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Museum - Adams Reroof & Repair Pro 5U~~E ~ck~ MEMORANDUM June 27,2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: National Mississippi River Museum and Aquarium Expansion Project Former Adams Company Building Re-Roof and Structural Repairs EDA Project No. 05-01-03816 City Engineer Gus Psihoyos recommends initiation of the bidding process for the National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project, and further recommends that a public hearing be set for August 7, 2006. I concur with the recommendation and respectfully request Mayor and City Council approval. J;;d l{"i1zJr- Mic ael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer '-.', THEClTYOF ~ DUB E ~ck~ MEMORANDUM June 27,2006 TO: FROM: Michael C. Van Milligen, City Manager Gus Psi hoyos, City Engineer LJ] Cd National Mississippi River Museum and Aquarium Expansion Project Former Adams Company Building Re-Roof and Structural Repairs EDA Project No. 05-01-03816 SUBJECT: INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project. BACKGROUND In December of 2002, the City Council approved a grant with the Economic Development Administration (EDA) in the amount of $2,000,000 to assist the City in acquiring the Adams Company's property, relocation assistance for the business and demolishing the existing structures. Since that time, the Adams Company property has been purchased by the City, and company has constructed a new facility and relocated to the Dubuque Industrial Center West. Although the State Historic Preservation Commission and the Dubuque Historic Preservation Commission have approved the demolition of the structures, the City Council agreed in November of 2004 to delay demolition to provide the Dubuque County Historical Society (DCHS) with an opportunity to present a re-use proposal for the buildings. In late 2005 the DCHS decided to pursue the reuse of the building. Based on this decision, on June 19th the City Council approved an Amendment NO.4 to the EDA grant which provided a six (6) month extension on utilization of the balance of this grant funds (approximately $297,181) until December 25, 2006. DISCUSSION The National Mississippi River Museum & Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project will consists of re-roofing and structural repairs at the former Adams Company Building at the Port of Dubuque. Work includes the removal of the existing roofing and deck; installation of new steel deck, insulation and sheet metal roofing; and installation of additional structural support to improve the structural capabilities of the existing roof trusses. PROJECT SCHEDULE Since this project will be utilizing federal participating funds, the City has submitted a copy of the construction documents to the EDA for review to ensure that the appropriate federal regulations and provisions are incorporated into the documents. On June 13, the City received EDA concurrence and authorization to proceed with the project and to initiate the public bidding process. The schedule for the project is as follows: Initiate Public Bidding Process Advertisement for Bid Proposals Pre-Bid Construction Conference Receipt of Bid Proposals Notice of Public Hearing on Plans & Specs Public Hearing, Plans & Specs Award of Construction Contract Project Completion Date July 5, 2006 July 7,2006 July 17, 2006 July 27,2006 July 28, 2006 August 7,2006 August 7, 2006 November 17, 2006 RECOMMENDATION I would recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project is summarized as follows: Construction Contract Contingency (10%) Total Project Cost Estimate $552,892.00 55,289.00 $608.181.00 The project funding summary is as follows: Fund Description EDA Grant Dubuque County Historical Society Total Project Funding Fund Amount $297,181.00 311,000.00 $608.181.00 The projects will be funded with the remaining balance of EDA grant funds ($297,181.00) and the local match will be funded by the Dubuque County Historical Society ($311,000.00). The City is the contracting authority for the grant but will not contribute funds to the project. 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 enclosed resolutions for the National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project. Prepared by Robert Schiesl, P.E., Civil Engineer cc: Dawn Lang, Budget Director David Heiar, Economic Development Director Jerry Enzler, Mississippi River Museum Mark Fassbinder, Durrant RESOLUTION NO. 293-06 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 National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project in the estimated amount of $608,181.00 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 5th day of July ,2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 294-06 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 National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs 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 ih day of August, 2006, 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 July ,2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 295-06 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs 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 than forty-five days prior to the receipt of said bids at 2:00 p.m. on the 2ih day of July, 2006. 