7800 Chavenelle Building Remodel Project: Initiate Public Bidding Process and Setting Date for a Public HearingCity of Dubuque
City Council
Copyrighted
January 20, 2026
ITEMS SET FOR PUBLIC HEARING
#1.
ITEM TITLE: 7800 Chavenelle Building Remodel Project: Initiate Public
Bidding Process and Setting Date for a Public Hearing
SUMMARY: City Manager recommending City Council grant preliminary
approval of the construction plans and specifications with
estimated construction of $710,000; and establish February
2, 2026, as the date of the public hearing; and hereby
authorized to advertise for bid proposals for the 7800
Chavenelle Building Remodel Project through adoption of the
attached resolution.
RESOLUTION 7800 Chavenelle Building Remodel 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: February 2, 2026
ATTACHMENTS:
1. MVM Memo
2. 7800 Chavenelle Building Remodel - Council Staff Initiate Set PH MEMO (1)
3. 7800 Chavenelle Building Remodel - Council Staff Initiate Resolution
4. 7800 Chavenelle Building Remodel - Notice of Hearing
Dubuque
THE CITY OF
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: 7800 Chavenelle Building Remodel Project
Initiate Public Bidding Process and Setting Date for a Public Hearing
Project No. 7462000003
DATE: January 14, 2026
Assistant City Engineer Robert Schiesl and Chief Financial Officer Jenny Larson are
recommending City Council grant preliminary approval of the construction plans and
specifications with estimated construction of $710,000; and establish February 2, 2026,
as the date of the public hearing; and hereby authorized to advertise for bid proposals
for the 7800 Chavenelle Building Remodel Project through adoption of the attached
resolution.
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
Jenny Larson, Chief Financial Officer
Gus Psihoyos, City Engineer
Robert Schiesl, Assistant City Engineer
Joe Pregler Chief Information Officer
1
Tony Breitbach, Purchasing and Risk Manager
Jim Bousley, Project Manager
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Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
FROM: Robert Schiesl, Assistant City Engineer
Jenny Larson, Chief Financial Officer
Dubuque
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SUBJECT: 7800 Chavenelle Building Remodel Project
Initiate Public Bidding Process and Setting Date for a Public Hearing
Project No. 7462000003
DATE: January 15, 2026
INTRODUCTION
This memorandum requests the City Council approval and authorizes the initiation of
the public improvement construction bidding process and sets a public hearing date for
February 2, 2026, for the 7800 Chavenelle Building Remodel Project.
BACKGROUND
With the IT Department and E911 recently relocated to 7800 Chavenelle Road,
approximately 5,667 square feet of vacant space is now available in Unit 6. This area
includes 20 cubicles, three offices, a conference room that can be divided into two
offices, a technology closet, and a break room. Its proximity to IT Department makes it
an ideal location to meet current and future space needs for the Finance Department
and boost collaboration with IT staff.
The Accounting, Budget, and Payroll functions of the Finance Department will be
relocated to Unit 6 at 7800 Chavenelle Road. The Utility Billing operations will remain at
City Hall to continue providing assistance to residents with bill payments, new service
requests, and other utility -related needs.
This relocation to the 7800 Chavenelle Road building addresses both immediate and
future space requirements, promotes better collaboration with IT staff on software
development, financial systems integration, and joint projects, frees up space at City
Hall, enhances operational efficiency and staff comfort, and supports growth and
technological advancements.
In the short term, the needs include four offices (for the CFO, Purchasing/Risk Manager,
Finance Manager, and Budget Manager), 15 cubicles (for Budget Analysts,
Accountants, Interns, Payroll Analyst, Finance Project Manager, and Safety
Coordinator), as well as a break room, storage area, shared restrooms, and conference
and training rooms. In the long term, additional office space and cubicles will be
required to accommodate future staffing growth.
Page 1 of 3
The 7800 Chavenelle Road Unit 6 space has 18 existing cubicles and includes five
office spaces. Shared facilities comprise an auditorium, conference room, restrooms,
and a break room.
The lease -to -own agreement covers five years, with Unit 6 added to the existing IT
Department lease that started in January 2024. The IT Dept lease includes a base rent
of $10.00 per square foot plus a portion of operational costs and utilities based on area.
The Finance Department will pay the same base rent rate and $3.78 per square foot per
year for maintenance, insurance, and tax payments, bringing the total annual expense
to roughly $78,091 (including $21,421 for operational costs and utilities) for 5,667
square feet. At the end of the term, the City would buy Unit 6 for $1,000. Dubuque
Childcare Collaborative, LLC has agreed to modify the IT Department (Unit 4) lease to
include the Finance Dept (Unit 6) lease, with the Finance Department portion of the
lease ending in December 2030.
