Historic Shot Tower Rehabilitation Project Phase IDubuque
THE CITY OF
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Masterpiece an 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
CIPs 1001854 & 7001854
DATE: November 16, 2009
Assistant City Engineer Robert Schiesl recommends that the City Council reject all bid
proposals received for the Historic Shot Tower Rehabilitation Project - Phase I due to a
misunderstanding by contractors on the items that were to be included in the base bid.
It is further recommended that the City Council authorize the project to be re-bid.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
~~~~
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Robert Schiesl, Assistant City Engineer
Gus Psihoyos, City Engineer
THE CITY OF DUIJUgU@
DT T~ ~ NI•Ame~icaCitY
~J ~ I
Masterpiece on the Mississippi
2007
TO: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
FROM: Robert Schiesl, Assistant City Engineer
DATE: November 16, 2009
SUBJECT: Historic Shot Tower Rehabilitation Project -Phase I
CIPs 1001854 & 7001854
INTRODUCTION
The enclosed resolution authorizes the rejection of all competitive bid proposals and
authorizes the advertisement of proposals for the Historic Shot Tower Rehabilitation
Project -Phase I.
BACKGROUND
Bids were previously received on the Historic Shot Tower Rehabilitation Project on
August 12, 2009. Since that time, 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.
On October 19, 2009, the City re-initiated the public bidding process for the Historic
Shot Tower Rehabilitation Project based on a revised scope to proceed 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.
BID RESULTS
Competitive sealed bids were received on the Historic Shot Tower Rehabilitation Project
- Phase I on November 10, 2009. Five bid proposals were received, with base bids
ranging from $444,369 to $1,249,000.
DISCUSSION
On Monday, November 16, 2009, City staff was informed that there was a
misunderstanding by contractors on the items that were to be included in the base bid.
Based on review with City Attorney Barry Lindahl, it was advised to reject all bids.
RECOMMENDATION
I recommend that the City Council reject all competitive bid proposals received for the
Historic Shot Tower Rehabilitation Project due to inconsistencies in the bid proposals
received for the Phase I construction improvements.
I also recommend that the City Council authorize staff to immediately re-bid the project
and authorize the City Clerk to advertise for proposals.
RE-BID PROJECT SCHEDULE
The re-bid project schedule for the project is as follows:
Re-Initiate Public Bidding Process November 16, 2009
Publish Notice to Bidders, Advertise for Bids November 20, 2009
Receipt of Bids ~ December 10, 2009
Award Construction Contract December 21, 2009
Project Completion Date May 28, 2010
ACTION TO BE TAKEN
I recommend that the City Council reject all bid proposals received and to authorize the
City Clerk to re-advertise for proposals through adoption of the enclosed resolution for
the Historic Shot Tower Rehabilitation Project -Phase I.
Prepared by Robert Schiesl, Assistant City Engineer
cc: Gus Psihoyos, City Engineer
Jenny Larson, Budget Director
Laura Carstens, Planning Services Manager
Dave Johnson, Planning Services
THE CITY of Dubuque
aiaam
Dui E
1 r
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
CIPs 1001854 & 7001854
DATE: November 12, 2009
Sealed bids were received on the Historic Shot Tower Rehabilitation Project -Phase I.
You will recall this project was previously bid as Phase I of atwo-phase project and
came in way over budget. This is now Phase I of athree-phase project.
City Engineer Gus Psihoyos is recommending award to the low bidder, Building
Restoration Corporation, in the amount of $444,369. The budget contains $798,418,
and the additional funds will be used as a contingency on this project with the
opportunity to complete additional work if funding stays available.
Gus is further recommending that the alternate bid items, including apre-cast concrete
roof cap versus acast-in place cap and the use of conventional power versus solar
power, be further evaluated and handled as a change order if they are changed at a
later date.
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
RESOLUTION NO. 445-09
REJECTING ALL COMPETITIVE BID PROPOSALS RELIEVED FOR THE HISTORIC
SHOT TOWER REHABILITATION PROJECT - PHASE I AND DIRECTINGTHE CITY
CLERK TO RE-ADVERTISE FOR BIDS FOR THE PROJECT
Whereas, competitive sealed bid proposals have been submitted by contractors
for the Historic Shot Tower Rehabilitation Project - Phase I (the Project) pursuant to
Resolution No. 419-09 and Notice to Bidders published in a newspaper published in the
City of Dubuque, Iowa on the 23~d day of October, 2009; and
Whereas, said competitive sealed bid proposals for the Project were opened and
read on the 10t" day of November, 2009; and
Whereas, the City Council has deemed it advisable to reject all bid proposals for
the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. All of the bid proposals for the Project are hereby rejected.
Section 2. The City Clerk is authorized and instructed to return the bid
deposits of the unsuccessful bidders for the Project.
Section 3. The City Clerk is hereby directed to re-advertise for bids for the
Project 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 10t" day of December, 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 21St day of December, 2009, in the Historic Federal Building Council
Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa.
Passed, approved and adopted this 16t" day of November, 2009.
Roy D. Buol, Mayor
Attest:
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 December.10,
2009, in the Office of the City Clerk, City Hall -First Floor, 50 West 13t" 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 December 10, 2009, at City
Hall -Conference Room A, 50 West 13t" Street, Dubuque, Iowa, for consideration by
the City Council (Council) at its meeting on December 21, 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 13t"
Street, Dubuque, IA 52001. No plan deposit is required.
Project information will also be posted on the City's website at vvww.cityofdubuque.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;
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.
Published in the Telegraph Herald, November 20, 2009.
