Initiate Bid Process and Set Public Hearing for the Bunker Hill Irrigation Replacement Project Phase 3City of Dubuque
City Council
Copyrighted
November 4, 2024
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ITEM TITLE: Initiate Bid Process and Set Public Hearing for the Bunker Hill
Irrigation Replacement Project Phase 3
SUMMARY: City Manager recommending City Council approval of the
construction plans and specifications; estimated construction
cost of $360,000; and establish November 18, 2024, as the
date of the public hearing and hereby authorize the
Recreation Division Manager to advertise bids for the Bunker
Hill Irrigation Replacement Project Phase 3 through adoption
of the attached resolution.
RESOLUTION Bunker Hill Golf Course — Phase 3 Irrigation
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
SUGGUESTED Receive and File; Adopt Resolution(s), Set Public Hearing for
DISPOSITION: November 18, 2024
ATTACHMENTS:
1. MVM Memo
2. Staff Memo
3. Resolution
4. Public Hearing Notice
Page 1408 of 2498
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Initiate Bid Process and Set Public Hearing for the Bunker Hill Irrigation
Replacement Project Phase 3
DATE: October 30, 2024
Leisure Services Director Marie Ware is recommending City Council approval of the
construction plans and specifications; estimated construction cost of $360,000; and
establish November 18, 2024, as the date of the public hearing and hereby authorize
the Recreation Division Manager to advertise bids for the Bunker Hill Irrigation
Replacement Project Phase 3 through adoption of the attached resolution.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Marie Ware, Leisure Services Director
Dan Kroger, Recreation Division Manager
Andy Unrau, Golf Course Superintendent
Jenny Larson, Chief Financial Officer
Jason Lehman, Assistant City Attorney
Page 1409 of 2498
THE CITY OF
DUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Director
Dubuque
AII•Ameries City
151'�YWL OVX-I I I3l
2007-2012.2013
2017*2019
SUBJECT: Initiate Bid Process and Set Public Hearing for the Bunker Hill Irrigation
Replacement Project Phase 3
DATE: October 28, 2024
INTRODUCTION
The purpose of this memorandum is to request approval to initiate the bid process and
set the public hearing for the Bunker Hill Irrigation Replacement Project Phase 3.
BACKGROUND
The irrigation system for the tees and greens was installed around 1980 and the fairway
system was added in 1992. In Fiscal Year 2011 the satellite controllers, master control
panel, variable speed pump, backflow preventer, pump shelter and electrical controls
were replaced. This project was Phase 1.
In Fiscal Year 2016, $205,000 in CIP funding was approved to hire a consultant to
design, develop bid specs and monitor construction for the 18-hole golf course irrigation
system. This replacement project was designed by JBC landscape architects into 2
phases. These we called Phases 2 and 3. Each phase was made up of 9 holes (half)
of the course. This project included full replacement of both greens and fairway lines
and heads. Phase 2 was completed in the Spring of 2016.
The remaining PVC pipe has a life expectancy of 25 years in the ground. This means
that the tees and greens were ready to be replaced in 2005 while the fairway lines have
reached their expected lifespan. The PVC pipe is now brittle and cracks easily. We
continue to see additional staff time fixing leaks as they occur more often as the system
has aged.
In FY20 there was $200,000 in CIP funds for Phase 3 of the project. The Council
approved to initiate the bid process at their September 16, 2019 meeting. Bids were
Page 1410 of 2498
solicited in the Fall of 2019. Unfortunately, all bids received were over budget and
therefore rejected.
DISCUSSION
As designed, this project will result in efficiencies in overall water usage/monitoring,
better irrigation coverage of the course, and the reduction in staff time due to lengthy
repairs. These improvements will ultimately result in a better experience for the
patrons.
At the September 21, 2015 City Council Public Hearing, the Bunker Hill Irrigation Plans
and Specs developed by landscape architects, JBC, were approved for both Phase 2
and Phase 3 of the project. During the construction of Phase 2, there were minor
adjustments to the plans due to the rocky terrain as well as adjusted head locations for
improved irrigation results. These adjustments will have little effect to the plans and
scope of project for Phase 3. The goal for this final phase of the project is to begin
construction in the Fall of 2025. Based on current supply and contractor schedules, a
contract will need to be committed this winter in order to get this project on the schedule
for next fall. Per Assistant City Attorney Jason Lehman, staff may retain the original
approved architect for this project.
