Dubuque City Hall - Electrical Service Project_Initiate Copyright 2014
City of Dubuque Items to be set for Public Hearing # 1.
ITEM TITLE: Dubuque City Hall - Electrical Service Project
SUMMARY: City Manager recommending City Council set a public
hearing for February 15, 2016 to give preliminary approval
of the construction plans and specifications, and initiate the
public bidding process for the Dubuque City Hall Electric
Service Project.
RESOLUTION Dubuque City Hall - Electrical Service
Project Preliminary Approval of Plans, Specifications, Form
of Contract, and Estimated Cost; Setting Date of Public
Hearing on Plans, Specifications, Form of Contract, and
Estimated Cost; and Ordering the Advertisement for Bids
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt
Resolution(s), Set Public Hearing for 2/15/16
ATTACHMENTS:
Description Type
Dubuque City Hall Electrical Service Project- MVM City Manager Memo
Memo
Staff Memo Staff Memo
Resolution Resolutions
Notice to Bidders Supporting Documentation
THE CITY OF Dubuque
UBE I
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Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Dubuque City Hall —Electrical Service Project
CI P No. 350-1045
DATE: January 27, 2016
City Engineer Gus Psihoyos recommends the City Council give preliminary approval of
the construction plans and specifications, and initiate the public bidding process for the
Dubuque City Hall Electric Service Project. It is further recommended that a public
hearing be set for February 15, 2016.
1 concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Gus Psihoyos, City Engineer
THE CITY
Dubuque
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Masterpiece on the Mississippi 9007.2012.21113
TO: Michael C. Van Milligen, City Manager
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FROM: Gus Psihoyos, City Engineer
DATE: January 26, 2016
RE: Dubuque City Hall - Electrical Service Project
CIP No.: 350-1045
INTRODUCTION
The purpose of this memorandum is to request authorization to initiate the public
bidding procedure for the Dubuque City Hall Electrical Service Project.
DISCUSSION
MEP Engineers (MEP) of Dubuque, Iowa was contracted to assess the current
condition of the city hall electrical service and determine if the service capacity needed
to be expanded. MEP has determined that current service is properly sized to meet the
current and envisioned future utilization of city hall. However during their assessment
they determined that the main breaker on the main service panel was frozen and unable
to trip. If the main panel becomes overloaded, the lack of a functioning main breaker
could cause an electrical fire. Replacing just the main breaker was investigated and
estimated cost more than 40% of the total cost to replace the whole panel. Thus MEP
and city staff recommend proceeding with replacing the complete main 600 amp
electrical service distribution panel. The project also contains two add alternate bid
items. Alternate No. 1 will install one empty subpanel on the first, second and third
floors. This alternate will simplify any future costs of reorganizing building office space
or adding additional circuits for lighting or outlets due to the existing subpanels having
no additional capacity. Alternate No. 2 will establish a cost to increase the main service
from 600 amps to 1,000 amps.
PROJECT SCHEDULE
The schedule for the project will be as follows:
Advertisement for Bids February 5, 2016
Notice of Hearing on Plans & Specifications February 5, 2016
Public Hearing February 15, 2016
Receipt of Bids February 17, 2016
Award of Contract March 7, 2016
Final Completion Date June 17, 2016
Page 1 of 2
RECOMMENDATION
recommend that the City Council give preliminary approval to the construction plans
and specifications and establish February 15, 2016, as the date of the public hearing,
and hereby authorize the City Clerk to advertise for bid proposals for the Dubuque City
Hall Electrical Service Project.
BUDGET IMPACT
The cost estimate for the Dubuque City Hall Electrical Service Project is:
Estimate
Construction Contract $45,000.00
Contingency (10%) 4,500.00
Total Project Cost 49 500.00
Alternates
#1 — Install sub panels on 1St 2nd & 3rd floor $5,000
#2 — Install 1,000 amp main distribution panel $75,000
Alternates Sub Total la0 0
The project will be funded as follows:
CIP No. Fund Description Fund Amount
350-1045 City Hall Remodeling $ 196,085.00
Total Project Funding $196,085.0.0
REQUESTED ACTION
I respectfully request that the City Council establish the date for the public hearing and
to authorize the City Clerk to advertise for proposals for the Dubuque City Hall Electrical
Service Project through adoption of the attached resolutions.
cc: Cindy Steinhauser, Asst. City Manager
Steve Sampson Brown, Project Manager
Corey Firzlaff, Electrical Inspector
FAPROJECTS\City Hall-Electrical Service Replacement 2016\Council Documents\Council Initiate Bid Doc.doc
Page 2 of 2
RESOLUTION NO. 31-16
DUBUQUE CITY HALL - ELECTRICAL SERVICE PROJECT
PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT,
AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS,
SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND
ORDERING THE ADVERTISEMENT FOR BIDS
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
The proposed plans, specifications, form of contract and estimated cost for the
Dubuque City Hall - Electrical Service Project in the estimated amount $125,000.00, are
hereby preliminarily approved and ordered filed in the office of the City Clerk for public
inspection.
A public hearing will be held on the 15th day of February, 2016, at 6:30 p.m. in the
Historic Federal Building Council Chambers (second floor) 350 W. 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.
The Dubuque City Hall - Electrical Service Project is hereby ordered to be advertised
for bids for construction.
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.
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 not less than four but not more than forty-five days before the
date for filing bids before 2:00 p.m. on the 17th day of February, 2016. 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 6:30 p.m. on the 7th day of March, 2016, in the Historic Federal
Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this 1st day of February, 2016.
Attest:
Kevin SC lirnsta I, C
,h,(2
Roy D. Buol, Mayor
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE DUBUQUE CITY HALL -
ELECTRICAL SERVICE 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 Dubuque City Hall - Electrical Service Project, in
accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the
15th day of February, 2016, in the Historic Federal Building Council Chambers
(second floor), 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:
• Project involves new electrical service entrance, new panel boards on first,
second and third floors with alternate to provide a new 1000A service
entrance with associated conduit and wire.
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 2016.
Kevin S. Firnstahl, CMC, City Clerk
SECTION 00120
Page 1 of 2
NOTICE TO BIDDERS
SECTION 00120
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
Dubuque City Hall Electrical Service
120.1 Time and Place for Filina Sealed Proposals
Sealed Bids for the work comprising each improvement as stated below must be filed
before 2:00 p.m. on February 17, 2016, in the Office of the City Clerk, City Hall - First Floor,
50 West 13th Street, Dubuque, Iowa.
120.2Time and Placed Sealed Proposals Will be Opened and Considered
Sealed proposals will be opened and Bids tabulated at 2:00p.m. on February 17, 2016, at
City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by
the City Council at its meeting on March 7, 2016. The City of Dubuque, Iowa, reserves the
right to reject any and all Bids.
120.3Time for Commencement and Completion of Work
Work on the Project must be commenced within ten (10) calendar days after the Notice to
Proceed has been issued and shall be fully completed by June 17, 2016.
120.4113id Security
Each Bidder must 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 must be in the amount of ten percent (10%) of the amount of
the contract and must 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 Bidder may provide a Bid Bond with
corporate surety satisfactory to the governmental entity. The Bid Bond must contain no
conditions except as provided in this section.
120.5Contract Documents
Copies of the Contract Documents may be obtained at the Engineering Department, City
Hall — Second Floor, 50 West 13th Street, Dubuque, Iowa 52001 . The Contract Documents
will also be available on the City's website at www.citvofdubuque.org/bids.aspx. No plan
deposit is required.
SECTION 00120
Page 2 of 2
120.6113reference 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.
120.7Sales Tax
The Bidder should not include State of Iowa sales tax in its Bid. A sales tax exemption
certificate will be available for all material purchased in Iowa for incorporation into the
Project.
120.8General Nature of Public Improvement Project
Dubuque City Hall Electrical Service CIP # 3501045
Provide new Electrical Service Entrance, New Panelboards on First, Second and Third
Floors with alternate to provide a new 1000A Service Entrance with associated conduit and
wire.
120.9113re-Bid Construction Conference
Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to
be held at 2:00 PM on February 9, 2016, at City Hall in Dubuque, Iowa. Attendance by all
prospective bidders is not mandatory but highly recommended.
Published in the Telegraph Herald on February 5, 2016.
___= END OF SECTION 00120 =___