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Historic Shot Tower Rehabilitation Project Phase ITHE CITY OF Dubuque as DUB E 1 Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Historic Shot Tower Rehabilitation Project -Phase I CIPs1001854 & 7001854 DATE: July 14, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Historic Shot Tower Rehabilitation Project, and further recommends that a public hearing be set for August 3, 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 CTTY OF .... DuB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer ~'~ ~J DATE: July 9, 2009 SUBJECT: Historic Shot Tower Rehabilitation Project -Phase I CIPs 1001854 & 7001854 INTRODUCTION Dubuque A~-AmericaCity .~~.~ 2007 The enclosed resolutions authorize the public bidding procedure for the Historic Shot Tower Rehabilitation Project. BACKGROUND Constructed in 1856 to manufacture lead shot ammunition, the Shot Tower is one of only a few remaining shot towers in the United States, and the only one west of the Mississippi River. As a unique structure of national significance (National Register of Historic Places), it has been recommended that the City stabilize and rehabilitate the Shot Tower. The City has committed $320,000 for the rehabilitation and interpretation of the Shot Tower as part of the America's River project at the Port of Dubuque. The City commitment has been used to leverage a $295,000 Save America's Treasures grant from the National Park Service (NPS) and a $100,000 Historic Sites Preservation Grant from the State Historical Society of Iowa (SHSI) for the stabilization and rehabilitation of the Shot Tower. DISCUSSION The Historic Shot Tower Rehabilitation Project will be handled as a two-phase project: Phase I -stabilization and rehabilitation; and Phase II -observation deck enclosure and interpretation of the tower. Phase I is designed to meet all of the City's grant requirements and involves the: repair and restoration of the interior and exterior limestone and brick masonry surfaces; the removal and replacement of the existing concrete cap with a new concrete cap and roof hatch; installation of afull-height, spiral, concrete-filled steel pan interior stair and handrails; and the installation of new wood window, louver, and door construction. The architectural firm of Hasbrouck Peterson Zimoch Sirirattumrong (Chicago, Illinois) has developed the plans and specifications for this work and will provide assistance during the bid-letting and construction phases of the project. The Phase II project will be deferred until such future date when additional funding can be secured to develop the roof top observation deck enclosure. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Notice of Public Hearing on Plans & Specs Public Hearing Pre-Bid Meeting Receipt of Bids Award Construction Contract Project Completion Date RECOMMENDATION July 20, 2009 July 24, 2009 July 24, 2009 August 3, 2009 August 5, 2009 August 11, 2009 August 17, 2009 November 20, 2009 recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the Historic Shot Tower Rehabilitation Project is as follows: Project Cost Estimate Construction Contract $627,300 Consultant Fees (Architectural & Engineering) $ 57,400 Grant Administrative Fees $ 15,000 Contingency (10%) $ 69,970 Total Project Cost ~~7 The funding for the Historic Shot Tower Rehabilitation Project will be as follows: CIP No. Fund Description Fund Amount 7001854 Save America's Treasures Grant $295,000 1001854 Historic Sites Preservation Grant $100,000 1001854 Historic District Public Improvement Project $100,000 7001854 General Fund $259,670 1001854 General Fund $ 15,000 Total Project Funding 7 7 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 adoption of the enclosed resolutions for the Historic Shot Tower Rehabilitation Project. Prepared by Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Laura Carstens, Planning Services Manager Dave Johnson, Planning Services RESOLUTION NO. 252-09 HISTORIC SHOT TOWER REHABILITATION PROJECT - PHASE I 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 Historic Shot Tower Rehabilitation Project -Phase I, in the estimated amount $769,670 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 3rd day of August, 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 Historic Shot Tower Rehabilitation Project - Phase I 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 11t" day of August, 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 17t" day of August, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this loth day of July , 20~` 9 yr ~~= x a~~ ~., `~'` Roy D. Buol, Mayor Attest: ,,P~~ eanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE HISTORIC SHOT TOWER REHABILITATION PROJECT -PHASE I 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 Historic Shot Tower Rehabilitation Project -Phase I, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 3`d day of August, 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: Repair and restoration of the interior and exterior limestone and brick masonry surfaces; the removal and replacement of the existing concrete cap with a new concrete cap and roof hatch; installation of afull-height, concrete-filled steel pan interior stair and handrails; and the installation of new wood window, louver, and door construction. 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 HISTORIC SHOT TOWER REHABILITATION PROJECT -PHASE I 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 August 11, 2009, in the Office of the City Clerk, City Hall -First Floor, 50 West 13th 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 August 11, 2009, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on August 17, 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 November 20, 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 astate-chartered or federally chartered bank, or a certified share draft drawn on a state-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 construction documents may be obtained at the City of Dubuque Engineering Department, City Hall -Second Floor, 50 West 13th Street, Dubuque, IA 52001. No plan deposit is required. Statement of Federal Participation. This project will be partially funded with federal funds from the U.S. Department of Commerce and from the National Park Service, U.S. Department of the Interior, and therefore is subject to the federal laws and regulations associated with those programs. Federal Prevailing Wage Rate. This project will be partially funded with federal funds from the U.S, Department of Commerce and from the National Park Service, U.S. Department of the Interior, and therefore is required to comply with all provisions of the Davis-Bacon Federal Prevailing Wage Act and related labor requirements and regulations. 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. Equipment or products authorized to be purchased with federal funding awarded for this contract must be American-made to the maximum extent feasible, in accordance with Public Law 103-121, Sections 606 (a) and (b). 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. Insert Project Name: Historic Shot Tower Rehabilitation Project CIPs: 1001854 & 7001854 Repair and restoration of the interior and exterior limestone and brick masonry surfaces of the existing Shot Tower; the removal and replacement of the existing concrete cap with a new concrete cap and roof hatch; installation of afull-height, concrete-filled steel pan interior stair and handrails; removal of existing louvers and infill panels in existing window and door openings; and installation of new wood window, louver, and door construction. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 2:00 PM on August 5, 2009, at the City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, July 24, 2009.