Woodward Museum Renovation ProMEMORANDUM
April 30, 2002
TO:
FROM:
SUBJECT:
The Honorable Mayor and City Council Members
Michael C. Van Milligen, City Manager
Woodward Museum - 2002 Renovations Project
Public Works Director Mike Koch recommends initiation of the bidding process for the
multiple construction contracts associated with the Woodward Museum - 2002
Renovations Project, and further recommends that a public hearing be set for June 17,
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
Michael A. Koch, Public Works Director
CITY OF DUBUQUE, IOWA
MEMORANDUM
April 29, 2002
TO:
Michael C. Van Milligen, City Manager
FROM: Michael A. Koch, Public Works Director
SUBJECT: Woodward Museum- 2002 Renovations Project
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the multiple
construction contracts associated with the Woodward Museum - 2002 Renovations
Project.
BACKGROUND
The Dubuque County Historical Society (DCHS) and the City, as the local sponsor,
secured a Transportation Equity Act for the 21st Century (TEA-21) Grant awarded by the
Iowa Department of Transportation (Iowa DOT):
Through discussions with the Iowa DOT, DCHS and City staff, it was determined that the
project would be more efficiently managed and would have more local participation if the
project could be bid locally through the City of Dubuque. The Iowa DOT will allow local
bidding of a TEA-21 project if the project elements being bid are estimated to cost less
than $100,000 each. To achieve this, the Woodward Museum - 2002 Renovations
Project was separated into six (6) individual projects. The City entered into a
supplemental agreement with the Iowa DOT for local bidding of all six (6) individual
projects through the City's bidding process.
Since this is a State/Federal funded project, the Dubuque County Historical Society was
required to submit a request to the State for concurrence and authorization to proceed.
The DCHS has submitted a final draft of the construction documents, including project
plans, specifications and probable cost estimates for the Woodward Museum - 2002
Renovations Project to both the State Historical Preservation office and the Iowa DOT
for approval. To date, the City and the DCHS have received written authorization to
proceed on the six (6) individual contract components.
Due to the complexity of the project and the immediate proximity to the Mississippi River
Discovery Center site, Conlon Construction has been hired directly by the Dubuque
County Historical Society to provide construction management, coordination and
inspection for all six (6) projects.
DISCUSSION
As stated, the project has been separated into six (6) individual projects, and are
summarized as follows:
Contract No.1 - Masonry Tuckpointing
The masonry tuckpointing will include the removal of the existing painted signage,
tuckpointing of the existing brick and the replacement of damaged masonry units.
Contract No.2 - Roof & Gutters/Downspouts
The roof and gutters/downspouts will include the removal of existing roofing materials on
the one-story section, installation of new built-up roofing on the one-story section, repair
of the built-up roof on the two-story section and installation of new pre-finished metal
gutters and downspouts throughout.
Contract No.3 - Carpentry
The carpentry work shall include the removal of the metal panels on the one-story
windows, replacement of broken glass in the one-story windows, restoration of all
existing windows, installation of storm windows on the second floor windows and
construction of bulkheads/chases to conceal fire sprinkler piping in the two-story section.
Contract No.4 - HVAC
The HVAC work shall include the modifications to the existing equipment and controls to
assist in controlling the humidity levels throughout the structure.
Contract No.5 - Plumbing and Sprinkler
The plumbing and sprinkler work will include the installation of a fire sprinkler system
throughout the building and the removal of existing plumbing fixtures in one of the
existing restrooms.
Contract No.6 - Electrical
The electrical work shall include the installation of a new smoke and heat detection
system throughout the building including the attic space and the associated
modifications to the electrical circuitry.
PROJECTSCHEDULE
The schedule for the project will be as follows:
Initiate Public Bidding Process
Advertisement for Bids
Pre-Bid Contractors Meeting
Receipt of Bids
Notice of Public Hearing on Plans
and Specifications
Public Hearing
Award of Contract
Pre-Construction Meeting
Completion Date
May 6, 2002
May 10, 2002
May 23, 2002
June 6, 2002
June 6, 2002
June 17, 2002
June 17, 2002
June 19, 2002
October 4, 2002
RECOMMENDATION
I would recommend that the City Council establish the date for the public headng, and
authorize the City Clerk to advertise for proposals.
BUDGET IMPACT
The total project statement of probable cost for the Woodward Museum - 2002
Renovations Project is $960,040 which includes a 10% contingency and design fees.
