Kephart Building Roofing ProjectCity Engineer Gus Psihoyos recommends initiation of the bidding process for the
Kephart Building Roof Replacement Project, and further recommends that a public
hearing be set for May 4, 2009.
I concur with the recommendation and respectfully request Mayor and City Council
approval
M ci hael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer ~(~„p
SUBJECT: Kephart Building Roof Replacement Project
(CIP 3601 976/2601 976/1 01 1 976)
DATE: April 14, 2009
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the Kephart
Building Roof Replacement Project.
BACKGROUND
The Kephart Building is a two-story building consisting of approximately 6,200 square
feet of floor space on the first floor and approximately 2,800 square feet on the second
floor. The building also has a shallow, unfinished basement (ceiling height of 6 feet)
that is primarily suitable for the building's utility services and some storage space.
After a consultant selection process was conducted, the City Council approved the
selection of The Durrant Group of Dubuque to provide architectural design and
construction services for the project.
During the bidding process for the primary building renovation project, the Engineering
Department requested that Durrant issue an addendum that allowed only for a Tremco
roof membrane to be installed as part of this project. The reason for this request was to
create an opportunity for inclusion of thin film photovoltaic (PV) solar panels to be
installed based on the City pursuing other funding options or during Phase II of the
project which is schedule for FY12.
After the project was out for bid, the City of Dubuque hosted atwo-day visit with
representatives of Tremco Roofing Inc. on March 17 & March 18. The trip included site
visits to numerous City facilities. At the conclusion of the visit, the Engineering
Department became interested in further investigation of the apparent unique approach
Tremco .offers regarding the packaging of installation services and warranties for
combined roofing and thin film PV systems. The switch to the specification of the
Tremco roof product allowed the opportunity for the Kephart Building Renovation
Project to become a pilot project for roof top installation of renewable energy sources.
After the change to the Tremco product was issued by Durrant, further discussions with
local roofing contractors and Tremco determined that not all local contractors would
able to be Tremco certified in time to submit a bid for the roofing work on April 1st.
Since an important component to any a pilot project is advancement of knowledge and
product evaluation, it was determined after additional discussions with Tremco, the best
course of action would be to remove the roof work from the base contract. This would
allow for local companies to become Tremco certified in time for a separate roof
contract to be bid at the April 20, 2009 City Council Meeting.
DISCUSSION
Durrant has determined that existing roof materials need to be removed and replaced
on the high and low roofs with new insulation, flashing, and amulti-ply bitumen roof.
There are four primary commercial roofing contractors in the greater Dubuque area.
One contractor was an approved Tremco roof installer prior to this work being
designated as a pilot project. Tremco has reported that two other contractors are now
certified.
PROJECT SCHEDULE
Initiate Public Bidding Process April 20, 2009
Advertisement for Bids April 21, 2009
April 24, 2009
Notice of Public Hearing on Plans and Specifications April 24, 2009
Public Hearing May 4, 2009
Receipt of Bids April 28, 2009
Award of Contract May 4, 2009
Project Substantial Completion July 24, 2009
RECOMMENDATION
It is recommended that the City Council establish the date of the public hearing and
authorize the City Clerk to advertise for proposals for the Kephart Building Roofing
Project.
EUDGETIMPACT
The estimate of probable cost for the Kephart Building Roofing Project is as follows:
PROJECT C05T5 ESTIMATE
Roof Replacement Project $75,000
Contingency - 0%~ 0
Total - Eid Project Cost $75,000
Contingency of $56,900 has been included in the separately bid renovation contract. This contingency
will also be used for this project.
CITY FIJf~DI~G SOIJRC~S
CtF Flo. Fund Deacei tion Funding
Amount
DRA Distribution $ 108,300
3601976/ Sales Tax (20%) $ 43,910
2601976/ CDBG Funds $ 435,532
1011976 GO Bond (TIF Abated) $ 438,597
General Funds $ 28,674
Total City Funding $1,055,013
The roofing project along with the base renovation project will be funded from CIP
3601976, 2601976, and 1011976, which has a total of $870,013 available to fund all of
the construction work. Of this amount, $75,000 has been reserved for funding of the
roof replacement.
Additional CDBG funds that have been recently allocated to the City will be used on a
portion of the base renovation project subject to approval by the community
development block grant commission. These new funds will be used to provide for
automatic power door openers in the amount of $8,992 and elimination of two vertical
columns in the activity room by replacing them with a larger beam to support the roof in
the amount of $25,000.
~4CTION TO BE TAKEN
The City Council is requested to establish the date of the public hearing and to
authorize the City Clerk to advertise for proposals through the adoption of the attached
resolutions.
cc: Jenny Larson, Budget Director
Rich Russell, Building Services Manager
RESOLUTION NO. 132-09
KEPHART 111LDING ROOF REPLACEMENT 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
Kephart Building Roofing Project, in the .estimated amount $75,000, 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 4t" day of May, 2009, 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 Kephart Building Roofing Project is hereby ordered to be advertised for bids
for construction.
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 28th day of April, 2009. 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 4th day of May, 2009, in the Historic Federal Building Council
Chambers (second floor), 350 West 6th Street, Dubuque, Iowa.
Passed, approved and adopted this 20th day of April , 2009
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC,
City Clerk
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AN® ESTIMATE® COST FOR THE EPHART BUIL®ING ROOFING
PROJ CT
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 Kephart Building Roofing Project, in accordance with the provisions of
Chapter 26, Code of Iowa, at 6:30 p.m., on the 4th day of May, 2009, 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:
In general, the project consists of a remodel to the roof of the former Kephart Music
Building, located at 1157 Central Avenue in Dubuque, Iowa. The existing roof materials
will be removed and replaced on the high and low roofs with new insulation, flashing,
and amulti-ply bitumen roof.
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 , 2009.
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
KEPhIART BUILDING ROOF REPLACEMENT PROJECT
Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each
improvement as stated below must be filed before 2:00 p.m. on April 28, 2009, in the Office of
the Citv Clerk. City Hall -First Floor. 50 West 13t" Street, Dubuque, Iowa.
Time and Placed Sealed Proposals Will be Opened and Considered. Sealed proposals will
be opened and bids tabulated at 2:00 p.m. on April 28, 2009, at City Hall -Conference Room A,
50 West 13`" Street, Dubuque, Iowa, for consideration by the City Council (Council) at its
meeting on May 4, 2009. The City of Dubuque, Iowa, reserves the right to reject any and all
bids.
Time for Commencement and Completion of Work. Work on each improvement shall be
commenced within 10 days after the Notice to Proceed has been issued and shall be fully
completed by July 24, 2009.
Bid Security. Each bidder shall accompany its bid with 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
contract and shall be in the form of a cashier's check or certified check drawn on a state-
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 contract documents may be obtained by contractors at
Tri-State Blueprint & Framing Company, 696 Central Avenue, Dubuque, Iowa 52001 (Voice:
563.556.3030). A plan deposit of $25.00 per set of construction documents is required.
Deposits will be refunded upon return of the construction documents in good condition within ten
(10) days after bid opening.
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.
Kephart Building Improvement Project
C I P: 3601976/2601976/1011976
In general, the project consists of a remodel to the roof of the former Kephart Music Building,
located at 1157 Central Avenue in Dubuque, Iowa. The existing roof materials will be removed
and replaced on the high and low roofs with new insulation, flashing, and amulti-ply bitumen
roof.
Pre-Bid Construction Conference. None
Published in the Telegraph Herald, April 21, 2009 and April 24, 2009