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Eagle Point Water Treatment Plant Boiler Replacement Project - Solicit Consulting Engineering Design Services Copyrighted June 1, 2026 City of Dubuque CONSENT ITEMS # 8. City Council ITEM TITLE: Eagle Point Water Treatment Plant Boiler Replacement Project - Solicit Consulting Engineering Design Services SUMMARY: City Manager recommending City Council authorize the Water Department to release a request for qualifications for design of the Eagle Point Water Treatment Plant Boiler Replacement Project. Due to the timing of the project, the funding for this project will be subject to the first budget amendment in FY27. SUGGUESTED Receive and File; Approve DISPOSITION: ATTACHMENTS: 1. MVM Memo Eagle Point WTP Boiler Replacement Project - Authorization to Solicit Consulting Engineering Design Services RFQ 2. EP WTP Boiler Repl Authorize Design RFQ Memo Page 534 of 1000 Dubuque THE CITY OF � uhA�eMa cin DuB E ; . � , I � � I. Maste iece on the Mississi t 2oo�•zoiz•zois �P Pp zoi�*zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Eagle Point Water Treatment Plant Boiler Replacement Project - Authorization to Solicit Consulting Engineering Design Services RFQ DATE: May 26, 2026 Water Department Director Christopher Lester is recommending City Council authorize the Water Department to release a request for qualifications (RFQ) for design of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057). Due to timing of the project, the funding for this project will be subject to the first budget amendment in FY27. The FY26 CIP Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057) budget includes a total budget $226,667.00 for existing equipment repairs and for the study and design of a replacement boiler project, with funding through the Water Construction Fund. The repairs, study, and design associated with the project are expected to take place within FY26 and FY27. FY26 funding is planned to be used to hire a consulting engineer to appropriately size and then design a system to replace the boilers in the main plant and the sludge plant buildings. 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 Christopher Lester, Water Department Director Jennifer Larson, Chief Financial Officer Justin Hogan, Facilities Manager (Engineering) Eldon Schneider, Water Project Supervisor Nick Connolly, Plant Operations Supervisor Page 535 of 1000 Dubuque THE CITY OF � ul•A�eriea cih DuB E �� � ; I',i nile�/ I I Maste iece on the Mississi 1 zoo��zoiz-zois YP Pp 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: Christopher Lester, Water Department Director DATE: May 22, 2026 SUBJECT: Eagle Point WTP Boiler Replacement Project-Authorization to Solicit Consulting Engineering Design Services RFQ INTRODUCTION The purpose of this memorandum is to request authorization from City Council to release a request for qualifications (RFQ) for design of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057). Due to timing of the project, the funding for this project will be subject to the first budget amendment in FY27. BACKGROUND This project provides funding for replacement of the aging boilers at the Eagle Point WTP. The existing boilers were installed in 1995 and are at the end of their service life. New boilers will be more fuel efficient and will contribute to less carbon emissions. Initial conversations with engineers, vendors, and insurance inspectors has brought to light the need for a replacement boiler system within the next 5 years following some initial repairs. Changes to HVAC/Boiler codes will require changes to the equipment room at the facility to be compliant with said codes. The FY26 CIP Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057) budget includes a total budget $226,667.00 for existing equipment repairs and for the study and design of a replacement boiler project, with funding through the Water Construction Fund. The repairs, study, and design associated with the project are expected to take place within FY26 and FY27. FY26 funding is planned to be used to hire a consulting engineer to appropriately size and then design a system to replace the boilers in the main plant and the sludge plant buildings. The process was started in early 2026 with a study phase to identify heating demands to appropriately size the boilers and process demand has changed since initial installation. The study evaluated if the current space is adequate to enable a retrofit, or if a new remote location outside of the existing building extents would be required. It also evaluated if the currently separate systems at the sludge plant and main plant could be effectively combined. Page 536 of 1000 MODUS Engineering prepared and submitted the results of that Study to Water Department staff. A Selected Alternative have been established for use in the next design phase. The scope is expected to include: - Main Plant architectural updates to allow second means of egress from boiler room. - Main Plant replacement of steam boilers with hot water boilers (2x at 2,500 MBtu each and 1x at 399 MBtu). - Main Plant replacement of steam