Track Line Sanitary Sewer Reconstruction Project - State Revolving Fund Planning & Design Loan Copyrighted
April 3, 2025
City of Dubuque CONSENT ITEMS # 3.
City Council
ITEM TITLE: Track Line Sanitary Sewer Reconstruction Project - State
Revolving Fund Planning & Design Loan
SUMMARY: City Manager recommending City Council approval of
applications for State Revolving Fund (SRF) Planning &
Design (P&D) Loans to be considered for inclusion on the
State’s Intended Use Plan in June of 2025.
SUGGUESTED
DISPOSITION:
Receive and File; Approve
ATTACHMENTS:
1. MVM Memo
2. 2025-03-31_TrackLineSewerRelocate_SRF-P&D-Authorization_StaffMemo
3. P&DLoanApp_TrackLineSewerRelocate
Page 385 of 706
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Track Line Sanitary Sewer Reconstruction Project;
State Revolving Fund Planning & Design Loan
DATE:March 31, 2025
Assistant City Engineer Bob Schiesl is recommending City Council approval of
applications for State Revolving Fund (SRF) Planning & Design (P&D) Loans to be
considered for inclusion on the State’s Intended Use Plan in June of 2025.
This project provides for the phased relocation of 5,150 feet of the 12-inch diameter
sanitary sewer that runs along the railroad tracks from Hawthorne Street to Fengler
Street. The existing clay tile sewer that was installed in the 1920's still functions;
however, the influx of sand and proximity of the adjacent railroad tracks has increasingly
made the sewer difficult to maintain and indicates that groundwater is infiltrating into the
pipe. The sewer has multiple failing sections and is undersized from hydraulic modeling
results. Proximity to the adjacent railroad prohibits access for maintenance or
rehabilitation activities. The sewer requires relocation to City right of way, with
redirection of private laterals. The project is located adjacent to Consent Decree
Sewershed 10. The funding request will provide for the initial phase design, permitting,
and easement acquisition for the relocation of the track line sewer located between
Hawthorne St and Roosevelt St.
Page 386 of 706
2
I concur with the recommendation and respectfully request Mayor and City Council
approval.
_____________________________________
Michael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Bob Schiesl, Assistant City Engineer
Maxwell O’Brien, Civil Engineer
Jennifer Larson, Chief Financial Officer
Todd Irwin, Water Resources Project Supervisor
Page 387 of 706
TO: Michael C. Van Milligen, City Manager
FROM: Bob Schiesl, Assistant City Engineer
DATE: March 31, 2025
SUBJECT: Track Line Sanitary Sewer Reconstruction Project;
State Revolving Fund Planning & Design Loan
INTRODUCTION
The purpose of this memorandum is to present for consideration the submittal of
applications for State Revolving Fund (SRF) Planning & Design (P&D) Loans by the
April 7, 2025 deadline so that they might be considered for inclusion on the State’s
Intended Use Plan in June of 2025.
BACKGROUND
The proposed FY26 CIP budget includes funds to begin the design of this project
utilizing SRF funds. In order for a project to be financed using an SRF loan, it must be
approved and listed by the State on the SRF Intended Use Plan (IUP). The next SRF
P&D loan application deadline is April 7, 2025 in order for a project to be placed on the
IUP, which is updated quarterly: in March, June, September, and December. If
approved, the project would be placed on the IUP in June 2025.
Approved P&D loans are 0% interest for up to three years to cover the costs of
engineering to prepare facility plans and project plans & specifications. The loans are
then typically rolled into a SRF construction loan or repaid by another source of
permanent financing. Being listed on the State IUP does not automatically obligate the
City to issue debt or incur costs related to the projec t. If the City chose not to move
ahead with the project, or to fund it through alternate means, the City could request to
be removed from the IUP. It is important to note that any costs incurred under the P&D
loan from the time the project was added to the IUP and the request to be removed
would require repayment to the State at the time of request to be removed from the IUP.
If approved to submit the P&D loan application for the April 7, 2025 deadline to be
placed on the SRF IUP in June 2025, the City will then have the ability to proceed with
this project design process in early FY26, facilitating the correction of the existing
system deficiencies and allowing for capacity for future development in the City.
Page 388 of 706
2
DISCUSSION
This project provides for the phased relocation of 5,150 feet of the 12 -inch diameter
sanitary sewer that runs along the railroad tracks from Hawthorne Street to Fengler
Street. The existing clay tile sewer that was installed in the 1920's still functions;
however, the influx of sand and proximity of the adjacent railroad tracks has increasingly
made the sewer difficult to maintain and indicates that groundwater is infiltrating into the
pipe. The sewer has multiple failing sections and is undersized from hydraulic modeling
results. Proximity to the adjacent railroad prohibits access for maintenance or
rehabilitation activities. The sewer requires relocation to City right of way, with
redirection of private laterals. The project is located adjacent to Consent Decree
Sewershed 10. The funding request will provide for the initial phase design, permitting,
and easement acquisition for the relocation of the track line sewer located between
Hawthorne St and Roosevelt St.
