Fire Headquarters HVAC ProjectCity of Dubuque
City Council
Copyrighted
May 19, 2025
ITEMS SET FOR PUBLIC HEARING # 4.
ITEM TITLE: Fire Headquarters HVAC Project
SUMMARY: City Manager recommending City Council preliminary
approval of the proposed plans, specifications, form of
contract and construction estimate of $650,000.00 for the Fire
Headquarters HVAC Replacement Project and establishing
the date of June 2, 2025, for the public hearing and
authorizing the Engineering Department to advertise for bids
for the project.
RESOLUTION Fire Headquarters HVAC Replacement
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; And Ordering The Advertisement For Bids
SUGGUESTED Receive and File; Adopt Resolution(s), Set Public Hearing for
DISPOSITION: June 2, 2025
ATTACHMENTS:
1. MVM Memo
2. Fire Headquarters HVAC Replacement Project - Initiate Bid Set Public Hearing -
Staff MEMO
3. Fire Headquarters HVAC Replacement Project - Initiate Bid Set PH RESOLUTION
4. Fire Headquarters HVAC Replacement Project - Notice of Public Hearing
Page 599 of 950
THE CITY OF
DUB E-E
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Fire Headquarters HVAC Replacement Project
Project No. 1315000008
DATE: May 14, 2025
Dubuque
All -America Ciq
IIIr
II
2007.2012.2013
2017*2019
Fire Chief Amy Scheller and Project Manager Jim Bousley are recommending City
Council preliminary approval of the proposed plans, specifications, form of contract and
construction estimate of $650,000.00 for the Fire Headquarters HVAC Replacement
Project. I further recommend establishing the date of June 2, 2025, for the public
hearing and authorizing the Engineering Department to advertise for bids for the project.
Fire Headquarters HVAC Replacement Project will provide for the replacement of the
existing boiler system that is original to the building when it was constructed in
1970. The project will remove the existing boiler and replace it with eight commercial,
forced air units that will supply heating and cooling to the different zones within the
building. Using the forced air units will provide consistent temperature control within
each zone. The system will be less expensive to install and operate more efficiently
than a new boiler. In the garage area where the fire and rescue vehicles are parked,
two smaller boilers will provide the necessary heat for that area. There will also be
upgrades to the duct system within the building and new controls that will operate the
system.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
k�4 S;4jzn�
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Amy Scheller, Fire Chief
Gus Psihoyos, City Engineer
Jim Bousley, Project Manager
Page 600 of 950
THE CITY OF
UB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Amy Scheller, Fire Chief
Jim Bousley, Project Manager
DATE: May 14, 2025
SUBJECT: Fire Headquarters HVAC Replacement Project
Project No. 1315000008
INTRODUCTION
Dubuque
All•Meriea dp
\%IILNWL��YX� I i-,V iF
2007*2012*2013
2017*2019
This memorandum requests the City Council authorize initiating the public bidding
process and setting a date for a public hearing on June 2, 2025, for the Fire
Headquarters HVAC Replacement Project
BACKGROUND
In 2023, the City entered into a professional services agreement with Shive Hattery to
provide engineering services for the mechanical systems serving Fire Headquarters.
Shive Hattery was tasked with a pre -design phase for a station renovation study and
well as design and documentation phase for mechanical system upgrades. This two-
phase approach defined the scope for the station renovation and project budget and
defined the sizing requirements and scope of the mechanical systems.
DISCUSSION
Fire Headquarters HVAC Replacement Project will provide for the replacement of the
existing boiler system that is original to the building when it was constructed in 1970.
The project will remove the existing boiler and replace it with eight commercial, forced
air units that will supply heating and cooling to the different zones within the building.
Using the forced air units will provide consistent temperature control within each zone.
The system will be less expensive to install and operate more efficiently than a new
boiler. In the garage area where the fire and rescue vehicles are parked, two smaller
boilers will provide the necessary heat for that area. There will also be upgrades to the
duct system within the building and new controls that will operate the system.
Page 601 of 950
PROJECT SCHEDULE
The project development schedule is as follows:
Initiate Public Bidding Process & Notice of Public Hearing
Publish Notice to Bidders, Advertise for Bids
Publish Notice of Public Hearing on Plans and Specs
Prebid Meeting
Public Hearing on Plans and Specifications
Receipt of Bid Proposals (Bid Letting)
Award Construction Contract
Project Completion Date
RECOMMENDATION
May 19, 2025
May 23,2025
May 23,2025
May 28, 2025
June 2, 2025
June 5, 2025
June16, 2025
December 30, 2025
I recommend preliminary approval of the proposed plans, specifications, form of
contract and construction estimate for the Fire Headquarters HVAC Replacement
Project. I further recommend establishing the date of June 2, 2025, for the public
hearing and authorizing the Engineering Department to advertise for bids for the project.
