Fuel Station Rehabilitation Project - Award Public Improvement ContractCity of Dubuque
City Council
ACTION ITEMS # 3.
Copyrighted
March 17, 2025
ITEM TITLE: Fuel Station Rehabilitation Project - Award Public
Improvement Contract
SUMMARY: City Manager recommending City Council adopt the
resolution awarding the Public Improvement Contract for the
Fuel Station Rehabilitation Project to Evora Energy, LLC, in
the amount of $1,092,117.00, which is 23% below the
Engineer's estimate of $1,422,000.00.
RESOLUTION Awarding Public Improvement Construction
Contract For The Fuel Station Rehabilitation Project
SUGGUESTED Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Mtg 3 - Fuel Station Rehabilitation Project - Council Staff AWARD MEMO
3. Mtg 3 - Fuel Station Rehabilitation Project - Council Award RESOLUTION
4. Bid Tab
5. Award Recommendation Letter
Page 818 of 848
THE CITY OF
DUBE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Fuel Station Rehabilitation Project
Award Public Improvement Contract
Project Number: 54299000018
DATE: March 11, 2025
Dubuque
AI WIN av
2007-2012.2013
2017*2019
Public Works Director Arielle Swift is recommending City Council adopt the resolution
awarding the Public Improvement Contract for the Fuel Station Rehabilitation Project to
Evora Energy, LLC, in the amount of $1,092,117.00, which is 23% below the Engineer's
estimate of $1,422,000.00.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Arielle Swift, Public Works Director
Jennifer Larson, Chief Financial Officer
Tony Breitbach, Purchasing and Risk Manager
Joe Pregler, Interim Chief Information Officer
Chris Lester, Water Department Director
Brian Wulfekuhle, Field Operations Supervisor
Page 819 of 848
THE CITY OF
DUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Arielle Swift, Public Works Director
DATE: March 11, 2025
RE: Fuel Station Rehabilitation Project
Award Public Improvement Contract
Project Number: 54299000018
INTRODUCTION
Dubuque
11-Amr1a CRY
I I
2007-2012.2013
2017*2019
The purpose of this memorandum is to provide the City Council with information related
to the recommendation for awarding the Public Improvement Contract for the Fuel Station
Rehabilitation Project.
BACKGROUND
In January 2024, during a historical week-long snowfall, the fuel island kiosk was
rendered out of order due to snow entering the card readers. When trying to replace the
current kiosk, the hardware was found to be obsolete.
This caused city operations to pay
alternative method was determined
$25,000 - $35,000 per quarter. In .
staff identified a way to continue fu
being issued to the following fli
management, police, and fire.
retail prices for fuel to continue operations until an
This increased the operational fuel cost by around
my 2024, Public Works and Informational Services
)I island operations utilizing key fobs. Key fobs are
!ets: snow & ice control, solid waste resource
While the fuel island is down, staff is working with Origin Design, an engineering
consulting firm to identify needs for a new fuel rehabilitation project. Taking into account
a comprehensive approach including life expectancy of current underground tanks, fleet
expansion since initial fuel island was implemented, future fleet growth, electric vehicle
initiatives, and water operations currently linked with the fuel system.
Public Works is recommending a full rehabilitation of the fuel island. This will include:
1. Replacing the three (3) 12,000-gallon underground fuel tanks with three (3)
15,000-gallon underground fuel tanks.
2. Adding a diesel exhaust fluid (DEF) utilization meter
a. There are no current metrics on this, and it is recharged through the garage
overhead rate instead of only vehicles utilizing DEF.
3. Replacing the two (2) fuel pumps with four (4) fuel pumps and extending the
canopy to include greater overhang.
Page 820 of 848
a. When the fuel island was installed, it was created for a fleet the City had
twenty (20) years ago. Staff and consultant considered the current fleet,
frequency of fill ups, future fleet expansion over the next 40 years,
dimensions of new fire trucks, curbside collection vehicles, and busses to
determine the fuel island future needs.
4. Ensuring the bulk water sales operation continues to be metered and recharged
through water distribution operations.
5. Compatibility with current Fleet Management Information Systems software.
6. Compatibility to add a streamlined radio frequency identification (RFID) fuel system
in the future without additional rehabilitation.
BID RESULTS
The City received Four (4) sealed bids on February 27, 2024, for the Fuel Station
Rehabilitation Project. A summary of the bid proposal received is as follows:
Contractor Name
Total Bid
Evora Energy, LLC
$1,092,117
Metco
$1,116,900
Portzen Construction
$1,377,600
Tschiggfrie Excavating
$1,486,200
RECOMMENDATION
The Notice to Bidders for the Fuel Station Rehabilitation Project was publicly advertised,
on the City's website and Origin Design Co website.
I recommend that the public improvement contract for the Fuel Station Rehabilitation
Project be awarded to Evora Energy, LLC of Grimes, IA, in the amount of $1,092,117.00.
