Eagle Point Water Treatment Plant Roof Rehabilitation Project - Project AcceptanceCity of Dubuque
City Council
CONSENT ITEMS # 12.
Copyrighted
July 20, 2026
ITEM TITLE: Eagle Point Water Treatment Plant Roof Rehabilitation
Project - Project Acceptance
SUMMARY: City Manager recommending City Council adopt the attached
resolution to accept the improvements and authorize the final
payment to the construction contractor Poly Vinyl Roofing,
Inc. in the amount of $16,421.01, for the Eagle Point Water
Treatment Plant Roof Rehabilitation Project (CIP No.
4281000044).
RESOLUTION Accepting The Eagle Point Water Treatment
Plant Roof Rehabilitation Project And Authorizing Final
Payment To The Contractor
SUGGUESTED Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
1. MVM Memo Eagle Point Water Treatment Plant Roof Rehabilitation Project —
Project Acceptance and Resolution
2. EP WTP Roof Rehab Project Acceptance Memo
3. EP WTP Roof Rehab Certificate of Final Completion - signed
4. EP WTP Roof Rehab Accepting the Project and Auth FP Res
Page 723 of 1061
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Eagle Point Water Treatment Plant Roof Rehabilitation Project — Project
Acceptance and Resolution
DATE: July 16, 2026
Water Department Director Christopher Lester is recommending City Council adopt the
attached resolution to accept the improvements and authorize the final payment to the
construction contractor Poly Vinyl Roofing, Inc. in the amount of $16,421.01, for the
Eagle Point Water Treatment Plant Roof Rehabilitation Project (CIP No. 4281000044).
The City Council approved Bid Initiation proceedings at the Council Meeting on October
6, 2025, and the project was publicly advertised on October 8, 2025. Sealed bids for the
Eagle Point Water Treatment Plant Roof Rehabilitation Project contract were received
and publicly opened on October 23, 2025. Poly Vinyl Roofing, Inc. of Mount Vernon,
Iowa submitted the apparent low bid in the amount of $357,068.00. The City Council
approved Bid Award at the Council Meeting on December 15, 2025.
During construction activities, an adjacent portion of the Eagle Point Water Treatment
Plant roof has displayed failure and leaks. The areas include the Administrative Offices
and Plant Filter Motor Control Room previously identified as being included in Phase 4.
Change Order No. 1 added this scope to this phase of the project.
During work on the Lime Silo roof, portions of metal roof decking required replacement
due to material deterioration. Additionally, the roof hatches for the Lime Silo roof and
Administration Building 3rd Floor roof were degraded and replacement was required for
operability and maintenance. As a part of discussions on -site during construction, it was
also determined that safety rail at key maintenance locations on the roofs would be
beneficial. Approximately 150-If of non -penetrating safety rail was requested. Change
Order No. 2 added this scope.
The Eagle Point Water Treatment Plant Roof Rehabilitation Project construction project
was started in March of 2025 with construction completed by the end of June of 2026. A
site review was conducted on July 14, 2026, to confirm acceptability. Final construction
costs are $547,367.00 which is 53% greater than the original bid amount due to the
approved change orders to increase the roof replacement scope.
Page 724 of 1061
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
Jenny Larson, Chief Financial Officer
Laura Bendorf, Budget Manager
Eldon Schneider, Water Project Supervisor
Nick Connolly, Water Plan Operations Supervisor
2
Page 725 of 1061
Dubuque
THE CITY OF
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Masterpiece on the Mississippi 2007.2012*2013
pp 2017*2019
TO: Michael C. Van Milligen, City Manager
FROM: Christopher J. Lester, Water Department Director
DATE: July 14, 2026
RE: Eagle Point Water Treatment Plant Roof Rehabilitation Project — Project
Acceptance and Resolution
INTRODUCTION
The purpose of this memorandum is to request Project Acceptance and to authorize the final
payment to the construction contractor for the Eagle Point Water Treatment Plant Roof
Rehabilitation Project (CIP No. 4281000044).
BACKGROUND
The City of Dubuque's Water Department has identified a phased replacement of roofing
systems at the Eagle Point Water Treatment Plant. The membrane roofing systems were
inspected in 2020, and noticeable failures were identified. The systemic, phased replacement of
the aging roofing systems were included as improvements recommended in the Water
Treatment Plant Condition Assessment prepared by Strand Associates, issued June 2023.
Phase 1 of roof replacements include the North Plant Clarifiers, Lime Silo, and Administration
Building 3rd Floor. Phase 2 of roof replacements will include the Sludge Plant, Sludge Plant Wet
Well Walkway between Sludge Clarifiers, and Sludge Plant Electrical Room. Phase 3 of roof
replacements will include the North Plant Filters. Phase 4 roof replacements includes the South
Plant Clarifiers, Administrative Offices, Plant Filter Motor Control Room, and East Clearwell.
Water Department staff completed the bidding documents, specifications, and drawings for the
roof replacements in Phase 1.
Construction for Phase 1 was originally planned for the spring of 2025. However, due to
anticipated project costs, bidding for the project was timed for Fall of 2025 to allow for additional
funds within FY26 to complete the project.
