City Hall Third Floor Structural Repairs
D~~E
~<k~
MEMORANDUM
March 28, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: City Hall - 3rd Floor Structural Repairs
Building Services Manager Rich Russell recommends initiation of the bidding process
for the City Hall - 3rd Floor Structural Repairs Project, and further recommends that a
public hearing be set for May 16, 2005.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
'lIL L/J{
,: tVVl fl _
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Rich Russell, Building Services Manager
')
i!
w
CITY OF DUBUQUE, IOWA
MEMORANDUM
March 29, 2005
TO:
FROM:
Michael C. Van Milligen, City Manager
Rich Russell, Building Services Manager il\.../'-
SUBJECT: City Hall_3rd Floor Structural Repairs
INTRODUCTION
The enclosed resolutions authorize the public bidding procedures for the City
Hall_3rd Floor Structural Repairs.
BACKGROUND
The funding for the analysis of the 3rd Floor Structural system is in the CIP for
City Hall Remodeling. The firm of IIW Engineers and Surveyors was selected to
conduct this study after responding to an informal Request for Proposals. One
other firm also responded. The completed analysis indicated that there are three
areas of the third floor that would not meet the current loading requirements of
the building code. These are located at the center of the engineering office
cubicle area, the center of the storage area at the east end of the building and at
the top of the circular stairs.
IIW then developed conceptual repair options for each that were reviewed by
Klauer Construction for constructability and estimated costs. A meeting was held
with Brad Mootz and Mike Jansen of IIW, Randy Klauer of Klauer Construction,
Civil Engineer II Bob Schiesl and me. As a result of this meeting, final design
options were selected for each area.
The design in the Engineering office area includes a grid of supporting steel
members being added at a height of ten feet above the current third floor level.
This grid will attach to the current floor system and provide support, similar to a
suspension bridge. Due to the extensive work needed and the time frame of the
project in the engineering office area, the Engineering staff members will be
relocated to an office space outside of City Hall. The specific site has not been
selected at this time.
The design in the storage area is similar, but the grid is constructed at a level just
above the current floor. The result will be a platform in the center of this space
that can be used for storage. The files stored in the east end of third floor will be
temporarily relocated to the former Adams Company building. Informal bids for
this moving service are currently being solicited.
The schedule for the project will be as follows:
Advertisement for Bids
Notice of Hearing on Plans & Specifications
Receipt of Bids
Public Hearing
Award of Contract
Completion
April 8, 2005
May 6, 2005
May 5, 2005
May 16, 2005
May 16, 2005
September 2, 2005
RECOMMENDATION
I recommend that the City Council establish the date for the public hearing, and
authorize the City Clerk to advertise for proposals for the City Hall-3rd Floor
Structural Repairs.
BUDGET IMPACT
The construction costs estimate for the City Hall- 3rd Floor Structural Repairs:
Total Project Cost
$ 127,000.00
12,700.00
$ 139,700.00
Construction Contract
Contingency
The funding source for this project will be from the City Hall Remodeling CIP.
ACTION TO BE TAKEN
The City Council is requested to establish the date for the public hearing and to
authorize the City Clerk to advertise for proposals through adoption of the
attached resolutions.
cc: Cindy Steinhauser, Assistant City Manager
Dawn Lang, Budget Director
..
RESOLUTION NO. 145-05
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 City Hall_3rd Floor Structural Repairs in the estimated amount of
$127,000, are hereby approved and ordered filed in the office of the City Clerk for
public inspection.
Passed, approved and adopted this 4th day of April, 2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 146-05
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
City Hall-3rd Floor Structural Repairs.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That on the 16th day of May, 2005, a public hearing will be held 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, approved and adopted this 4th day of April, 2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 147-05
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the City Hall_3rd Floor Structural Repairs 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 than forty-five days prior to the receipt
of said bids at 2:00 p.m. on the 5th day of May, 2005. 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 16th day of May, 2005.
Passed, approved and adopted this 4th day of April. 2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk