City Hall Remodel 1st Fl CeilinMEMORANDUM
March 25, 2002
TO:
FROM:
SUBJECT:
The Honorable Mayor and City Council Members
Michael C. Van Milligen, City Manager
City Hall Remodeling - First Floor Ceiling
Building Services Manager Rich Russell recommends initiation of the bidding process
for the City Hall Remodeling - First Floor Ceiling Project, and further recommends that
a public hearing be set for May 6, 2002.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
M chael C Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Rich Russell, Building Services Manager
TO:
FROM:
SUBJECT:
CITY OF DUBUQUE, IOWA
MEMORANDUM
March 25, 2002
Michael C. Van Milligen, City Manager
Rich Russell, Building Services Manager
City Hall Remodeling - First Floor Ceiling
INTRODUCTION
The enclosed resolutions authorize the public bidding procedures for the City Hall
remodeling project of the first floor corridor ceiling.
BACKGROUND
This project provides for the renovation of the City Hall - First Floor corridor and the
east/west entries to a more historic nature. The work will consist of the following:
relocation of existing corridor lighting and installation of historical light fixtures;
installation of a new metal ceiling; and sprinkler head relocation. Similar historic lighting
will be installed on second floor corridor in early spring of 2002.
The schedule for the project will be as follows:
Advertisement for Bids
Notice of Hearing on Plans & Specifications
Receipt of Bids
Public Hearing
Award of Contract
Completion
April 5, 2002
April 26, 2002
April 25, 2002
May 6, 2002
May 6, 2002
October, 2002
RECOMMENDATION
I recommend that the City Council establish the date for the public hearing, and
authorize the City Clerk to advertise for proposals for the City Hall Remodeling - First
Floor Ceiling.
BUDGET IMPACT
The construction costs estimate for the City Hall Remodeling Project - First Floor
Ceiling:
Construction Contract
Contingency
Architectural Services
$65,825.00
6,582.50
5,300.00
Total Project Cost
$77,707.50
Funding sources for this improvement will be from the Fiscal Year 2002 Capital
Improvement Program for City Hall.
ACTION TO BE TAKEN
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 attached
resolutions.
Prepared by Gus Psihoyos, Assistant City Engineer
cc: Pauline Joyce, Administrative Services
Para Myhre, Associate Planner
Jerry Anderson, Design Center Associates
Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13~ Street. Dubuque, IA 52001-4864
RESOLUTION NO. 202-02
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
City Hall Remodeling Project - First Floor Ceiling, in the estimated amount of $77;707:50,
are hereby approved and ordered filed in the office of the City Clerk for public inspection,
Passed, approved and adopted this 1st,
Attest:
day of Apri 1 ,2002,
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13~ Street, DubuqueI IA 52001-4864
RESOLUTION NO. 203-02
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 City Hall Remodeling Project -
First Floor Ceiling.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That on the 6th day of May, 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 1st
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
dayof April ,2002.
Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13t~ Street, Dubuque, IA 52001~.86,1
RESOLUTION NO. 204-02
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the City Hall Remodeling Project - First Floor Ceiling 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 25th daY of April, 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 6th day of May, 2002.
Passed, approved and adopted this 1st day of April, 2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Sc'hneider, City Clerk
day of Apri ] ,.2.002~
/ Terrance M. D"uo'g~n,~yor
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 City Hall Remodeling Project - First Floor Ceiling.
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
City Hall Remodeling Project - First Floor Ceiling, in accordance with the provisions of
Chapter 384, City Code of Iowa, at 6:30 p.m. on the 6th day of May, 2002, in the Public
LibraryAuditorium 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 hearing 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
2002.
day of
Jeanne F. Schneider, City Clerk
Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13t~ Street. Dubuque, iA 520014864
RESOLUTION NO. - 02
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 12th day of December, 2001, plans, specifications, form of contract
and estimated cost were filed with the City Clerk of Dubuque, Iowa for the City Hall
Remodeling Project - First Floor Ceiling.
Whereas, notice of hearing on plans, specifications, form of contract, and estimated
cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are hereby
approved as the plans, specifications, form of contract and estimated cost for said
improvements for said project.
Passed, approved and adopted this
day of ,2002.
Attest:
Terrance M. Duggan, Mayor
Jeanne F. Schneider, City Clerk
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE CITY HALL REMODELING -
FIRST FLOOR CEILING
Sealed proposals will be received bythe City Clerk of 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 25th day of April,
2002, for the City Hall Remodeling Project - First Floor Ceiling.
Copies of the plans and specifications may be obtained in the Building Services
Office at City Hall.
Payment to the contractor will be made from funds as may be legally used for such
purposes.
All work herein provided for shall be commenced within ten (10) days after the
notice to proceed has been issued, and shall be fully completed by October, 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 often 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. 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.
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.
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
25th day of April, 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 6th day of May,
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 October, 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.
Other reasons beyond the control of the Contractor, which in the City's opinion,
would justify such extension.
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