Water Meter Reading Services ConsultantTHE CITY OF
DUB UE
Masterpiece crn the. Mississippi
MEMORANDUM
July 11, 2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Water Meter Reading Services Consultant
Finance Director Ken TeKippe is recommending the selection of HDR Engineering, Inc,
to provide a recommendation for review of options relative to water meter reading in an
amount not to exceed $31,810.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Kenneth J. TeKippe, Finance Director
THE CITY OF
DuB E
~~
TO:
FROM:
SUBJECT:
DATE:
Memorandum
Michael C. Van Milligen, City Manager
Kenneth J. TeKippe, Finance Director ~~~,~,n.,R' "~ ' ~.~~Cy~
Water Meter Reading Services Consultant
July 10, 2007
BACKGROUND
The purpose of this memo is to provide a consultant recommendation for the review of
options relative to water meter reading. A Request for Proposal (RFP) was approved at
the May 7, 2007 city council meeting. Our current contract with Aquila expires July 1,
2009.
DISCUSSION
The RFP was distributed to 14 firms and/or equipment vendors. Proposals were received
from HDR, RSM McGladrey and UtiliWorks. The following employees served on the
review committee:
Ken TeKippe Finance Director
Jenny Larson Budget Director
Jean Nachtman Assistant Finance Director
Rick Till Financial Analyst
Rose Hoerner Utility Billing Coordinator
Bob Green Water Department Manager
Mike Brekke Water Distribution Supervisor
Chris Kohlmann Information Services Manager
Joe Pregler Information Technology Specialist
After the review of the proposals, the unanimous consensus of the committee was to
retain the HDR firm for the project. The costs indicated in the three proposals
approximated the $30,000 budget. A copy of the HDR proposal is enclosed. Major
factors that contributed to the selection include:
^ Experience of firm and personnel assigned to project
^ Knowledge of automated meter reading technology and trends
June 7, 2007
Ken Tekippe, Finance Director
City of Dubuque
50 West 13`h Street
Dubuque, Iowa 52001-4864
Subject: Proposal for Water Meter Reading Consulting
Dear Mr. Tekippe and Selection Committee:
Thank you for the opportunity to be considered for providing water meter reading
consulting services. Our goal is to provide responsive client-focused consulting and
engineering services that produce value to our client. Based on your questions regarding
the proposal, we offer the following clarifications:
1) The estimated project fees proposed, based on the scope of work as defined in the
proposal would be considered a lump sum not-to-exceed amount of $31,810.00
and can be made part of the final agreement/contract. Any optional services
would be at the discretion of the City and written authorization would be
required.
2) Regarding assistance with the preliminary selection of meter vendors and
equipment, along with installation strategies and projected schedules, all of these
items will be developed and are included under Task 4-`Evaluate Options for
Meters/ Meter Reading'. Also, a comprehensive discussion of the current meter
vendors, equipment, installation, cost, and program schedule will be prepared and
presented as part of the final report.
Hopefully this addresses your concerns and we look forward to assisting you on this
important program. If you or the selection committee, have any other questions or
comments, please feel free to contact me at your convenience.
Very truly yours,
HDR ENGINEERING, INC.
Thomas D. Jakubowski
Project Manager (262) 251-9020
H[1R Engineering, Inc. ~ ~ :. 1 G P~
FEE 6`" t, z :'
^ Detailed proposal
^ Work with other Iowa and Midwest cites
^ Clarifications provided in June 7th letter
^ Proposal not to exceed $31,810
RECOMMEDED ACTION
The recommended action at the July 16, 2007 meeting is for the City Council to approve
the selection of HDR as the firm to work with city staff to gather options relative to water
meter reading. The project should be completed to be considered for FY '09 capital and
operating budget purposes.
Please contact me if you have any questions on the process or recommendation. Thank
you.
KJT/kjt
Enclosures
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THE CITY OF
DuB E
~-~~
MEMORANDUM
April 28, 2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposal (RFP) for Water Meter Reading Services Consultant
Finance Director Ken TeKippe is recommending City Council authorization to release a
Request for Proposal for Water Meter Reading Consultant Services.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
~f
ichael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Ken TeKippe, Finance Director
THE CITY OF
DuB E
Memorandum
TO: Michael C. Van Milligen, City Manager
FROM: Ken TeKippe, Finance Director I~ /~~
SUBJECT: Request for Proposal (RFP) for Water Meter Reading Services Consultant
DATE: .April 26, 2007
BACKGROUND
The purpose of this memo is to provide an RFP for water meter reading consultant
services to review the options relative to water meter reading. The current contract with
Aquila expires July 1, 2009. The FY'08 budget has $30,000 allocated for the project.
