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Private Lead Service Line Replacement Pilot Program - Phase 2 Copyrighted June 1, 2026 City of Dubuque PUBLIC HEARINGS # 8. City Council ITEM TITLE: Private Lead Service Line Replacement Pilot Program - Phase 2 SUMMARY: Proof of Publication on notice of public hearing to consider private lead service line replacement pilot program - phase 2 and City Manager recommending approval. RESOLUTION Giving Final Approval to, and Confirmation of, Plans, Specifications, Form of Contract and Estimate of Cost for the Lead Service Line Replacement - Phase 2 Project SUGGUESTED Receive and File; Adopt Resolution(s) DISPOSITION: ATTACHMENTS: 1. MVM Memo Private Lead Service Line Replacement Pilot Program - Phase 2 - Conduct Public Hearing and Approve Bidding Documents 2. Staff Memo Water LSLR P2 PH and Approve P&S Memo 3. Resolution and Notice - letting (Hrg Only) (LSLR Phase 2) (Dubuque 2026)-v1 Page 850 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: Private Lead Service Line Replacement Pilot Program - Phase 2 - Conduct Public Hearing and Approve Bidding Documents DATE: May 27, 2026 Water Department Director Christopher Lester is recommending City Council adopt the resolution approving the plans, specifications, form of contract, and estimated cost of $3,320,000.00 for the Private Lead Service Line Replacement Pilot Program - Phase 2 (CIP No. 4281000050). Due to timing of the project, the funding for this project will be subject to the first budget amendment in FY27. The Engineer's Construction Cost Estimate is $3,320,000.00, of which $2,720,000 is SRF-eligible and loan-forgiveness eligible, and $600,000.00 is not SRF-eligible. The Engineer's Construction Cost Estimate is based on completing the entire pool of 210 sites included in the project scope. The Bidding Documents and Contracts prepared for the project include limitations on project scope based on available budget from the associated sources. The Engineer and Water Department will monitor construction progress and end all Work under the Contract at or near the designated maximum funding amount for construction activities, regardless of completion of Work at all indicated sites. The limits are $1,700,000.00 for SRF-eligible items and $500,000.00 for not SRF-eligible items. All items are therefore within anticipated budgeted amounts attributed to Phase 2. 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 Page 851 of 1000 Christopher Lester, Water Department Director Eldon Schneider, Water Project Supervisor Jennifer Larson, Chief Financial Officer Laura Bendorf, Budget Manager Carl Plumley, Water Distribution Supervisor 2 Page 852 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: Private Lead Service Line Replacement Pilot Program - Phase 2 - Conduct Public Hearing and Approve Bidding Documents INTRODUCTION The purpose of this memorandum is to request the City Council conduct a public hearing and grant approval of the plans, specifications, form of contract, and estimated cost for the Private Lead Service Line Replacement Pilot Program - Phase 2 (CIP No. 4281000050). Due to timing of the project, the funding for this project will be subject to the first budget amendment in FY27. BACKGROUND The City of Dubuque is taking part in a unique opportunity to assist approximately 575 homes in three phases (owner occupied or rented)within the city with the functional replacement of private lead water service lines by trenching or pull-through methods to prevent the potential for drinking water contamination at a house-by-house level. This phase of the pilot program is 100% voluntary and is open to those residents with a verified drinking water lead service line meeting the socioeconomic guidelines established by the Bipartisan Infrastructure Law. The City has moved forward with this unique opportunity and has secured a level of BIL funding to conduct the first of its kind in the community, the Lead Service Line Replacement Pilot Program. The BIL funds are being administered locally through the lowa Department of Natural Resources' State Revolving Fund (lowa SRF) program, with 49% of construction costs being forgivable. The first phase of work was completed in the Fall of 2025 and accepted by the council in March of 2026. It includes the replacement of 133 lead service lines and provided valuable implementation information that has guided planning, design, and construction requirements for the next phases of the pilot program. The scope of work in the second phase includes the replacement of approximately 210 lead service lines identified throughout the City's water distribution service area. Actual replacement numbers will be based on Bids from Contractors for unit price items associated with each site. Page 853 of 1000 The