Loading...
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.