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 7th day of August, 2006. Passed, adopted and approved this 5th day of July ,2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, City Clerk eanne 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 National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs 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 National Mississippi River Museum and Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the yth day of August, 2006, 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 TOO at (563) 690-6678 at least 48 hours prior to the meeting. Published by order of the City Council given on the ,2006. day of Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE NATIONAL MISSISSIPPI RIVER MUSEUM & AQUARIUM EXPANSION PROJECT FORMER ADAMS COMPANY BUILDING RE-ROOF AND STRUCTURAL REPAIRS 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 27th day of July, 2006, for the National Mississippi River Museum & Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project. Each perspective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10 AM on the 17th day of July, 2006 at the National Mississippi River Museum & Aquarium, 350 East 3rd Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Proiect Description: The National Mississippi River Museum & Aquarium Expansion Project - Former Adams Company Building Re-Roof and Structural Repairs Project will consists of re-roofing and structural repairs at the former Adams Company Building at the Port of Dubuque. Work includes the removal of the existing roofing and deck; installation of new steel deck, insulation and sheet metal roofing; and installation of additional structural support to improve the structural capabilities of the existing roof trusses. Copies of the construction documents may be obtained at the Office of the Durrant Group, 700 Locust Street, Suite 942, Dubuque, Iowa (Voice: 563.583.9131) or by contacting Tri-State Blueprint and Framing Company, 821 Central Avenue, Dubuque, Iowa (Voice: 563.556.3030). A plan deposit in the amount of $25.00 per set of construction documents or receipt of an AGC, AMC, AMEC, MBI or NECA card. Deposits will be refunded upon return of the construction documents in good condition with ten (10) days after bid opening. STATEMENT OF FEDERAL PARTICIPATION - This project will be partially funded with Federal funds from the U.S. Department of Commerce, Economic Development Administration and therefore is subject to the Federal laws and regulations associated with that program. FEDERAL PREVAILING WAGE RATE - This project will be partially funded with Federal funds from the u.S. Department of Commerce, Economic Development Administration and therefore is required to comply with all provisions of the Davis-Bacon Federal Prevailing Wage Act and related labor requirements and regulations. 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 November 17, 2006. All bids must be submitted on the Bid Proposal Form bound in the construction documents. 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 construction documents. The successful bidder (Contractor) 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. The successful bidder (Contractor) will also be required to furnish a Maintenance Bond that will guarantee the material, workmanship 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. The successful bidder (Contractor) will also be required to furnish a Payment Bond that will guarantee the prompt payment of all subcontractors, suppliers, materials, labor and protect and save harmless the City of Dubuque, Iowa, from claims and damages of any kind caused by the operations or non-payment on behalf of the Contractor. The Contractor and approved subcontractors will be provided a Sales Tax Exemption Certification to purchase, or withdraw from inventory, materials furnished under for this project. 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 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. By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa and to Iowa Domestic Labor. Equipment or products authorized to be purchased with federal funding awarded for this contract must be American-made to the maximum extent feasible, in accordance with Public Law 103-121, Sections 606 (a) and (b). 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 27th day of July, 2006, 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 7th day of August, 2006. 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 , 2006. Jeanne F. Schneider, CMC, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within the (10) days after notice to proceed has been issued and shall be fully completed by November 17, 2006. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $750.00 per calendar day will be assessed, not as a penalty but as predetermined and agreed liquidated damages. The contractor will be separately invoiced for this amount, and final payment will be withheld until payment has been made of this invoice. The assessment of liquidated damages shall not constitute a waiver of the City's right to collect any additional damages which the City may sustain by failure of the contractor to carry out the terms of his contract. An extension of the contract period may be granted by the City for any of the following reasons: 1. Additional work resulting from a modification of the plans. 2. Delays caused by the City. 3. Other reasons beyond the control of the Contractor, which in the City's opinion, would justify such extension.