City Hall Annex Roof Replace PrMEMORANDUM
December12,2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Bid for City Hall Annex Roof and Gutter Replacement Project
Sealed bids were received for the City Hall Annex Roof and Gutter Replacement Project
on December 10, 2002. Cable Franchise Administrator Merrill Crawford is
recommending the bid be awarded to the Iow bidder, Giese Sheet Metal, in the amount
of $29,500. This is within the project cost estimate provided by our architect, Steve
UIstad, but exceeds the budget by $10,500. These additional funds would be paid from
the current fiscal year Cable TV Fund balance.
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
December 11, 2002
TO:Michael C. Van Milligen, City Manager
FROM:Merrill Crawford, Cable Franchise Administrator
SUBJECT: Bid For City Hall Annex Roof and Gutter Replacement Project
INTRODUCTION: The purpose of this memorandum is to recommend the
awarding of a construction contract for the City Hall Annex Roof and Gutter
Replacement Project.
BACKGROUND: The FY-2003 Capital Improvement Project Budget includes a
project to remove and replace the Roof, Gutters and downspouts of the City Hall
Annex building, to improve drainage, and to add roof insulation and an electric
gutter de-icing system. Architect Steven Ulstad prepared the plans,
specifications and cost estimates for the project. Notice of the Receipt of Bids
and Notice of the Public Hearing were published November 22, 2002.
BID RESULTS: Sealed bids were received for the City Hall Annex Roof and
Gutter Replacement Project on December 10, 2002. Giese Sheet Metal of
Dubuque, Iowa submitted the Iow bid in the amount of $29,500. Attached is a
memo from project architect Steven Ulstad, including a tally of all bids received
and a copy of his original Statement of Probable Cost. Mr. Ulstad recommends
award of the contract to Giese Sheet Metal.
BUDGET IMPACT: The bid of Giese Sheet Metal is $354 below Mr. Ulstad's
initial construction estimate, including contingency. However, including the
$5,000 architect's professional fee, the project will exceed the CIP budgeted
amount ($24,000) by $10,500, (44%).
RECOMMENDED ACTION: The Recommended Actions are that the City
Council adopt the attached Resolution awarding the construction contract for the
City Hall Annex Roof and Gutter Replacement Project to Giese Sheet Metal of
Dubuque, Iowa in the amount of $29,500, and that any expense in excess of the
CIP budgeted amount be paid from current fiscal year Cable TV Fund.
cc: Pauline Joyce, Administrative Services Manager
Richard Russell, Building Services Manager
Karen Chesterman, Deputy City Clerk
Cindy Steinhauser, Assistant City Manager
S T E V E N
ULSTAD
A RCH I T E C T S
ARCH I TECTU RE
INTERIOR DESIGN
LANDSCAPE DESIGN
1110 BLUFF, SUITE 102
DUBUQUE, IOWA
52001
563 -582 - 7334
FAX 557 - 3142
DECEMBER 11, 2002
CITY HALL ANNEX
ATTN; MERRILL CRAWFORD
50 WEST 13TM STREET
DUBUQUE, IOWA
RE;
REBID OF THE CITY HALL ANNEX REROOFING
PROJECT # 02027R
MERRILL,
ATTACHED PLEASE FIND THE BID TALLY FOR THE ABOVE
NOTED PROJECT. WE RECEIVED FOUR BIDS FOR THE WORK. ALL
BIDS MET WITH THE PROJECT SPECIFICATIONS.
THE LOW BID AMOUNT SUBMITTED BY GIESE SHEET METAL tS
$ 29, 500. THE STATEMENT OF PROBABLE COST FOR THE
WORK INCLUDING A SMALL CONTINGENCY, (EXCLUDING OUR
FEE), THAT WE HAD DEVELOPED WAS $ 29,854. ALSO
ATTACHED TO THIS LETTER IS OUR STATEMENT OF PROBABLE
COST.
