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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