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Awarding the Multicultural Family Center Expansion and Renovation Project Copyrighted November4, 2019 City of Dubuque Action Items # 1. ITEM TITLE: Awarding the Multicultural Family Center Expansion and Renovation Project SUMMARY: City Manager recommending award of the construction contract for the Multicultural Family Center Expansion and Renovation Project to the low bidder Sheets Design Build, LLC. RESOLUTION Awarding Public Improvement Contractfor the Multicultural Family Center (MFC) Expansion and Renovation Project SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Adopt Resolution(s) ATTACHMENTS: Description Type Multicultural Family Center E�ansion and Renovation- City Manager Memo MVM Memo Staff Memo Staff Memo Resolution Resolutions Recommendation Letter Supporting Documentation Dubuque THE CITY OF � uI�AaMca cih DuB E � � I � � I Maste iece on the Mississi i Zoo�•zoiz•zois YP pp zoi�*zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Awarding the Multicultural Family Center (MFC) Expansion and Renovation (CIP 360-2742) DATE: October 30, 2019 Sealed bids were received for the Multicultural Family Center Expansion and Renovation Project. Leisure Services Manager Marie Ware and Project Manager Steve Sampson Brown recommend award of the construction contract to the low bidder, Sheets Design Build LLC, in the amount of $1,177,000, which includes bid alternates 1 and 2. This bid amount is 9.2% below the estimate of probable cost. Additional funding of $117,500 was brought into this project to make it possible to award the bid alternates ($81,000) and to boost the amount of the project contingency ($52,600) to 10% from 5%. 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 • Six individual/family 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 The award recommendation also includes selection of two bid alternates. The first alternate replaces the existing carpet and wall base molding with new flooring at front living room area of existing building. The second bid alternate includes the renovation of the office suite area at the rear of the Ruby Sutton Building to allow the Human Rights Department to relocate from City Hall Annex to the MFC. As part of the office suite renovation 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. In addition to awarding this contract, the project team intends to distribute two Requests for Proposal in order to select vendors for providing furnishings and audio-visual equipment. I concur with the recommendation and respectfully request Mayor and City Council approval. 1 j t.11��'GL+'t tf t� , Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Marie Ware, Leisure Services Center Gus Psihoyos, City Engineer Steve Sampson Brown, Project Manager 2 Dubuque THE CITY OF � AII�A�erica Ciry DuB E ;�I,� � , Maste iece on the Mississi i zoo�•Zo�z•zo�3 � pp 2017*2019 TO: Michael C. Van Milligen - City Manager FROM: Steve Sampson Brown - Project Manager Marie Ware — Leisure Services Manager SUBJECT: Awarding the Multicultural Family Center (MFC) Expansion and Renovation (CIP 360-2742) DATE: October 30, 2019 INTRODUCTION The enclosed resolution authorizes the award of the construction contract 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 project 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 • Six individual/family 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. Page 1 of 4 The award recommendation also includes selection of two bid alternates. The first alternate replaces the existing carpet and wall base molding with new flooring at front living room area of existing building. The second bid alternate includes the renovation of the office suite area at the rear of the Ruby Sutton Building to allow the Human Rights Department to relocate from City Hall Annex to the MFC. As part of the office suite renovation 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. In addition to awarding this contract, the project team intends to distribute two Requests for Proposal in order to select vendors for providing furnishings and audio-visual equipment. BID RESULTS Sealed bids were received on October 29, 2019, for the Multicultural Family Center Expansion and Renovation Project. Sheets Design Build LLC of Maquoketa, lowa submitted the low bid in the amount of$1 ,177,000 (including bid alternates 1 & 2) which is 9.2°k