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Burlington Northern RR DepotMEMORANDUM October 1,2003 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Burlington Northern Railroad Depot Restoration Project Iowa DOT No. STP-E-2100 (618)--8V-31 Public Works Director Mike Koch is recommending acceptance of the Burlington Northern Railroad Depot Restoration Project - Contract No. 7 - Finish Carpentry, as completed by Renaissance Restoration, Inc., in the final contract amount of $35,928.00, and Contract No. 8 - Roofing, as completed by Rafoth Sheet Metal, Inc., in the final contract amount of $99,747.00. 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 CITY OF DUBUQUE, IOWA MEMORANDUM October 1,2003 TO: FROM: Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director SUBJECT: Burlington Northern Railroad Depot Restoration Project Iowa DOT No. STP-E-2100 (618)--8V-31 INTRODUCTION The enclosed resolutions provide for the acceptance of the completed construction contracts associated with the Burlington Northern Railroad Depot Restoration Project, Contract No.7 - Finish Carpentry and Contract No.8 - Roofing. BACKGROUND The Dubuque County Historical Society (DCHS) and the City as the ocal sponsor secured a Transportation Equity Act (TEA-21) Grant in the amount of $444,050 awarded by the Iowa Department of Transportation (Iowa DOT) for the Burlington Northern Railroad Depot Restoration 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 Burlington Northern Railroad Depot Restoration Project was separated into eight (8) individual projects. The Burlington Northern Railroad Depot Restoration Project, Contract No.7 I- Finish Carpentry, included the installation of the doors, windows and all interior wood finishes. Contract No.8 - Roofing, included the installation of a slate shingle roof and the associated decorative trim. DISCUSSION Contract No.7 - Finish Carpentry, has been completed by Renaissance Restoration, Inc. of Galena, Illinois, in the final contract amount of $ $35,928.00. Contract No.8 - Roofing, has been completed by Rafoth Sheet Metal, Inc. of Dubuque, Iowa, in the final contract amount of $ $99,747.00. The following is a summary of the multiple construction contracts for the Burlington Northern Railroad Depot Restoration Project, of which Contract No.7 - Finish Carpentry and Contract No.8 - Roofing are completed. The remaining construction contracts are all completed and are awaiting certificates of substantial completion and final closeout submittal documentation. RECOMMENDATION I would recommend that the City Council accept the improvements and recommend that the final contract amounts be established at $35,928.00 for Contract No.7 - Finish Carpentry and $99,747.00 for Contract No.8 - Roofing, associated with the Burlington Northern Railroad Depot Restoration Project. BUDGETIMPACT The available funds for the Burlington Northern Railroad Depot Restoration Project was $555,062. The eight (8) individual contracts awarded for the project total $516,160 (including approved change orders). The Dubuque County Historical Society has a TFA-21 Grant awarded by the Iowa Department of Transportation in the amount of $444,050 for the project. The multiple contracts will be funded with 20% Dubuque County Historical Society funds and 80% 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 for the completed construction contracts for the Burlington Northern Railroad Depot Restoration Project: Contract No.7 - Finish Carpentry: $ 70,375 $ 35,928 $ 35,928 Contract No.8 - Roofing: 88,155 99,747 99,747 Total Renovation Cost $158,530 $135,675 $135,675 The project funding for the Burlington Northem Railroad Depot Restoration Project is as follows: Dubuque County Historical Society (20% Match) Iowa DOT TEA-21 Grant $ 27,135 108,540 Total Renovation Project Funding $135,675 ACTION TO BE TAKEN The City Council is requested to adopt the attached resolutions accepting the improvement and establishing the final coh~'ract amount for Contract No.7 - Finish Carpentry and Contract No.8 - Roofing, associated with the Burlington Northern Railroad Depot Restoration 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 Eipperle, Durrant Group Gary Schulte, Durrant Group Paul Kalb, Conlon Construction Roger Walton, P.E., Local Systems Engineer, IDOT RESOLUTION NO. 357-03 ACCEPTING IMPROVEMENT Whereas, the contract for the Burlington Northern Railroad Depot Restoration Project, Contract No. 7 - Finish 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 20% of said contract amount from the Dubuque County Historical Society and 80% 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, CMC, City Clerk RESOLUTION NO. 358-03 FINAL ESTIMATE Whereas, the contract for the Burlington Northem Railroad Depot Restoration Project, Contract No. 7 - Finish 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 $35,928.00 and the said improvement shall be paid by the City as provided for therein, and the City shall be reimbursed in the amount of 20% of said contract amount from the Dubuque County Historical Society and 80% of said contract amount from the Iowa Department of Transportation, TEA-Grant. Passed, approved and adopted this 6th day of October, 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk RESOLUTION NO. 359-03 ACCEPTING IMPROVEMENT Whereas, the contract for the Burlington Northern Railroad Depot Restoration Project, Contract No. 8 - Roofing 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 20% of said contract amount from the Dubuque County Historical Society and 80% of said contract amount from the Iowa Department of Transportation, TEA-21 Grant. Passed, approved and adopted this 6th __dayof October , 2003. Ter/rance M. Dugg,~ayor Attest: ~ ~ ~.,/3eanne F. SchneiS-er, CMC, City Cler-~Ck~ RESOLUTION NO. 360-03 FINAL ESTIMATE Whereas, the contract for the Burlington Northern Railroad Depot Restoration Project, Contract No. 8 - Roofing 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 $99,747.00.00 and the said improvement shall be paid by the City as provided for therein, and the City shall be reimbursed in the amount of 20% of said contract amount from the Dubuque County Historical Society and 80% of said contract amount from the Iowa Department of Transportation, TEA-21 Grant. Passed, approved and adopted this 6t.h __day of October ,2003. Atte~.s~: ,/~) ) ~,~eanne F. Schnei~l(~r, CMC, City~k CERTIFICATE OF SUBSTANTIAL COMPLETION CONSTRUCTION MANAGER - ADVISER EDITION AIA DOCUMENT GTo4/CMa - EL£CTR ONIC FORMAT OWNER [] CONSTRUCTION MANAGER [] ARCHITECT [] CONTRACTOR [] FIELD [] OTt, mR [] pOCI~IENT Dao~. PROJECT: (Nart~ and address) O B & N RAILROAD DEPOT SHELL RESTORATION Ice Harbor District Dubuaue. lowa 52001 TO OWNER:_CiN of Dubuque 50 West 13th Street Dubuque~ Iowa 5200'1 (ig'ame and address) PROJECT NOS:_ CONTRACT FOR: Finish Caroentrv#7 CONTRACT DATE: June 24, 2002 TO CONTR/~CTOR: Renaissance Restoration. Inc. P. O.Box 291. 330 Spring Street Galena, Illinois 61036 (Name and ndaress) DATE OF ISSUANCE: Ser)tember 4. 2003 PROJECT OR DESIGNATED PORTION SHALL INCLUDE: Furnish and install architectural woodwork and ioint sealants for the Reilroad Depot Restoration Prciect. The Work performed under this Contract has been reviewed and found, to the Construction Manager's and Architect's best knowledge, information and behef, to be substantially complete. Substantial Completion is the stage in the progress of the Work when the Work or designated poi~ion thereof is sufficiently complete in accordance with the Contract Documents so the Owner can occupy or utilize the Work for its intended use. The date of Substantial Completion of the Project or portion thereof designated above is hereby established as which is also the date of commencement of applicable warranties required by the Contract Documents, except as stated below: A list of items to be completed or corrected is attached hereto. The failure to include any items on such llst does not alter the responsibility of the Contractor to complete all Work