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Woodward Museum Restoration ProMEMORANDUM January 29,2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Woodward Museum - 2002 Renovations Project Public Works Director Mike Koch recommends initiation of the bidding process for the multiple construction contracts associated with the Woodward Museum - 2002 Renovations 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. MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, 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 Woodward Museum - 2002 Renovations Project INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the multiple construction contracts associated with the Woodward Museum - 2002 Renovations 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-211 Grant awarded by the Iowa Department of Transportation (Iowa DOT). 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 a TEA-21 project if the project elements being bid are estimated to cost less than $100,000 each. To achieve this, the Woodward Museum - 2002 Renovations Project was separated into seven (7) individual projects. The City entered into a supplemental agreement with the Iowa DOT for local bidding of all seven individual projects through the City's bidding process. DISCUSSION As stated, the project has been separated into seven (7) individual projects, and are summarized as follows: Contract No.1 - Masonry Tuckpointing The masonry tuckpointing will include the removal of the existing painting signage, tuckpointing of the existing brick and the replacement of damaged masonry units. Contract No.2 - Roof & Gutters/Downspouts The roof & gutters/downspouts will include the removal of existing roofing materials on the one-story section, installation of new built-up roofing on the one-story section repair of the built-up roof on the two-story section and installation of new pre-finished metal gutters and downspouts throughout. Contract No.3 - Carpentry The carpentry work shall include the removal of the metal panels on the one-story windows, replacement of broken glass in the one-story windows, restoration of all existing windows, installation of storm windows on the second floor windows and construction of bulkheads/chases to conceal fire sprinkler piping in the two-story section. Contract No.4 - HVAC The HVAC work shall include the modifications to the existing equipment and controls to assist in controlling the humidity levels throughout the structure. Contract No.5 - Plumbing and Sprinkler The plumbing and sprinkler work will include the installation of a fire sprinkler system throughout the building and the removal of existing plumbing fixtures in one of the existing restrooms. Contract No.6 - Electrical The electrical work shall include the installation of a new smoke and heat detection system throughout the building including the attic space and the associated modifications to the electrical circuitry. Contract No.7 - Termite Control The termite control work shall include the protection of the structure from termite infestation. Conlon Construction has been hired by the Historical Society to provide the coordination of all 7 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 Woodward Museum - 2002 Renovations Project for Iowa DOT approval. The City has not yet received concurrence on the seven (7) individual contract components, but staff is confident that authorization will be received prior to receipt of bids and award of contract. 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 February 4,2002 February 8,2002 February 21,2002 Ma~h 6,2002 Notice of Public Hearing on Plans and Specifications Public Hearing Award of Contract Preconstruction Meeting Completion Date March 8, 2002 March 18, 2002 March 18, 2002 March 20, 2002 July 3, 2002 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 Woodward Museum - 2002 Renovations Project is $960,040 which includes a 10% contingency and design fees. The contracts being bid at this time total $400,923. The Dubuque County Historical Society has a TEA-21 Grant awarded by the Iowa Department of Transportation in the amount of $629,121 for the Woodward Museum - 2002 Renovations Project. The projects will be funded with 30% Dubuque County Historical Society funds and 70% State/Federal funds up to the maximum grant amount. The City is the sponsor of the grant but will not have any funds contributed to the project. The statement of probable cost for the Woodward Museum - 2002 Renovations Project is as follows: Base Bid Contract No.1 - Masonry Tuckpointing $ 89,805 Contract No.2 - Roof & Gutter/Downspouts 89,968 Contract ~o.3 - Carpentry 48,095 Contract No.4 - HVAC 60,073 Contract No.5 - Plumbing and Sprinkler 69,853 Contract No.6 - Electrical 31,315 Contract No.7 - Termite Control 11,814 Total Renovation Project Cost $400,923 The project funding for the Woodward Museum - 2002 Renovations Project is as follows: TEA-21 Grant (Labor and material to complete exhibit work outside $400,923 of the bid constitutes the DCHS 30% match.) Total Renovation Project Funding (Design fees and soft costs not included.) ACTION TO BE TAKEN $400,923 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 Chris Wand, Durrant Group cc: Pauline Joyce, Administrative Services Manager Jerry Enzler, Mississippi River Museum Mark Hantelmann, Mississippi River Museum Kevin Eipperle, Durrant Group Chris Wand, Durrant Group Roger R. Walton, P.E., Local Systems Engineer, IDOT Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th StTeet, Dubuque, IA 52001-4864 RESOLUTION NO. 66-02 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 Woodward Museum - 2002 Renovations Project, in the estimated amount of $400,923.00, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 4th day of February, 2002. Attest: Jeanne F. Schneider, City Clerk o Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA 52001-4864 RESOLUTION NO, 67-02 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 Woodward Museum - 2002 Renovations 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 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 4th day of FEbruary, 2002. Attest: Jeanne F. Schneider, City Clerk 4th day of Fe~,ruary (%., 2002. Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13~ Street, Dubuque, ia 52001-4864 RESOLUTION NO. 68-02 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Woodward Museum - 2002 Renovations 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 Attest: Jeanne F. Schneider, City Clerk 4th day of February, 2002. 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 Woodward Museum - 2002 Renovations Project. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the Woodward Museum - 2002 Renovations 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 headng 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 WOODWARD MUSEUM - 2002 RENOVATIONS PROJECT Sealed proposals will be received by the City Clerk .o,f 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 Woodward Museum - 2002 Renovations Project, including: Contract No.1 - Masonry Tuckpointing; Contract No.2 - Roof & Gutters/Downspouts; Contract No.3 - Carpentry; Contract No.4 - HVAC; Contract No.5 - Plumbing and Sprinkler; Contract No.6 - Electrical; Contract No.7 - Termite Control. 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. Ail 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 3rd day of July, 2002. 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 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. 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 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 6~ 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. Published by order of the City Council of the City of Dubuque, Iowa and dated this 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 July 3, 2002. 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.