Operations Service Ctr Const Pr
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MEMORANDUM
March 31,2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Operations and Service Center Construction Project
Operations and Maintenance Manager Don Vogt recommends initiation of the bidding
process for the Operations and Service Center Construction Project, and further
recommends that a public hearing be set for May 17, 2004. While there is currently a
budget shortfall, contingency plans are available if the bids are not under the estimates.
This includes the delay of several project components.
This project provides for the construction of a new, multi-departmental facility on City
property abutting Kerper Court. This facility would replace the Operations and
Maintenance Department's Garage complex at 925 Kerper Boulevard, the Water
Department's Water Distribution Garage complex on East 4th Street, and, the Transit
Division's vehicle maintenance and repair shop.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen ~
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Don Vogt, Operations and Maintenance Manager
Bob Green, Water Department Manager
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CITY OF DUBUQUE, IOWA
MEMORANDUM
March 29, 2004
TO:
FROM:
Michael C. Van Milligen, City Manager
Don Vogt, Operations and Maintenance Manager ~
SUBJECT: Operations and Service Center Construction Project
INTRODUCTION
The attached resolutions authorize the public bidding procedure for the
Operations and Service Center Construction Project.
DISCUSSION
This project provides for the construction of a new, multi-departmental facility on
City property abutting Kerper Court. This facility would replace the Operations
and Maintenance Department's Garage complex at 925 Kerper Boulevard, the
Water Department's Water Distribution Garage complex on East 4th Street, and,
the Transit Division's vehicle maintenance and repair shop.
Over the last four years and as recently as February 19th, staff and the City
Council have discussed the many reasons for this project. They include the need
to replace the Operations and Maintenance Department's Garage, which has
already exceeded its design life and has proven inadequate in housing the many
activities, personnel and equipment consolidated into this department over the
last fifteen years. Also, the yard surrounding the Operations and Maintenance
Department's Garage is only half its former size, due to property and shop
buildings lost to the 1980's 151/61 highway project and the subsequent
Superfund cleanup project. Also, in the late 90's it became evident that the
Water Distribution Garage along East 4th Street would not be compatible with
planned Port of Dubuque redevelopment initiatives. Finally, as part of ¡he
program to consolidate duplicative vehicle maintenance activities within the City,
the Transit Division's vehicle maintenance activity was assimilated by the
Operations and Maintenance Department in 2001. However, the full benefits of
the consolidation cannot be garnered until all City vehicles are serviced in a
single facility - large enough to accommodate multiple, long wheel-base vehicles.
Just this month, staff has been made aware of an additional reason to
immediately initiate this project. I was informed on March 1st by representatives
of MidAmerican Energy, the company responsible for the Superfund site on
which the Operations and Maintenance Department's Garage on Kerper
Boulevard is located, that their company wishes to "end its responsibilities and
finish the project." They said that they intend to tear down part of our garage
before next winter in order to excavate and remove the last large deposit of coal
tar on our premises. They said that we would have to vacate approximately one
third of our facility and associated storage yard. This would force us to relocate
over thirty heavy trucks, numerous smaller equipment, three shops (signs, lights
and riverfront), over twenty-five vehicles from other departments, plus our
materials and supply storage areas. It is our hope to be able to persuade
MidAmerican to delay this project until calendar 2005, when we will have moved
to the new facility on Kerper Court.
The schedule for this project is proposed as follows:
Advertisement of Bids April 6, 2004
Receipt of Bids May 6, 2004
Notice of Public Hearing May 7, 2004
Public Hearing May 17, 2004
Award of Contract May 17, 2004.
BUDGET IMPACT
The cost estimates for the project are as follows:
Construction Contract $10,985,160
Engineering 472.500
TOTAL $11,457,660
The project's current cost estimate is considerably higher than originally
estimated. This is principally due to substandard soil conditions requiring
additional foundation support, a situation very similar to that encountered during
the Grand River Center project. It is currently estimated that the additional
foundation support will add $875,000 to the cost of the project.
This project will be funded with monies budgeted specifically for it in our
department's capital improvement projects' budget. Those monies total
$10,474,106. While those monies appear inadequate, two options are available
to address a funding shortfall. First of all, an estimated $205,000 will be returned
to the City at the end of the project in sales tax reimbursements. Secondly, over
ten bid alternates totaling $1,429,500 have been identified for possible deletion
from the project.
ACTION TO BE TAKEN
The City Council is requested to establish the date for the public hearing and
authorize the City Clerk to advertise the request for proposals through the
adoption of the attached resolutions.
A IT ACHMENTS
RESOLUTION NO.131-04
131
- 04
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the proposed plans, specifications, form of contract and estimated
cost for the Operations and Service Center Construction Project, in the estimated
amount $11,457,660, are hereby approved and ordered filed in the office of the
City Clerk for public inspection.
Passed, adopted and approved this 5th day of April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 132-04
FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS
Whereas, the City Council of the City of Dubuque, Iowa has given its
preliminary approval on the proposed plans, specifications, and form of contract
and placed same on file in the office of the City Clerk for public inspection of the
Operations and Service Center Construction Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That a Public Hearing will be held on the 1ih day of May, 2004, at 6:30
p.m. in the Public Library Auditorium at which time interested persons may
appear and be heard for or against the proposed plans and specifications, form
of contract and cost of said improvement, and the City Clerk be and is hereby
directed to cause a notice of time and place of such hearing to be published in a
newspaper having general circulation in the City of Dubuque, Iowa, which. notice
shall be not less than four days nor more than twenty days prior to the day fixed
for its consideration. At the hearing, any interested person may appear and file
objections to the proposed plans, specifications, contract, or estimated cost. of
the improvement.