scope of work in the third phase includes the replacement of approximately 200 lead service lines identified throughout the City's water distribution service area. Phase 3 is planned to go to Bid in late 2026 for construction work in the 2027 construction season. The nature of the replacements varies from site to site, ranging from full replacements (public water main to interior plumbing) to partial replacements where the service materials are a combination of lead and copper (a portion of the service line between the public water main and the interior plumbing). Work is being conducted within the City's right-of-way and on private properties with authorization from property owners. In March 2025, Origin Design was awarded the design for the project, which included final plans and specifications for Bidding. Origin Design has completed the plans and specifications for the Private Lead Service Line Replacement Pilot Program - Phase 2 project. The scope of work and bidding documents have been finalized and are now ready to be advertised for bidding. The scope of work in this phase includes the replacement of approximately 210 lead service lines in the City's distribution system. The nature of the replacements varies from site to site, ranging from full replacements (public water main to interior plumbing) to partial replacements where the service materials are a combination of lead and copper (a portion of the service line between the public water main and the interior plumbing), and includes various surface restorations including curb and pavement replacement and seeding.). Work is being conducted within the City's right-of-way and on private properties with authorization from property owners. The project will be funded through both lowa SRF and Water Construction Fund sources. This is primarily due to the nature of the work, as certain private portions of the work, required for a complete project are not eligible for reimbursement through the lowa SRF program. The Engineer's Construction Cost Estimate is $3,320,000.00, of which $2,720,000 is SRF- eligible and loan-forgiveness eligible, and $600,000.00 is not SRF-eligible. The Engineer's Construction Cost Estimate is based on completing the entire pool of 210 sites included in the project scope. The Bidding Documents and Contracts prepared for the project include limitations on project scope based on available budget from the associated sources. The Engineer and Water Department will monitor construction progress and end all Work under the Contract at or near the designated maximum funding amount for construction activities, regardless of completion of Work at all indicated sites. The limits are $1,700,000.00 for SRF-eligible items and $500,000.00 for not SRF-eligible items. DISCUSSION The City Council approved Bid Initiation proceedings at its meeting on May 18, 2026, and the project was publicly advertised on May 22, 2026. The public hearing for reviewing the proposed plans and specifications, form of contract, and estimated project cost is scheduled for June 1, 2026. 2 Page 854 of 1000 PROJECT SCHEDULE The schedule for the project is as follows: - Council Initiate May 18, 2026 - Advertise for Bids and Publish the Public Hearing Notice May 22, 2026 - Public Hearing June 1, 2026 - Receipt of Bid Proposals June 25, 2026 - Award Construction Contract July 6, 2026 - Substantial Completion Date May 7, 2027 - Final Completion Date May 28, 2027 BUDGETIMPACT The original estimate of probable cost for the Private Lead Service Line Replacement Pilot Program - Phase 2 Project are provided as follows (taken from approved IUP Application): Description Cost Estimate Legal Expenses $16,000.00 Land and Easements $0.00 Professional Services (Report or Planning) $15,000.00 Professional Services (Design) $65,000.00 Professional Services (Construction) $78,000.00 Construction $1,552,000.00 Equipment $0.00 Other: Preconstruction Inspection $30,000.00 Contingency $234,000.00 Total Estimated Project Cost $1,990,000.00 FY26 and FY27 Budgeted Expenses for the Private Lead Service Line Replacement Pilot Program (CIP No. 4281000050) as a whole are provided as follows: CIP Fund Budgeted Expenses Amount 4281000050 FY26 Carr -Over Other Capital Outlay $5,433,488.65 4281000050 Water Construction Construction $1,050,000.00 FY27 Total Project Budgeted Expenses $6,483,488.65 3 Page 855 of 1000 Phases 1, 2, and 3 were set up to share all of the SRF funding, and the approved FY27 Water Construction Fund money is expected to only be split between Phases 2 and 3. Additionally, Phase 1 construction contracts are complete at a value of approximately $1,740,000. The portion of the FY26 and FY27 Budgeted Expenses for the Private Lead Service Line Replacement Pilot Program — Phase 2 Project construction contract