Request for Bids_ARC Transfer Center Phase 1 Project
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Set a Public Hearing for the (re-) Request for Bid (RFB) for the
Construction of the ARC Transfer Center Phase I Project
DATE: October 2, 2012
Director of Transit Operations Barbara Morck recommends initiation of the bidding
process for the construction of the ARC Transfer Center Phase I Project, and further
recommends that a public hearing be set for November 5, 2012.
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, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Barbara Morck, Director of Transit Operations
David Heiar, Economic Development Director
Kelley Deutmeyer, Executive Director of ECIA
Masterpiece on the Mississippi
TO: Michael Van Milligen, City Manager
FROM: Barbara Morck, Director of Transit Operations
CC: David Heiar, Economic Development Director
Kelley Deutmeyer, Executive Director of ECIA
SUBJECT: Set a Public Hearing for the (re -) Request For Bid (RFB) for the
Construction of the ARC Transfer Center Phase I project
DATE: October 1, 2012
Dubuque
All- America City
'1111!
2007
BACKGROUND
In August 2010 staff of ECIA, The Jule and Area Residential Care (ARC) began
collaborating on a construction of a transfer center, to be located at the new ARC, Inc.
facility located at the JFK Circle (the old Econo Foods building). The parties agreed to
pursue the project which, based on cost, was been split into two phases: Phase I is to
be a canopy attached to the new ARC facility that will offer protection from the weather
for passengers waiting to board and de- boarding from fixed route and paratransit buses.
Phase I also allows The Jule's Bus Operators access to the building's restroom
facilities.
DISCUSSION
In October 2010 a Public Transit Infrastructure Grant (PTIG) for $298,357 was awarded
for the Phase I construction to The Jule. The PTIG funding requires a 20% local match,
which is being provided by ARC, Inc. On March 28, 2012 City Council awarded IIW a
contract for the final design, compilation of construction documents, construction bid
and oversight of the construction of the Phase I canopy, as well as the preliminary
design work of the Phase II portion of the project. On May 7, 2012 and as part of this
project an Easement Agreement, which includes the area immediately below the
canopy area as well as driveway access to /from the canopy, between the City of
Dubuque and ARC, Inc. was approved by City Council.
A committee, which was comprised of City staff (David Heiar) Jule Staff (Barbara Morck
and Jodi Johnson), ECIA staff (Mark Munson) and ARC staff (Jon Romaine and Karl
Stieglitz), and a member of the Transit Advisory Board (Matt Esser), was formed to
review the design elements of the canopy. All parties came to an agreement on the
elements in the final design in May 2012, and the blueprints and required construction
documents (e.g. building plans and specifications) have been prepared for release
through a Public Bid process (aka Request for Bid).
On August 28th at 2pm Kevin Firnshalt /City Clerk opened the five (5) bids that had been
submitted in response to the RFB. Two (2) of bids were rejected outright for failing to
submit the required Certifications and Assurances as outlined in the RFB. The
remaining three (3) bids were reviewed and found to be complete.
The amount of funding budgeted and available for construction is approximately
$223,516. The base bids submitted by the 3 eligible responders exceeded that amount
by as much as $95,000, and even when taking into consideration the Alternative
Add /Deductions, the lowest bid came in $47,000 over the amount budgeted for the
construction portion of the ARC project. Shortly thereafter I met with Mark
Fassbinder /IIW to discuss this dilemma and immediately began working with him to
identify where some savings in the project could be found that would then reduce the
overall cost of construction. The City Attorney's office was consulted and concurred that
it would be best to recommend to City Council that all bids be rejected; this
recommendation was approved by City Council at their September 17, 2012 meeting.
Since that date and in order to reduce the project's total cost, several changes were
made to the scope of the project, e.g. type of material to be used for the canopy roof,
removal of metal sheeting from the underside /supporting rafters, etc.
