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Pump Room Roof Replacment ProjectMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Pump Room Roof Replacement - CIP 740 -2206 DATE: July 22, 2011 Dubuque htial All- AmedcaCIty 2007 Water Department Manager Bob Green recommends preliminary approval of the specifications and initiation of the bidding process for the Pump Room Roof Replacement Project. It is further recommended that a public hearing be set for August 15, 2011. I concur with the recommendation and respectfully request Mayor and City Council approval. Mi ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Bob Green, Water Department Manager Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Bob Green, Water Department Manager, SUBJECT: Pump Room Roof Replacement — CIP 740 -2206 DATE: July 18, 2011 Dubuque AN-Ameticacny 1 2007 INTRODUCTION The attached Resolutions authorize the bidding procedure for the Pump Room Roof Replacement. BACKGROUND The life expectancy of rolled flat roofs is normally twenty years. This roof is in excess of 20 years and has deteriorated and exhibiting substantial leakage. OBJECTIVE This project provides for the replacement one -third of the main plant roof (the other two - thirds was replaced in Fiscal Year 2000). PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Publish Public Hearing Notice on Plans & Specifications Public Hearing on Plans & Specifications Receipt of Bid Proposals (Bid Letting) Award Construction Contract Project Completion Date August 1, 2011 August 4, 2011 August 4, 2011 August 15, 2011 August 23, 2011 September 6, 2011 November 4, 2011 RECOMMENDATION It is recommended that the City Council give preliminary approval to the specifications for the Pump Room Roof Replacement, and to establish the date of August 15, 2011 for the public hearing on the specifications for this program and hereby authorize the City Clerk to advertise for bid proposals. BUDGET IMPACT The estimate of probable cost for the Pump Room Roof Replacement is as follows: Estimated Construction Cost $121 ,000.00 Engineering Design & Inspection Fees $ 9,600.00 Total Estimated Project Cost $130,600.00 CIP NO. FUND DESCRIPTION FUND AMOUNT BUDGETED 740 -2206 Pump Room Roof Replacement $110,115.00 BUDGET DEFICIT $ 20,485.00 NOTE: This project is funded through the FY2011 Water Department Capital Improvement Budget. The budget shortfall for the Pump Room Roof Replacement could be funded by FY2011 excess funds carried over from the Park Hill Roofing Project, CIP 740 -2207 ($10,969.83) and the Olympic Heights Pump Station, CIP 740 -2031 ($18,558.00) ACTION TO BE TAKEN The City Council is requested to establish the date of the Public Hearing on the specifications for this program and to authorize the City Clerk to advertise for proposal through the adoption of the enclosed Resolutions. Attachments cc: Jenny Larson, Budget Director Kevin Firnstahl, Acting City Clerk Jacqueline Rodriguez, Water Plant Manager File NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT EAGLE POINT PUMPING STATION RE -ROOF Time and Place for Ming Sealed Propo- sals. Sealed bids for the work comprising each improvement as stated below must be filed before 10:00 a.m. on August 23, 2011, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 10:00 a.m. on August 23, 2011, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on September 6, 2011. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commence- ment and Comple- tion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully com- pleted by November 4, 2011. Bid Security. Each bidder shall accom- pany its bid with a bid security as security that the successful bidder will enter into a contract for the work bid upon and will furnish after the award of contract a corporate surety bond, accept- able to the govern- mental entity, for the faithful performance of the contract, in an amount equal to one hundred percent of the amount of the contract. The bid security shall be in the amount of ten percent (10 %) of the amount of the contract and shall be in the form of a cashier's check or certified check drawn on a state - chartered or federally chartered bank, or a certified share draft drawn on a state- chartered or federally chartered credit union, or the governme al entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Docu- ments. Copies of the plans and specifica- tions may be obtained at Tri -State Blue Print & Framing, 696 Central Avenue, Dubuque, Iowa 52001. Telephone 563 - 556-3030;facsimile:563- 556 -1525. No plan deposit is required. Preference for Iowa Products and Labor. By virtue of statutory authority, preference will be given to products arid • provi- sions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Improvement. The Eagle Point Pump- ing Station Re -Roof • project consists of removal of existing fully adhered roof membrane and damaged insulation. Installing new fully adhered single ply membrane over roof insulation, perimeter flashing and limited roof drain re -work and masonry work. Published in the Telegraph Herald Newspaper August 5, ' 2011. • It 8/5 STATE OF IOWA {SS: DUBUQUE COUNTY CERTIFICATION OF PUBLICATION I, Suzanne Pike, a Billing Clerk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald,a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: August 05, 2011, and for which the charge is $40.57. Subscribed to before me, a Notary Public in and for Dubuque County, Iowa, this ? 5 day of -rev-1#, , 20 // . Notary Public in and for Dubuque County, Iowa. 'lil_ - MARY K, WESTERMEYH Commletlon Number it e RESOLUTION NO. 243 -11 PUMP ROOM ROOF REPLACEMENT PRELIMINARY APPROVAL OF THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: The proposed specifications, form of contract and estimated cost for the construction cost to replace the pump room roof in an estimated amount of $121,000.00 are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. A public hearing will be held on the 15th day of August, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may appear and be heard for or against the proposed specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the 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 published not Tess than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed specifications, form of contract, or estimated cost of the Project. The Pump Room Roof Replacement project is hereby ordered to be advertised for bids. 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. The City Clerk is hereby directed to advertise for bids for the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not Tess than four but not more than forty -five days before the date for filing bids before 10:00 a.m. on the 23 day of August. Bids shall be opened and read by the City Clerk at 10:00 a.m. and will be submitted to the City Council for final action at the public hearing at 6:30 p.m. on the 6 day of September, in the Historic Federal Building Council Chambers (Second Floor), 350 West 6 Street, Dubuque, Iowa. Passed, adopted and approved this 1 day of August, 2011. Attes Kevin Firnstah , Acting City Clerk Roy D. uol, Mayor NOTICE OF PUBLIC HEARING ON THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE PUMP ROOM ROOF REPLACEMENT PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed specifications, form of contract and estimated cost for the Pump Room Roof Replacement Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 15th day of August, 2011, in the Historic Federal Building Council Chambers (Second Floor) 350 West 6th Street, Dubuque, Iowa. Said proposed specifications, form of contract and estimated cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto. The scope of the Project is as follows: The Eagle Point Pumping Station Re -Roof project consists of removal of existing fully adhered roof membrane and damaged insulation. Installing new fully adhered single ply membrane over roof insulation, perimeter flashing and limited roof drain re -work and masonry work. 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 this day of / P:2172011. 2011. Kevin Firnstahl, Acting City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT EAGLE POINT PUMPING STATION RE -ROOF Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 10:00 a.m. on August 23, 2011, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 10:00 a.m. on August 23, 2011, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on September 6, 2011. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by November 4, 2011. Bid Security. Each bidder shall accompany its bid with a bid security as security that the successful bidder will enter into a contract for the work bid upon and will furnish after the award of contract a corporate surety bond, acceptable to the governmental entity, for the faithful performance of the contract, in an amount equal to one hundred percent of the amount of the contract. The bid security shall be in the amount of ten percent (10 %) of the amount of the contract and shall be in the form of a cashier's check or certified check drawn on a state - chartered or federally chartered bank, or a certified share draft drawn on a state - chartered or federally chartered credit union, or the governmental entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Documents. Copies of the plans and specifications may be obtained at Tri -State Blue Print & Framing, 696 Central Avenue, Dubuque, Iowa 52001. Telephone 563 - 556 -3030; facsimile: 563 - 556 -1525. No plan deposit is required. Preference for Iowa Products and Labor. By virtue of statutory authority, preference will be given to products and provisions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Improvement. The Eagle Point Pumping Station Re -Roof project consists of removal of existing fully adhered roof membrane and damaged insulation. Installing new fully adhered single ply membrane over roof insulation, perimeter flashing and limited roof drain re -work and masonry work.