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Woodward Museum Proj finalMEMORANDUM November 10, 2003 TO: FROM: SUBJECT: 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. 2 - Roof, Gutters and Downspouts, as completed by T&K Roofing & Sheetmetal Co., in the final contract amount of $93,490.00, which is a 26% increase from the original contract amount of $74,246.00. The increase in cost associated with the project is due to the multiple change orders in the original project scope of work to address unforeseen deterioration encountered during renovation of the histodc freighthouse structure. These changes included replacing wood roof decking, blocking, fascia board and reinforcing deteriorated roof joist and framing on the two-story section. Repair was also required to stabilize the masonry parapet wall on the two-story section. 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 MEMORANDUM November 10, 2003 TO: FROM: Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director SUBJECT: Woodward Museum- 2002 Renovations Project Iowa DOT Ref. 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.2 - Roof, Gutters and Downspouts. 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.2 - Roof, Gutters and Downspouts, included the removal of existing roofing materials on the one-stow section, installation of new built-up roofing on the one-stow section, repair of the built-up roof on the two-stoW section and installation of new pre-finished metal gutters and downspouts throughout. DISCUSSION Contract No.2 - Roof, Gutters and Downspouts, has been completed by T&K Roofing & Sheetmetal Co. of Ely, Iowa, in the final contract amount of $93,490.00, which is a 26% increase from the odginal contract amount of $74,246. The reason for the increase in cost associated with Contract No.2 - Roof, Gutters and Downspouts, 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 wood roof decking, blocking, fascia board and reinforce deteriorated roof joist and framing on the two-story section. Repair was also required to stabilize the masonry parapet wall on the two-story section. RECOMMENDATION I would recommend that the City Council accept the improvements and recommend that the final contract amounts be established at $93,490.00 for Contract No.2 - Roof, Gutters and Downspouts for the Woodward Museum - 2002 Renovations Project. BUDGET IMPACT The available funds for the Woodward Museum - 2002 Renovations Project are $898,744. The six (6) individual contracts awarded for the project total $383,083 (including approved change orders). The Dubuque County Histodcal 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.2 - Roof, Gutters $ 89,968 $ 74,246 $ 93,490 and Downspouts Total Renovation Cost: $ 89,968 $ 74,246 $ 93,490 The project funding for the Woodward Museum - 2002 Renovations Project is as follows: Dubuque County Historical Society (30% Match) $ 28,047 Iowa DOT TEA-21 Grant (70%) 65,443 Total Renovation Project Funding $ 93,490 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.2 - Roof, Gutters and Downspouts 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 Eipperle, Durrant Group Chris Wand, Durrant Group Roger Walton, P.E., Local Systems Engineer, IDOT 2000 Edition - Electronic Format AIA Document G704 - 2000 Certificate of Substantial Completion PROJECT: ...... ."~ ..,-...o. Io,.a[ l LbU m (.,V~me a~daddre~) OOT 2 7 2003 l'ne Ourrant Group, TO OWNER: Dubuque, iowa city of Dubaq~ Ci~, Hall Dubuque~ iA 52001 (Ar~-ae aad adding) PROJECT NUMBER: 02109.00 CONTRACT FOR: Roof~ Gutters & Downspouts CONTRACT DATE: 9.4.O2 TO CONTRACTOR: T&K Roofing P.O. Box 27g Ely~ IA 52227 (Narxte and Mdress) OWNER U 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, information 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 above is the date of issuance established by this Certificate,)ghich is also the date of commencement of applicable warranties required by the Co~nti~Docun)en~xcept as stated belo~n ARCHITECT B~' / // - DATE OF ISSUANCE Durrant Group~ Kevin J. Eippede~ AIA August t4~ 2003 Inc. Managing Princil)al A list of items to be completed or corrected is attached hereto. The failure to include any items on such list does not alter the responsib'flity of the Contractor to complete all Work in accordance with the Contract Documents. Llnless otherwise agreed to in writing, the date of commencement of warranties for items on the attached list will be the date of issuance of the final Certificate of Payment or the date of final payment. Cost estinmte of Work that is incomplete or defectiv~ The Contractor will complete or correct the Work on the list of items attached hereto within HI& ( ) days from the above date of Substantial Completion. © 2000 The American Institute ut 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 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: depot g704.aia - 10/22/2003. AIA License Number ]011~07, which expires on 10/31/2003. AUTHENTICATION OF THiS ELECTROMCALLY DRAFTED /VA DOCUMENT MAY BE MADE BY USING AIA DOCUMENT D40L © 2000 AIA® AIA DOCUMENT G704--2000 CERTIFICATE OF SUBSTANTIAL COMPLETION The American Institute-of Architects U35 New York Avenue, N Washington, D,C. 20006-5292 CONTRACTOR 10/24/03 DATE T&K Roofing The Owner accepts the Work or designated portion as substantially complete and will assume full possession at (time) on (date). OWNER BY DATE City of Dubuque The responsibilities of the Owner and Contractor for security, maintenance, heat, utilities, damage to the Work and instttance shall be as follows: (Note: Owner's and Co~tractoFs legal and insurance counsel should determine and review insurance requfi"elnents and ooverage.) © 2000 The American Institute ut 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 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: depot g704.aia - 10'22/2003. AIA License Number 1011107, which expires on 10/31/2003. 2 RESOLUTION NO. 453-03 ACCEPTING IMPROVEMENT Whereas, the contract for the Woodward Museum - 2002 Renovations Project, Contract No. 2 - Roof, Gutters and Downspouts 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 contracts, 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 improvements be and the same are 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 of Transportation, TEA-21 Grant. Passed, approved and adopted this 17th day of November, 2003. Terrance M. Duggan, Mayor Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 454-03 FINAL ESTIMATE Whereas, the contract for the Woodward Museum - 2002 Renovations Project, Contract No. 2 - Roof, Gutters and Downspouts 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 $93,490.00 and the said improvement shall be paid by the City as provided for therein, and the City shall be reimbursed in the amount of 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 17th day of November, 203. Terrance M. Duggan, Mayor Jeanne F. Schneider, CMC, City Clerk