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
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AI- America City
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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.
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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
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,
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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.