GtESE HAS BID THE FULLY ADHERED TPO ROOF. THE
MANUFACTURER IS VERSIGARD. THERE IS A 10 YEAR
WARRANTY ON THE ROOF. THE ROOF IS COLORED A LIGHT
GRAY, WHICH tS THE COLOR WE HAD DESIRED,
GIESE HAS TOLD US, UPON ACCEPTANCE OF THE BID, THEY
WOULD ORDER THE MATERIALS AND INTEND UPON
COMPLETING THE WORK IN MARCH OF 2003 WHICH IS IN
COMPLIANCE WITH THE PROJECT SCHEDULE. COMPLETION WAS
SPECIFIED BY THE END OF MARCH. THE WORK SHOULD TAKE
APPROXIMATELY ONE WEEK TO COMPLETE.
WE WOULD RECOMMEND THAT THE CITY PROCEED WITH THE
BID FROM GIESE SHEET METAL.
SINCERELY
STEVEN ULSTAD
DECEMBER10,2002
BID TALLY
REBID OF REROOFING OF CITY HALL ANNEX
THE CITY OF DUBUQUE, IOWA
BASE BID ALTERNATE t ALTERNATE 2
BID BOND ADDENDUM TPO ADHERED PVC ADHERED MECH. FASTENE ,D
GEISE SHEET METAL X X $29,500.00 $0.00 $0.00
GIESLER BROTHERS X X $0.00 $33,479.00 $30,318.00
JIM GIESE ROOFING X X $33,780.00 $34,765.00 $32,602.00
RAFOTH X X $0.00 $0.00 $39,390.00
STEVEN ULSTAD ARCHITECTS
SEPTEMBER 24, 2002
STATEMENT OF PROBABLE COST
CITY HALL ANNEX REROOFING
PROJECT# 02027
# ITEM
ROOFING DEMOLITION
2 INSULATION BOARD
3 TPO- SINGLE PLY MEMBRANE
4 GUTTERS
5 4" DOWNSPOUTS
6 ELECTRIC HEAT TAPE
7 UNDERGROUND DRAINAGE
8 MISC MECHANICAL WORK
9
COST/ UNIT
$100 SQ
$200 SQ
$150 SQ
$8 LF
$4 LF
$7 LF
$100 LF
$500 LUMP SUM
QUANTITY
35
35
35
300
150
45O
12
1
COST
$3,500
$7,000
$5,250
$2,4O0
$600
$3,150
$1,200
$5OO
10 SUBTOTAL
11 CONTRACTOR OHD & P
15 %
$23,600
12 CONSTRUCTION COST
12
14 CONTINGENCY
15 PROFESSIONAL FEES
10 %
LUMP SUM
$27,140
$2,714
$5,000
16 PROJECT COST
17
18
19
20
STEVEN ULSTAD ARCHITECTS
Prepared by: Merrill Crawford, Cable Franchise Administrator, City Hall Annex, 1300 Main St. Dubuque,!A 52001 4732
RESOLUTION NO. 653-02
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 13th day of November, 2002, plans, specifications, form
of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the City Hall Annex Roof and Gutter Replacement Project.
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.
Attest:
Karen M. Chesterman, Deputy City Clerk
Passed, approved and adopted this 16th day of December, 2002.
Terrance M. Duggan, Mayor
Attest:
Karen M. Chesterman, Deputy City Clerk
RESOLUTION NO. ;654-02
AWARDING CONTRACT
Whereas, sealed proposals have been submitted by contractors for
the City Hall Annex Roof and Gutter Replacement Project pursuant to Resolution
No. 617-02 and notice to bidders published in a newspaper published in the City
of Dubuque, Iowa on the 22nd day of November, 2002.
Whereas, said sealed proposals were opened and read on the 10th day of
December, 2002, and it has been determined that the bid of Giese Sheet Metal in
the amount of $29,500 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 Giese
Sheet Metal, and the City 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.
Attest:
Passed, approved and adopted this 16th day of December, 2002.
Terrance M. Duggan, Mayor
Attest:
Karen Chesterman, Deputy City Clerk
S T E V E N
ULSTAD
A R C H I T E C T S
DECEMBER 4, 2002
ADDENDUM #1 REBID
ROOF REPLACEMENT, CITY I-IAI,I, ANNEX
City of Dubuque, iowa
02021
BID DATE: 2 P.M..December 10, 2002
This addendum is issued to modi~, clarify or correct thc
original Contract Documents and ia hereby made as a part
of the contract document. Pl,.mse auach this :.~ldenduln to
the documents in your possession, h~ert the number of this
addendmn in tho blank space on thc bid form. Bidders shall
review the noted changes for the effects on their cotllract
m~d the changes to other contracts for the related effects on
their work.