below the estimate of probable cost. A summary of the bid proposal received is as follows: Contractor Name Base Bid Bid Alt 1 Bid Alt 2 Total Bid Amount Sheets Design Build LLC $1 ,096,000 $8,000 $73,000 $ 1 ,177,000 Tricon Construction Group $1 ,116,000 $12,000 $84,000 $1 ,212,000 Conlon Construction $1 ,170,000 $9,000 $103,000 $1 ,282,000 Portzen Construction $1 ,299,900 $7,000 $90,000 $1 ,396,900 Klauer Construction $1 ,328,380 $9,890 $102,450 $1 ,440,720 RECOMMENDATION I recommend awarding the contract for the Multicultural Family Center Expansion and Renovation Project to Sheets Design Build LLC of Maquoketa, lowa, in the amount of $1 ,177,000 with includes the election of bid alternates 1 and 2. BUDGETIMPACT The updated project budget for the Multicultural Family Center Expansion and Renovation Project is as follows: Page 2 of 4 PROJECT COSTS ESTIMATE AWARD Construction Hard Costs Construction Contract — Base Bid $1 ,135,000 $1 ,096,000 Contin enc 5°k ' — Chan e to 10°k z $57,000 $109,600 Total - Bid Project Cost $1,192,000 $1,205,600 Optional Add Alternates: #1 — Replace existing carpet and wall base with new $11 ,000 $8,000 at front livin room area of existin buildin . #2 — Renovation existing MFC offices and Multi- $150,000 $73,000 Pur ose Room into new office s ace. Contingency (10°k) $8,100 Project Misc. Costs Hazardous Buildin Materials Abatement $32,000.00 $29,950 Furniture & Audio/Visual/IT/Securit $183,000.00 $200,000 Total — Project Misc. Costs $215,000.00 $229,950 TOTAL PROJECT COST (Without BidAlternates) $1,407,000.00 TOTAL PROJECT COST (With Bid Alternates) $1,524,650 'Because the project only involves interior space renovation; a 5% contingency was initially recommended. zSince the City received favorable bids, a fully funded 10% contingency budget is now being recommended. 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 FY19 General Fund Savings� $117,500 TOTAL PROJECT FUNDING $1,524,674 �Finance and Budget Director Jennifer Larson has identified that there is the potential to use savings from the City's FY19 General Fund Operating Budget in order to fund the selection of the add alternate which allows the Human Rights Department to relocate from City Hall Annex to the MFC. Page 3 of 4 ACTION TO BE TAKEN The City Council is requested to award the construction contract for the Multicultural Family Center Expansion and Renovation Project to Sheets Design Build, LLC through the adoption of the attached resolution. SSB\kb Attachments cc: Jenny Larson, Budget and Finance Director Gus Psihoyos — City Engineer Page 4 of 4 RESOLUTION NO. 393-19 AWARDING PUBLIC IMPROVEMENT CONTRACT FOR THE MULTICULTURAL FAMILY CENTER (MFC) EXPANSION AND RENOVATION Whereas, sealed proposals have been submitted by contractors for the Multicultural Family Center (MFC) Expansion and Renovation Project, (the Project) pursuant to Resolution No. 363-19 and Notice to Bidders published on the City of Dubuque website and in a contractor plan room service with statewide circulation on the 10th day of October 2019. Whereas, said sealed proposals were opened and read on the 29th day of October 2019 and it has been determined that Sheets Design Build, LLC of Maquoketa, Iowa, with a bid in the amount of $1,177,000.00 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 Sheets Design Build, LLC 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 4th day of November 2019. o Roy D. Buol, Mayor Attest: Ke din S. Firnstahl, City Clerk _ )�� vDESIGN 1268 Locust Street Dubuque.lowa 52001 Marie W are/Steve Brown The CitY of Dubuque 50 W.13`�'Street Dubuque, IA 52001 30 October 2019 Re: MultimlturalFamilYCenterExpansionandRenovation-AwardRemmmendation Dear Marie&Steve: In acmrdance with the Advertisement for Bids for a Publ ic Improvement Project,the Multicultural Fami ly Center Expansi on&Renovation bids were opened and readY Publ idY shortlY after 4:00 p.m.on October 29, 2019.We have mnfirmed with the apparent low bidder theY are able to mmplete the work outl ined in the drawings and specifications in the timel i ne set forth in the project specifications.TheY have successful ly mmpleted other projects of simi lar size and mmplexity.W ith this information,we remmmend award of the mntracttoSheetsGeneral Constructionforthe base bid amountof$1,096,000.00. The Bid results are attached. Sincerely, �!�� Andrew McCreadY�RegisteredArchitect Principal