Joe Pregler, Chief Information Officer, has identified additional construction needs. The
carpet in their space is worn and poses tripping hazards. Staff changes, including the
addition of GIS and a data analyst, require more offices and better sound management
in cubicles. The shared conference room is now too small for the number of staff,
necessitating a new conference room for both Finance and IT Departments.
DISCUSSION
Before Accounting, Budget, and Payroll can relocate, the 7800 Chavenelle Road Unit 6
space will need to be remodeled. The scope of the remodel project will include removal
and replacement of carpeting, modifications to the HVAC mechanical system, electrical
work, installing three doors, add hallway storage, dividing the conference room into two
offices, modifying workstation cubicles, and expanding the security access control
system.
As part of the 7800 Chavenelle Building Remodel Project, the IT Department workspace
will also be remodeled, which will include removal and replacement of carpeting,
building four more offices and a larger conference room, modifying workstation cubicles,
and constructing a door to separate the IT Department from the Data Center.
PROJECT SCHEDULE
The project development schedule for the project will be as follows:
Initiate Public Bidding Process
Publish Notice to Bidders, Advertise for Bids
Notice of Public Hearing on Plans and Specs
Public Hearing on Plans and Specs
Receipt of Bid Proposals
Award Construction Contract
Completion Date
RECOMMENDATION
January 20, 2026
January 23, 2026
January 23, 2026
February 2, 2026
February 19, 2026
March 2, 2026
June 12, 2026
I recommend preliminary approval of the proposed plans, specifications, form of
contract and construction estimate for the 7800 Chavenelle Building Remodel Project. I
Page 2of3
further recommend establishing the date of the public hearing and authorizing the
Engineering Department to advertise for bids for the project.
BUDGETIMPACT
The estimate of probable cost for the 7800 Chavenelle Building Remodel Project is
summarized in the following table:
PROJECT COSTS
ESTIMATE
Construction Contract
$ 638,100
Contingency
31,900
Consultant Services Design - 563 Design
35,000
Engineering Dept Staff Services - Project Management
5,000
Total Project Cost
$ 710,000
The proposed funding for the project is summarized in the following table:
Project No.
Fund Description
Fund Amount
7462000003
7800 Chavenelle - Finance Relocate
$ 710,000
Total Project Funding
$ 710,000
Funding currently available for this project was budgeted through the reallocation of
sales tax funds through the FY25 budget carry-over process.
ACTION TO BE TAKEN
I respectfully request that the City Council grant preliminary approval of the construction
plans and specifications; and establish February 2, 2026, as the date of the public
hearing; and hereby authorized to advertise for bid proposals for the 7800 Chavenelle
Building Remodel Project through adoption of the attached resolution.
Prepared by Robert Schiesl, Assistant City Engineer
cc: Jenny Larson, Chief Financial Officer
Joe Pregler, Info Services Manager
Tony Breitbach, Purchasing and Risk Manager
Jim Bousley, Project Manager
F:\PROJECTS\Facilities - Chavenelle Finance IT Bldg Remodel\Council & Staff Documents
Page 3of3
Prepared by Robert Schiesl City of Dubuque Engineering, 50 W. 13th St. Dubuque, IA 52001 (563)589-4270
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 131' St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 18-26
7800 CHAVENELLE BUILDING REMODEL 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
WHEREAS, the 7800 Chavenelle Building Remodel Project will include removal
and replacement of carpeting, modifications to the HVAC mechanical system, electrical
work, installing new doors, add hallway storage, modifications to existing conference
rooms, modifying workstation cubicles, and expanding the security access control
system.
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
7800 Chavenelle Building Remodel Project in the estimated construction amount
$710,000, 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 2nd day of February, 2026, at 6:30 p.m. in the
Historic Federal Building Council Chambers 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 7800 Chavenelle Building Remodel 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 7800 Chavenelle Building Remodel Project 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
19th day of February, 2026. 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 2rd day of
March, 2026, in the Historic Federal Building Council Chambers 350 West 6t" Street,
Dubuque, Iowa.
Passed, approved and adopted this 20th day of January 2026.
Attest:
Adrienne N. Breitfelder,`City Clerk
CITY OF DUBUQUE, IOWA
OFFICIAL NOTICE
PUBLIC NOTICE is hereby given that the Dubuque City Council will conduct a public
hearing on the 2nd day of February, 2026, at 6:30 p.m., in the Historic Federal Building,
350 W. 61" Street, 2nd floor, Dubuque, Iowa, at which meeting the City Council proposes
to hear the plans, specifications, form of contract and estimated cost for the 7800
Chavenelle Building Remodel Project.
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.coml 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. 13t" 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 20th day of January 2026.
Adrienne N. Breitfelder, City Clerk