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Burlington RR Depot RestorationMEMORANDUM January 29, 2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Burlington Northern Railroad Depot Restoration Project Public Works Director Mike Koch recommends initiation of the bidding process for the multiple construction contracts associated with the Burlington Northern Railroad Depot Restoration Project, and further recommends that a public hearing be set for March 18, 2002. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy SteinhauseL Assistant City Manager Michael A. Koch, Public Works Director TO: FROM: SUBJECT: CITY OF DUBUQUE, IOWA MEMORANDUM Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director January 29, 2002 Burlington Northern Railroad Depot Restoration Project INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the multiple construction contracts associated with the Burlington Northern Railroad Depot Restoration Project. BACKGROUND The Dubuque County Historical Society (DCHS) and the City as the local sponsor secured a Transportation Equity Act for the 21st Century (TEA-21) Grant awarded by the Iowa Department of Transportation (Iowa DOT) and a grant from the State Historical Society for the Burlington Northern Railroad Depot Restoration Project. Through discussions with the Iowa DOT, DCHS and City staff, it was determined that the project would be more efficiently managed and would have more local participation if the project could be bid locally through the City of Dubuque. The Iowa DOT will allow local bidding of an TEA-21 project if the project elements being bid are estimated to cost less than $100,000 each. To achieve this, the Burlington Northern Railroad Depot Restoration Project was separated into seventeen (17)individual projects. On September 17, 2001, the City entered into a supplemental agreement between the Iowa DOT for local bidding of all the individual projects through the City's bidding process. DISCUSSION As stated, the project has been separated into seventeen (17) individual projects, and are summarized as follows: Contract No.1 - Masonry Demolition The masonry demolition will include the removal of the existing masonry walls and the work necessary to salvage the brick for use in the new construction. Contract No.2 - General Demolition The general demolition will include the removal of roof, walls (other than masonry walls) and flooring necessary to complete the new construction. Contract No.3 - Concrete The concrete work will include the new foundations, floors and sidewalks required for the project. Contract No.4A - Masonry The masonry work will include the material, other than the brick, and labor necessary to construct the new masonry walls. It will also include the stone for the windows sills and decorative bands. Contract No.4B - Masonry (Brick Material Supply Only) This contract is for the purchase of the unit masonry for the project. Contract No.5 - Steel The steel work will include the structural steel and steel needed for stairs, handrails and railings. It will also include steel needed for shelf angles and lintels. Contract No.6 - Rough Carpentry The rough carpentry will include the brackets and purlins for the project. the general framing for the walls, floors and roof. It will also include Contract No. 7 - Finish Carpentry The finish carpentry will include the installation of the doors and trim associated with them. It will also include the interior wood finishes. Contract No.8 - Roof The roof will include the installation of a slate shingle roof and the associated trim necessary for the installation. Contract No. 9 - Doors and Windows The doors and windows include the installation of the windows, the door hardware, and the mirrors in the project. Contract No. 10 - Finishes The finishes will include the floor, wall, and ceiling finishes and the miscellaneous items like insulation, tile floors, retractable stairs, and toilet accessories. Contract No.11 - Food Service The food service will include the equipment necessary for the kitchen and serving area. Contract No.12 - Sprinkler The sprinkler contract includes the sprinkler system throughout the building. Contract No.13 - HVAC The HVAC will include the heating, ventilation, and the air conditioning necessary for the building. Contract No.14 - Plumbing The plumbing will include the piping and fixtures necessary for the plumbing within the building. Contract No. 15A- Electric The electrical will include the lighting and power within the building but will not include the light fixtures which will be bid separately. contract No.15B - Lights (Supply Light Fixtures Only) The lights will include the supply of the fixtures only. Project Alternate Components: Alternate No. la: Finish Floor Material Without Restrooms (Refer to Alternate 5 for possible plan changes). Base Bid: Provide vinyl composition floor tile (VCT) in the Platform area and Main Depot. Alternate Bid: In lieu of base bid, provide specified maple wood flooring. Alternate No. lb: Finish Floor Material With Restrooms (Refer to Alternate 5 for possible plan changes). Base Bid: Provide vinyl composition floor tile (VCT) in the Platform area and Main Depot, including the restrooms. Alternate Bid: In lieu of base bid, provide specified maple wood flooring. Alternate No. 2: Metal Stairs Base Bid: Provide telescoping access ladder to Storage 202. Alternate Bid: In lieu of base bid, provide the metal stair as shown, the walls to enclose the stair (include ceilings and finish painting of surfaces inside the stair, and door