The City Council approved Bid Initiation proceedings at the Council Meeting on October 6,
2025, and the project was publicly advertised on October 8, 2025. Sealed bids for the Eagle
Point Water Treatment Plant Roof Rehabilitation Project contract were received and publicly
opened on October 23, 2025. Poly Vinyl Roofing, Inc. of Mount Vernon, Iowa submitted the
apparent low bid in the amount of $357,068.00. The City Council approved Bid Award at the
Council Meeting on December 15, 2025.
During construction activities, an adjacent portion of the Eagle Point Water Treatment Plant roof
has displayed failure and leaks. The areas include the Administrative Offices and Plant Filter
Page 726 of 1061
Motor Control Room previously identified as being included in Phase 4. Change Order No. 1
added this scope to this phase of the project.
During work on the Lime Silo roof, portions of metal roof decking required replacement due to
material deterioration. Additionally, the roof hatches for the Lime Silo roof and Administration
Building 3rd Floor roof were degraded and replacement was required for operability and
maintenance. As a part of discussions on -site during construction, it was also determined that
safety rail at key maintenance locations on the roofs would be beneficial. Approximately 150-If
of non -penetrating safety rail was requested. Change Order No. 2 added this scope.
DISCUSSION
The Eagle Point Water Treatment Plant Roof Rehabilitation Project construction project was
started in March of 2025 with construction completed by the end of June of 2026. A site
review was conducted on July 14, 2026 to confirm acceptability. Final construction costs are
$547,367.00 which is 53% greater than the original bid amount due to the approved change
orders to increase the roof replacement scope. The contract adjustments are recorded under
Change Order Nos. 1 through 2, which were approved separately to this communication.
BUDGET IMPACT
The estimate of probable cost for the Eagle Point Water Treatment Plant Roof Rehabilitation
Project (CIP No. 4281000044) is provided as follows:
Description
Cost Estimate
Legal Expenses
$0.00
Land and Easements
$0.00
Professional Services (Report or Planning)
$0.00
Professional Services (Design)
$0.00
Professional Services (Construction)
$0.00
Construction
$1,275,000.00
Phase 1
$350, 000.00
Phase 2
$515, 000.00
Phase 3 (FY28 — future funding request)
$110, 000.00
Phase 4 (FY29 — future funding request)
$300, 000.00
Equipment
$0.00
Contingency
$100,000.00
Total Estimated Project Cost
$1,375,000.00
2
Page 727 of 1061
FY26 Budgeted Expenses for the Eagle Point Water Treatment Plant Roof Rehabilitation
Project (CIP No. 4281000044) to construct Phases 1 and 2 and a portion of the contingency are
provided as follows. Due to other project priorities, reallocations of most of the FY25 carry-over
funds have been previously approved and these are deducted from the currently available
budgeted funds.
CIP
Fund
Budgeted Expenses
Amount
4281000044
Water Construction
Other Capital Outlay
$590,000.00
4281000044
Water Construction
Other Capital Outlay
$309,190.00
FY25 Carry -Over)
4281000044
Water Construction
Other Capital Outlay
-$226,500.00
(Reallocation)
4281000044
Water Construction
Other Capital Outlay
-$71,800.00
Reallocation
Total Project Budgeted Expenses
$600,890.00
The Phase 1 Construction estimate can be further broken down as follows:
Description
Award
Roofing Contractor (Accepting under this Memo)
Original Contract
$357,068.00
Change Order No. 1
$160,754.00
Change Order No. 2
$29,545.00
Asbestos Abatement Contractor
Original Contract
$1,265.00
Contract No. 2
$1,720.00
Miscellaneous Materials and Repairs
HVAC Repairs Contract
$15,000.00
Other Miscellaneous Materials and Repairs
$5,000.00
Contingency
$0.00
Total Project Cost
$570,352.00
3
Page 728 of 1061
REQUESTED ACTION
I respectfully request the City Council to adopt the attached resolution to accept the
improvements and authorize the final payment to the construction contractor for the Eagle Point
Water Treatment Plant Roof Rehabilitation Project (CIP No. 4281000044).
