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Woodward Museum AcceptanceMEMORANDUM TO: FROM: SUBJECT: October1,2003 The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Woodward Museum - 2002 Renovations Project Iowa DOT Ref. No. STP-ES-2100 (619)--81-31 Public Works Director Mike Koch is recommending acceptance of the Woodward Museum - 2002 Renovations Project, Contract No. 3 - Carpentry, as completed by Klauer Construction Company, in the final contract amount of $83,069.00, which is a 51% increase from the original contract amount of $55,000. The reason for the increase in cost resulted from multiple change orders to the original project scope of work to address unforeseen deterioration encountered during renovation of the historic freighthouse structure. These changes included replacing existing transom windows, wood sashes, muntin bars and broken windowpanes, replacing wood roof support brackets and modifications to intedor framing to conceal fire sprinkler piping. I concur with the recommendation and respectfully request Mayor and City Council approval. Mif;hael C. Van Milligen '~ MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Michael A. Koch, Public Works Director CITY OF DUBUQUE, IOWA MEMORANDUM September 30, 2003 TO: FROM: Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director SUBJECT: Woodward Museum- 2002 Renovations Project Iowa DOT Reft No. STP-ES-2100 (619)--81-31 INTRODUCTION The enclosed resolutions provide for the acceptance of the completed construction contract associated with the Woodward Museum - 2002 Renovations Project, Contract No.3 - Carpentry. BACKGROUND The Dubuque County Historical Society (DCHS) and the City as the local sponsor secured a Transportation Equity Act (TEA-21) Grant in the amount of $629,121 awarded by the Iowa Department of Transportation (Iowa DOT) for the Woodward Museum - 2002 Renovations Project. Through discussions with the Iowa DOT, DCHS and City staff, it was determined that the project would be more efficiently managed and would have more local contractor participation if the project could be bid locally through the City of Dubuque. The Iowa DOT will allow local bidding of an TEA-21 project if the project elements being bid are estimated to cost less than $100,000 each. To achieve this, the Woodward Museum - 2002 Renovations Project was separated into six (6) individual projects. The Woodward Museum - 2002 Renovations Project, Contract No.3 - Carpentry, included the removal of the metal panels on the one-story windows, replacement of broken glass in the one-story windows, restoration of all existing windows, installation of storm windows on the second floor windows and construction of bulkheads/chases to conceal fire sprinkler piping in the two-story section. DISCUSSION Contract No.3 - Carpentry, has been completed by Klauer Construction Company of Dubuque, Iowa, in the final contract amount of $83,069.00, which is a 51% increase from the original contract amount of $55,000.00. The reason for the increase in cost associated with Contract No.3 - Carpentry, resulted from multiple change orders to the original project scope of work to address unforeseen deterioration encountered during renovation of the historic freighthouse structure. These changes included replacing existing transom windows, wood sashes, muntin bars and broken windowpanes, replacing wood roof support brackets and modifications to interior framing to conceal fire sprinkler piping. RECOMMENDATION I would recommend that the City Council accept the improvements and recommend that the final contract amounts be established at $83,069.00 for Contract No.7 - Carpentry for the Woodward Museum - 2002 Renovations Project. BUDGET IMPACT The available funds for the Woodward Museum - 2002 Renovations Project is $898,744. The six (6) individual contracts awarded for the project total $380,638 (including approved change orders). The Dubuque County Historical Society has a TEA-21 Grant awarded by the Iowa Department of Transportation in the amount of $629,121 for the project. The multiple contracts will be funded with 30% Dubuque County Historical Society funds and 70% State/Federal funds and up to the maximum grant amount. The City is the sponsor of the TEA-21 Grant but will not have any funds contributed to the project. The following is a project cost summary of the completed construction contracts for the Woodward Museum - 2002 Renovations Project. Estimate Bid Final Contract No.3 - Carpentry: $ 48,095 $ 55,000 $ 83,069 Total Renovation Cost: $ 48,095 $ 55,000 $ 83,069 The project funding for the Woodward Museum - 2002 Renovations Project is as follows: Dubuque County Historical Society (30% Match) Iowa DOT TEA-21 Grant $ 27,920.70 58,148.30 Total Renovation Project Funding $ 83,069.00 ACTION TO BE TAKEN The City Council is requested to adopt the attached resolutions accepting the improvement and establishing the final contract amount for Contract No.7 - Carpentry for the Woodward Museum - 2002 Renovations Project. Prepared by Robert Schiesl, P.E., Civil Engineer CC: Pauline Joyce, Administrative Services Manager Jerry Enzler, Mississippi River Museum Mark Hantelmann, Mississippi River Museum Kevin Eippede, Durrant Group Chris Wand, Durrant Group Roger Walton, P.E., Local Systems Engineer, IDOT RESOLUTION NO. 355-03 ACCEPTING IMPROVEMENT Whereas, the contract for the Woodward Museum - 2000 Renovations Project, Contract No. 3 - Carpentry has been completed and the City Manager has examined the work and filed his certificate stating that the same has been completed according to the terms of the contract, plans and specifications and recommends its acceptance. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. That the recommendation of the City Manager be approved and that said improvement be and the same is hereby accepted. BE IT FURTHER RESOLVED that the City Treasurer be and he is hereby directed to pay to the contractor in the amount equal to the amount of his contract, less any retained percentage provided for therein, and the City shall be reimbursed in the amount of 30% of said contract amount from the Dubuque County Historical Society and 70% of said contract amount from the Iowa Department, TEA-21 Grant. Passed, approved and adopted this 6th day of October, 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk Mayor Attest: Ueanne F. Schneider, CMC, City Clerk RESOLUTION NO. 356-03 FINAL ESTIMATE Whereas, the contract for the Woodward Museum - 2000 Renovations Project, Contract No. 3 - Carpentry has been completed and the City Engineer has submitted his final estimate showing the cost thereof including the cost of estimates, notices and inspection and all miscellaneous costs. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. That the cost of said improvement is hereby determined to be $83,069.00 and the said improvement shall be paid by the City as provided therein, and the City shall be reimbursed in the amount of 30% of said contract amount from the Dubuque County Historical Society and 70% of said contract amount from the Iowa Department of Transportation, TEA-21 Grant. Passed, approved and adopted this 6th day of October ., 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk ~,/0eanne F. Schneider, CMC, City Clerk 2000 Edition - Electronic Format The 8urrant Group, inc. Dubuque, [0wa Certificate of Substantial Completion PROJECT: (Name and address) Woodward Museum TO OWNER: (Name and address) Bob Schiesl City of Dubuque City Hall 5O West 13th Street AIA Document G704 - 2000 PROJECT NUMBER: 02109.00 CONTRACT FOR: Carpentr~ CONTRACT DATE: 8.22.02 TO CONTRACTOR: (Name and address) Klauer Construction' Dubuque~ IA 52001 2755 Dodue Street Dubuque. IA 52003 OWNER~I ARCHITECT [] CONTRACTOR[~ FIELD [] OTHER~ 'PROJECT OR PORTION OF THE PROJECT DESIGNATED FOR PARTIAL OCCUPANCY OR USE SHALL INCLUDE: The Work performed under this Contract has been reviewed and found, to the Architect's best knowledge, infomaafion and belief, to be substantially complete. Substantial Completion is the stage in the progress of the Work when the Work or designated portion is sufficiently complete in accordance with the Contract Documents so that the Owner can occupy or utilize the Work for its intended use. The date of Substantial Completion of the Project or portion designated ahove is the date of issuance established by this Certificate, which is also the date of commencement of applicable warranties required by the Contract Documents, except as stated below:. ARCHITECT 'B'~ ~/ -//- DATE OF ISSUANCE A list of items to be completed or corrected is attached hereto. The failure to include any items such list does not alter the responsibility of the Contractor to complete all Work in accordance with the Contract Documents. Unless otherwise agreed to in writing, the date of commencement of warranties for items on the attached llst will be the date of issuance of the final Certificate of Pa)~aent or the date of final payment. Cost estimate of Work that is incomplete or defective: The Contractor will complete or correct the Work on the list of items attached hereto within ( ) days from the above date of Substantial Completion. Klauer ff / The Owner accepts the Work or designated portion as substantially complete and will assume full possession at (time) on (date). © 2000 The American Institute of Architects. Reproduction of the material herein or substantial quotation of its provisions without written permission of the AIA violates the copyright laws of the United States and will subject the violator to ]egat prosecution. WARNING: Unlicensed photocopying violates U.S. copyright laws and will subject the violator to legal prosecution. This document was electronically produced with permission of the AIA and can be reproduced in ~ccordance with your license without violation until the date of expiration as noted below, expiration as noted below. User Document: KLAUER -- 6/9/2003. AIA License Number 1011107, which expires on 10/31/2003. AUTHENTICATION OF THIS ELECTRONICALLY DRAFTED AIA DOCUMENT MAY BE MADE BY USING/VA DOCUMENT D40L © 2000 AIA® AIA DOCUMENT G704~2000 CERTIFICATE OF SUBSTANTIAL COMPLETION The American Institute of Architects 1735 New York Avenue, N.W. Washington, D.C. 20006-5292 OWNER BY DATE The responsibilities of the Owner and Contractor for security, maintenance, heat, utilities, damage to the Work and insurance shall be as follows: covel~ge.) © 2000 The American Institute of Architects. Reproduction of the material herein or substantial quotation of its provisions without written permission of the AIA violates the copyright laws of the United States and will subject the violator to legal prosecution. WARNING: Unlicensed photocopying violates U.S. copyright taws and will subject the violator to legal prosecution. ?bis document was electronically produced with I:)ermission of the AIA and can be reproduced in accordance with your license without violation until the date of expiration as noted be]ow, expiration as noted below. User Document: KLAUER - 6/9/2003. AIA License Number tO1]t07, which expires on ]0/31/2003.