Port of Dbq Logging Demo -ClearMEMORANDUM
August13,2003
TO:
The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Port of Dubuque Logging Properties
Building Demolition and Site Clearance Project
Sealed bids were received for the Port of Dubuque Logging Properties - Building
Demolition and Site Clearance Project. WC Stewart Construction Company submitted
the Iow bid in the amount of $69,000, which is 31% under the engineer's estimate.
The project will be funded with a $360,000 Federal Economic Development Initiative
Grant targeted for property acquisition and site cleanup in the Port of Dubuque.
However, the City has not received release of funds from HUD because of ongoing
review by the State Historic Preservation Office. Release of the grant funds may be
delayed until mid-September.
Because of the delay in receiving the release of funds from HUD, the City is not
authorized to execute a contract until that time.
Public Works Director Mike Koch recommends that the public hearing be held and the
plans and specifications approved, but the award of the contract to WC Stewart
Construction Company be deferred until the September 2, 2003 Council meeting. This
is allowed under the project specifications, which require the contractor to guarantee the
bid through September 7, 2003.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM/jh
Attachment
CC:
Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Michael A. Koch, Public Works Director
Michael C. Van Milligen ~ ~
CITY OF DUBUQUE, IOWA
MEMORANDUM
August 13, 2003
TO:
FROM:
SUBJECT:
Michael C. Van Milligen, City Manager
Michael A. Koch, Public Works Director ,~,~
Port of Dubuque Logging Properties
Building Demolition and Site Clearance Project
INTRODUCTION
The following is a request to delay the award of the construction contract for the Port of
Dubuque Logging Properties - Building Demolition and Site Clearance Project until the
September 2, 2003 Council meeting.
BACKGROUND
The Demolition and Site Clearance Project includes: the complete demolition of existing
structures; the excavation, removal, clean-up, and disposal of all building materials from the
former Miller Logging and the Dubuque Hardwoods properties; and the disconnection and
abandonment of both City and public utilities to the site.
To comply with DNR and federal regulations and to reduce the potential liability of the City, the
contractor will be required to dispose of all solid waste demolition materials at the Dubuque
Metropolitan Area Solid Waste Agency Landfill. The City, however, shall incur all associated
landfill solid waste disposal costs that are estimated at $50,000 to $75,000.
The contractor is responsible for providing an off-site disposal area and transport all solid fill,
salvageable or scrap materials to the off-site disposal location. The City will not incur any
landfill disposal charges for solid fill, salvageable or scrap materials.
BID RESULTS
Sealed bids were received on the project on August 7, 2003. WC Stewart Construction
Company of Dubuque, Iowa submitted the Iow bid in the amount of $69,000. This amount is
31% under the engineer's estimate.
A summary of the bids received is as follows:
Contractor Name
WC Stewart Construction Company
Dubuque Barge & Fleeting Service
Portzen Construction
Tschiggfde Excavating
Drew Cook & Sons Excavating
Bid Amount
$ 69,000
76,245
79,900
82,200
95,450
PROJECT FUNDING
The project will be funded with a $360,000 Federal Economic Development initiative Grant
targeted for property acquisition and site cleanup in the Port of Dubuque. However, the City has
not received release of funds from HUD because of ongoing review by the State Historic
Preservation Office. Release of the grant funds may be delayed until mid-September.
The summary of the project costs is as follows:
Estimate Bid Award
Logging Properties Site Demolition
(Dubuque Hardwoods, Miller Logging Site)
Landfill Disposal Cost
Total Project Cost
$100,000 $ 69,000
$ 50,000 $ 50,000
$150,000 $119,000
Because of the delay in receiving the release of funds from HUD sometime in about mid-
September, the City is not authorized to execute a contract until that time. At the September 2,
2003 Council meeting, City staff should have more information on the anticipated date of the
HUD release of funds.
Two options exist with regard to the award of this contract. The first would be a conditional
award with a voluntary extension of the bid guarantee from the contractor beyond the normal
30-day period, or by September 2, HUD may have already released the funds and the award
would be straightened with no contingencies. Knowing this release date at the time of the
award will allow the City to make a more informed award of this contract.
RECOMMENDATION
I recommend that the award of this contract to WC Stewart Construction Company be deferred
until the September 2, 2003 Council meeting. This is allowed under the project specifications,
which require the contractor to guarantee the bid through September 7, 2003.
