Federal Building Third FloorWindow_Lead ProjectTHE CITY OF
DUB E
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MEMORANDUM
March 1, 2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Federal Building Exterior Window Lead Paint Removal & Painting And
Renovated Areas Window Repair, Glass Replacement, Interior Window
Lead Paint Removal & Painting Project
CIP: 1001841
City Engineer Gus Psihoyos is recommending authorization of the public bidding
procedure and to set a public hearing for the Federal Building Exterior Window Lead
Paint Removal and Painting And Renovated Areas Window Repair, Glass
Replacement, Interior Window Lead Paint Removal and Painting Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
THE CITY OF
DuB E MEMORANDUM
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February 28, 2007
TO: Michael C. Van Milligen, City Manage
i r '/
FROM: Gus Psihoyos, City Eng nee
SUBJECT: Federal Building Exterior Window Lead Paint Removal & Painting And
Renovated Areas Window Repair, Glass Replacement, Interior Window
Lead Paint Removal & Painting Project
CIP: 1001841
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the Federal Building
Exterior Window Lead Paint Removal & Painting And Renovated Areas Window Repair,
Glass Replacement, Interior Window Lead Paint Removal & Painting Project.
BACKGROUND
The Federal Building is an historic structure anchoring downtown. On September 6,
2005, the City Council directed City staff (Resolution 427-05) to prepare the formal
application to General Services Administration (GSA) for the conveyance of the Federal
Building to the City of Dubuque. After an extended coordination process, the City of
Dubuque took possession of the former US Post Office and Courthouse in July, 2006.
After a consultant selection process was conducted, a professional services agreement
was executed with The Durrant Group of Dubuque. In the fall of 2006, the scope of the
initial renovation project was updated to include detailed studies of the existing building
condition and remaining service life of all mechanical (HVAC), electrical and window
systems within the building.
On February 20, 2007, the City Council approved the initiation of the following work on
second and third floors:
1. Second Floor - Conversion of the former courtroom to a public auditorium and
meeting facility.
- Conversion of the jury deliberation rooms for a small meeting
room and a remote broadcast studio for local cable channel 8.
- Work in these areas will include new painting, installation of
2. Third Floor
DISCUSSION
sound & video systems, plaster repair, ADA required
improvements, new furnishings and HVAC/electrical updates.
- The former office of the Social Security Administration will
become the offices of the Housing & Community Development
Departments.
- The renovated area will contain a public reception area,
approximately 20 office spaces, an ADA compliant bathroom
and a breakroom. Anew security system will be installed to
cover all renovated areas.
- Work will include complete renovation by relocating interior
walls, painting, flooring replacement, installation of voice & data
systems and new furnishings.
This phrase of the project will include the following scope of work:
Federal Building Interior -Third Floor Renovated Areas:
1) Window lead paint removal.
2) Steel and wood window repair.
3) Thermo pane glass replacement in steel windows.
4) Window painting preparation work and painting.
Federal Building Exterior:
1) Window & spandrel panel and lead paint removal.
2) Window & spandrel panel painting preparation and painting.
PROJECT SCHEDULE
Initiate Public Bidding Process
1St Advertisement for Bids
2"d Advertisement for Bids
Receipt of Bids
Notice of Public Hearing on Plans and Specifications
Public Hearing
Award of Contract
Substantial Completion Date
Project Turnover
RECOMMENDATION
March 5, 2007
March 6, 2007
March 9, 2007
March 27, 2007
March 23, 2007
April 2, 2007
April 2, 2007
August 1, 2007
August 15, 2007
It is recommended that the City Council establish the date of the public hearing and
authorize the City Clerk to advertise for proposals for the Federal Building Exterior
Window Lead Paint Removal & Painting And Renovated Areas Window Repair, Glass
Replacement, Interior Window Lead Paint Removal & Painting Project.
BUDGET IMPACT
The estimate of probable cost for the Federal Building Exterior Window Lead Paint
Removal & Painting And Renovated Areas Window Repair, Glass Replacement, Interior
Window Lead Paint Removal & Painting Project:
Estimate
Construction Contract $ 468,000
Contingency (0% -Contingency funding covered by budget of main
contract for the Federal Building) 0
Total Project Cost 468 000
The total project funding summary for all work at the Federal Building is as follows:
CIP No. Fund Description Fund Amount
100-1841
102/290/350 Federal Building Renovation $3,194,843
To be recommended through Fiscal Year 2008 Budget
process. 394,590
Available Total Project Funding $3,589,648
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 the adoption of the attached
resolutions.
Prepared by Steven Sampson Brown, Project Manager
cc: Bob Schiesl, PE, Assistant City Engineer
Jenny Larson, Budget Director
RESOLUTION NO. 129-07
PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE FEDERAL BUILDING EXTERIOR
WINDOW LEAD PAINT REMOVAL & PAINTING AND RENOVATED AREAS
WINDOW REPAIR, GLASS REPLACEMENT, INTERIOR WINDOW LEAD PAINT
REMOVAL & PAINTING PROJECT
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 Federal Building Exterior Window Lead Paint Removal & Painting and Renovated
Areas Window Repair, Glass Replacement, Interior Window Lead Paint Removal &
Painting Project, in the estimated amount $468,000, are hereby preliminarily approved
and ordered filed in the office of the City Clerk for public inspection.