piping and terminal units with hot water piping and terminal units. - Sludge Plant replacement of steam boiler with hot water boilers (4x at 399 MBtu, each) - Sludge Plant replacement of steam piping and terminal units with hot water piping and terminal units. The design will focus on creating design and construction documents necessary for bidding and construction activities. Future funding will be required for construction costs to retrofit the building to bring it up to current code or construct a new structure to house the replacement equipment, as designed. The Water Department plans to request additional funds in FY28 or FY29 to be able to complete construction of the boiler project as the operability conditions of the existing boilers warrants. DISCUSSION The Water Department is embarking on starting the design phase of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057) in the Summer of 2026. An RFQ has been prepared with the input of various City staff inembers. The following staff members make up the RFQ Committee. This team will review proposals of firms that respond and formulate a recommendation: - Chris Lester, Water, Department Director - Jennifer Larson, Finance, Chief Financial Officer - Eldon Schneider, Water (Project Supervisor for the Project) - Nick Connolly, Water - Justin Hogan, Facilities Manager (Engineering) Bidding and Negotiation, and Construction Administration services will not be included in the proposal requests. We expect that future construction-focused phases will be awarded once a construction timeframe is established. Upon receipt and review of the proposals, the Water Department will recommend and request authorization from the City Manager for award of the services through execution of a contract that formalizes the scope and associated fee. PROJECT SCHEDULE The desired project schedule for the initial phase is as follows: City Council Authorizes Soliciting Design Services RFQ June 1, 2026 City Advertises Design Services RFQ June 3, 2026 Respondent Questions Due June 18, 2026 Response Addendum Due June 25, 2026 Respondent Qualifications Due July 2, 2026 RFQ Committee Reviews Responses and Prepares Shortlist July 9, 2026 2 Page 537 of 1000 RFQ Committee Completes Shortlist Interviews July 14-15, 2026 RFQ Committee Completes Recommendation to City Manager July 23, 2026 City Council Authorizes Design Services Award August 3, 2026 RFQ Committee and Engineer Prepare Contract Scope August 21, 2026 RFQ Committee Completes Recommendation to City Manager August 28, 2026 City Council Authorizes Design Services Agreement September 7, 2026 Design Engineer Completes Final Design Documents January 29, 2027 BUDGETIMPACT The original estimate of probable cost for the Eagle Point WTP Boiler Replacement Project (CIP No. 4281000054 and 4281000057) is provided as follows: Description Cost Estimate Legal Expenses $0.00 Land and Easements $0.00 Professional Services (Report or Planning) $20,000.00 Professional Services (Design) $170,000.00 Professional Services (Construction) $70,000.00 Construction $1,310,000.00 Main Plant $1,000,000.00 Sludge Plant $310,000.00 Equipment $35,000.00 Main Plant Make-Up Tank Repairs $15,000.00 Sludge Plant Make-Up Tank Repairs $10,000.00 Circulation Pump Repairs $10,000.00 Contingency $321,667.00 Total Estimated Project Cost $1,926,667.00 3 Page 538 of 1000 Budgeted Expenses for the Eagle Point WTP Boiler Replacement Project (CIP No. 4281000054 and 4281000057) are provided as follows: CIP Fund Budgeted Expenses Amount 4281000054 WCF Equipment $8,779.00 WCF (FY26 Carry- Equipment and 4281000057 Over) Consulting Engineer $217,898.00 Desi n Phase Total Project Budgeted Expenses $226,667.00 Proposed Future FY Additions TBD WCF Consulting Engineer $70,000.00 Construction Phase TBD WCF Construction $1,630,000.00 Total Project Budgeted Expenses (pending Future FY Budget $1,926,667.00 Approval The Project estimate related to repairs and design, as currently available in budgeted funding, can be summarized as follows: Description Award Equipment Main Plant Make-Up Tank Repairs $15,000.00 Sludge Plant Make-Up Tank Repairs $10,000.00 Circulation Pump Repairs $10,000.00 Professional Services (Report or Planning) -ACTUAL $17,960.00 Professional Services (Design) $170,000.00 Contingency $3,707.00 Total Project Cost $226,667.00 The proposed design phase funds will be pulled from the currently available FY26 Consulting Engineer (Design Phase) line item which has a current available expense value of$208,717.00 (as of 04/21/2026). 4 Page 539 of 1000 ACTION TO BE TAKEN I respectfully request that the City Council authorize the Water Department to release a request for qualifications (RFQ)for design of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057). Due to timing of the project, the funding for this project will be subject to the first budget amendment in FY27. Prepared by Eldon Schneider, Water Project Supervisor cc: Jennifer Larson, Chief Financial Officer Justin Hogan, Facilities Manager (Engineering) Eldon Schneider, Water Project Supervisor Nick Connolly, Plant Operations Supervisor 5 Page 540 of 1000