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Historic Shot Tower Rehabilitation Project Phase IDubuque THE CITY OF ~~~ ~ All•AmericaCity 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. /~ ~ ^ ' ~ , L~~~ ~ VCz~~1 ~~ 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 y z" a $ ~~sss~ ~ ~ a €~a~ K Y $ H E Q ~ ~ g O K w ~ p b 3 ~ma$ ~ ~ .~ o W M L LLJ a LLg ycy d rcoE d Q ~ U O. 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