Multicultural Family Center Expansion and Renovation Project_Initiate Copyrighted
October 7, 2019
City of Dubuque Items to be set for Public Hearing # 9.
ITEM TITLE: Multicultural Family Center Expansion and Renovation
Project
SUMMARY: City Manager recommending initiation of the public bidding
procedure for the Multicultural Family Center Expansion
and Renovation Project, and further recommends that a
public hearing be set for October 21, 2019.
RESOLUTION PreliminaryApproval 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 for bids
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt
Resolution(s), Set Public Hearing for October 21, 2019
ATTACHMENTS:
Description Type
MFC Expansion and Renovation-MVM Memo City Manager Memo
Staff Memo Staff Memo
Resolution Resolutions
Dubuque
THE CITY OF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Initiate Bids and Set Public Hearing for Multicultural Family Center
Expansion and Renovation (CIP 360-2742)
DATE: October 2, 2019
Leisure Services Manager Marie Ware recommends initiation of the public bidding
procedure for the Multicultural Family Center Expansion and Renovation Project, and
further recommends that a public hearing be set for October 21, 2019.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Marie L. Ware, Leisure Services Manager
Steve Sampson Brown, Project Manager
Dubuque
THE CITY OF �
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TO: Michael C. Van Milligen, City Manager ,,.-�
FROM: Marie L Ware, Leisure Services Manager
Steve Sampson Brown, Project Manager
SUBJECT: Initiate Bids and Set Public Hearing for Multicultural Family Center (MFC)
Expansion and Renovation (CIP 360-2742)
DATE: September 30, 2019
INTRODUCTION
The purpose of this memorandum is to request authorization to initiate the public
bidding process through the enclosed resolution for the Multicultural Family Center
Expansion and Renovation Project.
BACKGROUND
The City purchased the former Colts building in the last days of 2016. The original
pro.ject budget for renovation was reallocated for funding for the Intermodal
Transportation Center and the Jule Operations Center to match grants gained for each
project. Funding was reallocated and approved by City Council for the Expansion and
Renovation project in the FY 2019 budget after The City Council established the
Multicultural Family Center as a Policy 2017-19 High Priority and a Management
Agenda 2018-20 Top Priority.
DISCUSSION
The Ruby Sutton Building and the former Colts Building are separated by a narrow two
foot gap between the buildings. The current MFC first floor is about 6,600 square feet.
The Colts Building is approximately 10,079 square feet. The project connects the two
buildings to create one interconnected facility.
The expanded facility will feature the following amenities:
• A large flexible meeting space with movable screens that can seat approximately
200 people at tables, or be divided by screens into smaller areas
• A kitchen with plenty of room for the many events and activities that the MFC is
known for
• Two multipurpose rooms
• Two meeting rooms
Page 1 of 4
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• Six individual/farnily style restrooms
• Additional storage to accommodate the equipment & supplies for the many
programmed events.
• The existing kitchen area will be renovated to be a reception area and the
computer area will be expanded.
This proj�ct dQes not inclL�de th� renc�vation nf thP offic;e suite �rea for the Human
Rights Department, thus the Human Rights Department will not be relocating from City
Hall Annex to the MFC as part of this construction phase. The Human Rights
Department Relocation Project will be submitted as an FY 22 capital budget request.
The current multipurpose room will maintain its current use until the Human Rights
Relocation phase of renovation has been funded. Once funding is secured, the current
multipurpose room will be converted into fixed wall offices and a staff collaboration
space/meeting room.
The Multicultural Family Center Board, Human Rights staff, Multicultural Family Center
staff, Engineering Department, Information Services Department, and other city staff
were involved in the design of the improvements. Great lengths have been taken to
continue to build upon the "homey, welcoming" feel of the current Center.
Once the base bid for the construction work has been awarded, the project team
intends to distribute two Requests for Proposal in order to select vendors for providing
furnishings and audio-visual equipment.
PROJECT SCHEDULE
The schedule for the project will be as follows:
Initiate Public Bidding Process October 7, 2019
Publish Notice to Bidders, Advertise for Bids October 11, 2019
Notice of Public Hearing on Plans and Specs October 11, 2019
Public Hearing on Plans and Specs October 21 , 2019
Receipt of Bid Proposals October 29, 2019
Award Construction Contract November 4, 2019
Substantial Completion Date April 30, 2020
RECOMMENDATION
It is recommended that the City Council establish a date for the public hearing and
authorize the City Clerk to advertise for proposals for the Multicultural Family Center
Expansion and Renovation Project.