The project needs to be completed by early October to be considered for FY'09 capital
and operating budget purposes.
DISCUSSION
A committee will review proposals submitted and provide a recommendation. The
tentative time. frame for the RFP process follows:
May 8, 2007 Release RFP
June 1, 2007 Proposals Due
June 22, 2007 Committee Recommendation to City Manager
July 2, 2007 City Council Approval of Firm
July 3, 2007 Firms Notified of Selection
The following City of Dubuque employees are recommended to serve on the review
committee:
'~ Ken TeKippe
r Jenny Larson
/Jean Nachtman
/ Rick Till
~ Rose Hoerner
Bob Green
Mike Brekke
Chris Kohlmann
Finance Director
Budget Director,
Assistant Finance Director
Financial Analyst
Utility Billing Coordinator
Water Department Manager
Water Distribution Supervisor
Information Services Manager
The RFP will be provided to Aquila, Alliant, consulting and engineering firms.
RECOMMENDED ACTION
The recommended action at the May 7, 2007 meeting is for the City Council to authorize
the release of the RFP for Water Meter Reading Consultant Services.
KT/jg
Enclosure
CITY OF DUBUQUE, IOWA
Request for Proposal: Water Meter Reading Consultant
May 2007
Statement of Qualifications
Please provide a statement of your firm's qualifications. Information on the staff or other
outside consultants that will work on the project should be detailed.
Scope of Services
Key responsibilities of the consultant include:
* Attend kick off meeting with RFP committee to lay out plans
* Review our current outsourced arrangement with Aquila
* Review potential partnering with Aquila and/or Alliant
* Analyze newer water meter reading technology such as remote reads
* Prepare a draft containing the following:
• Advantages/disadvantages of continued outsourcing of meter reading
function
• Prepare analysis of City doing meter reading in house
• Provide information on budgets for hardware and software costs
• Provide information to consider on alternatives for hardware and
software
• Equipment and installation costs for various options
• Ongoing costs (includes staff) with the various options
• Payback calculations for options which require capital outlay
• Possibility of partnering with Aquila and/or Alliant
• Recap of technology used in other larger cities in Iowa (minimum of 10
largest cities)
* Attend draft review meeting with RFP committee and other City officials to
finalize plan
* Assist in the selection of vendor(s)
* Assist in developing equipment and/or installation vendors RFP
* Assist in developing a projected schedule for installation
* Develop timelines for project
* Prepare final report
* Available to present at a City Council meeting or work session
References
Please provide at least three government client references including, at a minimum, the
following:
* Name of client;
* Description of services provided to-the client in the past three years;
* Firm's staff that worked with the client; and
* Name and telephone number of a client contact person.
Insurance
The consultant shall adhere to City insurance requirements for professional- services
during the term of this agreement as detailed by the insurance schedule attached. Please
provide confirmation that the requirements will be met. Insurance certificate can be
supplied at a later date by the successful firm.
Fees
Please provide a fee schedule for services including, at a minimum, the following:
* Fee schedule
* List of services covered by fees. Specifically state which costs are included in
the fee proposal and any costs that are to be reimbursed
* Example of services not covered in proposal, but would be available to the City.
to consider
~~
Mr. Ken TeKippe
Finance Director
City of Dubuque
SO West 13~' Street
Dubuque, Iowa 52001-4864.-
.Subject: Proposal for Water Meter Reading Consulting
Dear Mr. TeKippe and Selection Committee:
After your review of this proposal, we believe .that you will agree that selecting HDR will
provideyou the surest direction for the future of your water metering program. Within .
this proposal, we commit to an approach that engages you and key City staff early in the
evaluation process to provide a-plan that directly relates to' your given needs and
situation.
HDR. offers. the following benefits to you for this project: .
+ Best matched automatic meter reading (AMR) technological solutions will be
developed by Tom Jakubowski, a nationally recognized leader in water system
,metering and. water loss management: Real' of AMR systems (versus AMR
hype) will be what Tom efficiently brings to you for. this project.
• .Unbiased eost/benefit evaluations of various options for City and outsourced
meter reading using AMR. and riot using AMR. Torn Jakubowski has experience
with, and access to, "real world" applications to best derive true costs and
benefits for your various program implementation options.