are provided as follows: CIP Fund Budgeted Expenses Amount 4281000050 FY26 Car -Over Other Capital Outlay $1,700,000.00 4281000050 Water Construction Construction $500,000.00 FY27 Total Project Budgeted Expenses $2,220,000.00 The proposed construction project will be pulled from the Other Capital Outlay line item which has a current available expense value of$3,487,002.77, which will need to be carryover into FY27. Following start of FY27, an additional $1,050,000.00 in the Construction line item will be available. The Engineer's Construction Cost Estimate is $3,320,000.00, of which $2,720,000 is SRF- eligible and loan-forgiveness eligible, and $600,000.00 is not SRF-eligible. The Engineer's Construction Cost Estimate is based on completing the entire pool of 210 sites included in the project scope. The Bidding Documents and Contracts prepared for the project include limitations on project scope based on available budget from the associated sources. The Engineer and Water Department will monitor construction progress and end all Work under the Contract at or near the designated maximum funding amount for construction activities, regardless of completion of Work at all indicated sites. The limits are $1,700,000.00 for SRF-eligible items and $500,000.00 for not SRF-eligible items. All items are therefore within anticipated budgeted amounts attributed to Phase 2. ACTION TO BE TAKEN I respectfully request the City Council conduct a public hearing and adopt the resolution approving the plans, specifications, form of contract, and estimated cost for the Private Lead Service Line Replacement Pilot Program - Phase 2 (CIP No. 4281000050). 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 Eldon Schneider, Water Project Supervisor Carl Plumley, Water Distribution Supervisor F:\Users\Water\ENGINEERING\Projects\CityWctive\Private LSLR Program-Phases 2 and 3(2025)\01 -Water Project Supervisor\Progress Reports and Memos\Water Department\PH and Approve P&S-P2\Water LSLR P2 PH and Approve P&S Memo.docx 4 Page 856 of 1000 DORSEY May 26, 2026 VIA EMAIL Jenny Larson Chief Financial Officer Dubuque, Iowa Re: Lead Service Line Replacement-Phase 2 Project Our File No. 430411-NEW Dear Jenny: We have prepared and attached the proceedings related to the hearing on,and approval of,the plans and specifications, form of contract and estimate of cost for the Lead Service Line Replacement-Phase 2 Proj ect. The materials attached include the following items: 1. Minutes of the June 1, 2026, City Council meeting covering the hearing on the plans and specifications. If there are no objections filed and if there are no objectors present at the meeting,please insert the word "nd' in the blank space provided. If there are objectors, they should be listed with their names and the nature of their objections. 2. Resolution finally approving and confirming plans, specifications and form of contract. 3. Attestation Certificate with respect to the validity of the transcript. As these proceedings are completed,please return one fully executed copy to our office. If you have any questions,please contact Emily Hammond or me. Best regards, David D. Grossklaus John P. Danos Attachments cc: Eldon Schneider Christopher Lester Crenna Brumwell Adrienne Breitfelder Trish Gleason Origin Design 8oi Grand Avenue�Suite 4ioo�Des Moines,IA�5o3og-800z I T 5i5•z83•lo00�dorsey.com Page 857 of 1000 Dubuque/430411-NEW/Letting(Hrg Only)(Pumping Station Rehab) MINUTES OF MEETING TO APPROVE PLANS AND SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATE OF COST 430411-NEW(L) Dubuque, Iowa June 1, 2026 The City Council of the City of Dubuque, Iowa, met on June 1, 2026, at 6:30 p.m., at the Historic Federal Building, 350 W. 6th St, Second Floor Council Chambers, Dubuque, Iowa, pursuant to published notice. The Mayor presided and the roll was called showing the following members of the Council present and absent: Present: Cavanagh , Resnick, Stayer , Leyendecker , Roussel ', Sprank, and Wethal Absent: N n n e . • • Other Business• • PUBLIC HEARING The Mayor announced that this was the time and place set for hearing on the plans and specifications, form of contract and estimate of cost for the proposed Lead Service Line Replacement-Phase 2 Project. Upon investigation, it was found that Zero persons had appeared and filed objections to the proposed plans, specifications, form of contract and estimate of cost for the Lead Service Line Replacement - Phase 2 Project as follows: (Insert the word "no" in the blank space above or list here the names of objectors and the types of objections, if any are filed.) -1- DORSEY&WHITNEY LLP,ATTORNEYS,DES MOINES,IOWA Dubuque/430411-NEW/Letting(Hrg Only)(Pumping Station Rehab) The City Council heard said objectors and evidence for or against the proposed