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Fire Station No. 4 Door Modifications ProjectTHE CITY OF Dubuque a DUB E Masterpiece an the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Fire Station No 4 Door Modifications Project CIP 1011460 DATE: July 27, 2009 Fire Chief Dan Brown is recommending approval for the plans, specifications, form of contract and the estimated cost of $81,150 for the Fire Station No. 4 Door Modifications Project. The existing overhead door for Fire Station No. 4 in the area of University and Grandview Avenues has reached the end of its service life. The Fire Station No. 4 Door Modifications Project will include the replacement of two existing overhead doors and the replacement of the cast-in-place concrete floor slab, including the addition of floor drains in two parking bays. IIW Engineers & Surveyors, PC has developed the plans and specification for this work and will provide assistance during the bid-letting and construction phases of the project. I concur with the recommendation and respectfully request Mayor and City Council approval. ~~ Mi hael C. Van Milligen MCVM:Iw Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Dan Brown, Fire Chief THE CTTY OF Dubuque --... DUB E "'~~~~ r Masterpiece on the Mississippi 2007 TO: Michael C. Van Milligen, City Manager FROM: Dan Brown, Fire Chief DATE: July 27, 2009 SUBJECT: Fire Station No. 4 Door Modifications Project CIP 1011460 INTRODUCTION The enclosed resolution is in reference to the public hearing for the Fire Station No. 4 Door Modifications Project. DISCUSSION The existing overhead door for Fire Station No. 4 in the area of University and Grandview Avenues has reached the end of its service life. The Fire Station No. 4 Door Modifications Project will include the replacement of two existing overhead doors and the replacement of the cast-in-place concrete floor slab, including the addition of floor drains in two parking bays. IIW Engineers & Surveyors, PC has developed the plans and specifications for this work and will provide assistance during the bid-letting and construction phases of the project. RECOMMENDATION I recommend approval of the plans, specifications, form of contract and the estimated cost for the Fire Station No. 4 Door Modifications Project. BUDGET IMPACT The estimate of probable cost for the Fire Station No. 4 Door Modifications Project is as follows: Estimate Construction Contract $55,250 Contingency (20%)* $11,000 Construction Engineering & Inspection $14,900 Total Project Cost " A higher contingency is recommended due to the potential of encountering unforeseen conditions and the relatively low cost of the base construction work. The funding for the Fire Station No. 4 Door Modifications Project will be as follows: CIP No. Fund Description Fund Amount 1011460 Station #4 Improvements $90,500 Total Project Funding $ ACTION TO BE TAKEN I respectfully request that the City Council adopt the attached resolution approving the plans, specifications, form of contract and the estimated cost for the Fire Station No. 4 Door Modifications Project. cc: Jenny Larson, Budget Director Steve Sampson Brown, Project Manager RESOLUTION NO. 276-09 APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE FIRE STASTION NO. 4 DOOR MODIFICATIONS 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 Fire Station No. 4 Door Modifications Project, in the estimated amount $81,150, are hereby approved. Passed, adopted and approved this 3rd day of August ~ 2009. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk THE CITY OF Dubuque T T D V ~ E A~-America Ciq- Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Fire Station No. 4 Door Modifications Project CIP 1011460 DATE: July 14, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Fire Station No. 4 Door Modifications 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. Mic ael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Dan Brown, Fire Chief THECTTY OF Dubuque Dui E ,~~~~~ Masterpiece on the Mississippi 2007 TO: Michael C. Van Milligen, City Manager FROM: Dan Brown, Fire Chief DATE: July 8, 2009 SUBJECT: Fire Station No. 4 Door Modifications Project CIP 1011460 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Fire Station No. 4 Door Modifications Project. DISCUSSION The existing overhead door for Fire Station No. 4 in the area of University and Grandview Avenues has reached the end of its service life. The Fire Station No. 4 Door Modifications Project will include the replacement of two existing overhead doors and the replacement of the cast-in-place concrete floor slab, including the addition of floor drains in two parking bays. IIW Engineers & Surveyors, PC has developed the plans and specifications for this work and will provide assistance during the bid-letting and construction phases of the project. 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 Pre-Bid Meeting Public Hearing Receipt of Bids Award Construction Contract Project Completion Date RECOMMENDATION July 20, 2009 July 24, 2009 July 24, 2009 July 28, 2009 August 3, 2009 August 4, 2009 August 17, 2009 30 Consecutive Calendar Days I 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 Fire Station No. 4 Door Modifications Project is as follows: Estimate Construction Contract $55,250 Contingency (20%)* $11,000 Construction Engineering & Inspection $14,900 Total Project Cost 81 1 * A higher contingency is recommended due to the potential of encountering unforeseen conditions and the relatively low cost of the base construction work. The funding for the Fire Station No. 4 Door Modifications Project will be as follows: CIP No. Fund Description 1011460 Station #4 Improvements Total Project Funding ACTION TO BE TAKEN Fund Amount $90,500 00 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 Fire Station No. 4 Door Modifications Project. cc: Jenny Larson, Budget Director Steve Sampson Brown, Project Manager RESOLUTION NO. FIRE STATION N0.4 DOOR MODIFICATIONS 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 Fire Station No. 4 Door Modifications Project, in the estimated amount $81,250, 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 3~d 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 Fire Station No. 4 Door Modifications 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 4th day of August, 2009. Bids shall be opened and read by the City Clerk at time and will be submitted to the City Council for final action at 6:30 p.m. on the 17th day of August, 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 FIRE STATION NO. 4 DOOR MODIFICATIONS 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 Fire Station No. 4 Door Modifications Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 3~d day of Au~ust, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6 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: Replacement of two existing overhead doors and the replacement of the cast-in- place concrete floor slab, including the addition of floor drains in two parking bays. 