Fire Headquarters Construction Contract Approval - HQ BunkroomCity of Dubuque
City Council
CONSENT ITEMS # 6.
Copyrighted
August 17, 2026
ITEM TITLE: Fire Headquarters Construction Contract Approval - HQ
Bunkroom
SUMMARY: City Manager recommending City Council approval to award
the construction contract for the Fire Headquarters Bunkroom
and Bathroom Remodel Project, Project #1315000025, to
Portzen Construction in the amount of $426,000 and
authorization to proceed with the necessary contract
execution and construction activities.
RESOLUTION Awarding The Public Improvement Contract
For The Fire Department Bunk Room Remodel
SUGGUESTED Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
1. MVM Memo Fire Headquarters Construction Contract Approval- HQ Bunkroom
2. Fire Headquarters Construction Contract Approval —HQ Bunkroom 8-13-26
3. Resolution
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: Fire Headquarters Construction Contract Approval- HQ Bunkroom
DATE: August 11, 2026
Fire Chief Amy Scheller is recommending City Council approval to award the
construction contract for the Fire Headquarters Bunkroom and Bathroom Remodel
Project, Project #1315000025, to Portzen Construction in the amount of $426,000 and
authorization to proceed with the necessary contract execution and construction
activities.
The Portzen Construction bid is approximately $202,751 below the January 2026
opinion of probable construction cost of $628,751, representing a favorable construction
bidding result while allowing the City to proceed with the planned improvements.
Approval of the Portzen Construction contract will allow the City to advance the first
major phase of the fire station bunkroom improvement initiative and complete an
important City Council priority intended to modernize Fire Headquarters, improve
firefighter health and wellness, provide greater privacy for a diverse workforce, and
support the Department's long-term operational readiness.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
k�4
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Amy Scheller, Fire Chief
Jenny Larson, Chief Financial Officer
Laura Bendorf, Budget Manager,
Jim Bousley, Project Manager
Martin FitzPatrick, Deputy Chief
Jason Lueken- Fire HQ Station Captain
Ryan Kieffer- Fire HQ Station Captain
THE C
DUUB�QTEI
Masterpiece on the Mississippi
TO: Mike Van Milligen, City Manager
FROM: Amy Scheller, Fire Chief
Dubuque
All -America City
2007-2012.2013
2017*2019
SUBJECT: Fire Headquarters Construction Contract Approval- HQ Bunkroom
DATE: August 8, 2026
INTRODUCTION:
The purpose of this memorandum is to respectfully request approval to award the
construction contract for the Fire Headquarters Bunkroom and Bathroom Remodel
Project, Project #1315000025, to Portzen Construction in the amount of $426,000
following completion of the City's competitive bidding process last week, August 6,
2026.
The Fire Headquarters remodel is the first phase of a multi -year effort to modernize
firefighter sleeping and restroom facilities throughout the City's fire stations. The project
will convert the existing open -concept sleeping areas at Fire Headquarters into private
sleeping quarters and reconfigure existing restroom and shower facilities into private
bathroom/shower spaces. The project is intended to improve firefighter health, wellness,
privacy, and operational readiness. Previous project documents identified the planned
configuration as up to twelve private sleeping quarters and four private unisex
bathroom/shower rooms.
The bunkroom improvement initiative was also identified as a Major Project within the
2024-2026 Dubuque City Council Goals and Priorities, reflecting the City's commitment
to maintaining appropriate facilities for its public safety workforce.
DISCUSSION:
The Fire Department initially identified the need to transition fire station sleeping
facilities from traditional open, general -population bunkrooms to modern individual
sleeping spaces. A multi -year Capital Improvement Program was subsequently
developed to address bunkroom and related facility improvements throughout all six fire
stations. Previous project documentation confirms that budget approval for the multi-
year bunkroom improvement initiative was received beginning in FY2024.
The original FY2024—FY2028 capital planning contemplated engineering and
construction improvements beginning with Fire Headquarters/Station 1 and progressing
through the remaining stations. The preliminary construction estimates included:
• Fire Headquarters/Station 1: $450,000
• Station 2 — FY2026: $150,000
• Stations 3 and 4 — FY2027: $370,000
• Stations 5 and 6 — FY2028: $250,000
Following approval of the capital funding strategy, the Fire Department began the
necessary planning, cost -estimating, design, procurement, and approval processes
required to advance the Headquarters project.
On January 28, 2026, the Department secured an opinion of probable construction cost
from an approved professional firm. The report estimated construction of the Fire
Headquarters bunkroom and bathroom improvements at $628,751, providing the more
detailed cost basis necessary to proceed with professional design and engineering
services. The cost of the opinion of construction services was $12,500.
In accordance with City Administrative Policy 3.09, the Fire Department requested
approval of a formal proposal review committee in memo to the city manager. The
Department coordinated the RFQ process with City staff, developed evaluation and
scoring materials, and conducted the qualification review and selection process.
The Fire Department subsequently requested approval to developed a Request for
Qualifications (RFQ) to identify a qualified architectural and engineering firm to prepare
construction drawings, specifications, bidding documents, cost opinions, and related
professional services. The RFQ was issued on February 27, 2026, with proposals due
March 25, 2026.