The revised plans and documents have been prepared and ready for release to the
public on October 18, 2012. The City Attorney's office was consulted and found that the
following time line for the release of the RFB meets with the City's policies and
practices:
PROJECT SCHEDULE
Initiate Public Bidding Process
Publish Notice to Bidders, Advertise for Bids
Publish Public Hearing Notice on Plans and Specifications
Plans and Specifications made available to Public for Review
Public Hearing
Pre -Bid Conference
Receipt of Bid Proposals (Bid - letting)
Award Construction Contract
Final Project Completion Date
October 15, 2012
October 16, 2012
October 18, 2012
October 18, 2012
November 5, 2012
November 7, 2012
November 20, 2012
December 3, 2012
April 3, 2013
BUDGET IMPACT
The estimate of probable cost for the ARC Transfer Center Phase I project is as follows:
Construction Contract
Contingency (10 %)
Davis -Bacon Monitoring
Engineering /Contract Administration
Fixtures (bus benches, trash containers, etc.)
Total Construction Contract Project Cost
Estimate
$223,516
$22,352
$1,050
$48,440
$3,000
$298,357
The project funding summary is as follows:
CIP Funding Source Amount
6002235 Public Transit Infrastructure Grant (PTIG) — 80% $298,357
6002235 Local Match as provided by ARC, Inc., and in
the form of a "soft" match (e.g. improvements
to parking lot pavement, addition of gate
closures to rear driveway with remote controllers,
etc.) — 20%
Total Project Cost
$74,589
$372,946
RECOMMENDATION /ACTION STEP
I recommend that the City Council set a public hearing date for November 5, 2012.
Following the November 19th Public Hearing, I recommend that the City Council
approve the preliminary plans, specifications, form of contract, and the estimated cost
for the ARC Transfer Center Phase I project.
RESOLUTION NO. 281 -12
ARC TRANSFER CENTER
PHASE I CANOPY — 2012 PROJECT
PRELIMARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT,
AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS,
SPECIFICATOINS, FORM OF CONTRACT, AND ESTIMATED COST; AND
ORDERING THE ADVERTISEMENT FOR BIDS
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNICL OF THE CITY OF
DUBUQUE, IOWA:
The proposed plans, specifications, form of contract and estimated cost for the
ARC Transfer Center Phase I Canopy - 2012 Project, in the estimated amount of
$223,516, 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 5th day of November, 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 plans and 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 less than four (4) days nor more than twenty (20) days prior to the date
of such hearing. At the hearing, any interested person may appear and file objections to
the proposed plans, specifications, form of contract, or estimated cost of the Project.
The ARC Transfer Center Phase I Canopy - 2012 Project is hereby ordered to be
advertised for bids for construction.
The amount of the security to accompany each bid shall be in an amount which
shall conform to the provisions of the Notice of Bidders hereby approved.
The City Clerk is hereby directed to advertise for bids for the construction of 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 less than four (4) but not more forty -five (45) days before
the date for filing bids before 2:00 p.m. on the 20th day of November, 2012. Bids shall
be opened and read by the City Clerk at said time and will be submitted to the City
Council for final action at 6:30 p.m. on the 3rd day of December, 2012, in the Historic
Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this 15th day of octobei2012.
Attest:
Kevi . Firnstahl, ity
Roy/b. Buol, Mayor
RESOLUTION NO.
ARC TRANSFER CENTER
PHASE I CANOPY — 2012 PROJECT
PRELIMARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT,
AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS,
SPECIFICATOINS, FORM OF CONTRACT, AND ESTIMATED COST; AND
ORDERING THE ADVERTISEMENT FOR BIDS
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNICL OF THE CITY OF
DUBUQUE, IOWA:
The proposed plans, specifications, form of contract and estimated cost for the
ARC Transfer Center Phase I Canopy - 2012 Project, in the estimated amount of
$223,516 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 5th day of November, 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 plans and 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 less than four (4) days nor more than twenty (20) days prior to the date
of such hearing. At the hearing, any interested person may appear and file objections to
the proposed plans, specifications, form of contract, or estimated cost of the Project.
The ARC Transfer Center Phase I Canopy - 2012 Project is hereby ordered to be
advertised for bids for construction.
The amount of the security to accompany each bid shall be in an amount which
shall conform to the provisions of the Notice of Bidders hereby approved.
