Library Reroofing ProjectMEMORANDUM
March 5, 2003
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Reroofing of the Carnegie-Stout Public Library, 1980 Addition
Sealed bids were received for the Carnegie-Stout Public Library Reroofing Project.
Library Director Susan Henricks recommends award of the contract to the Iow bidder,
Jim Giese Commercial Roofing, with a base bid of $42,983.00. This fee, with a
contingency and the professional fees of the architect, are estimated to total around
$52,283, which will still represent a savings of about 17% over the preliminary estimate
and about 16% less than the original CIP budget.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Susan Henricks, Library Director
Carnegie-Stout Public Library
360 West Ilth Street
Dubuque, Iowa 520014697
(319) 589-4225
FAX (319) 589-4217
To: Michael C. Van Milligen, City Manager
From: Susan Henricks, Library Director
Re: Reroofing of the Carnegie-Stout Public Library, 1980 addition
Date: March 4, 2003
Introduction
The purpose of this memorandum is to recommend that the City Council adopt the plans
and specifications and award the contract for the replacement of the roof on the 1980
addition to the Carnegie Stout Public Library.
Discussion
On February 3, 2003 the City Council adopted resolutions giving preliminary approval to
the plans and specifications for the replacement of the roof on the 1980 addition to the
Carnegie Stout Public Library. The date was set of March 4, 2003 to receive bids, and on
March 7 to give notice ora public heating with March 17, 2003 at 6:30 p.m. to be the
public heating with the award of the contract. The preliminary estimate for this roof
replacement was $63,026.
On Tuesday, March 4, 2003 at 2:00 p.m. the bids were opened. A summary of the bids
received is attached. The low base bid was presented by Jim Giese Commercial Roofing
at $42,983.00, a savings of about 32%. This fee, with a contingency and the professional
fees of the architect are estimated to total around $52,283 which will still represent a
savings of about 17% over the preliminary estimate and about 16% less than the original
CIP budget.
Alternate bids were accepted for a different type of insulation. The Library feels that the
condition of the existing insulation is good, and with new insulation on top of it we feel
confident the product will hold up and overall insulation will be sufficient. It was not felt
that the additional costs would dramatically improve the quality of insulation.
Recommendation
The recommendation is that the City Council award the contract to Jim Giese
Commercial Roofing for the base bid amount of $42,983.00.
Set. ice People Integrity Responsibility Innovation Teamwork
Action
The requested action is for the City Council to adopt the attached resolutions adopting the
plans and specifications and awarding the contract to Jim Giese Commercial Roofing in
the amount of $42,983.00
Cc: Jeanne Schnieder, City Clerk
Michael Shubatt, Chair, Operations Committee, Carnegie Stout Public Library
Steven Ulstad, Steven Ulstad Architects
MARCH 4, 2003
BID TALLY
REROOFING OF CARNEGIE STOUT PUBLIC LIBRARY
]'HE CITY OF DUBUQUE, IOWA
ADDENDUM BASE BID ADD ALTERNATE 1 COMBINED
BIDDER BID BOND #1 INSULATION COST
BLACKHAWK ROOFING X X $6t,t00.00 $3,700.00 $64,800.00
JIM GEISE ROOFING X X $42,983.00 $7,865.00 $50,848.00
GEISE SHEET METAL X X $48,876.00 $2,412.00 $51,288,00
GIESLER BROTHERS X X $44,945.00 $4,960.00 $49,905.00
MOSS ROOFING X X $45,500.00 $6,200.00 $51,700.00
ROFOTH SHEET METAL X X $46,000.00 $7,100.00 $53,100.00
STEVEN ULSTAD ARCHITECTS
RESOLUTION NO. 93-03
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 3rd day of February, 2003 plans, specifications, and form of
contract were filed with the City Clerk of Dubuque, Iowa for the replacement of the 1980
Carnegie-Stout Public Library addition roof.
Whereas, notice of hearing on plans, specifications, and form of contract was
published as requii:ed by law.
NOW, THERFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the proposed plans, specifications, form of contract and cost for the ROOF
REPLACEMENT OF THE 1980 CARNEGIE-STOUT PUBLIC LIBRARY ADDITION
in the mount of $42,983.00 are hereby approved for said project.
Passed, approved and adopted this 17th day of March 2003.
Terrance M. Duggan, Mayor
Attest:
Jeanne Schneider, City Clerk
RESOLUTION NO. 94-03
AWARDING CONTRACT
Whereas, sealed proposals have been submitted by contractors for the
replacement of the roof on the 1980 addition to the Carnegie Stout Public Library and
notice to bidders has been published in a newspaper published in the City of Dubuque,
Iowa on the 7th day of February 2003; and
Whereas the said sealed proposals were opened and read of the 4th day of March
2003 and it has been determined that the bid of Jim Giese Commercial Roofing in the
amount of forty-two thousand, nine hundred eighty-three dollars ($42,983.00) was the
lowest bid for furnishing the base bid materials as provided for in the plans and
specifications.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the contract for the above construction be awarded to Jim Giese Commercial
Roofing and the Manager is hereby authorized to execute a contract on behalf of the City
of Dubuque.
Passed, approved and adopted this 17th day of March 2003.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
MEMORANDUM
January 29,2003
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Roof Replacement, Library Addition
Library Director Susan Henricks recommends initiation of the bidding process for the
Library Addition Roof Replacement Project, and further recommends that a public
hearing be set for March 17, 2003.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Susan A. Henricks, Library Director
To:Michael C. Van Milligen, City Manager
From:Susan A. Henricks, Library Director
Re:Roof Replacement, Library Addition
Date:January 27, 2003
Introduction
The purpose of this memo is to recommend that the City Council initiate the public
bidding procedures for the replacement of the roof on the 1980 Library addition (east
side of the building.)
Background
The roof of the 1980 addition to the library building is now 23 years old and it leaks with
increased frequency. This project was approved as a Capital Improvement Project in FY
99 for replacement this Fiscal Year, 03. The estimated cost for the project is $ 75,129.00.
Request
After speaking with the Steve Ulstad, of Steven Ulstad Architects and Jeanne Schneider,
City Clerk; the following bid schedule needs to be established:
February 3, 2003 City Council set a hearing to initiate bidding process
February 7, 2003 Notice to bidders
March 4, 2003 Receive bids
March 7, 2003 Notice of public hearing
March 17, 2003 Public heating and award of contract
The requested action is for City Council to adopt the attached resolutions giving
preliminary approval to the plans and specifications, authorizing advertisement for
proposals, and establishing a date for the public hearing.
Cc: Jeanne Schneider, City Clerk
Michael Shubatt, Chair, Operations Committee, Carnegie Stout Public Library
Steve Ulstad, Steven Ulstad Architects
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE REPLACEMENT OF
THE ROOF - 1980 ADDITION TO THE
Carnegie Stout Public Library
Sealed proposals will be received by the City Clerk of the City of Dubuque, Iowa,
at the Office of City Clerk in City Hall no later than 2:00 o'clock p:m. on the fourth day of
March, 2003, for replacement of the roof on the 1980 addition to the Carnegie-Stout
Public Library.
Copies of the plans and specifications may be obtained in the City Engineer's
office at City Hall. No plan deposit is required.
Payment to the contractor will be made from funds as may be legally used for
such purposes.
All work herein provided for shall be commenced within ten (10) days after the
Notice To Proceed has been issued, and shall be fully completed by the 16th of June,
2003. A penalty of $100 per day will be imposed for each business day after 16, June
that the project is not complete.
All bids must be submitted on the Bid Form bound in the specifications. Each bid
shall be accompanied by a satisfactory Bid Bond executed by the Bidder and an
acceptable surety; or a cashier's or certified check payable to the City Treasurer, City of
Dubuque, drawn on a bank in Iowa or a bank chartered under the laws of the United
States, in the amount of ten percent (10%) of the bids submitted as security that the
bidder will enter into a contract for doing the work and will give bond with proper
securities for the faithful performance of the contract in the form attached to the
specifications.