BUDGETIMPACT
The estimate of probable cost for the Fire Headquarters HVAC Replacement Project is
summarized as follows:
PROJECT COSTS
ESTIMATE
Construction Contract
$ 650,000.00
Contingency
65,000.00
Consultant Services Design, Construction Administration
228,850.00
Total Project Cost
$ 943,850.00
The proposed funding for the project is summarized in the following table:
Project No.
Fund Description
Fund
Amount
1315000008
HVAC Replacement Fire HQ
$943,850.00
Total Project Funding
$ 943,850.00
ACTION TO BE TAKEN
I respectfully request the City Council authorize the public bidding process and set a
public hearing for June 2, 2025, and approve the preliminary plans, specifications, form
of contract and estimated cost for the Fire Headquarters HVAC Replacement Project
through the adoption of the attached resolution.
JDB/kb
2
Page 602 of 950
Prepared by Kerry Bradley City of Dubuque Engineering 50 W. 13th St. Dubuque IA 52001 (563)589-4270
Return to Adrienne N. Breitfelder City Clerk City of Dubuque, 50 W. 13th St. Dubuque, IA 52001 (563)589-4100
RESOLUTION NO. 168-25
FIRE HEADQUARTERS HVAC REPLACEMENT 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; AND
ORDERING THE ADVERTISEMENT FOR BIDS
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 Fire
Headquarters HVAC Replacement Project in the estimated base bid amount of
$650,000.00, 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 2nd day of June, 2025, at 6:30 p.m. in the
Historic Federal Building Council Chambers (and/or by virtual means) 350 W. 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.
The Fire Headquarters HVAC Replacement Project is hereby ordered to be
advertised for bids for construction.
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.
The City Engineer is hereby directed to advertise for bids for the construction of
the improvements herein provided, by publishing the Notice to Bidders to be published
on the City of Dubuque website and a contractor plan room service with statewide
circulation, which notice shall be published not less than thirteen but not more than forty-
five days before the date for filing bids before 2:00 p.m. on the 5th day of June 2025. Bids
shall be opened and read by the City Clerk at said time and will be submitted to the City
Council for final' action at 6:30 p.m. on the 16th day of June 2025, in the Historic Federal
Building Council Chambers (and/or by virtual means) 350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this the 19th
Attest:
Adrienne N. Breitfelder, City Clerk
day of May 2025.
AWE -
Brad M. .. Mayor
CITY OF DUBUQUE, IOWA
OFFICIAL NOTICE
PUBLIC NOTICE is hereby given that the Dubuque City Council will conduct a public
hearing on the proposed plans, specifications, form of contract and estimated cost for the
Fire Headquarters HVAC Replacement Project, in accordance with the provisions of
Chapter 26, Code of Iowa, on the 2nd day of June, 2025, at 6:30 p.m., in the Historic
Federal Building, 350 W. 6th Street, 2nd floor, Dubuque, Iowa.
Said proposed plans, specifications, form of contract and estimated cost are now on file
in the office of the City Clerk.
The scope of the Project is as follows: Fire Headquarters HVAC Replacement Project will
provide for the replacement of the existing boiler system and replace it with eight
commercial, forced air units that will supply heating and cooling to the different zones
within the building.
At the meeting, the City Council will receive oral and written comments from any resident
or property owner of said City to the above action. The official City Council agenda will be
posted the Friday before the meeting and will contain public input options. The agenda
can be accessed at https://dubugueia.portal.civicclerk.com/ or by contacting the City
Clerk's Office at 563-589-4100, ctyclerk@cityofdubuque.org.
Written comments on the public hearing may be submitted to the City Clerk's Office by
email at ctyclerk@cityofdubuque.org or by mail to City Hall, 50 W. 13th St., Dubuque, IA
52001, before the scheduled hearing. The City Council will review all written comments
at the time of the hearing.
Documents related to the public hearing are on file in the City Clerk's Office and may be
viewed Monday through Friday between 8:00 a.m. and 5:00 p.m.
Individuals requiring special assistance should contact the City Clerk's Office as soon as
feasible. Deaf or hard -of -hearing individuals can use Relay Iowa by dialing 711 or (800)
735-2942.
Published by order of the City Council given on the 19th day of May 2025.
Adrienne N. Breitfelder, CIVIC, City Clerk
Page 604 of 950