PROJECT SCHEDULE
The schedule for the project is as follows:
Initiate Public Bidding Process & Set Public Hearing
November 4, 2024
Publish Notice to Bidders
November 5, 2024
Public Hearing
November 18, 2024
Receipt of Bid Proposals
November 27, 2024
Award Construction Contract
December 16, 2024
Project Completion Date
December 1, 2025
BUDGET IMPACT
In FY25, there is currently $259,356 in CIP funding (Project #3444000011) to complete
Phase 3 and finalize the irrigation replacement for the golf course. However, based on
the current estimate of probable cost for the Bunker Hill Irrigation Project Phase 3, this
project will cost closer to $360,000 including the up to $9,000 in construction
administration fees for JBC. To cover the remaining balance, staff will be using
available Golf Enterprise funding. Chief Financial Officer Jenny Larson approves of the
use of the Golf Enterprise fund.
Page 1411 of 2498
The project cost estimate is as follows:
Project Estimated Cost $ 360,000.00
Funding Sources
Project #3444000011 $ 259,356.00
Golf Enterprise Funds $ 100,644.00
RECOMMENDATION
I respectfully request Mayor and City Council approval of the construction plans and
specifications; and establish November 18, 2024 as the date of the public hearing and
hereby authorize the Recreation Division Manager to advertise bids for the Bunker Hill
Irrigation Replacement Project Phase 3 through adoption of the attached resolution.
Prepared by: Dan Kroger, Recreation Division Manager
CC' Andy Unrau, Golf Course Superintendent
Jenny Larson, Chief Financial Officer
Jason Lehman, Assistant City Attorney
Page 1412 of 2498
Prepared by Dan Kroger, Recreation Division Manager 2200 Bunker Hill Road Dubuque IA 52001 (563) 589-4263
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 13'h St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 350-24
BUNKER HILL GOLF COURSE — PHASE 3 IRRIGATION 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
Whereas, Bunker Hill Golf Course is a popular community amenity within which the irrigation
system is a vital component to playability and maintenance; and
Whereas, Phase 3 is the final phase of the project putting the golf course in its' best position
to provide a quality product on an annual basis.
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 Bunker Hill
Golf Crouse — Phase 3 Irrigation Project, in the estimated cost amount of $360,000 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 18th day of November 2024, at 6:30 p.m. in the Historic
Federal Building Council Chambers (second floor), 350 West 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.
Passed, approved and adopted this 4th day of November 2024.
BraFtgltavanagh, Mayor
Attest:
Adrienne N. Breitfelder, City Clerk
Prepared by Dan Kroger, Recreation Division Manager 2200 Bunker Hill Road Dubuque IA 52001 (563) 589-4263
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 13'h St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 350-24
BUNKER HILL GOLF COURSE — PHASE 3 IRRIGATION 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
Whereas, Bunker Hill Golf Course is a popular community amenity within which the irrigation
system is a vital component to playability and maintenance; and
Whereas, Phase 3 is the final phase of the project putting the golf course in its' best position
to provide a quality product on an annual basis.
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 Bunker Hill
Golf Crouse — Phase 3 Irrigation Project, in the estimated cost amount of $360,000 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 18th day of November 2024, at 6:30 p.m. in the Historic
Federal Building Council Chambers (second floor), 350 West 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.
Passed, approved and adopted this 4th day of November 2024.
BraFtgltavanagh, Mayor
Attest:
Adrienne N. Breitfelder, City Clerk
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT,
AND ESTIMATED COST FOR THE BUNKER HILL IRRIGATION PROJECT PHASE 3.
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
Bunker Hill Irrigation Project Phase 3, in accordance with the provisions of Chapter 26, Code of
Iowa, at 6.30 p.m., on the 18th day of November, 2024, in the Historic Federal Building Council
Chambers (second floor) 350 W. 6t" 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:
This project will include the furnishing and install of phase 3 of a golf course irrigation
plumbing and distribution system as shown in the bid specifications. The existing Toro OSMAC
Irrigation Control System and satellite controllers shall be preserved. The project includes
connections to existing pumping station and water supply, all electrical equipment and
connections from the satellite controllers to the new irrigation heads as required to provide a
complete and operational golf course irrigation system, as per city specifications.
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 4th day of November, 2024.
Adrienne N. Breitfelder, City Clerk
Page 1414 of 2498