The successful bidder will be required to furnish a performance bond in an
amount equal to one hundred percent (100%) of the contract price. Said bond is to be
issued by a responsible surety company approved and acceptable to the City Council,
and shall guarantee the faithful performance of the contract and terms and conditions
therein contained, and shall guarantee the prompt payment of all materials and labor
and protect and save harmless the City of Dubuque, Iowa, from claims and damages of
any kind caused by the operations of the Contractor. Said Bond shall also guarantee
the material and the maintenance of the improvement(s) constructed for a minimum
period of two (2) years from and after its completion and acceptance by the City
Council.
No bid submitted by any Contractor which contains a condition or qualification
shall be recognized or accepted by the City Council and any letter or communication
accompanying the bid which contains a condition or qualification upon the bid which has
the effect of qualifying or modifying any provision of the specifications in any manner will
be construed as a non-qualifying bid and will be rejected by the City Council as not
responsive.
All proposals must be made on blanks furnished by the City Engineer and each
bidder will be required to state his prices for doing all the items in each section on which
he makes a bid and for all things necessary to make a complete job.
The Bidder's attention is directed to the City of Dubuque's Affirmative Action
Program which is included in the Contract Specifications and the provisions thereof and
hereby made a part of the Contract Documents by reference and incorporated therein.
The Contractor, when requested by the City of Dubuque, will furnish a statement
of his financial and practical qualifications as provided for in the General Requirements
of the Specifications.
By virtue of statutory authority, a preference will be given to products and
provisions grown and coal produced within the State of Iowa and to Iowa Domestic
Labor.
The City Council reserves the right to reject any and all bids or to waive any
technical ties and irregularities.
All bids will be publicly opened and read by the City Clerk at 2:00 o'clock p.m. on
the 4th day of March, 2003, and will be submitted to the City Council for final action at a
meeting to be held in the Public Library Auditorium, 360 West 11~ Street, at said City at
6:30 p.m. on the 17th day of March, 2003. A contract will be awarded at that time or
such subsequent time as the City may determine.
Published by order of the City Council of the City of Dubuque, Iowa and dated
this of ,2003.
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
ORDERING BIDS
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the REPLACEMENT OF THE LIBRARY 1980 ADDITION ROOF is hereby
ordered to be advertised for bids.
BE IT FURTHER RESOLVED, that the mount of the security to accompany each
bid shall be in an amount which slmll conform to the provisions of the notice to bidders
hereby approved as a part of the plans and specifications heretofore adopted.
That the City Clerk is hereby directed to advertise for bids for the construction of the
improvements herein provided, to be published in a newspaper having general circulation
in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than
forty-five days prior to the receipt of said bids at 2:00 p.m. on the 4th day of March, 2003.
Bids shall be opened and read by the City Clerk at said time and will be submitted to the
Council for final action at 6:30 p.m. on the 17th day of March, 2003.
Terrance M. Duggan, Mayor
Attest: Jeanne F. Schneider, City Clerk
RESOLUTION NO.
FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS
Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary
approval on the proposed plans, specifications, and form of contract and placed same on
file in the office of the City Clerk for public inspection of the Replacement of the Library
1980 Addition Roof.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
DUBUQUE, IOWA:
That on the 17th day of March, 2003, a public hearing will be held at 6:30 p.m. in the
Public Library Auditorium at which time interested persons may appear and be heard for
or against the proposed plans and specifications, form of contract and cost of said
improvement, and the City Clerk be and is hereby directed to cause a notice of 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 not less than four days nor more than
twenty days prior to the day fixed for is consideration. At the hearing, any interested
person may appear and file objections to the proposed plans, specifications, contract, or
estimated cost of the improvement.
Passed, approved and adopted this ,2003
Attest:
Terrance M. Duggan, Mayor
Jeanne F. Schneider, City Clerk
RESOLUTION NO.
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS
NOW THERFORE, 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
Replacement of the Library 1980 Addition Roof, in the estimated mount of $75,129 are
hereby approved and ordered filed in the office of the City Clerk for public inspection.
Passed, approved and adopted this 3~d day of February 2003.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk