction
of the additional interior space and acceptance of Alternate #2. Sue Czeshinski,
Director of the Convention & Visitors Bureau, also supports the additional interior
space from a marketing perspective. We have attached floor plans with and
without the additional prefunction space for your reference.
Upon reviewing the bid proposals received, staff is recommending the base bid
and Alternates 1--8 from J. P. Cullen and Sons, Inc. be approved at this time.
The total bid would be $23,143,476.
RECOMMENDATION
We recommend that the construction contract for Bid Package #3 be awarded to
J. P. Cullen and Sons, Inc. in the amount of $23,143,476, which is $2,393,780 or
8.6% under the engineer's estimate for the base bid and Alternates 1-8, including
a 10% construction contingency.
The construction cost estimate for the Education and Conference Center- Bid
Package #3 Project is as follows:
Estimate Bid with Alternates 1-8
Base Bid #3 with Alternates 1-8 $27,851,603 $23,143,476
10% Contingency $ 2,314,347
Total: $25,457,823
BUDGET IMPACT
The total bid amounts awarded from Bid Packages #1 (deep foundations), Bid
Package #2 (steel) and Bid Package #3 (building construction) is $25,180,976.
The entire project, with all three bid packages, Alternates 1-8 and a 10%
contingency, is $904,631 under budget, or 3.32%. This includes an estimated
energy rebate of $400,000 and anticipated sales tax refunds of $900,000.
The Education and Conference Center- Bid Package #3 Project is funded from
proceeds from Vision Iowa grant funds of $19,999,919 and General Obligation
Bonds sold in December 2001 and January 2002.
ACTION REQUESTED
The City Council is requested to adopt the attached resolution awarding the
construction contract to J. P. Cullen and Sons, Inc.
CC:
Cindy Steinhauser, Assistant City Manager
Mike Koch, City Engineer
Gary Busse, HOK Venue
Precered by: Rich Russell. Buildino Services Manaaer Address: 50 W. 13th Street. Dubuoue. IA 52001-4864
RESOLUTION NO. 452-02
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the July 12, 2002, plans, specifications, form of contract and
estimated cost were filed with the City Clerk of Dubuque, Iowa for the Education
and Conference Center- Bid Package #3.
Whereas, notice of hearing on plans, specifications, form of contract, and
estimated cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are
hereby approved as the plans, specifications, form of contract and estimated cost
for said improvements for said project.
Passed, approved and adopted this 3rd day of September, 2002.
________________________
Terrance M. Duggan, Mayor
Attest:
___________________________
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 453-02
AWARDING CONTRACT
Whereas, sealed proposals have been submitted by contractors for
the Education and Conference Center- Bid Package #3 pursuant to Resolution
No. 381-02 and notice to bidders published in a newspaper published in the City
of Dubuque, Iowa on the 19th day of July, 2002.
Whereas, said sealed proposals were opened and read on the 22nd day of
August, 2002, and it has been determined that the bid of J. P. Cullen and Sons,
Inc. of Janesville, WI in the amount of $23,143,476.00 was the lowest bid for the
furnishing of all materials and performing the work as provided for in the plans
and specifications.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the contract for the above improvement be awarded to of J. P.
Cullen and Sons, Inc. and the Manager be and is hereby directed to execute a
contract on behalf of the City of Dubuque for the complete performance of the
work.
BE IT FURTHER RESOLVED:
That upon the signing of said contract and the approval of the contractor's
bond, the City Treasurer is authorized and instructed to return the bid deposits of
the unsuccessful bidders.
Passed, approved and adopted this 3rd day of September, 2002.
_______________________
Terrance M. Duggan, Mayor
Attest:
___________________________
Jeanne F. Schneider, City Clerk
MEMORANDUM
July 10, 2002
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Mississippi River National Education and Conference Center-Bid
Package #3
Building Services Manager Rich Russell recommends initiation of the bidding process
for the Mississippi River National Education and Conference Center--Bid Package #3,
and further recommends that a public hearing be set for September 3, 2002.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
__________________
Michael Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Rich Russell, Building Services Manager
CITY OF DUBUQUE, IOWA
MEMORANDUM
July 11, 2002
TO: Michael C. Van Milligen, City Manager
FROM: Rich Russell, Building Services Manager
SUBJECT: Mississippi River National Education and Conference Center-Bid
Package #3
INTRODUCTION
The enclosed resolutions authorize the public bidding procedures for the Mississippi
River National Education and Conference Center- Bid Package #3.
