Police Dept. Remodeling Project
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MEMORANDUM
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April 12,2004
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TO:
The Honorable Mayor and City Council Members
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FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Initiation of Bid Regarding the Police Department Remodeling
(CIP 010-789 & LEC Expansion 010-869)
Chief of Police Kim Wadding recommends initiation of the bidding process for the Police
Department Remodeling Project, and further recommends that a public hearing be set
for June 7, 2004.
The estimated cost of the project is $109,295. Current dedicated monies for the
remodel includes $40,551 and $31,215 of carryover monies originally dedicated to the
new addition for a total of $71 ,766, a difference of $37,529. Due to the re-estimate
requiring additional funds, we reviewed our current and future capital improvement
projects and proposals. Currently our capital improvement projects include the
Integrated Software Project (Emergitech) and our proposed FY2005 Mobile Data
Terminals Project. The Emergitech Project has a balance of $94,112, some of which
will be needed to complete the project and new estimates on the Mobile Data Terminal
Project indicate a savings of approximately $33,000.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Kim B. Wadding, Chief of Police
Dawn Lang, Budget Director
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MEMORANDUM
Date: April 9, 2004
To: Michael C. Van Milligen
City Manager
From: Kim B. Wadding AI'-
Police Chief 1'P-'-'
Re:
Initiation to Bid regarding the Police Department Remodeling (CIP 010-789 &
LEC Expansion 010-869)
INTRODUCTION:
The purpose of this memorandum is to authorize the public bidding process for the
remodel of the police department's former investigative area into a patrol services area.
BACKGROUND:
During November 2000, the voters of Dubuque County approved the expansion of the
Dubuque County Law Enforcement Center at our current location. Approved with the
expansion was the development of a new investigative and records area for use by both
the sheriff and city police. With its recent completion, the investigative and records units
have relocated to the new addition allowing the old investigative and records area to be
vacated permitting the remodeling to begin.
The remodeling of the old investigative and records area maximizes this area for use by
the patrol division for shift briefings and expanded patrol uses. The remodeling
relocates the patrol supervisors to the old investigative area allowing the 911
Communications Supervisor to relocate to the old patrol supervisor location. The
relocation of the 911 Communications Supervisor allows for the expansion of the 911
Communication Dispatch Center to add an additional fourth dispatch console.
The remodeling coincides with the jail expansion where a new south entrance doorway
was added allowing direct access by patrol officers to the new patrol area without
having to enter from the main entrance on the west and east sides of the building. The
remodeling project includes a small canopy over this new south entrance.
DISCUSSION:
Originally the remodeling was budgeted for FY2003 with Portzen Construction
estimating the project at $40,529. With the investigative and records move complete,
our first remodeling step was the selection of Steven Ulstad Architects as the project
architect. Steven Ulstad Architects responsibilities include the creation of the remodel
design, creation of the construction documents, receive and review the submitted
remodel bids and oversee the construction administration. Once Steven Ulstad
Architects was selected, design work was begun working through a number of design
meetings with the Police Department Senior Management Staff. From these design
meetings, a re-estimation of the project was completed with the re-estimate costs of
$109,295. The re-estimate includes:
SUBTOTAL
Contin enc
Professional Fees
Estimated Expenses
PROJECT TOTAL
10%
NTE
Current dedicated monies for the remodel includes $40,551 and $31,215 of carryover
monies originally dedicated to the new addition for a total of $71 ,766, a difference of
$37,529. Due to the re-estimate requiring additional funds, we reviewed our current and
future capital improvement projects and proposals. Currently our capital improvements
projects include the Integrated Software Project (Emergitech) and our proposed FY2005
Mobile Data Terminals Project. The FY2005 Mobile Data Terminal Project contains
$154,000 and the Emergitech project has a balance of $94,112.
To offset the funds needed for the projected re-estimate, we proposed the following:
1)
To use remaining funds designated for the FY2005 Mobile Data Terminal
Project once all budgeted terminals are purchased and installed.
