Kephart Bulding Roof Replacement ProjectTHE CITY OF DUBUQUE
Masterpiece on the Mississippi
Dubuque
All-American City
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Kephart Building Roof Replacement Project
CIP 3601976/2601976/1011976
DATE: April 29, 2009
Sealed bids were received for the Kephart Building Roof Replacement Project. City
Engineer Gus Psihoyos recommends City Council approval of the plans, specifications,
form of contract and the estimated cost, and to award the Kephart Building Roof
Replacement Project to the low bidder, Giese Roofing Company, in the amount of
$79,495, which is 5.99% over the estimate of probable cost.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
THE CITY OF DUBUQUE
Masterpiece on the Mississippi
Dubuque
All-American City
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
DATE: April 29, 2009
SUBJECT: Kephart Building Roof Replacement Project
CIP 3601976/2601976/1011976
INTRODUCTION
The enclosed resolutions authorize the award of the construction contract for the
Kephart Building Roof Replacement Project.
DISCUSSION
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.
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 meeting with
representatives of Tremco Roofing Inc. After visiting numerous City facilities with
Tremco, the Engineering Department became further interested in the company's
unique approach of packaging its 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.
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 was to remove the roof materials and replace the high and low roofs
with new insulation, flashing, and amulti-ply bitumen roof.
BID RESULTS
Sealed bids were received on the project on April 28, 2009. Giese Roofing Company of
Dubuque, Iowa submitted the low bid in the amount of $79,495.00. This amount is
5.99% over the estimate of probable cost. A summary of the bid proposals received is
as follows:
Contractor Name Total Bid
Giese Roofing Company $ 79,495.00
Jim Giese Commercial Roofing, Inc. $ 101,989.00
Geisler Brothers Company $ 114,840.00
Sterling Commercial Roofing $ 123,900.00
The project architect Durrant has provided a bid tabulation and award recommendation
(see attached).
BUDGET IMPACT
The estimate of probable cost for the Kephart Building Roofing Project is as follows:
PROJECT COSTS ESTIMATE AWARD
Roof Re lacement Project $ 75,000.00 $ 79,495.00'
Contin enc - 0%2 0
Total -Bid Project Cost $ 79,495.00
' Project contingency funds will be used to cover the budget shortfall.
z After accounting for the funds needed to award the roofing project, a contingency of $52,435 remains
in the separately bid renovation contract. This contingency will also be used for this project.
CITY FUNDING SOURCES
CIP No. Fund Descri 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 CIPs
3601976, 2601976, and 1011976, which has a total of $870,013 available to fund all
construction work. Of this amount, $75,000 was reserved for funding of the roof
replacement. The low bid amount exceeded the estimated cost by $4,495. Project
contingency funds will be used to cover the budget shortfall.
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.
RECOMMENDATION
I recommend that the City Council approve the plans, specifications, form of contract
and the estimated cost and to award the Kephart Building Roof Replacement Project to
Giese Roofing Company in the amount of $79,495.
ACTION TO BE TAKEN
The City Council is requested to approve the plans, specifications, form of contract and
the estimated cost and to adopt the attached resolution awarding the Kephart Building
Roof Replacement Project to Giese Roofing Company in the amount of $79,495.
Prepared by Steve Sampson Brown, Project Manager
cc: Jenny Larson, Budget Director
Rich Russell, Building Services Manager
RESOLUTION NO. 149-09
APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND
ESTIMATED COST FOR TRHE KEPHART BUILDING ROOF REPLACEMENT
PROJECT
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 Kephart Building Roof Replacement Project, in the estimated amount $75,000, are
hereby approved.
Passed, adopted and approved this
4th day of MaY, 2009.
Roy D. Buol, Mayor
Attest: Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 150-09
AWARDING PUBLIC IMPROVEMENT CONTRACT FOR THE KEPHART BUILINDG
ROOF REPLACEMENT PROJECT
Whereas, sealed proposals have been submitted by contractors for the Kephart
Building Roof Replacement Project (the Project) pursuant to Resolution No. and
Notice to Bidders published in a newspaper published in the City of Dubuque, Iowa on
the 21St and 24t" days of April, 2009.
Whereas, said sealed proposals were opened and read on the 28t" day of April,
2009 and it has been determined that Giese Roofing Company of Dubuque, Iowa, with
a bid in the amount of $79,495.00, is the lowest responsive, responsible bidder for the
Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That a Public Improvement Contract for the Project is hereby awarded to Giese
Roofing Company and the City Manager is hereby directed to execute a Public
Improvement Contract on behalf of the City of Dubuque for the Project.
Passed, approved and adopted this 4th day of May , 2009.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
DURRANT~ aprii 28, 2009
400 Ice Harbor Drive
Dubuque, IA 52001 Steve Sampson Brown
T 563.583.9131 City of Dubuque
F 563.557.9078 50 West 13~ Street
www.durrant.com Dubuque, IA 52001
Project: Kephart Building, Roof Replacement Project
Project No.: 09082.03
Steve,
Durrant has reviewed the bids for this project. We have contacted the apparent low bidder
Architecture and recommend award of the contract to Giese RooFmg Company of Dubuque, Iowa. They
Engineering have successfully completed other projects of similar size and complexity. The base bid
Planning amount of $79,495.00 is within the project budget. We recommend that the City maintain a
Project Delivery budgeted contingency of 10% of the bid amount.
Financing
The bid tally sheet is attached.
Interior Design
Graphic Design
For Durrant,
i
Christina Monk
Project Manager
CM/ag
Denver, CO
Enclosures
Des Moines, IA
Dubuque, IA
Hilo, HI
Honolulu, HI
Madison, WI
Phoenix, AZ
St. Louis, MO
Tucson, AZ
P:\Projects\09082.03 }:ephart Building Roof Replacement Project\W'P\CORR\OgNER\Brown recommaidadon of bid Itr 09082.03.doc
BID TALLY
Kephart Building, Roof Replacement
April 28,2009
09082.00
Company Addenda Sid ', Base Bid
Giese Roofing Company X $79,495.00
Jim Giese Commercial Roofing, Inc. X $101,989.00
Geisler Brothers Com an X $114,840.00
Sterling Commercial Roofing X $123,900.00
P:\Projects\W P\MASTERSUAISC\Bidding\Bid Tally
THE CITY OF DUBUQUE
Masterpiece on the Mississippi
Dubuque
All-American City
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Kephart Building Roof Replacement Project
(CIP 3601976/2601976/1011976)
DATE: April 14, 2009
City 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.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
THE CITY OF DUBUQUE
Masterpiece on the Mississippi
Dubuque
All-American City
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
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.
BUDGET IMPACT
The estimate of probable cost for the Kephart Building Roofing Project is as follows:
~.vnnngency yr wo,yuu nas peen mciuaea in the separately via renovation contract. i nis contingency
will also be used for this project.
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.
ACTION 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.
KEPHART BUILDING 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 4th 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, adopted and approved this day of , 2009.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE KEPHART BUILDING ROOFING
PROJECT
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 4t" day of May, 2009, in the Historic
Federal Building Council Chambers (second floor), 350 West 6t" 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
KEPHART BUILDING ROOF REPLACEMENT PROJECT
Time and Place for Filina 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 City Clerk, City Hall -First Floor, 50 West 13~' 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
CI P: 3601 976/2601 976/1 01 1 976
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