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.