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 FIRE STATION NO. 4 DOOR MODIFICATIONS PROJECT 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 4, 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 4, 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 30 consecutive calendar days. Bid Securitv. 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 plans and specifications may be obtained at IIW Engineers & Surveyors, PC, 4155 Pennsylvania Avenue, Dubuque, IA 52002. Telephone: 563-556-2464; facsimile: 563-556-7811. Plans and specifications may be obtained for a payment of $25.00 per set, which is nonrefundable. 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. Fire Station No. 4 Door Modifications Project CIP: 1011460 Replacement of two existing overhead doors and the replacement of the cast-in-place concrete floor slab, including the addition of floor drains in two parking bays. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10 AM on July 28, 2009, at Fire Station #4, 1697 University Avenue, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, July 24, 2009. THE CITY OF Dubuque T TR D ~J L E All-AmericaCiCr Masterpiece an the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Fire Station No. 4 Door Modifications Project CIP 1011460 DATE: July 14, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Fire Station No. 4 Door Modifications 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. ----__ Mic ael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Dan Brown, Fire Chief fyr'~ l~~ v JJ ~~3/~5 THE CITY OF Dubuque DT TR ~ Aq-AmericaCAy ~J 1J ' Masterpiece on the Mississippi 2007 TO: Michael C. Van Milligen, City Manager FROM: Dan Brown, Fire Chief DATE: July 8, 2009 SUBJECT: Fire Station No. 4 Door Modifications Project CIP 1011460 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Fire Station No. 4 Door Modifications Project. DISCUSSION The existing overhead door for Fire Station No. 4 in the area of University and Grandview Avenues has reached the end of its service life. The Fire Station No. 4 Door Modifications Project will include the replacement of two existing overhead doors and the replacement of the cast-in-place concrete floor slab, including the addition of floor drains in two parking bays. IIW Engineers & Surveyors, PC has developed the plans and specifications for this work and will provide assistance during the bid-letting and construction phases of the project. 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 Pre-Bid Meeting Public Hearing Receipt of Bids Award Construction Contract Project Completion Date RECOMMENDATION July 20, 2009 July 24, 2009 July 24, 2009 July 28, 2009 August 3, 2009 August 4, 2009 August 17, 2009 30 Consecutive Calendar Days I 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 Fire Station No. 4 Door Modifications Project is as follows: Construction Contract Estimate $55,250 Contingency (20%)~` $11,000 Construction Engineering & Inspection $14,900 Total Project Cost 1 150 * A higher contingency is recommended due to the potential of encountering unforeseen conditions and the relatively low cost of the base construction work. The funding for the Fire Station No. 4 Door Modifications Project will be as follows: CIP No. Fund Descriution Fund Amount 1011460 Station #4 Improvements $90,500 Total Project Funding 90 500 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 Fire Station No. 4 Door Modifications Project. cc: Jenny Larson, Budget Director Steve Sampson Brown, Project Manager RESOLUTION NO. FIRE STATION NO. 4 DOOR MODIFICATIONS 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 Fire Station No. 4 Door Modifications Project, in the estimated amount $81,250, 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 3~d 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 Fire Station No. 4 Door Modifications 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 4th day of August, 2009. Bids shall be opened and read by the City Clerk at time and will be submitted to the City Council for final action~at 6:30 p.m. on the 17th day of August, 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 FIRE STATION NO. 4 DOOR MODIFICATIONS 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 Fire Station No. 4 Door Modifications Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 3~d day of Au~ust, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6 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: Replacement of two existing overhead doors and the replacement of the cast-in- place concrete floor slab, including the addition of floor drains in two parking bays. 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 FIRE STATION N0.4 DOOR MODIFICATIONS PROJECT 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 4, 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 4, 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 30 consecutive calendar days. 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 plans and specifications may be obtained at IIW Engineers & Surveyors, PC, 4155 Pennsylvania Avenue, Dubuque, IA 52002. Telephone: 563-556-2464; facsimile: 563-556-7811. Plans and specifications may be obtained for a payment of $25.00 per set, which is nonrefundable. 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. Fire Station No. 4 Door Modifications Project CIP: 1011460 Replacement of two existing overhead doors and the replacement of the cast-in-place concrete floor slab, including the addition of floor drains in two parking bays. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10 AM on July 28, 2009, at Fire Station #4, 1697 University Avenue, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, July 24, 2009.