The desired project schedule for the initial phase is as follows:
City Council Authorization April 3, 2025
P&D Loan Application April 7, 2025
SRF IUP June 2025
City Council RFQ Initiate August 4, 2025
Design Service RFQ Advertise: August 8, 2025
Questions Due: September 9, 2025
Response Addendum Due: September 11, 2025
Qualifications Due: September 18, 2025
Committee Review & Shortlist: September 22, 2025 thru September 26, 2025
Shortlist Interviews: September 29, 2025 thru October 3, 2025
Recommendation to City Manager: October 14, 2025
City Council Award: October 20, 2025
Contract Scope Submittal: November 14, 2025
Recommendation to City Manager: November 25, 2025
City Council Approval: December 1, 2025
SRF Facility Plan Submittal Due: February 27, 2026
Final Contract Documents Complete: October 26, 2026
All Permits Acquired: October 26, 2026
Council Initiate: November 2, 2026
Bid Advertisement: November 6, 2026
Council set Public Hearing: November 16, 2026
Council Advertise for Public Hearing: November 20, 2026
Public Hearing: December 7, 2026
Bid Opening: December 10, 2026
Council Bid Award: December 21, 2026
Construction/Contract Start: January 1, 2027
Construction End: December 31, 2028
Page 389 of 706
3
BUDGET IMPACT
The total P&D loan request is summarized as follows:
Description Estimate
Administrative, Financial & Legal expenses $ 20,000
Engineering Planning & Design expenses $ 360,000
Land (only after Environmental Review Clears) $ 100,000
Equipment $ 20,000
Total Planning & Design Loan Request $ 500,000
The total project funding requested in the FY26 CIP budget is summarized as follows:
Track Line Sanitary Sewer Reconstruction Project Funding
Fund
Source FY26 FY27 FY28 FY29 FY30
SRF Loan $ 500,00 $1,000,000 $1,500,000 $1,000,000 $1,000,000
The attached P&D Loan application have been reviewed and approved by Director of
Finance and Budget Jenny Larson and Bond Counsel (Dorsey & Whitney LLP).
ACTION TO BE TAKEN
I respectfully request review of the attached SRF P&D loan applications. If acceptable,
please sign and return to Engineering so the applications can be submitted by the April
7, 2025 P&D loan application deadline so that they might be considered for inclusion on
the State’s Intended Use Plan in June of 2025
Prepared by Maxwell O’Brien, Civil Engineer
cc: Jenny Larson, Chief Financial Officer
Todd Irwin, Water Resources Project Supervisor
Maxwell O’Brien, Civil Engineer
Gus Psihoyos, City Engineer
Page 390 of 706
4/21/21
Iowa Finance Authority, 1963 Bell Ave, Suite 200, Des Moines, IA 50315
Planning and Design Loan Application
Applicant Information
Applicant:
Tax ID Number:
Contact Person and Title:
Street Address: State:
City: Zip Code:
Telephone Number: County:
E-Mail:
Project and System Information
Clean Water SRF NPDES Number:
Drinking Water SRF PWSID Number:
Please write a brief description of the proposed project:
Is the system under any regulatory compliance order? Yes No
Anticipated Construction Start Date:
Anticipated Completion Date:
How many people are served by the system:
System Utilization for the most
recent year:
Number of
Connections
Annual Revenue Percentage of System
Annual Usage
Residential
Commercial
Industrial
Other
Unmetered
Total
Page 391 of 706
4/21/21
Iowa Finance Authority, 1963 Bell Ave, Suite 200, Des Moines, IA 50315
Anticipated Funding Information
SRF construction loan? Yes No
Community Development Block Grant (CDBG)? Yes No
USDA-Rural Development (RD) Grant or Loan? Yes No
Other
Professional Consultants
Project Engineer Firm:
Name of Contact:
Email:
Phone:
Bond Counsel:
Name of Contact:
Email:
Phone:
Municipal Advisor:
Name of Contact:
Email:
Phone:
This application must be accompanied by the applicants most recent financial statement.
If your financial information is available online, you may just provide a link:
The undersigned is duly authorized to request this loan on behalf of the Applicant. The Applicant
declares under penalty of law that all facts given, and information attached are true and correct. The
Applicant authorizes IFA to verify all information.
Authorized Signature Date
Typed Name and Title
Completed application can be emailed to Iowa Finance Authority SRF Program Staff:
waterquality@iowafinance.com
515 452-0400
Administrative, Financial & Legal expenses $
Engineering Planning & Design expenses $
Land (only after Environmental Review Clears) $
Archaeological/Environmental $
Equipment $
Other- $
Other- $
Total Planning and Design Costs $
Planning and Design Loan Request $
20,000
360,000
100,000
-
20,000
-
-
500,000
500,000
City of Dubuque, Engineering Department
Maxwell O'Brien
mobrien@cityofdubuque.org
563-589-4270
Dorsey & Whitney LLP
Emily Hammond
hammond.emily@dorsey.com
515-697-3636
Independent Public Advisors
Tionna Pooler
tpooler@independentpublicadvisors.com
515-259-8193
04/04/2025
Mike Van Milligen, City Manager