•. Largest "bang"for your study investment "buck"will be achieved through a
variety of factors:
" o .Tom Jakubowski's inherent. water metering and AMR system knowledge
gained through numerous similar projects means he willnot be billing
- you "learning curve" time.
o Combining the project kickoff meeting and interviews with key City staff
within the same trip to reduce travel time and expense.
o .Travel time and expenses will be minimal due to close proximity of key '
team members.
o Optimum blend of senior and junior level engineers in the data collection
and evaluation activities will minimize labor rate average for the project.
M8R Es~isi~friq, he. 84041ndian Hills Drive Phoi+e;14021399~1000
Omaha, NE 68114098 Fax: N021399.123s
. www.hdrwre.com
Thank you for this opportunity to serve the City of Dubuque with value. oriented services
focused on your needs. We ask that you select HDR to provide a sure direction for your
metering program over the upcoming years. If you have any questions or comments, .
please feel free to contact either of us at your convenience.
Very truly yours,
HDR ENGINEERING, INC.
Gi;~~
Daryl A. Kottwitz, VP Thomas D. Jakubowski
Project Principal Project Manager
{402) 399-1133 (262} 251-9020.
MDII Eghuri~~, he.
Introduction
HDR has attained a national reputation for providing high quality work in a wide array of services that range
from finance, planning, operations, engineering, and design. Two unique and highly specialized services that
HDR provides is the evaluation of automated meter reading systems and financial planning/rate setting. HDR
is widely recognized for our expertise in these two areas and have nationally recognized individuals providing
service to our clients in these areas. This section of our statement of qualifications provides a brief overview
of HDR and a specific discussion of our qualifications to provide the services that the City of Dubuque is
requesting.
About HDR Engineering
Formed in 1917, HDR Engineering, Inc. provides engineering and consulting services and scientific studies to
clients across the U.S. and abroad. HDR is a national firm with over 6,000 employees in 150 offices
Nationwide offering a full range of engineering, architectural, environmental, community planning and
management consulting services to public and private sector clients.
HDR is particularly strong in water and wastewater
engineering, as reflected by HDR's 2007 Engineering News
Record (ENR) rankings: #10 in the U.S. for water treatment,
sewer, solid waste, and desalination; #9 for water and water
supply; and # 10 for wastewater treatment. HDR has
achieved these rankings by combining innovation with
practical, cost-effective solutions which are tailored to the
needs of each client. HDR's clients also rank us at the top;
our repeat business stands at more than 80 percent, which is a
clear indication of client satisfaction and confidence in our
capabilities.
Automated Meter Reading (AMR) Qualifications of HDR
The HDR team has the experience, capability and personnel resources required
to successfully provide the City with the needed professional engineering
services to provide an update to the residential metering program/residential
meter evaluation study. The capability of an organization and its individuals to
undertake a project such as Dubuque's residential metering study can be best
demonstrated through previous experience. Our carefully selected team of
professionals has provided these specialized services for a number of clients.
i
Our team is familiar with every major universal metering/automated meter reading (AMR) project nationally,
and the people who have worked on them. A significant percentage of these projects are our metering/AMR
clients. Among the more prominent clients we have provided AMR metering services to include the City of
Chicago Department of Water Management; Greater Cincinnati Water Works; Henrico County (Richmond),
Virginia; Detroit Department of Water and Sewer; City of Fresno; Boston Water and Sewer Commission; and
the City of San Luis Obispo.
Additionally, Tom Jakubowski, the project manager committed to you for this project, has helped develop
state-of--the-art industry practices by performing research programs involving benchmarking, financial
analysis, metering, and water accountability for the American Water Works Association Research Foundation
Proposal for Water Meter Reading Consultant Dubuque, Iowa
-_~
(AWWARF), the Water Environment Research Foundation (WERE), the Automatic Meter Reading
Association (AMRA), the WateReuse Foundation and the National Water Research Institute (NWRI), among
others.
Project Team Organization and Key Staff Qualifications
Introduction
A key factor to the success of any project is the experience and expertise of the project team. To be
successful in any study, the project team must successfully combine a number of people with different
backgrounds and abilities into awell-rounded, comprehensive team. We believe that is the strength of the
proposed HDR project team. Our proposed project team for this study has been assembled based upon your
specific needs. The project team members have vast experience and skills in the area of water utility rate
studies and AMR system evaluations. Provided below is a brief discussion of our proposed project team
organization and an overview the key project team members.
Project Team Organization
Presented below is a graphical overview of the organization of our project team. Mr. Tom Jakubowski will be
the Project Manager for this engagement. As Project Manager, he will be responsible for all aspects of the
project, including quality control, project schedule and project coordination.