The contracts being bid at this time total $389,109. The Dubuque County Historical
Society has a TEA-21 Grant awarded by the Iowa Department of Transportation in the
amount of $629,121 for the Woodward Museum - 2002 Renovations Project. The
projects will be funded with 30% Dubuque County Historical Society funds and 70%
State/Federal funds up to the maximum grant amount. The City is the sponsor of the
grant but will not have any funds contributed to the project.
The statement of probable cost for the Woodward Museum - 2002 Renovations Project
is as follows:
Estimate
Contract No.1 - Masonry Tuckpointing
$ 89,805
Contract No.2 - Roof & Gutter/Downspouts 89,968
Contract No.3 - Carpentry
48,095
Contract No.4 - HVAC
60,073
Contract No.5 - Plumbing and Sprinkler
69,853
Contract No.6 - Electrical
31,315
Total Renovation Project Cost
$389,109
The project funding for the Woodward Museum - 2002 Renovations Project is as
follows:
TEA-21 Grant
(Labor and material to complete exhibit work outside
of the bid constitutes the DCHS 30% match.)
$389,109
Total Renovation Project Funding $389,109
(Design fees and soft costs not included.)
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 enclosed
resolutions.
Prepared by Robert Schiesl, P.E., Civil Engineer
Chris Wand, Durrant Group
CC:
Pauline Joyce, Administrative Services Manager
Jerry Enzler, Mississippi River Museum
Mark Hantelmann, Mississippi River Museum
Kevin Eipperle, Durrant Group
Chris Wand, Durrant Group
Paul Kalb, Conlon Construction
Roger R. Walton, P.E., Local Systems Engineer, IDOT
RESOLUTION NO. 252-02
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 Woodward Museum - 2002 Renovations Project, in the estimated
amount $389,109.00 are hereby approved and ordered filed in the office of the
City Clerk for public inspection.
Passed, adopted and approved this 6th day of May, 2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
ance M. Dugg~r./layor
RESOLUTION NO. 253-02
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
Woodward Museum - 2002 Renovations Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That a public hearing will be held on 17t~ of June, 2002, 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 pdor 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, adopted and approved this 6th
day of Ma,v ,2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne, F. Schneider, CMC, City Clerk
RESOLUTION NO. 254-02
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Woodward Museum - 2002 Renovations Project is hereby
ordered to be adverLised 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 6th of June, 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 17th of June, 2002.
Passed, adopted and approved this__
6th day of May, 2002.
Terrance M. Duggan, Mayor
Attest:
Jeanne F, Schneider, CMC, 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 Woodward Museum - 2002
Renovations Project.
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 Woodward Museum - 2002 Renovations Project, in
accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m.,
on the 17th of June, 2002, in the Public Library Auditorium, 360 West 11th Street,
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, CMC, City Clerk
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE
WOODWARD MUSEUM - 2002 RENOVATIONS PROJECT
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
6th of June, 2002, for the Woodward Museum - 2002 Renovations Project,
including: Contract No. 1 - Masonry Tuckpointing; Contract No. 2 - Roof &
Gutters/Downspouts; Contract No. 3 - Carpentry; Contract No. 4 - HVAC;
Contract No. 5 - Plumbing and Sprinkler; and Contract No. 6 - Electrical.
Copies of the plans and specifications may be obtained at the Office of the
Durrant Group, 700 Locust Street, Suite 942, Dubuque, Iowa.
The City will hold a Pre-Bid Contractors Meeting, which will be open to all
contractors interested in submitting a bid proposal. Each perspective bidder is
encouraged to attend the pre-bid on-site meeting, located at the Harbor View
Room, Ice Harbor Portside Building, to be held on the 23rd day of May, 2002, at 1
PM CDT.
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 the 4th of
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 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 Engineer and
each bidder will be required to state his pdces 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 }rovided 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 technical ties and irregularities.
All bids will be publicly opened and read by the City Clerk at 2:00 o'clock
p.m. on the 6~h of June, 2002, and will be submitted to the City Council for final
action at a meeting to be held in the Public Library Auditorium, 360 West 11th
Street, at said City at 6:30 p.m. on the 17th of June, 2002. A contract will be
awarded at that time or such subsequent time as the City may determine.
Published by order of the City Council of the City of Dubuque, Iowa and
dated this of ,2002.
Jeanne F. Schneider, CMC, City Clerk
CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES
Work herein provided for shall be commenced within the (10) days after notice to
proceed has been issued and shall be fully completed by October 4, 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.