The public hearing and the adoption of the final plans and specifications were set for August 18,
2003 when the project was initiated, it is, therefore, necessary that the public hearing proceed
as planned and that the project plans and specifications are given final approval at this meeting.
ACTION TO BE TAKEN
The City Council is requested to hold the public hearing on the project and to adopt the
Resolution Approving the Final Plans and Specifications.
The City Council is requested to defer the award of the contract for the Port of Dubuque Logging
Properties - Building Demolition and Site Clearance Project to WC Stewart Construction
Company until the September 2, 2003 Council meeting.
Prepared by Robert D. Schiesl, Civil Engineer
cc: Pauline Joyce, Administrative Services Manager
Bill Baum, Community and Economic Development Director
Pam Myhre, Community and Economic Development
Rich Russell, Building Services Manager
Jim Kolf, Durrant
CITY OF DUBUQUE - ENGINEERING DIVISION
BID TABULATION FORM
PROJECT: Port of Dubuque Logging Properties
Building Demolition and Site Clearance Project
DATE: Thursday, August 7, 2003
BIDDER NAME: WC Stewart Construction Company
BID ALTERNATE NO.1
(A) For the LUMP SUM AMOUNT OF, Dollars ( NO BID )
(B) Salvage Value Credit, the LUMP SUM AMOUNT OF, Dollars ( NO BID )
NET AMOUNT FOR BID ALTERNATE NO.1, equal to Part (A) minus Part (B)
for the LUMP SUM AMOUNT OF, Dollars ( NO BID )
BIDDER NAME: Tschiggfrie Excavating
BID ALTERNATE NO.1
(A) For the LUMP SUM AMOUNT OF, Dollars ( NO BiD )
(B) Salvage Value Credit, the LUMP SUM AMOUNT OF, Dollars ( NO BID )
NET AMOUNT FOR BID ALTERNATE NO.1, equal to Part (A) minus Part (B)
for the LUMP SUM AMOUNT OF, Dollars ( NO BID )
BID ALTERNATE NO.2
(A) For the LUMP SUM AMOUNT OF,
Dollars $69.000~00
BID ALTERNATE NO.2
(A) For the LUMP SUM AMOUNT OF,
Dollars $82.200.00
BIDDER NAME: Dubuque Barge & Fleeting Service
BID ALTERNATE NO.1
(A) For the LUMP SUM AMOUNT OF, Dollars ( NO BID )
(B) Salvage Value Credit, the LUMP SUM AMOUNT OF, Dollars ( NO BID )
NET AMOUNT FOR BID ALTERNATE NO.1, equal to Part (A) minus Part (B)
for the LUMP SUM AMOUNT OF, Dollars ( NO BID )
BID ALTERNATE NO.2
(A) For the LUMP SUM AMOUNT OF, Dollars ~76~245.00
BIDDER NAME: Portzen Construction
BID ALTERNATE NO.1
(A) For the LUMP SUM AMOUNT OF, Dollars ( NO BID )
(B) Salvage Value Credit, the LUMP SUM AMOUNT OF, Dollars ( NO BID )
NET AMOUNT FOR BID ALTERNATE NO.1, equal to Part (A) minus Part (B)
for the LUMP SUM AMOUNT OF, Dollars ( NO BID )
BIDDER NAME: Drew Cook & Sons Excavating
BID ALTERNATE NO.1
(A) For the LUMP SUM AMOUNT OF, Dollars ( NO BID )
(B) Salvage Value Credit, the LUMP SUM AMOUNT OF, Dollars ( NO BID )
NET AMOUNT FOR BID ALTERNATE NO.l, equal to Part (A) minus Part (B)
for the LUMP SUM AMOUNT OF, Dollars ( NO BID )
BiD ALTERNATE NO.2
(A) For the LUMP SUM AMOUNT OF, Dollars $95,450~00
BID ALTERNATE NO.2
(A) For the LUMP SUM AMOUNT OF, Dollars $79,900.00
RESOLUTION NO. 292-03
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 16th day of July, 2003, plans, specifications, form of
contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Port of Dubuque Logging Properties - Building Demolition and Site
Clearance Project.
Whereas, notice of headng on plans, specifications, form of contract, and
estimated cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are
hereby approved as the plans, specifications, form of contract and estimated cost
for said improvements for said project.
Passed, adopted and approved this 18th day of Auqust ,2003.
Patricia A. Cline, Mayor Pro-Tem
Jeanne F. Schneider, CMC, City Clerk