Proposal for Water Meter Reading Consultant Dubuque, Iowa
Key HDR Project Team Personnel
Provided below is an overview of the HDR personnel expected to be assigned to the City's project. More
detailed resumes are included at the end of this proposal.
Tom Jakubowski, Project Manager
Tom Jakubowski has over 26 years of consulting experience in the water industry. For this study, he will be
the Manager for the water metering study. He is highly experienced in AMR
systems and a technical specialist in the area of water loss management.
Tom has been a member of the AWWA National Water Loss Control s Tom Jakubowski's
Committee for over 17 years. He was HDR's project manager for the City expertise in AMR system
of Chicago, Department of Water Management, metering plan, and is evaluations assures
currently working with Henrico County, Virginia, Northern Kentucky Water unbiased cost/benefit
District and Fresno, California on AMR evaluation studies. Most recently, evaluations based on "real
he assisted the City of Detroit and the City of San Luis Obispo in evaluating world" applications.
the expansion of their AMR system. Mr. Jakubowski has been instrumental
in the development of various methodologies and techniques enabling accurate data collection and analysis.
Mr. Jakubowski has extensive field experience in AMR programs, meter testing and replacement, asset
inventory and assessment, leakage investigations, water audits, water loss programs, hydraulic measurements,
cost estimating and capital improvement programs. Tom is located in HDR's Milwaukee office, which is
only a three hour drive from Dubuque. His national expertise in AMR systems, combined with his ability to
travel to Dubuque inexpensively, brings enhanced value to you for this project.
Daryl Kottwitz, PE, Project Principal
Mr. Kottwitz is a Program Manager and Vice President of HDR having over 22 years of experience with the
firm. As Project Principal for your project, Daryl will make certain that company resources are available to
support Tom Jakubowski and the rest of the project team to assure your satisfaction and maximize your
realized value from this project. Additionally, Daryl will serve as a backup open communication channel for
the City and will contact you periodically to confirm that the project is progressing to your satisfaction. Prior
to his becoming a program manager, Mr. Kottwitz served as environmental engineer and project manager for
various water and wastewater projects in the Midwest and around the country. His technical background,
combined with his present responsibilities mean that he can, and will, take steps as necessary to make this
project a success for the City of Dubuque.
Dave Dechant, PE,' QA/QC
Mr. Dechant is a civiUenvironmental engineer with 25 years of creative, client-focused, results-oriented
consulting experience. For your project, Dave will review draft deliverables to make sure they are of high
quality prior to your receipt. Dave is diverse in his professional and technical background. His experience
encompasses project, client service, and operations management responsibilities. Technically, his experience
includes planning, predesign, design, construction management, operations, and value engineering on projects
related to water supply, treatment and distribution, wastewater collection and treatment, and sludge treatment
and disposal. Dave has a demonstrated commitment to continuing education and is a frequent presenter at
technical conferences. He has experience in hydraulic modeling/evaluation and design and construction of
numerous water and wastewater pumping systems.
Pat Brown, Data Management
Patrick Brown is a project environmental engineer who has earned a Masters Degree in Environmental
Engineering at Iowa State University and is an Engineer-in-Training registered in the State of Iowa. Skilled
in various software applications, Pat will assist Tom Jakubowski with this project by performing
information/data collection and manipulation as needed to support the evaluation process and to clearly justify
project recommendations. Mr. Brown's background includes working for US Filter in the research and
development of new treatment systems while pursuing his engineering education at Iowa State University.
Pat is presently assisting Mr. Dechant with a number of design projects in Cedar Rapids and Davenport.
Proposal for Water Meter Reading Consultant Dubuque, Iowa
Introduction
The City of Dubuque's water system has a water source consisting of four deep wells and five shallow wells
providing a raw water delivery capacity of approximately 21 million gallons per day. The water is treated at
the Eagle Point Water Treatment plant which utilizes aeration, lime softening, recarbonation, sand filtration,
chlorine disinfection, fluoridation, finished water storage and high service pumping. The distribution system
includes approximately 15 million gallons of storage and multiple booster pumping stations to reliably serve
the public with high quality water. The City typically replaces between 400 and 500 residential water meters
per year, primarily due to meter failure, and 20 years or greater meter life is typical. Because of the polished
quality of delivered water, there is little perceptible loss of revenue from aged meters falling out of
calibration.