BACKGROUND
This project provides for the construction of the Mississippi River National Education
and Conference Center. This project also provides for the installation of the steel joists
and girders for the structure that were included in Bid Package #2. The project also
includes nine possible alternates. They are as follows:
Alternate #1: Add Operable Partition
Alternate #2: Add Additional Pre-function Area
Alternate #3: Add Fountain
Alternate #4: Add Front Yard Landscaping
Alternate #5: Add Paving for "Dubuque Party Plaza"
Alternate #6: Add Roof Battens
Alternate #7: Add Electronic Signs
Alternate #8: Add Sanitary Sewer Extension
Alternate #9: Delete For Asphalt Pavement at Parking Lots
The schedule for the project will be as follows:
Advertisement for Bids July 19, 2002
Notice of Hearing on Ptans & Specifications August 23, 2002
Receipt of Bids August 22, 2002
Public Hearing September 3, 2002
Award of Contract September 3, 2002
Substantial Completion October 31, 2003
DISCUSSION: The construction documents for the overall conference and education
center project are complete. The most recent cost estimate, including the actual bid
amounts for Bid Package #1 and 2, is $28,545,567. Included in this estimate is an
escalation cost estimate of $519,766. Durrant has included the escalator cost because
the estimate is being done in July and the midpoint of the construction will be March
2003. Bid alternates would add another $579,839 to this estimate for a total cost
estimate of $29,135,406.
Total available funding for the conference and education center construction is
$27,311,950 or $1,243,617 less than the estimated base bid cost with the escalation
amount. Based on the favorable bidding climate and interest in this project, staff is
convinced that the project will remain within budget. The estimate came from a
subcontractor to our Project Manager Durrant Architects. At the last stage, both HOK
and Durrant provided a cost estimate and HOK's number was $800,000 less than
Durrant's.
RECOMMENDATION
I recommend that the City Council establish the date for the public hearing, and
authorize the City Clerk to advertise for proposals for the Education and Conference
Center- Bid Package #3.
BUDGET IMPACT
The construction costs estimate for the Education and Conference Center-Bid Package
#3:
Construction Estimate $25,988,301.00
Escalation 519,766.00
Total Bid Package #3 Cost $26,508,067.00
Total Project Cost (Estimate) $28,545,567.00
Total ProjeCt Cost (with alternates) $29,135,406.00
The total project costs include the most recent estimate for Bid Package #3 and the
contract amounts from Bid Packages #1 and #2.
The funding source for this project will be from proceeds from General Obligation Bonds
and Vision Iowa funds.
ACTION TO BE TAKEN
The City Council is requested to establish the date for the public hearing and to
authorize the City Clerk to advertise for proposals through adoption of the attached
resolutions.
cc: Cindy Steinhauser, Assistant City Manager
Pauline Joyce, Administrative Services
Gary Busse, HOK
Jim Kotf, Durrant
Prepared by: Rich Russell, Buildinq Services Manaqer. Address: 50 W, 13th Street. Dubuque, IA 52001-4864
RESOLUTION NO._______ - 02
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS
NOW THEREFORE, 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 Education and Conference Center- Bid Package #3, in the estimated
amount of $25,998,301.00, are hereby approved and ordered filed in the office of
the City Clerk for public inspection.
Passed, approved and adopted this 15th day of July, 2002.
________________________
Terrance M. Duggan, Mayor
Attest:
___________________________
Jeanne F. Schneider, City Clerk
Prepared by: Rich Russell, Buildinq Services Manaqer Address: 50W. 13th Street, Dubuque, IA 520014864
RESOLUTION NO. ________- 02
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Education and Conference Center-Bid Package #3 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 pad 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 forty-five days prior to the receipt
of said bids at 2:00 p.m. on the 22nd day of August, 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 3rd day of September, 2002.
Passed, approved and adopted this 15th day of July, 2002.
________________________
Terrance M. Duggan, Mayor
Attest:
_________________________
Jeanne F. Schneider, City Clerk
Prepared by: Rich Russell, Buildinq Services Manaqer Address: 50 W. 13th Street. Dubuque, iA 52001-4864
RESOLUTION NO._____________- 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
Education and Conference Center- Bid Package #3.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That on the 3rd 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 15th day of July, 2002.
__________________________
Terrance M. Duggan, Mayor
Attest:
__________________________
Jeanne F. Schneider, City Clerk