City Hall First Floor Restroom Remodeling
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MEMORANDUM
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October 31,2006
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TO: The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
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SUBJECT: City Hall- 1st Floor Restroom Renovations
Sealed bids were received for the City Hall- 1st Floor Restroom Renovations Project.
Building Services Manager Rich Russell recommends award of the contract to the low
bidder, Portzen Construction, Inc" in the amount of $76,828, which is 54% over the
budget, including the selected Alternate #3. The Capital Improvement Program budget
for City Hall remodeling has a balance available to cover this additional expense.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mithael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Rich Russell, Building Services Manager
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Memorandum
October 31,2006
FROM:
Michael C. Van Milligen, City Manager
Rich Russell, Building Services Manager: V ~
TO:
SUBJECT: City Hall_1st Floor Restroom Renovations (3501045)
INTRODUCTION
The enclosed resolutions provide for the final approval of the plans and
specifications, award of the construction contract and approving the construction
contract with Portzen Construction for the City Hall_1st Floor Restroom
Renovation Project.
BACKGROUND
Anderson Design and Consulting, Inc. completed the plans and specs for the
above-listed project
CONSTRUCTION BASE BID
This project provides for the removal and replacement of all fixtures, countertops,
partitions, wall and floor tile, accessories, light fixtures, acoustical ceiling and fin
tube covers. New fire alarm strobe and horn, new electric door operators and
relocation of two doors are also included.
Alternate 1 allowed for the re-use of existing plumbing fixtures. Alternate 2
eliminated the electric door openers. Alternate 3 included water closets, urinals
and lavatories with automatic flush valves and a new 2" water line to the
restroom area to serve these fixtures.
BID RESULTS
Sealed bids were received for the City Hall_1st Floor Restroom Renovations on
October 31, 2006. Five bids were received. The summary follows:
Conlon Klauer Kluck Portzen Stumpf
Base Bid $68,845 $69,700 $75,047.65 $71,968 $64,758
Alternate 1 ($1700) ($ 1500) $ 0 ($1200) ($1965)
Alternate 2 ($5800) ($ 6000) ($2440) ($5225) ($6096)
Alternate 3 $11,650 $11,750 $11,907.50 $4860 $13,783
Total
w/AIt. #3: $77,495 $81,450 $86,955.15 $76,828 $78,541
DISCUSSION
Upon reviewing the bid proposals received, staff and Jerry Anderson of Anderson
Design and Consulting are recommending the base bid and Alternate 3 from
Portzen Construction be approved at this time. The total bid would be $76,828.
RECOMMENDATION
I recommend that the construction contract for City Hall_1st Floor Restroom
Renovations be awarded to Portzen Construction in the amount of $76,828. The
bid is 71 % over the estimate and 54% over budget including the selected
Alternate #3. Alternate #3 will contribute to improved accessibility of the
restrooms.
BUDGET IMPACT
The construction cost estimate for the City Hall_3rd Floor Structural Repairs is as
follows:
Original
Base Bid with Alternate #3
10% Contingency
Total:
Estimate
$45,000
Budaet
$50,000
Bid with Alternate 3
$76,828
$ 7.628
$84,456
The City Hall_1st Floor Restroom Renovations Project is funded from the City
Hall Remodeling CIP which includes an annual amount of $50,000 per year for
maintenance. There is an available balance in the CIP to cover the additional
$34,456.
ACTION REQUESTED
The City Council is requested to adopt the attached resolutions awarding the
construction contract to Portzen Construction.
cc: Dawn Lang, Budget Director
Jerry Anderson, Anderson Design and Consulting, Inc.
RESOLUTION NO. 545-06
APPROVING CONSTRUCTION CONTRACT WITH PORTZEN
CONSTRUCTION FOR THE CITY HALL-FIRST FLOOR RESTROOM
RENOVATIONS
Whereas the City Council by Resolution No. 544-06 awarded the
construction contract for the City Hall-First Floor Restroom Renovations
to Portzen Construction; and
Whereas Portzen Construction has submitted the attached executed
contract and bond.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
1. The contract and bond attached hereto are hereby approved.
2. The City Manager is hereby authorized and directed to execute the
contract on behalf of the City of Dubuque.
Passed, approved and adopted this 6th day of November, 2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 544-06
AWARDING CONSTRUCTION CONTRACT FOR THE CITY HALL-
FIRST FLOOR RESTROOM RENOVATIONS
Whereas, sealed proposals have been submitted by contractors for the
City Hall-First Floor Restroom Renovations pursuant to Resolution No. 06-487
and notice to bidders published in a newspaper published in the City of Dubuque,
Iowa on the 6th day of October, 2006.