Page 2 of 4
BUDGET IMPACT
The estimate of probable cost for this project is as follows:
PROJECT COSTS ESTIMATE
Construction Hard Costs
Construction Contract— Base Bid $1,135,000.00
Contin enc 5% ' $57,000.00
Total - Bid Project Cost $1,192,000.00
Optional Add Alternates:
#1 — Replace existing carpet and wall base with new at front living $11,000.00
room area of existin k�uilciin .
#2 — Renovation existing MFC offices and Multi-purpose Room into
new office space. $150,000.00
Project Misc. Costs
Hazardous Buildin Materials Abatement $32,000.00
Furniture & Audio/Visual/IT/Securit $183,000.00
Total — Project Misc. Costs $215,000.00
TOTAL PROJECT COST (Without Bid Alternates) $1,407,000.00*
'Because this project only involves interior space renovation, a 5% contingency is recommended
compared to the traditional 10% contingency budget.
The funding summary for the Multicultural Family Center Expansion and Renovation
Project is as follows:
CIP Funding Source Amount
360-2742 MFC Addition Remodel $1,407,174.00
* The basP bid total project cost is $1 ,407,000.00 which fits within the available funding
for this project. If the City benefits from a competitive bidding environment and bids for
both the Base Bid and Alternates #1 or#2 are below $1,407,000.00 then the City will
select the Alternates and included them as part of the award for this project. Otherwise
only the base bid will be used as the basis of award for this project.
Page 3 of 4
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ACTION TO BE TAKEN
I respectfully request that the City Council grant preliminary approval to the construction
plans and specifications; and establish October 21, 2019 as the date of the public
hearing; and hereby authorized the City Clerk to advertise for bid proposals for the
Multicultural Family Center Expansion and Renovation Project through the adoption of
the attached resolutions. It is further requested that authorization be provided to
release RFPs for the furniture and audio/visual equipment purchase portion of the
project and that the City Manager be authorized to negotiate and execute final contracts
for the furniture and audio/visual equipment purchases.
SSB\ssb
Attachments
cc: Jenny Larson, Budget and Finance Director
Gus Psihoyos — City Engineer
F:\PROJECTS\MFC-Building Improvements-Phase II\Correspondence\Council Documentation\1_Initiate\MVM Initate Bid MFC
Expansion and Reno 10-4-19.doc
Page 4 of 4
Prepared by Marie Ware, Leisure Services, 2200 Bunker Hill Rd., Dubuque IA 52001, 563-589-4262
Return to Kevin Firnstahl, City Clerk, 50 W. 13th St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 363-19
MULTICULTURAL FAMLY CENTER EXPANSION AND RENOVATION PROJECT
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 FOR BIDS
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA THAT:
Section 1. The proposed plans, specifications, form of contract and estimated cost for
the Multicultural Family Center Expansion and Renovation Project in the estimated
amount $1,407,174, are hereby preliminarily approved and ordered filed in the office of
the City Clerk for public inspection.
Section 2. A public hearing will be held on the 21st day of October, 2019, at 6:00 p.m.
in the Historic Federal Building Council Chambers (second floor) 350 W. 6th Street,
Dubuque, Iowa, 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 Tess 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.
Section 3. Multicultural Family Center Expansion and Renovation Project is hereby
ordered to be advertised for bids for construction.
Section 4. 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.
Section 5. The City Engineer 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 the Master Builders of Iowa Plan Room, The Construction
Update Network and posted on the City of Dubuque website at
www.cityofdubuque.orq/bids. Publication will occur not less than thirteen but not more
than forty-five days before the date for filing bids before 2:00 p.m. on the 29th day of
October, 2019. 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 6:00 p.m. on the 4th day of November
2019, in the Historic Federal Building Council Chambers (second floor), 350 West 6th
Street, Dubuque, Iowa.
Passed, adopted and approved this 7th day of October 2019.
Jak6A. Rios, Mayor Pro Tem
Attest:
Kevin , . Firnstahl, City Clerk
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE MULTICULTURAL FAMLY CENTER
EXPANSION AND RENOVATION PROJECT
NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, lowa will
hold a public hearing on the proposed plans, specifications, form of contract and
estimated cost for the Multicultural Family Center Expansion and Renovation Project, in
accordance with the provisions of Chapter 26, Code of lowa, at 6:00 p.m., on the 21 S�
day of October, 2019, in the Historic Federal Building Council Chambers (second floor),
350 West 6th Street, Dubuque, lowa. 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: The project is Multicultural Family Center
Expansion and Renovation Project.
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 11�h day of October 2019.
Kevin S. Firnstahl, City Clerk