Dubuque
THE CITY OF
AI-AmerlcaCny
Dui E
~ -
Masterpiece on the Mississippi
w
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer ~
DATE: November 12, 2009
SUBJECT: Historic Shot Tower Rehabilitation Project -Phase I
CIPs 1001854 & 7001854
INTRODUCTION
The enclosed resolution authorizes the award of the construction contract 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.
Bids were previously received on the Historic Shot Tower Rehabilitation Project 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.
DISCUSSION
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.
BID RESULTS
Competitive sealed bids were received on the project on November 10, 2009. Building
Restoration Corporation of Roseville, Minnesota submitted the low base bid in the
amount of $444,369.00. This amount is 17% under the estimate of probable cost. A
summary of the bid proposals received is as follows:
Bidding Contractor Base Bid
Building Restoration Corporation $ 444,369.00
Tricon General Construction, Inc. $ 658,000.00
Renaissance Restoration, Inc. $ 749,200.00
Klauer Construction Company $ 858,209.00
Conlon Construction Co. $ 876,600.00
RAM Construction $ 1,249,000.00
The bid documents allowed the contractor the option to provide an alternate bid
proposal (Alternate Bid No. 1) to furnish and install apre-cast concrete roof cap versus
the cast-in-place concrete roof cap that was specified under the base bid.
Biddin4 Contractor
Building Restoration Corporation
Tricon General Construction, Inc.
Renaissance Restoration, Inc.
Klauer Construction Company
Conlon Construction Co.
RAM Construction
Alternate Bid No. 1
Add Deduct
$ 5,000
$ 16,000
No Bid
$ 100, 000
No bid
$ 13,000
The bid documents allowed the contractor the option to provide an alternate bid
proposal (Alternate Bid No. 2) to furnish and install a conventional electric service
versus the photo voltaic solar panel system that was specified under the base bid.
Bidding Contractor
Building Restoration Corporation
Tricon General Construction, Inc.
Renaissance Restoration, Inc.
Klauer Construction Company
Conlon Construction Co.
RAM Construction
Alternate Bid No. 2
Add Deduct
$ 12,750
$ 13,000
$ 6,130
$ 12,986
$ 13,000
$ 50, 000
RECOMMENDATION
I recommend that the contract be awarded to Building Restoration Corporation in the
base bid amount of $444,369.00. I also recommend that staff work with Building
Restoration Corporation to evaluate the Alternate Bid proposals submitted to determine
if both the short-term and long-term maintenance and cost factors would provide overall
project benefit and savings versus the initial Alternate Bid proposal deduct savings.
BUDGET IMPACT
The estimate of probable cost for the Historic Shot Tower Rehabilitation Project -Phase
I is as follows:
Project Cost Estimate Award
Construction Contract $ 536,500 $ 444,369
Contingency -Epoxy Crack Repair 27,500
Contingency -Remove & Replace Brick Masonry 62,500
Contingency -Remove & Replace Stone Masonry 110,000
General Contingency (10%) 53,650 44,437
Consultant -Archeological Survey 37,212 37,212
Consultant Fees (Architectural & Engineering) 57,400 57,400
Grant Administrative Fees 15,000 15,000
Total Project Cost $~~~ $
The funding for the project will be as follows:
CIP No. Fund Description
7001854 Save America's Treasures Grant
1001854 Historic Sites Preservation Grant
1001854 HRDP Grant
1001854 Historic District Public Improvement Project
7001854 General Fund
1001854 General Fund
Total Project Funding
Fund Amount
$ 295,000
100,000
15,500
100,000
260,855
15,000
~~r!
The City currently has an available budget of $786,355 for the Historic Shot Tower
Rehabilitation Project -Phase I, which preliminary indicates a $12,063 funding shortfall.
However, the estimate of probable cost currently has $244,437 in contingency funding
programmed to cover crack repairs, brick and stone masonry replacement and any
additional unforeseen costs that may develop during the rehabilitation work. There are
also potential savings if the Alternate Bid proposals are selected and the applicable
deducts are applied to the contract cost. City staff will monitor the scope of work on a
daily basis and make every attempt to complete the project within the available budget.
ACTION TO BE TAKEN
I recommend that the City Council adopt the attached resolution awarding the Historic
Shot Tower Rehabilitation Project - Phase I to Building Restoration Corporation in the
amount of $444,369.00.
Prepared by Robert Schiesl, Assistant City Engineer
cc: Jenny Larson, Budget Director
Laura Carstens, Planning Services Manager
Dave Johnson, Planning Services
RESOLUTION NO.
AWARDING PUBLIC IMPROVEMENT CONTRACT FOR THE HISTORIC SHOT
TOWER REHABILITATION PROJECT – PHASE I
Whereas, sealed proposals have been submitted by contractors for the Historic
Shot Tower Rehabilitation Project – Phase I (the Project) pursuant to Resolution No.
419-09 and Notice to Bidders published in a newspaper published in the City of
rd
Dubuque, Iowa on the 23 day of October, 2009.
th
Whereas, said sealed proposals were opened and read on the 10 day of
November, 2009, and it has been determined that Building Restoration Corporation of
Roseville, Minnesota, with a bid in the amount of $444,369.00, is the lowest responsive,
responsible bidder for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That a Public Improvement Contract for the Project is hereby awarded to Building
Restoration Corporation and the City Manager is hereby directed to execute a Public
Improvement Contract on behalf of the City of Dubuque for the Project.
Passed, approved and adopted this ______ day of _____________, 2009.
________________________
Roy D. Buol, Mayor
Attest:
_______________________________
Jeanne F. Schneider, CMC, City Clerk
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