Carnegie-Stout Public Library_Maker Space Project_Initiate Copyright 2014
City of Dubuque Items to be set for Public Hearing # 1.
ITEM TITLE: Carnegie-Stout Public Library- Maker Space Project
SUMMARY: City Manager recommending preliminary approval of the
construction plans and specifications, authorize the public
bidding process and set a public hearing for May 16, 2016
for the Carnegie-Stout Public Library's Maker Space
Project.
RESOLUTION 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 5/16/16
ATTACHMENTS:
Description Type
Library Make Space Project-MVM Memo City Manager Memo
Staff Memo Staff Memo
Resolution and Notice of Hearing Resolutions
Notice to Bidders Supporting Documentation
THE CITY OF Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Library Maker Space Project
DATE: April 25, 2016
City Engineer Gus Psihoyos is recommending City Council provide preliminary approval
to the construction plans and specifications, authorize the public bidding process and
set a public hearing for May 16, 2016 through the adopting of resolutions for the C-SPL
Maker Space Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mich el C. Van Milligen
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Gus Psihoyos, City Engineer
Dubuque
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To: Mike Van Milligen, City Manager
From: Gus Psihoyos, City Engineer
Date: April 26, 2016
Subject: Library Maker Space Project
INTRODUCTION
With your approval, the enclosed resolutions authorize the public bidding process for
the Carnegie-Stout Public Library's (C-SPL) Maker Space project.
BACKGROUND & DISCUSSION
The Library was awarded a $6,000 grant from Best Buy in October of 2013 and the
C-SPL Foundation granted over $15,000 to support a portable digital media lab. The
Library has partnered with the Honors Class of Loras College for two years, and these
students took the equipment into the community with the goal of reaching teens in
poverty. Identified outcomes were to decrease the digital divide in the community
through technology outreach. This was done by providing hardware and software to
youth who could not afford the technology. The program was met with enthusiasm and
is regarded as successful.
When the equipment was not used for outreach programs, it remained locked in a case
and stored in the library due to a lack of space. The equipment was unpacked when a
specific program was planned, but it was unavailable to the general public on a daily
basis.
In the fall of 2015, the Loras College Honors Class that C-SPL worked with for two
years entered into research phase of the project and students are not currently reaching
out to the community with this equipment.
For these two reasons, the Library Board of Trustees of C-SPL and staff made the
decision to create a "Maker Space" inside the library for use as a media lab.
"Maker spaces" are mentor-led learning environments that are places to build, create,
and craft. They promote innovation, collaboration, and community. A dedicated space
in support of this can accomplish the goal.
PROJECT SCHEDULE
The schedule for the project is as follows:
Initiate Public Bidding Process May 2, 2016
Publish Notice to Bidders, Advertise for Bids May 6, 2016
Notice of Public Hearing on Plans and Specs May 6, 2016
Pre-Bid Meeting May 12, 2016
Public Hearing May 16, 2016
Receipt of Bids June 3, 2016
Award Construction Contract June 20, 2016
Substantial Completion Date August 29, 2016
RECOMMENDATION
I recommend that the City Council provide preliminary approval to the construction
plans and specifications and establish May 16, 2016 as the date of the public hearing,
and hereby authorize the City Clerk to advertise for bid proposals for the C-SPL Maker
Space project.
BUDGETIMPACT
The estimate of probable cost for the C-SPL Maker Space project is as follows:
A/E Planning $5,500
A/E Design & Const. $18,000
Construction $123,750
Furniture/Tools/Misc. Const. $20,000
IT Cabling 11.0-0-0
Project Total
FUNDING
In FY15 $5,500 in General Funds were spent to pay for the planning phase of the
project. C-SPL intends to fundraise all remaining costs related to this project or 96.8%
of the project cost.
As of April 22, 2016 69% of the total project cost has been raised by private donations
and grants. An additional $78,000 in grants and private donor requests is currently
outstanding. C-SPL will know by May 20, 2016 how much of the pending $78,000 will
be available for this project.
In the event the project falls short in its fundraising goal, the balance required to fully
implement this project will be funded from the James Mutschler Trust Fund, which is
earmarked for C-SPL expansion and has a current balance sufficient to cover the
project costs.
Page 2 of 3
REQUESTED ACTION
The City Council is requested to establish the date of the public hearing and authorize
the City Clerk to advertise for bid proposals through the adoption of the enclosed
resolutions for the C-SPL Maker Space Project through adoption of the attached
resolutions.
cc: Jenny Larson, Budget Director
Susan Henricks, C-SPL Director
Steve Sampson Brown, Project Manager
Andrew McCready, Selser Schaefer Architects
Library Board of Trustees
I
Page 3 of 3
RESOLUTION NO. 174-16
CARNEGIE-STOUT PUBLIC LIBRARY MAKER SPACE 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
Carnegie -Stout Public Library Maker Space Project in the estimated amount
$123,750.00, 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 16th day of May, 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 Carnegie -Stout Public Library Maker Space 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 and
which notice shall be published not less than thirteen but not more than forty-five days
before the date for filing bids before 2:00 p.m. on the 3rd day of June, 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 20th day of June, 2016, in the Historic Federal
Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this 2nd day of May, 2016.
Attest:
Kevin S. Fiirnsta`hl, CMC, y Clerk
Roy D. Buol, Mayor
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE CARNEGIE-STOUT PUBLIC
LIBRARY MAKER SPACE 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 Carnegie-Stout Public Library Maker Space
Project, in accordance with the provisions of Chapter 26, Code of Iowa at 6:30
p.m. on the 16th day of May, 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:
The Project will provide for the construction of a room (called a Maker
Space) on the second floor of the Carnegie-Stout Public Library to house
technology equipment, craft materials and work space for public use
during all business hours.
Any visual of 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
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
CARNEGIE-STOUT PUBLIC LIBRARY MAKER SPACE PROJECT
120.1 Time and Place for Filing Sealed Proposals
Sealed Bids for the work comprising each improvement as stated below must be
filed before 2:00 p.m. on June 3, 2016, in the Office of the City Clerk, City Hall -
First Floor, 50 West 13th Street, Dubuque, Iowa.
120.2 Time and Placed Sealed Proposals Will be Opened and Considered
Sealed proposals will be opened and Bids tabulated at 2:00p.m. on June 3, 2016,
2016, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for
consideration by the City Council at its meeting on June 20, 2016. The City of
Dubuque, Iowa, reserves the right to reject any and all Bids.
120.3 Time 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 August 29,
2016.
120.4 Bid 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.
120.5 Contract Documents
Copies of the Contract Documents may be obtained at Tri-State Blueprint, 696
Central Avenue, Dubuque, Iowa 52001 . The Contract Documents will also be
available on the City's website at www.citvofdubuque.orq/bids.aspx. No plan
deposit is required.
120.6 Preference 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.
120.7 Sales 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.
120.8 General Nature of Public Improvement Project
The Project will provide for the construction of a room (called a Maker Space) on
the second floor of the Carnegie-Stout Public Library to house technology
equipment, craft materials and work space for public use during all business
hours.
120.9 Pre-Bid Construction Conference
Each prospective bidder is encouraged to attend the Pre-Bid Construction
Meeting to be held at 10:00 AM on May 12, 2016, at Carnegie-Stout Public
Library in Dubuque, Iowa. Please use the "staff entrance" door on Bluff Street
this door will be open from 9:50 — 10:05 a.m. Attendance by all prospective
bidders is not mandatory but highly recommended.
120.10 Title VI — Non-Discrimination Clause
The City of Dubuque in accordance with Title VI of the Civil Rights Act of 1964,
78 Stat. 252, 42 U.S.C. 2000d-2000d-4 and Title 49, Code of Federal
Regulations, Department of Transportation, Subtitle A, Office of the Secretary,
Part 21 , Nondiscrimination in Federally assisted programs of the Department of
Transportation issued pursuant to such Act, hereby notifies all bidders that it will
affirmatively insure that in any contract entered into pursuant to this
advertisement, minority business enterprises will be afforded full opportunity to
submit bids in response to this invitation and will not be discriminated against on
the grounds of race, color, national origin, sex, age, or disability in consideration
for an award.
Published in the Telegraph Herald on May 6, 2016