Passed, adopted and approved this 5th day of April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 133-04
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Operations and Service Center Construction Project is hereby
ordered to be advertised for bids for construction.
BE IT FURTHER RESOLVED, that the amount of the security to
accompany each bid shall be in an amount which shall conform to the provisions
of the Notice to Bidders hereby approved as a part of the plans and
specifications heretofore adopted.
That the City Clerk is hereby directed to advertise for bids for the
construction of the improvements herein provided, to be published' in a
newspaper having general circulation in the City of Dubuque, Iowa, which notice
shall not be less than four days nor more thanforty-five days prior to the receipt
of said bids at 2:00 p.m. on the sixth of May, 2004. Bids shall be opened and
read by the City Clerk at said time and will be submitted to the Council for final
action at 6:30 p.m. on the 1 ih day of May, 2004.
Passed, adopted and approved this 5th day of April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
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Jeanne F. Schneider, CMC, City Clerk
NOTICE OF HEARING ON PLANS AND SPECIFICATIONS
Notice of public hearing on proposed plans and specifications, proposed
form of contract and estimate of cost for the Operations and Service Center
Construction Project.
NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold
a public hearing on the proposed plans, specifications, form of contract and
estimate of cost for the Operations and Service Center Construction Project in
accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m.,
on the 1yth day of May, 2004, in the Public Library Auditorium, 360 West 11th
Street, in Dubuque, Iowa. Said proposed plans, specifications, form of contract
and estimate of cost are now on file in the office of the City Clerk. At said
hearing any interested person may appear and file objections thereto or to the
cost of the improvements.
Any visual or hearing-impaired persons needing special assistance or
persons with special accessibility needs should contact the City Clerk's office at
(563) 589-4120 or TDD at (563) 690-6678 at least 48 hours prior to the meeting.
Published by order of the City Council given on the 5th day of April, 2004.
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE CONSTRUCTION OF THE CITY OF DUBUQUE'S NEW
OPERATIONS AND SERVICE CENTER
Sealed proposals will be received by the City Clerk of the City of Dubuque,
Iowa, at the Office of City Clerk in City Hall no later than 2:00 o'clock p.m. on the
sixth of May, 2004, for the construction of the City of Dubuque's New Operations
and Service Center.
Copies of the plans and specifications may be obtained through the office
of the Architect - Kueny Architects, LLC, 10505 Corporate Drive, Suite 100,
Pleasant Prairie, Wisconsin 53158. Telephone (262) 857-8101. Fax (262) 857-
8103. A deposit of $125.00 for each set of plans and specifications will be
required, all of which will be refundable provided plans and specifications are
returned in good condition within fifteen days after award of Contract.
Payment to the contractor will be made from funds as may be legally used
for such purposes.
All work herein provided for shall be commenced within ten (10) days after
the Notice To Proceed has been issued, and shall be fully completed by the first
day of September, 2005.
All bids must be submitted on the Bid Form bound in the specifications.
Each bid shall be accompanied by a satisfactory Bid Bond executed by the
Bidder and an acceptable surety; or a cashier's or certified check payable to the
City Treasurer, City of Dubuque, drawn on a bank in Iowa or a bank chartered
under the laws of the United States, in the amount of ten percent (10%) of the
bids submitted as security that the bidder will enter into a contract for doing the
work and will give bond with proper securities for the faithful performance of the
contract in the form attached to the specifications.
The successful bidder will be required to furnish a performance bond in an
amount equal to one hundred percent (100%) of the contract price. Said bond is
to be issued by a responsible surety company approved and acceptable to the
City Council, and shall guarantee the faithful performance of the contract and
terms and conditions therein contained, and shall guarantee the prompt payment
of all materials and labor and protect and save harmless the City of Dubuque,
Iowa, from claims and damages of any kind caused by the operations of the
Contractor. Said Bond shall also guarantee the material and the maintenance of
the improvement(s) constructed for a minimum period of two (2) years from and
after its completion and acceptance by the City Council.
No bid submitted by any Contractor which contains a condition or
qualification shall be recognized or accepted by the City Council and any letter or
communication accompanying the bid which contains a condition or qualification
upon the bid which has the effect of qualifying or modifying any provision of the
specifications in any manner will be construed as a non-qualifying bid and will be
rejected by the City Council as not responsive.
All proposals must be made on blanks furnished by the City Engineer and
each bidder will be required to state his prices for doing all the items in each
section on which he makes a bid and for all things necessary to make a complete
job.
The Bidder's attention is directed to the City of Dubuque's Affirmative
Action Program which is included in the Contract Specifications and the
provisions thereof and hereby made a part of the Contract Documents by
reference and incorporated therein.
The Contractor, when requested by the City of Dubuque, will furnish a
statement of his financial and practical qualifications as provided for in the
General Requirements of the Specifications.
The City Council reserves the right to reject any and all bids or to waive
any technical ties and irregularities.
All bids will be publicly opened and read by the City Clerk at 2:00 o'clock
p.m. on the sixth of May, 2004, and will be submitted to the City Council for final
action at a meeting to be held in the Public Library Auditorium, 360 West 11th
Street, at said City at 6:30 p.m. on the seventeenth of May, 2004. A contract will
be awarded at that time or such subsequent time as the City may determine.
Published by order of the City Council of the City of Dubuque, Iowa and
dated this of , 2004.
Jeanne F. Schneider, CMC, City Clerk