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Library Roof Replacement ProjMEMORANDUM January 29, 2003 TO:The Honorable Mayor and City Council Members FROM:Michael C. Van Milligen, City Manager SUBJECT:Roof Replacement, Library Addition Library Director Susan Henricks recommends initiation of the bidding process for the Library Addition Roof Replacement Project, and further recommends that a public hearing be set for March 17, 2003. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Susan A. Henricks, Library Director To:Michael C. Van Milligen, City Manger From:Susan A. Henricks, Library Director Re:Roof Replacement, Library Addition Date:January 27, 2003 Introduction The purpose of this mmuo is to recommend that the City Council initiate the public bidding procedures for the replacement of the roof on the 1980 Library addition (east side of the building.) Background The roof of the 1980 addition to the library building is now 23 years old and it leaks with increased frequency. This project was approved as a Capital Improvement Project in FY 99 for replacement this Fiscal Year, 03. The estimated cost for the project is $ 75,129.00. Request ARer speaking with the Steve Ulstad, of Steven Ulstad Architects and Jeanne Schneider, City Clerk, the following bid schedule needs to be established: February 3, 2003 City Council set a hearing to initiate bidding process February 7, 2003 Notice to bidders March 4, 2003 Receive bids March 7, 2003 Notice of public hearing March 17, 2003 Public hearing and award of contract The requested action is for City Council to adopt the attached resolutions giving preliminary approval to the plans and specifications, authorizing advertisement for proposals, and establishing a date for the public hearing. Thank you. Cc: Jeanne Schneider, City Clerk Michael Shubatt, Chair, Operations Committee, Carnegie Stout Public Library Steve Ulstad, Steven Ulstad Architects NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE REPLACEMENT OF THE ROOF - 1980 ADDITION TO THE Carnegie Stout Public Library Sealed proposals will be received by the City Clerk of the City of Dubuque, Iowa, at the Office of City Clerk in City Hall no later than 2:00 o'clock p.m. on the fourth day of March, 2003, for replacement of the roof on the 1980 addition to the Carnegie-Stout Public Library. Copies of the plans and specifications may be obtained in the City Engineer's office at City Hall. No plan deposit is required. Payment to the contractor will be made from funds as may be legally used for such purposes. All work herein provided for shall be commenced within ten (10) days after the Notice To Proceed has been issued, and shall be fully completed by the 16th of June, 2003. A penalty of $100 per day will be imposed for each business day after 16, June that the project is not complete. All bids must be submitted on the Bid Form bound in the specifications. Each bid shall be accompanied by a satisfactory Bid Bond executed by the Bidder and an acceptable surety; or a cashier's or certified check payable to the City Treasurer, City of Dubuque, drawn on a bank in Iowa or a bank chartered under the laws of the United States, in the amount of ten percent (10%) of the bids submitted as security that the bidder will enter into a contract for doing the work and will give bond with proper securities for the faithful performance of the contract in the form attached to the specifications. The successful bidder will be required to furnish a performance bond in an amount equal to one hundred percent (100%) of the contract price. Said bond is to be issued by a responsible surety company approved and acceptable to the City Council, and shall guarantee the faithful performance of the contract and terms and conditions therein contained, and shall guarantee the prompt payment of all materials and labor and protect and save harmless the City of Dubuque, Iowa, from claims and damages of any kind caused by the operations of the Contractor. Said Bond shall also guarantee the material and the maintenance of the improvement(s) constructed for a minimum period of two (2) years from and after its completion and acceptance by the City Council. No bid submitted by any Contractor which contains a condition or qualification shall be recognized or accepted by the City Council and any letter or communication accompanying the bid which contains a condition or qualification upon the bid which has the effect of qualifying or modifying any provision of the specifications in any manner will be construed as a non-qualifying bid and will be rejected by the City Council as not responsive. All proposals must be made on blanks furnished by the City Engineer and each bidder will be required to state his prices for doing all the items in each section on which he makes a bid and for all things necessary to make a complete job. The Bidder's attention is directed to the City of Dubuque's Affirmative Action Program which is included in the Contract Specifications and the provisions thereof and hereby made a part of the Contract Documents by reference and incorporated therein. The Contractor, when requested by the City of Dubuque, will furnish a statement of his financial and practical qualifications as provided for in the General Requirements of the Specifications. By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa and to Iowa Domestic Labor. The City Council reserves the right to reject any and all bids or to waive any technical ties and irregularities. All bids will be publicly opened and read by the City Clerk at 2:00 o'clock p.m. on the 4th day of March, 2003, and will be submitted to the City Council for final action at a meeting to be held in the Public Library Auditorium, 360 West 11th Street, at said City at 6:30 p.m. on the 17th day of March, 2003. A contract will be awarded at that time or such subsequent time as the City may determine. Published by order of the City Council of the City of Dubuque, Iowa and dated this of ,2003. Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 37-03 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS NOW THERFORE, 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 Replacement of the Library 1980 Addition Roof, in the estimated amount of $75,129 ara hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 3rd day of February 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk RESOLUTION NO. 38-03 FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the Replacement of the Library 1980 Addition Roof. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF DUBUQUE, IOWA: That on the 17th day of March, 2003, a public headng will be held at 6:30 p.m. in the Public Library Auditorium at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of time and place of such hearing to be published in a newspaper having general cimulation in the City of Dubuque, Iowa, which notice shall be not less than four days nor more than twenty days prior to the day fixed for is consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this 3rd day of February, 2003 Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk RESOLUTION NO. 39-03 ORDERING BIDS NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the REPLACEMENT OF THE LIBRARY 1980 ADDITION ROOF is hereby ordered to be advertised for bids. BE IT FURTHER RESOLVED, that 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than forty-five days pdor to the receipt of said bids at 2:00 p.m. on the 4th day of March, 2003. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 17th day of March, 2003. Passed, approved and adopted the 3rd day of February, 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk