Five Flags HVAC_Promenade Roof ReplacementTHE CITY OF
DUB E MEMORANDUM
Masterpiece on the Mississippi
October 26, 2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Five Flags HVAC and Promenade Roof Replacement Project
#1514 and #1885
Leisure Services Manager Gil Spence recommends initiation of the bidding process for
the Five Flags HVAC and Promenade Roof Replacement Project, and recommends
preliminary approval of plans and specifications, ordering bids, and setting the date for a
public hearing on November 19, 2007.
The FY 2008 C.I.P. budget contains $600,000 for the HVAC replacement and $70,000
for the promenade roof replacement. Total project estimates are as follows:
Construction contract $ 680,000
Design fees 65,000
Total $ 745,000
This base bid is $75,000 over budget. This is the minimum work needed and funds
from the theater stage lift project will be moved to this project, if needed. The budget for
the roof replacement is $70,000 and the cost estimate is $185,000. The engineer
believes that the budget price was to recover the roof. His estimate is based on
removal of two previous roof systems; the code does not allow for adding a third layer
and replacing with a new layer.
Two alternates are also being bid: one is for replacement of the hot water boiler and hot
water heater ($175,000) and the other is the condensing unit in the theater ($43,000).
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Attachment
Michael C. Van Milligen
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gil D. Spence, Leisure Services Manager
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Masterpiece on the Mississippi
MEMORANDUM
October 24, 2007
TO: Michael C. Van Milligen, City Manager
FROM: Gil D. Spence, Leisure Services Mana
SUBJECT: Five Flags HVAC and Promenade Roof Replacement Project
#1514 and #1885
INTRODUCTION
The purpose of this memorandum is to request that the City Council initiate the bidding
process for the Five Flags HVAC and Promenade Roof Replacement Project.
DISCUSSION
This project provides for the final phase of the HVAC replacement project (two roof top
units were not included as they will not need to be replaced until FY 2014) and
replacement of the promenade roof. The engineer's estimate for the project is
$670, 000.
The schedule for the project is as follows:
City Council initiate bidding process
Notice to bidders
Notice of public hearing
Pre-bid construction meeting
Public hearing
Receipt of bids
Award contract
Project completion date
November 5, 2007
November 9, 2007
November 9, 2007
November 14, 2007
November 19, 2007
December 6, 2007
December 17, 2007
June 6, 2008
The FY 2008 C.I.P. budget contains $600,000 for the HVAC replacement and $70,000
for the promenade roof replacement. Total project estimates are as follows:
Construction contract $ 680,000
Design fees 65,000
Total $ 745,000
Five Flags HVAC and promenade roof replacement
page two
This base bid is $75,000 over budget but I recommend we proceed with the bidding.
This is the minimum work needed and funds from the theater stage lift project will be
moved to this project, if needed. The budget for the roof replacement is $70,000 and
the cost estimate is $185,000. The engineer believes that our budget price was to
recover the roof. His estimate is based on removal of two previous roof systems; the
code does not allow for adding a third layer and replacing with a new layer.
Two alternates are also being bid: one is for replacement of the hot water boiler and hot
water heater ($175,000) and the other is the condensing unit in the theater ($43,000).
ACTION STEP
The action requested is that the City Council adopt the attached resolutions giving
preliminary approval of plans and specifications, ordering bids, and setting the date of
public hearing.
GDS:et
attachments
Preparers Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263
RESOLUTION NO. 535-07
PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE FIVE FLAGS HVAC AND
PROMENADE ROOF REPLACEMENT 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 Five Flags HVAC and Promenade Roof Replacement Project, in the estimated
amount of $680,000, 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 November, 2007.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
PK
Preparers Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263
RESOLUTION NO. 536-07
FIXING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM
OF CONTRACT, AND ESTIMATED COST FOR THE FIVE FLAGS HVAC AND
PROMENADE ROOF REPLACEMENT 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 Five Flags HVAC and Promenade Roof Replacement 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 19th day of November, 2007, at 6:30
p.m. in the in the Council Chambers, second floor of the Federal Building, 350 West 6th
Street, Dubuque, Iowa, 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 November 2007.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
PK
Preparers Gil D. Spence Address: 2200 Bunker Hill Road Phone: 589-4263
RESOLUTION NO. 537-07
ORDERING THE ADVERTISEMENT FOR BIDS FOR THE FIVE FLAGS HVAC
AND PROMENADE ROOF REPLACEMENT PROJECT
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the Five Flags HVAC and Promenade Roof Replacement 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 6th day of December, 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 City Council meeting to be held at 6:30 p.m. on the 17th
day of December, 2007, in the Council Chambers, second floor of the Federal Building,
350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this 5th day of November 2007.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
PK
Preparers Gil Spence Address: 2200 Bunker Hill Road Phone: 589-4263
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE FIVE FLAGS HVAC AND
PROMENADE ROOF REPLACMENT 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 Five Flags HVAC and Promenade Roof Replacement Project, in
accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 19th
day of November, 2007, in the Council Chambers, second floor of the Federal Building,
350 West 6th 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:
This project provides for replacement of RTU-8, exhaust fans, AHU-1,
AHU-2, dual fired boiler, hot water heater, replacement of the promenade roof, and
other associated tasks.
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.
PK
Jeanne F. Schneider, CMC, City Clerk