SPECIFICATIONS:
Add Alternate #2. This w'll allow tbr a mechanically faste,*ed 60 mil
TPO or PVC root%
With your bM, please provide mana[~actumrs literature and material
samples of the product you intend on using for the project. Provide
the exact color sample of the roof that you are proposi~g, (' If
diffcrcmt from the Stevens roof color"Pewter")
A RCil I TI!C'I Ll R E
INTERIOR DESIGN
LANDSCAPE DESIGN
1110 BLUIq:. SU1TE 102
DUBUQUE, IOWA
52001
5 63 - 58 2 - 73 3 4
FAX 53 7 - 3 I 4 2
ATTACHMENTS:
Revised Bid Form
P'lan Holder's List
Bec U5 O~ 01:33p Sse~en Uls~ad 8pchise~5~ 5S3-557-31~ p.3
00300
BID FORM
TO:
City of Dubuque. Iowa
City Hall, 50 w. 13~ St.
Dubuque, Iowa 52001
For Project:
City Hall Annex Roof & Gutler Replacement Project Rebid
We the undersigned have reviewed thc documents as noted above, dated November 19, 2002,
which includes Project Slx:cifications and Drawings.
We have received Addenda
their provisions in the bid.
and have included
We agree to and agree fl~at thc project may Ixe comtructed in accordance with the stated
completion date of March 31, 2003.
Sign for Agn'eement. _.
We agree to allow the Owner to hold this bid for a period of'thirty (30) days a~ bid opcming.
We agree to accept alt provisions of the Conu'act Documents, including specifications and
drawings, and addenda.
We agree to accomplish all work in accordance with tile contract documents.
We have included all applicable mxes within our bid.
We agree to do all work in accordance with nafiom[, state, and local building codes, including
O~ 'lA.
We agree to stop work if any b-q~-~rdoua nmterhals arc suspected ofbeh~g er~xmutered. We agree
to immediately notify the Owner in writhxg of suspicious materials.
We, thc undersigned, have eare£ully examined the site of the work and that frOm his
investigations he has salisfied himself as to the nature and location of the work, the character,
quality, qusntilies of materials and difficulties to be encountered, the kind at~ exteut of~'quipment
and o~ber facilities needed lbr peri'brmm~ce office work, the general and local conditions, and
other items which may, in any way, afl, ct the work or its perlbrmance.
Neither the Bidder nor any of his employees, agent& prospective suppliers or subcontractors have
relied upon any verbal reprt'rsenlatio~ allegedly authorLz, ed or unauthorizcxl fi.om thc Ox~acl-, his
employees Or agents, including architects, cmgineers or consultants, in assembling tl'~ bid.
Bid Fom~ - 1
02027R
UIsrad Architeet~
Dec 05 O~ 0i:34p
00300
BID FORM
S~even Uls%ad 8rohi%eo%s
5~3-557-3i42
CONTRACT #1 GENERAL CONSTRUCTION
For all labor, materiaL~ equipment m~d admbiistralion to furnizh mid iastall 'all work in
accordance with the contract documents.
Specifications: All except as noted below.
For thc lump ~um of.' $
Dol -lars
ALTERNATE #l PVC ROOFING MATERIALS
For all labor, materials equipment and administration to furnish and k~tall all work in
ccordance with the contract document,~.
Specifications: All except as noted below.
Add / Decreme
$
ALTERNATE #2 MECHANICALLY FASTENED 60 MIL TPO OR PVC ROOFING
MATERIALS
For all 'labor, materials equipment and administration to i'urn~ and install all work in
accordm]ce with the contract documents.
Specificatiom: All except as noted below.
Add / Dccrca.~
Name of Finn Signature
Addrc~ Printed Name and Title
City, Stale, Zip Code
Date
Phone Fax
Bid bbrm - 2
02(Y27R
8tev~n Ulstad At'cl~tccts