Following evaluation and negotiations, FEH Design was selected as the architectural
and engineering consultant. Negotiations with FEH were successfully completed on
May 1, 2026, with professional services established at 7.9% of the average construction
cost. The final professional services agreement identified an estimated design fee of
approximately $49,671.32, based upon the $628,751 opinion of probable construction
cost. The services will be calculated based upon the average cost of all submitted
proposers. (estimated between $40,000-$50,000).
Following the required City Manager memo and City Council approval processes, FEH
proceeded with architectural and engineering design, construction documents,
specifications, bidding assistance, and construction administration services. The design
work was also coordinated with previously initiated HVAC and ceiling replacement work
at Fire Headquarters so that the projects could be appropriately sequenced and
integrated.
2
Upon completion of the necessary construction documents, the Fire Department
proceeded through the required memo and council approval process to approve the
drawings and project and competitively bid the construction portion of the project.
The construction bid opening was held on Thursday, August 6, 2026. The City received
four proposals.
Conlon Construction $486,900
Gronen $469,000
Portzen Construction $426,000
Tricon Construction $458,000
The proposals were subsequently validated and reviewed in coordination with the City
Clerk's Office, Engineering Department, and FEH Design. Following this review,
Portzen Construction submitted the successful proposal in the amount of $426,000.
The Portzen Construction bid is approximately $202,751 below the January 2026
opinion of probable construction cost of $628,751, representing a favorable construction
bidding result while allowing the City to proceed with the planned improvements.
The construction contract represents the largest component of the project; however, the
complete Fire Headquarters improvement requires several coordinated elements
beyond the Portzen construction contract. The project will also include architectural and
engineering services, modifications to the station alerting/technology systems affected
by the new bunkroom configuration, furniture and furnishings for the individual bunk
spaces, and coordination with the HVAC and ceiling replacement project.
The total anticipated project cost is approximately $619,861, in consideration of these
coordinated project components and $50,000 retained an a previous HVAC project for
ceiling/ paint work.
Project #1315000025 has a FY2026 fund balance of approximately $778,452. An
amendment has been requested to move the $778,452 balance into FY2027 to allow
completion of the project. The bunkroom project did not receive a separate FY2027
appropriation; therefore, the amendment preserves the previously authorized project
funding and makes it available for completion of the Fire Headquarters work. Project
#1315000008 (HVAC Fire HQ) has an amendment request related to this project to
maintain $50,000 for the final ceiling/ paint work which was held off for the completion of
the bunk room project (to ensure ceilings/ paint were not paid for twice).
Based upon the anticipated total project cost of $619,861, the existing HQ bunk room
project balance provides sufficient funding to complete the project while maintaining
approximately $158,591 in remaining project capacity for unforeseen conditions or other
project -related costs. Ceiling/ paint costs coming from project #1315000008 (HVAC).
3
The department will utilize what is has learned in the FY2026 fire headquarters
construction project to propose future bunk room projects under the FY2028 budget
process.
RECOMMENDATION:
We respectfully recommend city manager and council approval (August 17t", 2026) to
award the Fire Headquarters Bunkroom and Bathroom Remodel construction contract
to Portzen Construction in the amount of $426,000 and authorization to proceed with
the necessary contract execution and construction activities.
This award represents the culmination of a multi -year planning and capital improvement
process that has included City Council goal setting and budget approval, development
of a multi -year fire station improvement strategy, professional cost estimating,
competitive consultant selection, architectural and engineering design, City Manager
and City Council approvals, preparation of construction documents, and competitive
construction bidding.
Approval of the Portzen Construction contract will allow the City to advance the first
major phase of the fire station bunkroom improvement initiative and complete an
important City Council priority intended to modernize Fire Headquarters, improve
firefighter health and wellness, provide greater privacy for a diverse workforce, and
support the Department's long-term operational readiness.
Cc
12
Jenny Larson
Laura Bendorf
Jim Bousley
Martin FitzPatrick
Jason Lueken- Fire HQ Station Captain
Ryan Kieffer- Fire HQ Station Captain
Prepared by Jodi Lukens Fire Dept., 11 W. 911 St., Dubuque IA 52001 (563) 589-4160
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 1311 St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 304-26
AWARDING THE PUBLIC IMPROVEMENT CONTRACT FOR THE FIRE
DEPARTMENT BUNK ROOM REMODEL.
WHEREAS, sealed proposals have been submitted by contractors for the Fire
Department Bunk Room Remodel (the Project) pursuant to Resolution No. 299-26 and
Notice to Bidders published on the City of Dubuque, Iowa website and plan room service
with statewide circulation on the 24th day of July, 2026; and
WHEREAS, said sealed proposals were opened and read on the 171h day of
August, 2026 and it has been determined that Portzen Construction of Dubuque, Iowa in
the bid amount of $426,000, is the lowest responsive, responsible bidder for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That a Public Improvement Contract for the Project is hereby awarded
to Portzen Construction and the City Manager is hereby directed to execute a Public
Improvement Contract on behalf of the City of Dubuque for the Project.
Passed, approved and adopted this 17th day of August, 2026.
Brad, MlCavanagh, Mayor
Attest:
Adrienne N. Breitfelder, City Clerk