Prepared by Eldon Schneider, Water Project Supervisor
cc: Jenny Larson, Chief Financial Officer
Eldon Schneider, Water Project Supervisor
Nick Connolly, Water Plan Operations Supervisor
F:\Users\Water\ENGINEERING\Projects\City\Active\EP WTP Roof Rehab (2022)\01 - Water Project Supervisor\Progress Reports
and Memos\Water Department\Construction Acceptance\EP WTP Roof Rehab Project Acceptance Memo.docx
0
Page 729 of 1061
Prepared by Christopher Lester Water Department 1902 Hawthorne Street Dubuque IA 52001 (563) 589-4291
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 1311 St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 278-26
ACCEPTING THE EAGLE POINT WATER TREATMENT PLANT ROOF
REHABILITATION PROJECT AND AUTHORIZING FINAL PAYMENT TO THE
CONTRACTOR
WHEREAS, the Eagle Point Water Treatment Plant Roof Rehabilitation Project
(the Project) consisted a phased replacement of roofing systems at the Eagle Point Water
Treatment Plant and the first phase of roof replacements included the North Plant
Clarifiers, Lime Silo, and Administration Building 3rd Floor; and
WHEREAS, the Public Improvement Contract for the Project has been completed
by the contractor, Poly Vinyl Roofing, Inc. (Contractor), and the Water Department
Director has examined the work and recommends that the Project be accepted; and
WHEREAS, the final contract amount for the Project is $547,367.00; and
WHEREAS, the Contractor has previously been paid $530,945.99, leaving a
balance of $16,421.01; and
WHEREAS, the City Council finds that the recommendation of the Water
Department Director should be accepted.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. The recommendation of the Water Department Director is approved
and the Project is hereby accepted on this 20th day of July, 2026.
Section 2. The Chief Financial Officer is hereby directed to pay the balance of the
retainage of $16,421.01 as provided in Iowa Code Chapter 573, and to pay such
retainage in accordance with the provisions of Iowa Code Chapter 573 or Iowa Chapter
26.13.
Section 3, No later than 14 calendar days after this final acceptance of the
improvement, the City Clerk shall send a copy of this resolution by certified mail to the
principal contractor, the surety on any bond given for the performance of the contract,
and any claimant for labor or material who has filed a claim, in accordance with Iowa
Code Section 573.16(1)(b).
Principal Contractor: Poly Vinyl Roofing, Inc.
Address: 785 Elbow Creek Road
Mt. Vernon, Iowa 52314
Surety: IMT Insurance Company
Address: 7825 Mills Civic Parkway
West Des Moines, Iowa 50266
Claimants: None
Address: N/A
Passed, approved and adopted this 20th day of July, 2026.
Attest: ��
0 4'��''lC, &197
Adrienne N. Breitfelder, City Clerk
.•d 0— M.• •
WATER DEPARTMENT DIRECTOR CERTIFICATE OF FINAL COMPLETION OF
THE EAGLE POINT WATER TREATMENT PLANT ROOF REHABILITATION
PROJECT
The undersigned Water Department Director of the City of Dubuque, Iowa,
hereby certifies that he has inspected the Eagle Point Water Treatment Plant Roof
Rehabilitation Project and work has been performed in compliance with the terms of
the Public Improvement Contract, and that the total cost of the completed work is
$547,367.00.
Dated this 1,�_ day of , la .
c L. � L':&-
Christ pher Lester, Water Department Director
Filed in the office of the City Clerk on the _� day of � 0 , -t)
Adrienne N. Breitfelder, City Clerk
THE CITY OF
DUB TE
Masterpiece on the Mississippi
Poly Vinyl Roofing, Inc.
785 Elbow Creek Road
Mt. Vernon, Iowa 52314
Dubuque City Clerk's Office
50 West Street
Dubuquee,, Iowa 52001-4805
AIRY WIcaClty Office (563) 589-4120
1 TT I V
Y (563) 690-6678
ctyclerk@cityofdubuque.org
H ww.cityofdubuque.org
2007.2012.2013
July 23, 2026
Re: Eagle Point Water Treatment Plant Roof Rehabilitation Project Acceptance
To whom it may concern,
Enclosed is a copy of City of Dubuque Resolution No. 278-26 Accepting the Eagle
Point Water Treatment Plant Roof Rehabilitation Project and Authorizing Final
Payment to the Contractor. This correspondence satisfies the notice requirement in
Iowa Code Section 573.16(1)(b) and meets the directive in the resolution to provide that
notice.
Thank you.
Adrienne N. Breitfelder
City Clerk
Enclosure: Resolution No. 278-26
cc:
Christopher Lester, Water Department Director
Eldon Schneider, Water Project Supervisor
Service People Integrity Responsibility Innovation Teamwork
THE CITY OF
DUB E
Masterpiece 017 the Mississippi
IMT Insurance Company
7825 Mills Civic Parkway
West Des Moines, Iowa 50266
Dubuque City Clerk's Office
50 West Street
Dubuquee,, Iowa 520014805
All-Amedca CRY Office (563) 5894120
TPY (563) 690-6678
ctyclerk@cityofdubuque.org
www.cityofdubuque.org
2007.2012.2013
July 23, 2026
Re: Eagle Point Water Treatment Plant Roof Rehabilitation Project Acceptance
To whom it may concern,
Enclosed is a copy of City of Dubuque Resolution No. 278-26 Accepting the Eagle
Point Water Treatment Plant Roof Rehabilitation Project and Authorizing Final
Payment to the Contractor. This correspondence satisfies the notice requirement in
Iowa Code Section 573.16(1)(b) and meets the directive in the resolution to provide that
notice.
Thank you.
Adrienne N. Breitfelder
City Clerk
Enclosure: Resolution No. 278-26
cc:
Christopher Lester, Water Department Director
Eldon Schneider, Water Project Supervisor
5ervice People Integrity Responsibility Innovation Teamwork