NOTE: Recently the Dubuque County Sheriff's Office, who is also upgrading their
mobile data terminals, received quotes placing each mobile data terminal at a cost
of $5,500. We would anticipate receiving the same or equal quote for our project.
This results in a projected savings of $33,000 ($154,000. $121,000). By approving
the transfer of these savings, the remodel project secures $104,766, a significant
portion of the re-estimate costs.
2)
To use remaining funds originally designated for the Emergitech Project
once all Emergitech project costs are completed.
NOTE: Once the remodel bids are prepared, distributed and received, the project
costs are confirmed and if additional funds were needed we would look to the
remaining Emergitech funds to offset any difference.
RECOMMENDATION:
Based upon the above funding formula, I recommend the City Council adoption of the
three attached resolutions: Preliminary Approval of Plans and Specifications, Fixing
Date of Hearing on Plans and Specifications, and Notice of Hearing on Plans and
Specifications for the remodeling of certain areas of the City of Dubuque Police
Department at the Dubuque Law Enforcement Center.
ACTION REQUESTED:
I respectfully request City Council adoption of the attached three resolutions:
Preliminary Approval of Plans and Specifications, Fixing Date of Hearing on Plans and
Specifications, and Notice of Hearing on Plans and Specifications for the remodeling of
certain areas of the City of Dubuque Police Department at the Dubuque Law
Enforcement Center.
Cc:
Cindy Steinhauser, Assistant City Manager
Barry Lindahl, Corporation Counsel
Dawn Lang, Budget Director
Ken TeKippe, Finance Director
Mike Koch, Public Works Director
Jeanne Schneider, 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 Remodeling of Certain Areas of the City of
Dubuque Police Department at the Dubuque Law Enforcement Center.
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 Remodeling of Certain Areas of the City of Dubuque Police Department at
the Dubuque Law Enforcement Center in accordance with the provisions of Chapter
384, Code of Iowa, at 6:30 p.m., on the 7th day of June, 2004, in the Public Library
Auditorium, 11th & Locust, 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 costs 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 - day of -, 2004.
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 167-04
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS FOR THE
REMODELING OF CERTAIN AREAS OF THE CITY OF DUBUQUE POLICE
DEPARTMENT AT THE DUBUQUE LAW ENFORCEMENT CENTER
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 police remodeling forthe investigative area of the City of Dubuque police
department at the Dubuque Law Enforcement Center in the estimated amount of
$109,295 are hereby approved and ordered filed in the office of the City Clerk for public
inspection.
Passed, adopted and approved this 19th day of April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 168-04
FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS FOR THE
REMODELING OF CERTAIN AREAS OF THE CITY OF DUBUQUE POLICE
DEPARTMENT AT THE DUBUQUE LAW ENFORCEMENT CENTER
Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary
approval to the proposed plans, specifications, and form of contract and placed same
on file in the office of the City Clerk for public inspection for the Remodeling of Certain
Areas of the City of Dubuque Police Department at the Dubuque Law Enforcement
Center.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That a public hearing be held on the 7th day of June, 2004, at 6:30 p.m. in the
Public Library Auditorium, 11th & Locust, Dubuque, Iowa, 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 oftime 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 19th day of April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 169-04
ORDERING BIDS FOR THE REMODELING OF CERTAIN AREAS OF THE
CITY OF DUBUQUE POLICE DEPARTMENT AT THE DUBUQUE LAW
ENFORCEMENT CENTER
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the Remodeling of Certain Areas of the. City of Dubuque Police
Depártment at the Dubuque Law Enforcement Center 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
Remodeling of Certain Areas of the City of Dubuque Police Department at the
Dubuque Law. Enforcement Center 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 than forty-five days prior to the receipt
of said bids at 2:00 p.m. on the 20th day 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 ih day of June, 2004.
Passed, adopted and approved this 19th day of April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
Attest: