City Hall Remodel Ceiling 1st FMEMORANDUM
April 29, 2002
TO:
FROM:
SUBJECT:
The Honorable Mayor and City Council Members
Michael C. Van Milligen, City Manager
City Hall Remodeling - First Floor Ceiling
It is necessary to revise the schedule for the City Hall Remodeling - First Floor Ceiling
Project since the plans were not available for the previously approved bid date of
April 25, 2002. Building Services Manager Rich Russell recommends that the revised
date for public hearing be set for June 3, 2002.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Rich Russell, Building Services Manager
~02
TO:
FROM:
SUBJECT:
CITY OF DUBUQUE, IOWA
MEMORANDUM
Michael C. Van Milligen, City Manager
Rich Russell, Building Services Manager
City Hall Remodeling - First Floor Ceiling
INTRODUCTION
The schedule for this project needs to be revised. The plans were not available for the
previously approved bid date of April 25, 2002. The enclosed resolutions authorize the
public bidding procedures for the City Hall remodeling project of the first floor corridor
ceiling.
BACKGROUND
The revised schedule for the project will be as follows:
Advertisement for Bids May 7, 2002
Notice of Hearing on Plans & Specifications May 24, 2002
Receipt of Bids May 23, 2002
Public Hearing June 3, 2002
Award of Contract June 3, 2002
Completion October, 2002
RECOMMENDATION
I recommend that the City Council establish the revised 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
Total Project Cost
$65,825.00
6,582.50
5,300.00
$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.
CC;
Pauline Joyce, Administrative Services
Pam Myhre, Associate Planner
Jerry Anderson, Design Center Associates
Prepared by: Rich Russell, Buildinq Services Manaqer Address: 50 W. 13"' Street, Dubuaue. IA 52001-4864
RESOLUTION NO. 246-02
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 3rd day of June, 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 6th day of May, 2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
PreDated by: Rich Russell, Buildinq Services Manaqer Address: 50W. 13~ Street, Dubuaue. IA 52001-4864
RESOLUTION NO. 247-02
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 I~ss than four days nor more than forty-five days prior to the receipt
of said bids at 2:00 p.m. on the 23rd day of May, 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 3rd day of June, 2002.
Passed, approved and adopted this 6th day of May, 2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
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 3rd day of June, 2002, in the Public Library Auditorium 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
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE CITY HALL REMODELING - FIRST FLOOR CEILING
Sealed proposals will be received by the 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
23rd day of May, 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
1, 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. 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 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 23rd day of May, 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 3rd day of June, 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
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