The City Clerk is hereby directed to advertise for bids for the construction of 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 less than four (4) but not more forty -five (45) days before
the date for filing bids before 2:00 p.m. on the 20th day of November, 2012. Bids shall
be opened and read by the City Clerk at said time and will be submitted to the City
Council for final action at 6:30 p.m. on the 3rd day of December, 2012, in the Historic
Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this day of 2012.
Roy D. Buol, Mayor
Attest:
Kevin S. Firnstahl, City Clerk
NOTICE OF PUBLIC HEARING ON THE PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE ARC TRANSFER CENTER PHASE
I CANOPY - 2012 PROJECT
NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa
will hold a public hearing on the proposed plans, specifications, form of contract and
estimated cost for the ARC Transfer Center Phase I Canopy - 2012 Project, in
th
accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 5
day of November, 2012, in the Historic Federal Building Council Chambers (second
floor), 350 West 6Street, Dubuque, Iowa. Said proposal plans, specifications, form
th
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 ARC Transfer Center Phase I Canopy – 2012 Project includes the construction
of an approximately 45’ x 130’ canopy structure. The canopy structure will consist of
cast in place concrete columns, precast beams and steel joists and roof deck
structure with standing seam metal roofing. Finished include limited painting of the
structure and metal wall panels/joists. Electrical lighting will be part of this project.
Limited site work will be completed around the canopy building including concrete
work to tie into existing pavement and concrete islands.
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 15th day of October, 2012.
Kevin S. Firnstahl, City Clerk
1t 10/19
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
ARC TRANSFER CENTER
PHASE I CANOPY – 2021 PROJECT
Time and Place for Filing Sealed Proposals
. Sealed bids for the work comprising
each improvement as stated below must be filed before 2:00 p.m. on November 20,
th
2012, in the office of the City Clerk, City Hall – First Floor, 50 West 13 Street,
Dubuque, Iowa.
Time and Place Sealed Proposal Will be Opened and Considered
. Sealed proposals
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will be opened and bids tabulated at 2:00 p.m. on November 20, 2012, at City Hall –
th
Conference Room A, 50West 13 Street, Dubuque, Iowa, for consideration by the City
Council (Council) at its meeting on December 3, 2012. The City of Dubuque, Iowa,
reserves the right to reject any and all bids.
Time for Commencement and Completion of Work
. Work on this project shall be
commenced within 10 days after the Notice to Proceed has been issued based on the
following schedule:
Award of Construction Contract – December 3, 2012
Final Project Completion Date – May 15, 2013
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, 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 prepared by IIW, PC, are
available from Tri-State Blueprint & Framing Co./Rapids Reproduction, 696 Central
Avenue, Dubuque, IA 52001. Telephone number: (563) 556-3030. A deposit of $50.00
per set of documents or receipt of AGC, AMC, AMEC, MBI or NECA card is required.
Deposits will be refunded upon return of the Construction Bidding Documents in good
condition within ten (10) days after bid opening.
Copies of the construction documents may be viewed at: the Office of the City Clerk,
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City Hall – First Floor, 50 West 13 Street, Dubuque, Iowa. IF there are any questions
and/or additional information is needed, contact IIW Project Manager Mark Fassbinder,
AIA – LEED AP BD+C, at m.fassbinder@iiwengr.com or by calling (563) 556-2464.
Project information will also be posted on the City’s website at www.cityofdubuque.org.
Preference for Iowa Production 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 materials purchased for incorporation in this project.
General Nature of Public Improvement
. ARC Transfer Center Phase I Canopy – 2012
Project.
The ARC Transfer Center Phase I Canopy – 2012 Project includes the construction of
an approximately 45’ x 130’ canopy structure. The canopy structure will consist of case
in place concrete columns, precast beams and steel joists and roof deck structure with
standing-seam metal roofing. Finish work includes limited painting of the structure.
Electrical lighting will be part of this project. Limited site work will be completed around
the canopy building including concrete work to tie into existing pavement and concrete
islands.
Pre-Bid Conference
. Each prospective bidder is encouraged to attend the Pre-Bid
Construction Conference to be held at 10:00 a.m. Central Time on November 7, 2012,
at the Office of IIW, P.C., 4155 Pennsylvania Avenue, Dubuque. Attendance by all
prospective bidders is not mandatory but highly recommended.
1t 10/19