City Hall Annex Roof Replace PrMEMORANDUM
October 14, 2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:City Hall Annex Roof Replacement Project
Cable Franchise Administrator Merrill Crawford recommends initiation of the bidding
process for the City Hall Annex Roof Replacement Project, and further recommends
that a public hearing be set for November 18, 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
Merrill Crawford, Cable Franchise Administrator
Cable Television Division
City Hail Armex - 1300 Main Street
Dubuque, Iowa 520014732
(563) 589-4181 office
(563) 5894299 fax
(563) 5894193 TDD
catv@cityofdubuque.org
October 11, 2002
TO:Michael C. Van Milligen, City Manager
FROM:Merrill Crawford, Cable Franchise Administrator
SUBJECT: City Hall Annex Roof Replacement Project
INTRODUCTION: The purpose of this memorandum is to recommend commencement of the
public bidding process for the City Hall Annex Roof and Gutter Replacement Project.
BACKGROUND: This project provides for the replacement and insulation of the main roof of
the City Hall Annex building at 1300 Main Street as provided in the FY-2003 Capital
Improvement Project budget.
The proposed schedule for the project is as follows:
Advertisement for Bids October 25, 2002
Notice of Hearing on Plans & Specifications November 8, 2002
Receipt of Bids November 7, 2002
Public Headng November 18, 2002
Award of Contract November 18, 2002
Substantial Completion January 31, 2003
DISCUSSION: Architect Steve Ulstad recommends a single-ply membrane roof due to the
shallow slope of the roof structure and susceptibility to the formation of ice dams. Mr. Ulstad
provides the attached cost estimates.
BUDGET IMPACT: The total amount budgeted for this project in the FY-2003 ClP Budget is
$24,000. Including contingencies, Mr. Ulstad's estimate exceeds the CIP budgeted amount by
$10,854. However, he is of the opinion that the bidding climate for this project should be quite
competitive. If the accepted bid should prove higher than the project budget, I propose that the
overage be paid from uncommitted cable franchise fee revenues.
RECOMMENDED ACTION: The Recommended Action is that the City Council adopt the
proposed resolutions setting the public hearing for November 18, 2002, and authorize the City
Clerk to advertise for bids for the City Hall Annex Roof and Gutter Replacement Project.
CC:Pauline Joyce, Administrative Services
Richard Russell, Building Services Manager
Jeanne Schneider, City Clerk
Cindy Steinhauser, Assistant City Manager
SEPTEMBER 24, 2002
STATEMENT OF PROBABLE COST
CITY HALL ANNEX REROOFING
PROJECT # 02027
ITEM COS~UNIT QUAN~TY COST
1 ROOFING DEMOLITION $100 SO. 35 $3,500
2 INSULATION BOARD $200 SQ 35 ~7.000
3 TPO- SINGLE PLY MEMBRANE $150 SQ 35 $5,250
4 GUI'I'ERS $8 LF 300 $2,400
5 4" DOWNSPOUTS $4 LF 150 $600
6 ELECTRIC HEAT TAPE $7 LF 450 $3,150
7 UNDERGROUND DP. AINAGE $100 LF 12 $1,200
8 MISC MECHANICAL WORK $500 LUMP SUM 1 $500
9
10
11
12
12
14
15
16
17
18
19
2O
SUBTOTAL $23.600
CONTIRACTOR OHO & P 15 %
CONSTRUCTION COST $27.140
CONTINGENCY 10 %
PROFESSIONAL FEES LUMP SUM
PROJECT COST
5TEVEN ULSTAD ^F--.CHITECT5
Area to be Reroofed
Prepared by:. Men'ill Crawford. Cable Franchise Administrator, City Hail Annex. t300 Main St.. Dubuaue. IA 52001-4732
RESOLUTION NO. 567-02
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 City Hall Annex Roof & Gutter Replacement Project, in the estimated
amount of $34,854, are hereby approved and ordered filed in the office of the
City Clerk for public inspection.
Passed, approved and adopted this 21st day of October, 2002.
Terrance M. Duggan, Mayor
Attest: i'
Jeanne F. Schneider, City Clerk
Prepared by: Merrill Crawford. Cable Franchise Administra~r, City Hall Annex. 1300 Main Street. Dubuoue. IA 52001
4732
RESOLUTION NO. 568-02
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
City Hall Annex Roof and Gutter Replacement Project..
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That on the 18th day of November, 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 pdor 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 21st day of October, 2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
Prepared by: Merrill Crewford. Cable Franchise Administrator. City Hall Annex. 1300 Main St., Dubuque, IA 52001-4732
RESOLUTION NO. 569-02
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the City Hall Annex Roof and Gutter 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 forty-five days prior to the receipt
of said bids at 2:00 p.m. on the 7th day of November, 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 18th day of November, 2002.
Passed, approved and adopted this 21st day of October, 2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk