Historic Shot Tower Rehabilitation Project Phase ITO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Historic Shot Tower Rehabilitation Project -Phase I
C I Ps 1001854 & 7001854
DATE: October 13, 2009
Competitive bids were previously received on the Historic Shot Tower Rehabilitation
Project - Phase I on August 12, 2009. However, the bids submitted were significantly
over the current available funding to complete the Phase I construction improvements
as proposed, which resulted in all competitive bid proposals being rejected.
Since that time, staff has worked with the contractors that submitted bid proposals to
review the various Phase I scope of work elements to evaluate where costs were higher
than originally estimated. Through this constructability review, staff was able to identify
value engineering components so that the Phase I improvements can be modified or
adjusted to meet the current available funding while identifying proposed improvements
that will need to be deferred to a later date when additional funding can be secured.
City Engineer Gus Psihoyos recommends initiation of the bidding process for the
Historic Shot Tower Rehabilitation Project -Phase I, and further recommends that a
public hearing be set for November 2, 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
Gus Psihoyos, City Engineer
THE CITY OF
DuB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manac,~r~
~ ~
FROM: Gus Psihoyos, City Engineer/~~~
DATE: October 13, 2009
SUBJECT: Historic Shot Tower Rehabilitation Project -Phase I
CIPs 1001854 & 7001854
INTRODUCTION
Dubuque
~~~~~
~ r
2007
The enclosed resolutions authorize the public bidding procedure for the Historic Shot
Tower Rehabilitation Project -Phase I.
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
Competitive Sealed bids were previously received on the Historic Shot Tower
Rehabilitation Project - Phase I on August 12, 2009. However, the bids submitted were
significantly over the current available funding to complete the Phase I construction
improvements as proposed which resulted in all competitive bid proposals being
rejected.
Since that time, staff has worked with the contractors that submitted bid proposals to
review the various Phase I scope of work elements to evaluate where costs were higher
than originally estimated. Through this constructability review, staff was able to identify
value engineering components so that the Phase I improvements can be modified or
adjusted to meet the current available funding while identifying proposed improvements
that will need to be deferred to a later date when additional funding can be secured.
Staff also worked closely with both the National Park Service and the State Historical
Society of Iowa to review and approve the proposed modifications or changes to the
Phase I scope of work to ensure that the City's grant requirements are in compliance.
Based on the revised scope of the project, the Historic Shot Tower Rehabilitation
Project will now be handled as a three-phase project: Phase I -stabilization and
rehabilitation; Phase II -full-height, spiral interior stair and handrails; and Phase III -
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; add interior lighting and electrical improvements; and the installation of new wood
window, louver, and door construction.
Both the Phase II and Phase III projects will be deferred until such future date when
additional funding can be secured to develop the interior stair and the roof top
observation deck enclosure.
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.
PROJECT SCHEDULE
The schedule for the project is as follows:
Initiate Public Bidding Process October 19, 2009
Publish Notice to Bidders, Advertise for Bids October 23, 2009
Notice of Public Hearing on Plans & Specs October 23, 2009
Public Hearing November 2, 2009
Pre-Bid Meeting November 3, 2009
Receipt of Bids November 10, 2009
Award Construction Contract November 16, 2009
Project Completion Date May 28, 2010
RECOMMENDATION
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 $ 536,500
Contingency (10%) 53,650
Consultant -Archeological Survey 37,212
Consultant Fees (Architectural & Engineering) 57,400
Grant Administrative Fees
Total Project Cost
15, 000
7 2
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 HRDP Grant 15,500
1001854 Historic District Public Improvement Project 100,000
7001854 General Fund 204,762
Total Project Funding 7 2
The City currently has a maximum budget of $786,355 for the Historic Shot Tower
Rehabilitation, which leaves approximately $87,000 in reserve to cover any additional
unforeseen costs that may develop during the rehabilitation work.
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. 419-09
HISTORIC SHOT TOWER REHABILITAITON 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 OF 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 $699,762
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 2"d day of November, 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 10th day of November, 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 16th day of November, 2009, in the Historic Federal
Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this 19tH day of October ~f 209.
` Roy D. Buol, Mayor
Attest:
~l
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 2"d
day of November, 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; add interior lighting and electrical improvements; 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 November 10,
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 November 10, 2009, at City
Hall -Conference Room A, 50 West 13tH Street, Dubuque, Iowa, for consideration by
the City Council (Council) at its meeting on November 16, 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 May 28, 2010.
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 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 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.
Project information will also be posted on the City's website at www.cityofdubugue.org.
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 1:00 PM on November 3, 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, October 23, 2009.