Tenth and Central Parking Ramp_Fire Headquarters Bid RejectionMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: 10th and Central Parking Ramp and Fire Headquarters Expansion
Projects
DATE: May 13, 2010
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Tim Horsfield, Parking System Supervisor
chael C. Van Milligen
Dubuque
Alan
1
2007
At the City Council meeting on April 5th, 2010, the Council gave Preliminary Approval of
the Plans, Specifications, Form of Contract and Estimated Cost, setting the Public
Hearing and Ordered Advertisement of Bids for the 10 and Central Parking Ramp and
Fire Headquarters Expansion Project.
Following the opening of the bids submitted by eight general contractors, it was brought
to the City's attention that there was a discrepancy in the bid documents. After
consulting with the City Attorney, the conclusion was made that there was sufficient
ambiguity in the bidding documents and that additional clarification was required in
order to set out specific evaluation criteria to award the contract.
Parking System Supervisor Tim Horsfield recommends that the City Council reject all
bids for the construction of the 10th and Central Parking Ramp and the Fire
Headquarters Expansion Projects.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Masterpiece on the Mississippi
Introduction
Discussion
Dubuque
AIMmmlaap
2007
May 13, 2010
To: Michael C. Van Milligen, City Manager
From: Tim Horsfield, Parking System Supervisor
Subject: 10 and Central Parking Ramp and Fire Headquarters Expansion Project
Bids
The purpose of this memo is to provide you with information regarding the receipt of
bids for the construction of the 10 and Central Ramp and also the expansion of the
Fire Headquarters Building.
Background
At the City Council meeting on April 5 2010, the Council gave Preliminary Approval of
the Plans, Specification, Form of Contract and Estimated Cost, setting the Public
Hearing and Ordered Advertisement of Bids. Subsequently, the project was advertised
in the Telegraph - Herald, the Des Moines Register and also the Madison Journal on
April 7 2010. The opening of the sealed bids was conducted on May 6, 2010 at 11:00
A.M.
Following the opening of the bids submitted by eight general contractors, it was brought
to the City's attention that there was a discrepancy in the Bid Documents. Specifically,
when Desman Associates created the plans and specifications, there was a
discrepancy in how the evaluation of the submitted bids would be completed and on
what criteria the award of the bids would be based. In one area of the bid documents, it
is referenced that we would only consider the amount of the base bids in awarding the
contract. However, in a separate section of the documents, it could arguably be
perceived that the documents indicate we would consider some aspects of the unit
pricing in our determination of awarding of the contract.
10 and Central Parking Ramp and Fire Headquarters Expansion Project Bids
May 13, 2010
Page II
I have contacted the Economic Development Administration representative assigned to
this project regarding this recommendation and I anticipate that this will cause a minimal
delay as they will once again have to review and approve the new documents prior to
initiation of the bidding process by the City Council.
Therefore, after consulting with the City's attorney, the conclusion was made that there
was sufficient ambiguity in the bidding documents and that additional clarification was
required in order to set out specific evaluation criteria to award the contract.
Action Requested
Considering this information, with your approval, I am recommending that the City
Council reject all bids for the construction of the 10 and Central Parking Ramp and the
Fire Headquarters Expansion Projects.
Cc: David Heiar, Economic Development Director
Jennifer Larson, Budget Director
Gus Psihoyos, City Engineer
Steve Brown, Project Manager
Dan Brown, Fire Chief
RESOLUTION NO. 165-10
REJECTING ALL COMPETITIVE BID PROPOSALS RECEIVED FOR THE
CONSTRUCTION OF THE PARKING RAMP AT 10 AND CENTRAL AND
THE EXPANSION OF THE FIRE HEADQUARTERS BUILDING.
Whereas, competitive sealed bid proposals have been submitted by
contractors for the construction of the 10 and Central Parking Ramp and
the Expansion of the Fire Headquarters, pursuant to Resolution No. 97 -10
and Notice to Bidders published in the Telegraph Herald on the 7th and 9th
day of April; the Des Moines Register on the 7 th day of April; the Madison
Journal on the 7 th day of April; and
Whereas, said competitive sealed bid proposals were opened and read
on the 6 th day of May, 2010; and
Whereas, the City Council has deemed it advisable to reject all
competitive sealed 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 competitive sealed bid proposals for the
Construction of the 10 and Central Parking Ramp and the Fire
Headquarters Expansion Project are hereby rejected.
Section 2. The City Clerk is authorized and instructed to return
the bid deposits of the unsuccessful bidders for the 10 and Central
Parking Ramp and the Fire Headquarters Expansion Project.
Roy
10
Buol, Mayor
Passed, approved and adopted this 17th day of May, 2
Attest: Jeanne F. Schneider, CMC, City Clerk