Whereas, said sealed proposals were opened and read on the 31st day of
October, 2006, and it has been determined that the bid of Portzen Construction
of Dubuque, Iowa, in the amount of $76,828 was the lowest bid for the
furnishings of all labor and materials and performing the work as provided for in
the plans and specifications.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the contract for the above improvement be awarded to Portzen
Construction and the Manager be and is hereby directed to execute a contract on
behalf of the City of Dubuque for the complete performance of the work.
BE IT FURTHER RESOLVED:
That upon the signing of said contract and the approval of the contractor's
bond, the City Treasurer is authorized and instructed to return the bid deposits of
the unsuccessful bidders.
Passed, approved and adopted this 6th day of November, 2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 543-06
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on October 6, 2006, plans, specifications, form of contract and
estimated cost were filed with the City Clerk of Dubuque, Iowa for the City Hall-
151 Floor Restroom Renovations.
Whereas, notice of hearing on plans, specifications, form of contract, and
estimated cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are
hereby approved as the plans, specifications, form of contract and estimated cost
for said improvements for said project.
Passed, approved and adopted this 6th day of November, 2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
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MEMORANDUM
September 25, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: City Hall 1 st Floor Restroom Renovations
Building Services Manager is recommending initiation of the public bidding process for
renovation of the City Hall 151 floor restrooms. He further recommends that a public
hearing be set for November 6, 2006.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
N t4,AL
Michael C. Van Milligen '---
MCVM/ksf
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Rich Russell, Building Services Manager
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Memorandum
September 25, 2006
FROM:
Michael C. Van Milligen, City Manager
Rich Russell, Building Services Manager ~
TO:
SUBJECT: City Hall_1st Floor Restroom Renovations
INTRODUCTION
The enclosed resolutions authorize the public bidding procedures for the City
Hall_1st Floor Restroom Renovations.
BACKGROUND
The public restrooms on the first floor of City Hall are in need of updating. The
existing tile floors and walls are difficult to maintain in a proper manner. New
plumbing fixtures, electrical fixtures and ceiling tile will improve the appearance
and maintenance of this area, as well.
The project is included in the City Hall Maintenance CIP.
The design will replicate the existing layout. The swing of some doors will be
changed to improve the current ADA compliance.
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
October 6, 2006
October 27,2006
November 2, 2006
November 6, 2006
November 6, 2006
January 5, 2007
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_1st Floor
Restroom Renovations.
BUDGET IMPACT
The construction costs estimate for the City Hall-1 st Floor Restroom
Renovations:
Total Project Cost
$45,000.00
$ 4,320.00
$ 4,500.00
$53,820.00
Construction Contract
Design
Contingency
The funding source for this project will be from the City Hall
Maintenance/Remodel CIP. (CIP no. 100-1045 350-1045)
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
Jenny Larson, Budget Director
RESOLUTION NO. - 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 City Hall_1st Floor Restroom Renovations in the estimated amount
of $49,500, are hereby approved and ordered filed in the office of the City Clerk
for public inspection.
Passed, approved and adopted this 2nd day of October, 2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC
City Clerk
I
RESOLUTION NO. - 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
City Hall_1st Floor Restroom Renovations.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That on the 6th day of November, 2006, 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 2nd day of October, 2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC
City Clerk
,
RESOLUTION NO. - 06
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the City Hall_1st Floor Restroom Renovations 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 2nd day of November, 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 6th day of November, 2006.
Passed, approved and adopted this 2nd day of October, 2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC
City Clerk
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE CITY HALL-1sT FLOOR RESTROOM RENOVATIONS
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
2nd day of November, 2006, for the City Hall_1st Floor Restroom Renovations.
Copies of the plans and specifications may be obtained at the City of
Dubuque City Hall, 50 West 13th Street, Dubuque, Iowa.
Payment to the contractor will be made from funds as may be legally used
for such purposes.
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 January
5, 2007.
All bids must be submitted on the Bid Form provided with the plans. 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 specifications.
The successful bidder 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. Said bond shall also guarantee the material 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.
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 construed as a non-qualifying bid and will be
rejected by the City Council as not responsive.
The City Council reserves the right to reject any and all bids or to waive
any technicalities and irregularities.
All bids will be publicly opened and read by the City Clerk at 2:00 o'clock
p.m. on the 2nd day of November, 2006, and will be submitted to the Council for
final action at a meeting to be held in the Public Library Auditorium, at said City at
6:30 p.m. on the 6th day of November, 2006. A contract will be awarded at that
time or such subsequent time as the City Council may determine.
Published by order of the City Council of the City of Dubuque, Iowa and
dated this 6th day of October, 2006.
Jeanne F. Schneider, CMC
City Clerk