assemblies and finishing of doors), and the concrete floor topping for Rooms 202 and 203. Alternate No. 3: Chipping Mortar From Brick. Base Bid: Mortar left on bricks after being removed from walls will be cleaned off by volunteers so they can be used in the new construction. Alternate Bid: In lieu of base bid, this work will be the responsibility of the Contractor. Alternate No. 4a: Finish Wall and Ceiling Materials Without Restrooms. Base Bid: Provide gypsum board walls and ceilings where scheduled. Include standing and running trim at base, chair rail and door and window casings. Paint walls and ceilings, stain and varnish standing and running trim. Alternate Bid: In addition to base bid, provide bead board on walls and ceilings and the standing and running trim that occurs above the door and window casings at the entire perimeter of Rooms 101, 102, 103 and 106. Include the exterior wall surface and ceiling area for Rooms 104 and 105 as if those rooms were not constructed (refer to Alternate No. 5). Finish bead board and standing and running trim with stain and varnish. Alternate No. 4b: Finish Wall and Ceiling Materials With Restrooms. Base Bid: Provide gypsum board walls and ceilings where scheduled. Include standing and running trim at base, chair rail and door and window casings. Paint walls and ceilings, stain and varnish standing and running trim. Alternate Bid: In addition to base bid, provide bead board on walls and ceilings and the standing and running trim that occurs above the door and window casings at the entire perimeter of Rooms 102, 103 and 106. Include the Restroom walls on both sides and the ceilings inside Rooms 104 and 105 (refer to Alternate No. 5). Finish bead board and standing and running trim with stain and varnish. Alternate No. 5: Restrooms 104 and 105. Base Bid: Provide plumbing, HVAC and electrical rough-ins as indicated Drawings. Alternate Bid: In lieu of base bid, provide finished restrooms. on Alternate No. 6: Ridge Vent. Base Bid: Provide specified ridge vent. Alternate Bid: In lieu of base bid, provide "Ridge Roll Vent" and the finials. Comply with the specification section. Conlon Construction has been hired by the Historical Society to provide the coordination of all 17 projects. Since this is a State/Federal funded project, the City is required to submit a request to the State for concurrence and authorization to proceed. The City has submitted a final draft of the bid documents, project plans, specifications and construction cost estimates for the Burlington Northern Railroad Depot Restoration Project for Iowa DOT approval. To date, the City has received written authorization to proceed on the seventeen (17) individual contract components. PROJECT SCHEDULE The schedule for the project will be as follows: Initiate Public Bidding Process Advertisement for Bids Pre-Bid Contractors Meeting Receipt of Bids Notice of Public Hearing on Plans and Specifications Public Hearing Award of Contract Preconstruction Meeting Completion Date February 4, 2002 February 8, 2002 February 21,2002 March 6, 2002 March 8, 2002 March 18, 2002 March 18, 2002 March 20, 2002 March 14, 2003 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 total project statement of probable cost for the Burlington Northern Railroad Depot Restoration Project is $1,253,408. The contracts being bid at this time total $1,197,331. The Dubuque County Historical Society has a TEA-21 Grant awarded by the Iowa Department of Transportation in the amount of $444,050 for the Burlington Northern Railroad Restoration Project. The projects will be funded with 20% Dubuque County Historical Society funds and 80% State/Federal funds and up to the maximum grant amount. The City is the sponsor of the grant but will not have any funds contributed to the project. To date, approximately $49,999 of these funds have been allocated for State approved Burlington Northern Railroad Depot Restoration Project improvements, leaving a balance of approximately $394,051. Additionally, the Dubuque County Historical Society has received a $100,000 grant from the State Historical Preservation Office to be used on the project. The statement of probable cost for the Burlington Northern Railroad Depot Restoration Project is as follows: Contract No.1 - Masonry Demolition Alternate 3 - Contractor salvages brick. Contract No.2 - General Demolition Base Bid $47,630 $44,8O5 Bid Alternate $ Value / Alt. # $6,500 / Alt. 3 Contract No.3 - Concrete $39,700 Alternate 2 - Floor topping at 2"d floor. $6,650 / Alt. 2 Contract No.4A - Masonry $93,160 Contract No.4B - Masonry (Material) $49,715 Contract No.5 - Steel Alternate 2 - Provide metal stair. $68,890 $14,700 / Alt. 2 Contract No.6 - Rough Carpentry Alternate 2 - Provide metal stair. Alternate 5 - Add restrooms. $96,910 $600/AIt. 2 $350/AIt. 5 Contract No. 7 - Finish Carpentry Alternate 4A - Finish wall and ceiling w/o restrooms. Alternate 4B - Finish wall and ceiling w/restrooms $70,375 $27,230 / Alt. 4A $4,420 / Alt. 4B Contract No.8 - Roof Alternate 6 - Decorative ridge vent and finials. $78,330 $9,825 / Alt. 6 Contract No. 9 - Doors and Windows Alternate 2 - Provide metal stair. Alternate 5 - Add restrooms. $76,685 $1,600 / Alt. 2 $2,800 / Alt. 5 Contract No. 10 - Finishes Altemate lA- Finish floor w/o restrooms. Alternate 1B - Finish floor wi restrooms. Alternate 2 - Provide metal stair. Alternate 4A - Finish wall and ceiling w/o restrooms Alternate 4B - Finish wall and ceiling w/restrooms Alternate 5 - Add restrooms $19,757 $19,257 / Alt. lA $1,389/Alt. lB $1,200 / Alt. 2 $5,086 / Alt. 4A $4, 086 / Alt. 4B $480 / Alt. 5 Contract No.11 - Food Service $78,270 Contract No.12 - Sprinkler $14,900 Contract No.13 - HVAC Alternate 5 - Add restrooms. $71,700 $1,580 / Alt. 5 Contract No.14 - Plumbing Alternate 5 - Add restrooms. $58,745 $5,775 / Alt. 5 Contract No. 15A - Electric $97,400 Alternate 5 - Add restrooms. $2,780 / Alt. 5 Contract No. 15B - Lights $34,185 Contingency (15%) $156,174 Total Renovation Project Cost (Alternates not included in price.) $1,197,331 The project funding for the Burlington Northern Railroad Depot Restoration Project is as follows: Dubuque County Historical Society TEA-21 Grant State Historical Preservation Grant $ 653,281 $ 444,O5O $ 100,000 Total Renovation Project Funding (Design fees and soft costs not included.) $1,197,331 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. Prepared by Robert Schiesl, P.E., Civil Engineer Gary Schulte, Durrant Group cc: Pauline Joyce, Administrative Services Manager Jerry Enzler, Mississippi River Museum Mark Hantelmann, Mississippi River Museum Kevin Eippede, Durrant Group Gary Schulte, Durrant Group Roger Walton, P.E., Local Systems Engineer, IDOT Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Skeet, Dubuque, IA 52001-4864 RESOLUTION NO. 63-02 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 Burlington Northern Railroad Depot Restoration Project, in the estimated amount of $1,197,331.00, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Terrance M. Duggan, Mayor Passed, approved and adopted this 4th day of Attest: Jeanne F. Schneider, City Clerk , 02 Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13m Street, Dubuque, IA 52001-4864 RESOLUTION NO. 64-02 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 Burlington Northern Railroad Depot Restoration Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That on the 18th day of March, 2002, 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 headng 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 4th Attest: Jeanne F. Schneider, City Clerk day of February, 2002. Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13t~ Street, Dubuque, IA 52001-4864 RESOLUTION NO. 65-02 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Burlington Northern Railroad Depot Restoration 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 6th day of March, 2002. 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 18th day of March, 2002. Passed, approved and adopted this 4th day of February, 2002. Attest: Jeanne F. Schneider, City Clerk Terrance M. Duggan, Mayor 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 Burlington Northern Railroad Depot Restoration Project. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public headng on the proposed plans, specifications, form of contract and estimate of cost for the Burlington Northern Railroad Depot Restoration Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 18th day of March, 2002, 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 TDD at (563) 589-4193 in the Human Rights Department at least 48 hours prior to the meeting. Published by order of the City Council given on the day of ,2002. Jeanne F. Schneider, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE BURLINGTON NORTHERN RAILROAD DEPOT RESTORATION PROJECT 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 6th day of March, 2002, for the Burlington Northern Railroad Depot Restoration Project, including: Contract No.1 - Masonry Demolition; Contract No.2 - General Demolition; Contract No.3 - Concrete; Contract No.4A - Masonry; Contract No.4B - Masonry (Brick Material Supply Only); Contract No.5 - Steel; Contract No.6 - Rough Carpetry; Contract No.7 - Finish Carpetry; Contract No.8 - Roof; Contract No.9 - Doom and Windows; Contract No.10 - Finishes; Contract No.11 - Food Service; Contract No.12 - Sprinkler; Contract No.13 - HVAC; Contract No.14 - Plumbing; Contract No. 15A - Electric; Contract No. 15B - Lights (Supply Light Fixtures Only). Copies of the plans and specifications may be obtained at the Office of the Durrant Group, 700 Locust Street, Suite 942, Dubuque, Iowa. The City will hold a pre-bid on-site construction meeting, which will be open to all contractors interested in submitting a bid proposal. Each perspective bidder is encouraged to attend the pre-bid on-site meeting, located at the Harbor View Room, Ice Harbor Portside Building, to be held on 21st day of February, 2002, at 1:00 PM. 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 on the 14th day of March, 2003. All bids must be submitted on the Bid Form bound in the specifications. 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 specificationsl 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. 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. 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. 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. The City Council reserves the right to reject any and ail 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 6th day of March, 2002, 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 18th day of March, 2002. A contract will be awarded at that time or such subsequent time as the City Council may determine. this Published by oder ofthe City Council ofthe City of Dubuque, Iowa and dated day of _,2002. Jeanne F. Schneider, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within ten (10) days after notice to proceed has been issued and shall be fully completed by March 14, 2003. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 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.