Passed, adopted and approved this 5th day of March, 2007
D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 130-07
FIXING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM
OF CONTRACT, AND ESTIMATED COST FOR THE FEDERAL BUILDING
EXTERIOR WINDOW LEAD PAINT REMOVAL & PAINTING AND RENOVATED
AREAS WINDOW REPAIR, GLASS REPLACEMENT, INTERIOR WINDOW LEAD
PAINT REMOVAL 8~ PAINTING PROJECT
Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary
approval to the proposed plans, specifications, form of contract, and estimated cost for
the Federal Building Exterior Window Lead Paint Removal & Painting and Renovated
Areas Window Repair, Glass Replacement, Interior Window Lead Paint Removal &
Painting Project (the Project) and ordered the same to be on file in the office of the City
Clerk for public inspection.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That a public hearing will be held on the 2"d day of April, 2007, 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 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.
Passed, adopted and approved this 5th day of March ,2007
Roy D. Buol,
Attest: Jeanne F. Schneider, CMC, City Clerk
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE FEDERAL BUILDING EXTERIOR
WINDOW LEAD PAINT REMOVAL & PAINTING AND RENOVATED AREAS
WINDOW REPAIR, GLASS REPLACEMENT, INTERIOR WINDOW LEAD PAINT
REMOVAL & PAINTING 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 Federal Building Exterior Window Lead Paint Removal & Painting
and Renovated Areas Window Repair, Glass Replacement, Interior Window Lead Paint
Removal & Painting Project, in accordance with the provisions of Chapter 26, Code of
Iowa, at 6:30 p.m., on the 2"d day of April, 2007, in the Public Library Auditorium, 360
West 11th 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:
Federal Building Interior -Third Floor Renovated Areas:
1) Window lead paint removal.
2) Steel and wood window repair.
3) Thermo pane glass replacement in steel windows.
4) Window painting preparation and painting.
Federal Building Exterior:
1) Window & spandrel panel and lead paint removal.
2) Window & spandrel panel painting preparation and painting.
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 day of , 2007.
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 131-07
ORDERING THE ADVERTISEMENT FOR BIDS FOR THE FEDERAL
BUILDING EXTERIOR WINDOW LEAD PAINT REMOVAL 8~ PAINTING AND
RENOVATED AREAS WINDOW REPAIR, GLASS REPLACEMENT,
INTERIOR WINDOW LEAD PAINT REMOVAL 8~ PAINTING PROJECT
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Federal Building Exterior Window Lead Paint Removal & Painting
And Renovated Areas Window Repair, Glass Replacement, Interior Window
Lead Paint Removal & Painting 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.
That 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 more than twenty
days but not more than forty-five days before the date for filing bids at 2:00 p.m.
on the 27th day of March, 2007. 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 the public
hearing at 6:30 p.m. on the 2"d day of April, 2007, in the Public Library
Auditorium, 360 West 11th Street, Dubuque, Iowa.
Passed, adopted and approved this 5th day of March, 2007.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
FEDERAL BUILDING EXTERIOR WINDOW LEAD PAINT REMOVAL &
PAINTING AND RENOVATED AREAS WINDOW REPAIR, GLASS
REPLACEMENT, INTERIOR WINDOW LEAD PAINT REMOVAL
& PAINTING 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
March 27, 2007, 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 March 27, 2007, at
City Hall -Conference Room A, 50 West 13th Street, Dubuque, Iowa, for
consideration by the City Council (Council) at its meeting on April 2, 2007. 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 fully completed by August 15, 2007.
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 construction documents may be obtained
in the City Engineer's office, City Hall -Second Floor, 50 West 13th Street,
Dubuque, Iowa at the City Hall. 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 sales tax in its bid. A sales tax
exemption certificate will be available for all material purchased for incorporation
in the project.
General Nature of Public Improvement.
Federal Building Renovation Project, CIP: 1001841
The Project shall consist of work in the following two areas:
Federal Building Interior -Third Floor Renovated Areas:
1) Window lead paint removal.
2) Steel and wood window repair.
3) Thermo pane glass replacement in steel windows.
3) Window painting preparation and painting.
Federal Building Exterior:
1) Window & spandrel panel lead paint removal.
2) Window & spandrel panel painting preparation and painting.
Pre-Bid Construction Conference. Each prospective bidder is encouraged to
attend the Pre-Bid Construction Conference to be held at 10 AM on March 15,
2007, at the Federal Building, 350 West 6th Street, Dubuque, Iowa. Attendance
by all prospective bidders is not mandatory but highly recommended.
Published in the Telegraph Herald, March 6 and 9, 2007.