Loading...
Fire Station No. 4 Mechanical and Restroom Upgrade_InitiateMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Fire Station No. 4 Mechanical and Restroom Upgrade Project CIP #102 -1460 DATE: October 28, 2013 Dubuque band AI- America City 1 2007 • 2012 • 2013 Fire Chief Dan Brown recommends initiation of the bidding process for the Fire Station No. 4 Mechanical and Restroom Upgrade Project, and further recommends that a public hearing be set for November 18, 2013. I concur with the recommendation and respectfully request Mayor and City Council approval. dt)tt+, Prvlit,45 Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Dan Brown, Fire Chief THE CITY OF DUB Masterpiece on the .N ississippi TO: FROM: DATE: Michael C. Van Milligen, City Manager Dan Brown, Fire Chief 28, 2013 Dubuque ***** AII•AmericaCity 11111, 0 2007 •2012 •2013 SUBJECT: Fire Station No. 4 Mechanical and Restroom Upgrade Project CIP # 102 -1460 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Fire Station No. 4 Mechanical and Restroom Upgrade Project. DISCUSSION The existing mechanical system in the building is approaching 15 years old and is at the end of its service life. Due to system deterioration, condensation in the ductwork has caused mold & mildew to form resulting in irritation and odors inside the building. This project will replace the existing roof mounted ductwork and HVAC equipment with new equipment located in the interior spaces in the building, thus eliminating the potential for the problem to reoccur. Additional work in the building involves demolition of the existing single restroom and replacing it with separate male and female restrooms. The project also contains one add alternate bid item that will complete the installation of the in- floor, truck bay radiant heat system. When the truck bay concrete floor was replaced in 2009, tubing was installed to facilitate a future connection to the building's boiler system. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Notice of Public Hearing on Plans & Specs Public Hearing Pre -Bid Meeting Receipt of Bids Award Construction Contract Substantial Completion Date November 4, 2013 November 8, 2013 November 8, 2013 November 18, 2013 November 20, 2013 December 4, 2013 December 16, 2013 May 2, 2014 RECOMMENDATION I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the Fire Station No. 4 Mechanical and Restroom Upgrade Project is as follows: Construction Contract Contingency (10 %) Construction Engineering & Inspection Total Project Cost Estimate $96,750 $10,000 $19,800 $126.550 The funding for the Fire Station No. 4 Mechanical and Restroom Upgrade Project will be as follows: CIP No. Fund Description Fund Amount 102 -1460 Station #4 Air Conditioning System $126,550 Total Project Funding $126,550 ACTION TO BE TAKEN The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions for the Fire Station No. 4 Mechanical and Restroom Upgrade Project. cc: Jenny Larson, Budget Director Steve Sampson Brown, Project Manager RESOLUTION NO. 316 -13 FIRE STATION NO.4 MECHANICAL AND RESTROOM UPGRADE PROJECT PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, 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 plans, specifications, form of contract and estimated cost for the Fire Station No. 4 Mechanical and Restroom Upgrade Project, in the estimated amount $106,750, 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 18th day of November, 2013, 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 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 plans, specifications, form of contract, or estimated cost of the Project. The Fire Station No. 4 Mechanical and Restroom Upgrade 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 to 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 but not more than forty -five days before the date for filing bids before 2:00 p.m. on the 4th day of December, 2013. Bids shall be opened and read by the City Clerk at time and will be submitted to the City Council for final action at 6:30 p.m. on the 16th day of December, 2013, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 4th day of November, 2013. Attest: rffi Kevi S. Firnstahl, C C, y Clerk 0 Roy D. Buol, Mayor CITY OF DUBUQUE OFFICIAL NOTICE NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE FIRE STATION NO. 4 MECHANICAL AND RESTROOM UPGRADE 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 Fire Station No. 4 Mechanical and Restroom Upgrade Project, in accordance with th the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 18 day of November, th 2013, in the Historic Federal Building Council Chambers (second floor), 350 West 6 Street, Dubuque, Iowa. Said proposed plans, 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 project will provide for the replacement of the fire station’s air conditioning and ventilation systems, along with full renovation of the existing second floor restroom in order to create two, separate restrooms. 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 8th day of November, 2013. Kevin S. Firnstahl, CMC, City Clerk 1t 11/8 NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT FIRE STATION NO. 4 MECHANICAL AND RESTROOM UPGRADE 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 December 4, 2013, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Placed Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on December 4, 2013, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on December 16, 2013. 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 Substantially Completed by May 2, 2014. 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 Contract Documents may be obtained at the City of Dubuque Engineering Department, Second Floor, 50 West 13th Street, Dubuque, Iowa 52001. The Contract Documents will also be available on the City's website at www .cityofdubuque.orq /bids.aspx. 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 State of Iowa sales tax in its bid. A sales tax exemption certificate will be available for all material purchased in Iowa for incorporation into the project. General Nature of Public Improvement. Fire Station No. 4 Mechanical and Restroom Upgrade Project CIP # 102 -1460 The project will provide for the replacement of the fire station's air conditioning and ventilation systems, along with full renovation of the existing second floor restroom in order to create two, separate restrooms. Pre -Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre -Bid Construction Conference to be held at 10 AM on November 20, 2013, at Fire Station #4, 1697 University Avenue, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Anyone seeking access to inspect the roof should do so by scheduling an appointment with Fire Station #4 at 589 -4164. Published in the Telegraph Herald, November 8, 2013.