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Eagle Point Water Treatment Plant Boiler Replacement Project - Consulting Engineering Design Services Contract Award RecommendationCity of Dubuque City Council CONSENT ITEMS # 5. Copyrighted August 3, 2026 ITEM TITLE: Eagle Point Water Treatment Plant Boiler Replacement Project - Consulting Engineering Design Services Contract Award Recommendation SUMMARY: City Manager recommending City Council approval of Strand Associates, Inc. of Madison, Wisconsin for design of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057) following a review of submitted qualifications as a part of a request for qualifications (RFQ) process and to request authorization from City Council to enter into contract negotiations to provide professional design services for the project. SUGGUESTED Receive and File; Approve DISPOSITION: ATTACHMENTS: 1. MVM Memo Eagle Point WTP Boiler Replacement Project - Authorization to Award Engineering Design Services Contract 2. EP WTP Boiler Repl Authorize Design Award RFQ Memo Page 142 of 1281 Dubuque THE CITY OF uFA�a9a av DuBE 13 Masterpiece on the Mississippi zoo�•*o rP PP 2017202019 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Eagle Point WTP Boiler Replacement Project - Authorization to Award Engineering Design Services Contract DATE: July 27, 2026 Water Department Director Christopher Lester is recommending City Council approval of Strand Associates, Inc. of Madison, Wisconsin for design of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057) following a review of submitted qualifications as a part of a request for qualifications (RFQ) process and to request authorization from City Council to enter into contract negotiations to provide professional design services for the project. Due to timing of the project, the funding for this project will be subject to the first budget amendment in FY27. I concur with the recommendation and respectfully request Mayor and City Council approval. Y Mic ael C. Van Milligen I►VA [yT/►TA 110111111111111111111111 Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Chris 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 143 of 1281 THE CITY OF Dubuque DUB E AI•Amerin Cih Masterpiece on the Mississippi YP PP zoo�•o 13 2oi7*20*2oi9 TO: Michael C. Van Milligen, City Manager FROM: Christopher Lester, Water Department Director DATE: July 22, 2026 SUBJECT: Eagle Point WTP Boiler Replacement Project - Authorization to Award Engineering Design Services Contract INTRODUCTION The purpose of this memorandum is to recommend Strand Associates, Inc. of Madison, Wisconsin for design of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057) following a review of submitted qualifications as a part of a request for qualifications (RFQ) process and to request authorization from City Council to enter into contract negotiations to provide professional design services for the project. 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 Page 144 of 1281 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. 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. A design services RFQ was authorized by City Council and issued on June 1, 2026 with the input of various City staff members making up the RFQ Committee. The RFQ Committee consisted of the following members: — 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. DISCUSSION Qualifications proposals were received on July 2, 2026 from two firms: — Origin Design Co. of Dubuque, Iowa (teamed with MODUS Engineering of Des, Moines, Iowa) — Strand Associates, Inc. of Madison, Wisconsin The team reviewed qualifications and shortlisted the two firms to interview. Based on the written proposals and interviews, the RFQ Committee formulated a recommendation to enter into negotiations with Strand Associates, Inc. of Madison, Wisconsin. 2 Page 145 of 1281 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 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 BUDGET IMPACT 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 146 of 1281 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 4281000057 WCF (FY26 Carry- Equipment and Consulting Engineer $217,898.00 Over) (Design 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 $194,909.50 (as of 06/30/2026). 0 Page 147 of 1281 ACTION TO BE TAKEN I respectfully request that the City Council accept the RFQ Committee recommendation Strand Associates, Inc. of Madison, Wisconsin for design of the Eagle Point WTP Boiler Replacement Project (CIP Nos. 4281000054 and 4281000057) following a review of submitted qualifications as a part of a request for qualifications (RFQ) process and that the City Council authorize the City Manager to enter into contract negotiations to provide professional design services for the project. 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 148 of 1281