in accordance with the Contract Documents. .Conlon Construct n Co. CONSTRUCTION MANAGER BY Paul Kalb DATE D u rrant GrouD ~Ke~er~:~ ARCHITECT B DATE The Contractor will complete or correct the Work on the list of items attached hereto within days from the above date of Substantial Completion. Renaissance Restoration Inc. CONTRACTOR Qy Te~/5ole DATE The Owner accepts the Work or designated portion thereof as substantially complete and will assume full possession thereof at (time) on (date). o, u=u OWNER BY uob Schiesl DATE 'lhe responslbtb, ttes ot Uae Owner and the Contractor tot security, maintenance, heat, utlhtles, damage to Uae Work and insurance shall © 1992 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20006-5292. AIA DOCUMENT G7041CMa - CERTIFICATION OF SUBSTANTIAL COMPLETION - CONSTRUCTION MANAGER-ADVISER EDITION - 1992 EDITION -AtA® - 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 accordance with your license without violation until the date of expiration as noted below. User Document: gTO4cma - cb&n renaissance.aia -- 9/4/2003. AIA License Number 100289], which expires on 7/29/2004. Electronic Format G704/CMa - 1992 SUBSTANTIAL COMPLETION SEP 1 ~ ?~g:~ CONSTI~UCTtONJvLkNAGER CONSTRUCTION MANAGER I ADVISER EDITION Zk~CHITECT Dubuou to .a FIELD OTI R [] PROJECT: PROJECT NOS: (N~ ard address) - C B & N RAILROAD DEPOT SHELL RESTORATION CONTRACT FOR: Roofin Contract Ice Harbor District TO OWN~R:_City of Dubuque TO COHTI~CTO~ Rafoth Sheet Metal. Inc, 50West 13thSt~=et SEP i 9 2003 1766 CentralAvenue D'Jb~'Je-~ Iowa 52901, Dubuque. Iowa 52091 The Durrant Group, Inc. DATE OF ISSUANCE: Seatember 4. 2003 PRO/ECT OR DESIGNATED PORTION SHALL INCLUDE: Furnish and install rubber shinoles, metal flashino, and roof accessories for the Railroad De~ot Restoration Project. The Work performed under this Contract has been reviewed and found, to the Construction Manager's and Architect's best knowledge, izffurmatiun and belief, to be substanQall7 complete. Substantial Completion is the stage in the progress of the Work when the Work or designated poztion thereof is sufficiently complete in accordance with the Contract Documents so the Ovmer can occupy or utilize the Work for its intended use. The date of Substantial Completion of the Project or portion thereof desi~onated above is hereby established as which is also the date of commencement of applicable warranties requked by the Contract Documents, except as stated below: A list of Rems to be completed or corrected is attached hereto. The failure to include any Rems on such list does not alter the responsibility of the Contractor to complete all Work in accordance with the Contract Documents. Conlon Construction Co. ~ ~'~ ~ '~'"'~"'~,~" CONSTRUCTION MANAGER BY Paul Kalb DATE Durrant Group ARUNXI'ECT B~ DATE The Contractor will complete or correct the Work on the list of items attached hereto within days from the above date of Substantial Compledor~ Rafoth Sheet Metal Inc. ~)_~,f.~ ~ ~ . /~ -~..~ . CONTRACTOR BY Ken Schmitt DATE The Owner accepts the Work or designated portion thereof as substantially complete and will assume full possession thereof at (time) (date). on City of Dubuque OWNER BY Bob Schie_s! DATE The responszb~tzes at ~e Owner and the Contractor tar security, maintenance, heat, ut~lzttes, damage to the Work and msumce shall © 1992 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20006-5292. AIA DOCUMENT G704/CMa ~ CERTIFICATION OF SUBSTANTIAL COMPLETION ~ CON5TRUCTION MANAGER-ADVISER EDITION - 1992 EDITION - AIA® - WARNING: Unlicensed photocopying violates U.S. copyright laws and wile subject the violator to legal prosecution. This document was electronically produced with permission of the AIA and can be reproduced in accordance with your license without violation until the date of expiration as noted below. expiration as noted below. User Document: g704cma - ~b&n ra{oth.aia - 9/4/2003. AIA License Number 1002891, which expires on 7/29/2004. Electronic Format G704/CMa - 1992 1