BUDGET IMPACT
The estimate of probable cost for the Fuel Station Rehabilitation Project is summarized
in the following table:
Description
Cost Estimate
Award
Fuel Station Rehabilitation
$1,422,000.00
$1,092,117.00
Total Construction Cost Estimate
$1,422,000.00
$ 1,092,117.00
The proposed project funding is summarized as follows:
Project Number
Fund Description
Fund Amount
5429900018
Road Use Tax — Snow & Ice savings FY24 & FY 25
$ 581,917.00
Sales Tax 30% - FY26 CIP
510,200.00
Total Project Funding
$ 1,092,117.00
2
Page 821 of 848
REQUESTED ACTION
I respectfully request that the City Council award the Public Improvement Contract for the
Fuel Station Rehabilitation Project to Evora Energy, LLC, in the amount of $1,092,117.00,
through adoption of the attached resolution.
cc: Jennifer Larson, Chief Financial Officer
Tony Breitbach, Purchasing and Risk Manager
Joe Pregler, Interim Chief Information Officer
Chris Lester, Water Department Manager
Brian Wulfekuhle, Field Operations Supervisor
3
Page 822 of 848
Prepared by Arielle Swift Public Works Director City of Dubuque Public Works 925 Kerper Ct Dubuque IA 52001 (563)589-4250
Return to Adrienne N. Breitfelder City Clerk City of Dubuque, 50 W. 1311 St. Dubuque, IA 52001 (563)589-4100
RESOLUTION NO. 106-25
AWARDING PUBLIC IMPROVEMENT CONSTRUCTION CONTRACT FOR THE FUEL
STATION REHABILITATION PROJECT
WHEREAS, sealed proposals have been submitted by contractors for the Fuel
Station Rehabilitation Project, (the Project) pursuant to Resolution No. 63-25 and Notice
to Bidders published on the City of Dubuque, Iowa website and plan room service with
statewide circulation on the 7th day of February 2025; and
WHEREAS, said sealed proposal was opened and read on the 271h day of
February 2025 and it has been determined that Evora Energy, LLC of Grimes, Iowa
submitted low bid in the amount of $1,092,117.00, and is the lowest responsive,
responsible bidder for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
SECTION 1. That a Public Improvement Contract for the Project is hereby awarded
to Evora Energy, LLC and the City Manager is hereby directed to execute a Public
Improvement Contract on behalf of the City of Dubuque for the Project.
Passed, adopted, and approved this 171" day of March 2025.
rad nagh, Mayor
Attest:
a2L� - A � sj�' � -
Adrienne N. Breitfelder, City Clerk
CITY OF DUBUQUE
FUELING STATION IMPROVEMENTS
BID TABULATION
2/27/2025 Origin Design Project No. 24132
NO. DESCRIPTION
1 Base Bid
Total Base Bid
UNIT PRICES
Removal of Unsatisfactory Soil & Replacement with Satisfactory
A Soil Material or Engineered fill from off -site as required
B Diesel Exhaust Fluid (DEF) - DEDUCT
C Fuel Management System - DEDUCT
D Vehicle ID Tags - Mileage Tag
Vehicle ID Tags - Engine Hours Tag
Vehicle ID Tags - Passive Tag
E Removal and Replacement of HMA Pavement
EVORA ENERGY
Origin Design Co.
137 Main Street Suite 100
Dubuque, Iowa 52001
563-556-2464
origindesign.com
METCO
PORTZEN TSCHIGGFRIE
QUANTITY
UNIT PRICE
TOTAL PRICE
UNIT PRICE
TOTAL PRICE
UNIT PRICE
TOTAL PRICE
UNIT PRICE
TOTAL PRICE
1 LS
$1,092,117.00
$1,092,117.00
$1,116,900.00
$1,116,900.00
$1,377,600.00
$1,377,600.00
$1,486,200.00
$1,486,200.00
$1,092,117.00
$1,116,900.00
$1,377,600.00
$1,486,200.00
CY
$72.00
$0.00
$68.00
$0.00
$75.00
$0.00
$35.00
$0.00
1 LS
($23,816.00)
($23,816.00)
($24,970.00)
($24,970.00)
($24,124.00)
($24,124.00)
($24,124.35)
($24,124.35)
1 LS
($237,066.00)
($237,066.00)
($221,102.00)
($221,102.00)
($39,225.00)
($39,225.00)
($392,225.24)
($392,225.24)
EACH
$343.00
$0.00
$375.00
$0.00
$386.00
$0.00
$350.77
$0.00
EACH
$131.00
$0.00
$145.00
$0.00
$148.00
$0.00
$134.00
$0.00
EACH
$43.00
$0.00
$46.35
$0.00
$48.00
$0.00
$43.35
$0.00
SY
$37.00
$0.00
$42.00
$0.00
$46.00
$0.00
$11.00
$0.00
Page 824 of 848
origin
des i g
March 6, 2025
Arielle Swift
Public Works Director
City of Dubuque
925 Kerper Ct
Dubuque, IA 52001
Re: City of Dubuque
Fueling Station Improvements
Award Recommendation
Project No.: 24132
Arielle:
In accordance with owner instructions, bids for the City of Dubuque Fueling Station Improvements
project were opened and read at 11:00 a.m. on February 27, 2025. Four (4) bids were received for this
project. Following are the as -read bid results:
Contractor
Base Bid
Evora Energy LLC
$1,092,117.00
Metco
$1,116,900.00
Portzen Construction
$1,377,600.00
Tschiggfrie Excavating
$1,486,200.00
After reviewing the bids, it was determined the low bid was submitted by Evora Energy LLC of Grimes,
Iowa, in the amount of $1,092,117.00.
Evora Energy LLC has the experience, workforce and equipment to properly complete this contract.
We recommend award of the City of Dubuque Fueling Station Improvements project to Evora Energy
LLC in the amount of $1,092,117.00.
The engineer's estimate for this project was $1,422,000.00. The low bid of $1,092,117.00 is $329,883.00
or 23% below the engineer's estimate.
Sincerely,
Origin Design Co.
Lauren Ray
Engineer
DUBUQUE OFFICE
137 Main Street, Ste. 100
Dubuque, Iowa 52001
origindesign.com
800 556-4491
Page 825 of 848