City Hall Annex Roof Replace PrMEMORANDUM
November 12, 2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Bids for City Hall Annex Roof Replacement Project
Bids were received for the City Hall Annex Roof Replacement project and Jim Giese
Roofing submitted the only qualifying bid in the amount of $35,895, which was $8,755
above the architect's estimate. Project Architect Steve Ulstad believes that the City
should re-bid the project because he feels that a qualified bid at a price nearer to the
initial estimate would result. Cable Franchise Administrator Merrill Crawford
recommends that the City reject all bids and re-bid the project, and that a public hearing
be set for December 16, 2002.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Merrill Crawford, Cable Franchise Administrator
CITY OF DUBUQUE, IOWA
MEMORANDUM
November 13, 2002
MEMO TO: Michael C. Van Milligen, City Manager
FROM: Merrill Crawford, Cable Franchise Administrator
SUBJECT: Bids For City Hall Annex Roof Replacement Project
INTRODUCTION: The purpose of this memorandum is to report the bidding
result for the City Hall Annex Roof Replacement Project and to recommend that
the City re-bid the project.
BACKGROUND: On October 21, 2002, the City Council approved preliminary
plans for the removal and replacement of the City Hall Annex roof, gutters and
downspouts, directed the City Clerk to advertise for bids and set a public hearing
for November 18, 2002 on the plans and specifications and award of the
contract. The deadline for receipt of bids was 2:00 P.M. November 7.
One qualifying bid was received, having been submitted by Jim Giese Roofing, in
the total amount of $35,895, which is $8,755 above architect's estimate.
As indicated in the attached letter, project architect Steve Ulstad recommends
that the City re-bid the project. Mr. Ulstad believes that a qualified bid at a price
nearer to his initial estimate would result. I concur.
Attached is a proposed resolution that rejects all bids and authorizes the City
Clerk to re-advertise for bids due December 10, 2002. The resolution also sets a
public hearing on the plans and specifications and the award of the contract on
December 16, 2002.
RECOMMENDED ACTION: The Recommended Action is that the City Council
adopt the proposed resolution rejecting all bids and authorizing the City Clerk to
re-advertise for bids. It is further recommended that a public hearing be set for
December 16, 2002 to award the contract.
Cc: Pauline Joyce, Administrative Services Manager
Jeanne Schneider, City Clerk
Steve Ulstad, Architect
NOVEMBERI~ 2002
S T E V E N
ULSTAD
A RCH I T E C T S
ARCH I TECTU RE
INTERIOR DESIGN
LANDSCAPE DESIGN
lll0BLUFF, S~l~
DUBUQUE, IOWA
52001
563-582 7334
FAX 557-3142
MERRILL CRAWFORD
CITY HALL ANNEX
DUBUQUE, IOWA
RE; REROOFING OF CITY HALL ANNEX
MERRILL,
BIDS WERE RECEIVED FOR THE ABOVE PROJECT ON NOVEMBER
7TH. TWO BIDS WERE RECEIVED.
JIM GIESE ROOFING $ 35,895.
OUR ESTIMATE FOR CONSTRUCTION WAS $ 27, 140.
THE GIESE SHEET METAL BID WAS DISALLOWED BY THE CITY
FOR TECHNICAL REASONS.
BECAUSE THE ONLY QUALIFIED BID IS SIGNIFICANTLY OVER
THE FUNDS THAT HAD BEEN ALLOCATED FOR THE PROJECT
AND ADDITIONALLY, BECAUSE WE ARE NOT UNDER STRICT TIME
CONSTRAINTS, WE WOULD RECOMMEND THAT ALL BIDS BE
REJECTED AND THE PROJECT BE REBID,
SINCERELY,
STEVEN ULSTAD
Prepared bv Merrill E. Crewford, Cable Franchise Administrator
RESOLUTION NO.617-02
RESOLUTION REJECTING ALL BIDS FOR THE CITY HALL
ANNEX ROOF AND GUTTER REPLACEMENT PROJECT,
AUTHORIZING THE CITY CLERK TO RE-ADVERTISE FOR
BIDS, AND SETTING A PUBLIC HEARING FOR DECEMBER 16,
2002, ON THE FINAL APPROVAL OF PLANS AND
SPECIFICATIONS AND THE AWARD OF A CONTRACT
Whereas, on October 21, 2002, the City Council adopted Resolution No.
567-02 giving preliminary approval of the plans and specifications and Resolution
No. 569-02 directing the City Clerk to advertise for bids for the City Hall Annex
Roof and Gutter Replacement Project; and
Whereas, the City Council has now deemed it advisable to reject all bids
received and re-advertise for bids.
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
1. That the bids heretofore received for the City Hall Annex Roof and
Gutter Replacement Project are hereby rejected.
2. 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 45 days prior to the receipt of said
bids at 2:00 p.m. on the 10th day of December, 2002. Bids shall be opened and
read by the City Clerk at said time and will be submitted to the Council for final
action.
3. 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;
4. That on the 16th day of December, 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 18th day of November, 2002.
Terrance M. Duggan, Mayor
Attest: Jeanne F. Schneider, City Clerk
MEMORANDUM
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 Hall Annex - 1300 Main Street
Dubuque, Iowa 52001-4732
(563) 589-4181 office
(563) 589-4299 fax
(563) 589-4193 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 ClP 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
Service People h~tegrity Re~oOnSibflity Innovation Teamwork
SEPTEMBER 24, 2OO2
STATEMENT OF PROBABLE COST
CITY HALL ANNEX REROOFING
PROJECT # 02027
# ITEM
COST/ UNIT QUANTITY COST
t ROOFING DEMOLITION $100 5(2 35 $3,500
2 INSULATION BOARD $200 SO. 35 $7,000
3 TI'O- SINGLE PLY MEMBRANE $I50 SQ 35 $5,250
4 GUTTERS $8 LF ~ $2,400
5 4" DOWNSPOUTS $4 LF 150 $600
6 ELEC3~C HE. AT TAPE $7 LF 450 $3,150
7 UNDERGROUND DP.~INAGE $100 LF 12 $1,200
8 MISC MECHANICAL WORK $500 LUMP ,SUM 1 $500
9
10 SUBTOTAL $2_,5,600
11 CONTRACI'OR OHD & P 15 %
12 CONSTRUCI'ION COST $27,140
12
14
15
16
17
18
19
CONTINGENCY
PIROFESSIONAL FEES
P~OJECT COST
LUMP SUM
20
5TEVE. N ULSTAD ARCHITECT5
Roof replacement for City Hall Annex
Prepared b~. Mewill Craw[ord. Cable Franchise Administrator. City Hall Annex. 1300 Main SE. Dubuclue. IA 52001-4732
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 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:
Jeanne F. Schneider, City Clerk
Praoared b~ Merrill Crawford. Cable Franchise Administrator. Ck'v Hall Annex, 1300 Main Street, Dubuoue. IA 52001-
4732
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
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.
Attest:
Terrance M. Duggan, Mayor
Jeanne F. Schneider, City Clerk
Preoared by: Merrill Crawford, Cable Franchise Administrator. City Hall Annex. 1300 Main St., DubuQue. IA 52001-4732
RESOLUTION NO. - 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