Lead Service Line Replacement-Phase 2 Project; whereupon, the Mayor declared the hearing closed. MOTION TO APPROVE RESOLUTION Council Member S p r a n k introduced the following resolution and moved its adoption, seconded by Council Member R o u s s e 11 ; and after due consideration thereof by the City Council,the Mayor put the question upon the motion and the roll being called, the following named Council Members voted: Ayes: Leyendecker, Ronssell , Rasnirk , Spruk , Stayer, Wethal, and Cavanagh Nays: None Whereupon, the Mayor declared the said motion duly carried and the resolution adopted as follows: -2- DORSEY&WHITNEY LLP,ATTORNEYS,DES MOINES,IOWA Dubuque/43041 I-NEW/Letting(Hrg Only)(Pumping Station Rehab) RESOLUTION NO. 225-26 Resolution giving final approval to, and confirmation of, plans, specifications, form of contract and estimate of cost for the Lead Service Line Replacement- Phase 2 Project WHEREAS, the City Council of the City of Dubuque, Iowa, has heretofore given preliminary approval to the plans, specifications, form of contract and estimate of cost (the "Contract Documents") for the proposed Lead Service Line Replacement - Phase 2 Project (the "Project"), as described in the notice of hearing on the Contract Documents for the Project; and WHEREAS, a hearing has been held on the Contract Documents on June 1, 2026; NOW, THEREFORE, Be It Resolved by the City Council of the City of Dubuque, Iowa, as follows: Section 1. The Contract Documents referred to in the preamble hereof are hereby finally approved,the prior action of the City Council giving preliminary approval is hereby finally confirmed, and the Project, as provided for in the Contract Documents, is necessary and desirable. Section 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Passed and approved June 1, 2026. Brad M. Ca g ayor Attest: Trish L. Gleason, Assistant City Clerk -3- DORSEY&WHITNEY LLP,ATTORNEYS,DES MOINES,IOWA Dubuque/430411-NEW/Letting(Hrg Only)(Pumping Station Rehab) • •Other Business. • On motion and vote,the meeting adjourned. • Brad" . Ca ._', Mayor Attest: Trish L. Gleason, Assistant City Clerk -4- DORSEY&WHITNEY LLP,ATTORNEYS,DES MOUES,IOWA Dubuque/430411-NEW/Letting(Hrg Only)(Pumping Station Rehab) ATTESTATION CERTIFICATE: STATE OF IOWA DUBUQUE COUNTY SS: CITY OF DUBUQUE I, the undersigned, Assistant City Clerk of the City of Dubuque, Iowa, hereby certify that the attached is a true, correct and complete transcript of the proceedings had and action taken by the City Council up to the present time in connection with the Lead Service Line Replacement - Phase 2 Project, including a true, correct and complete copy of the resolution referred to in such minutes. WITNESS MY HAND this day of , 2026. Trish L. Gleason, Assistant City Clerk -5- DORSEY&WHITNEY LLP,ATTORNEYS,DES MOINES,IOWA STATE OF IOWA SS: DUBUQUE COUNTY CERTIFICATE OF PUBLICATION I, Kathy Goetzinger, a Billing Clerk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald, a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: 05/22/2026 and for which the charge is 32.70 Subscribed to before me, a Notary Public in and for Dubuque County, Iowa, this 22nd day of May, 2026 Notary Pu in and for Dubuque County,'Iowa. low JANET K. PAPE -: Commission Number 199659 My Commission Expires 12/ 11 /2028 Ad text : OFFICIAL NOTICE PUBLIC HEARING NOTICE OF PUBLIC HEARING ON PROPOSED PLANS AND SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATE OF COST FOR THE LEAD SERVICE LINE REPLACEMENT - PHASE 2 PROJECT Notice Is Hereby Given: That on June 1, 2026, at 6:30 p.m., at the Historic Federal Building, 350 W. 6th St, Second Floor Council Chambers, Dubuque, Iowa, the City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans and specifications, form of contract and estimate of cost (the ?Contract Documents?) for the proposed Lead Service Line Replacement - Phase 2 Project (the ?Project?). The Project, which shall be constructed in various locations throughout Census Tract 5 in the City, generally consists of replacing approximately 210 lead service lines identified throughout the Citys water distribution service area. Replacement scope varies by site from full replacement (main to interior plumbing) to portions thereof, as indicated in the plans. The replacements will take place in City right-of-way and on private properties with authorizations provided by property owners. A copy of the proposed Contract Documents, including detailed information regarding the Project location, is on file for public inspection in the office of the City Clerk. At the hearing any interested person may file written objections or present oral comments with respect to the subject matter of the hearing. 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. /s/Trish Gleason, Assistant City Clerk I t 5/22