The City of Dubuque began contracting with Aquila, the local gas utility, for water meter reading services
beginning in 1989 with a five year contract. Three five year renewals of the contract were subsequently
awarded leading to the present. Just less than 22,000 meters (most of them are Sensus brand touch-read) are
now read monthly at a cost of around $10,500, which equates to approximately 50 cents per meter read.
Indications are that the costs for meter reading during the term with Aquila have inflated on pace with the
Consumer Price Index. While the service by Aquila has been generally good, the City of Dubuque desires to
conduct this study to determine whether an alternate approach may be advisable considering economic and
other considerations.
HDR's team and approach to this study will allow the City of Dubuque to
proceed confidently with a meter reading program that makes the most
holistic sense for the community considering a number of factors including
costs, billings, funding, staffing, customer service and customer relations.
HDR brings nationally recognized expertise to you, experienced with
similar studies for clients around the nation. This blend of experience and
expertise will deliver well thought-out and justifiable recommendations for
Dubuque's water meter reading program.
AMR Technological
solutions best matched to
Dubuque's needs and
situation will be evaluated.
AMR reality (not hype) will
prevail in the evaluations.
Based on conversations with Dubuque management staff, other items of interest and/or concern to the City of
Dubuque include the following, all of which will be addressed in HDR's implementation of the study:
• The City of Dubuque has limited reserve funds, meaning that debt would be incurred with any
significant capital expenditures. Strategies to minimize debt burdens to the City would facilitate
automated meter reading (AMR) system implementation.
• Determination of ongoing cost and payback, particularly of a new AMR technology is needed. For
Dubuque, a 20 year payback is considered reasonable.
• "Drive-by" AMR using radio technology is of interest.
• Flexibility and adaptability of AMR technology to accommodate tomorrow's technological and
software advancements is of interest.
• Understanding of how Iowa communities of similar size and situation are conducting meter reading
will provide valuable insight as Dubuque considers various metering options. Regional (outside of
Iowa) and national understanding are of potential interest as well.
• A minimum of three visits to Dubuque by the consultant are anticipated:
o Information Gathering, including meeting(s) likely with Aquila and Alliant and interviews
with key City staff
o Presentation and review of draft/preliminary recommendations
o Presentation and review of final report
Proposal for Water Meter Reading Consultant Dubuque, Iowa
• The study portion of the project should be completed by mid to late September to allow time for
planning and related budgeting for the following year(s). If the decision is made to proceed with
AMR technologies, the City of Dubuque may commission additional consulting services to assist
with vendor selection, program development, etc.
Work Plan/Scope of Work
The following work plan/scope of work has been developed to meet the specific needs of the City and are
based on the request for proposal. For each task, HDR has attempted to identify the main objective of that
task, along with the expected City staff support and project deliverables.
Task ~-/nitia/ Metering Kick-Off Meeting
Task Objective: Bring the Consultant, City management and City staff together, at the start of the project, to
assure that all parties have a mutual understanding of the goals, objectives, issues and concerns related to
the meter reading program and AMR system evaluation.
The initial kick-off meeting sets the stage for all of the activities to follow and starts the project on a positive
note. Following notice to proceed, HDR will schedule the initial kick-off meeting. HDR will work with the
City's Project Manager to review and fine-tune project scope, requirements, deliverables and timetable; and
establish a protocol for how HDR and City staff will communicate with each other during all phases of this
project. During the kick-off meeting, HDR will review the work plan/scope of services with the City's
project team to assure that all parties understand the key elements of the study, along with the data
requirements and time schedule for the project. It is anticipated that the initial project meeting will be
approximately 2 hours in length.
Expected City Staff Support for Task 1; Kick-off meeting and
^ Have City key management/project team members attend the meeting. interviews of Clty
Deliverables as a Result of Task 1 Initial Metering Kick-off Meeting: management & staff
^ Identification of objectives, issues and concerns by both parties. assure a focus on City
^ Face-to-face meeting to get the study off to a positive start. needs and goals.
Task Z-Residential Metering Data Co/%ction
Task Objective: Collect the necessary data and information required to provide a successful and
comprehensive update of the City's meter reading program and AMR system evaluation.
An initial written data request will be provided to the City detailing the data and information required of the
residential metering study. HDR will request from the City all available background information, including
current meter reading and customer service technologies and processes, policies and procedures, meter data,
and interface requirements of other City information systems. HDR will review their data request with the
City's metering team to understand what information is readily available, identify who will compile the
information, and establish a timetable for compiling it.
Expected City Staff Support for Task 2:
^ Gather the data requested from the written data request provided by HDR.
Deliverables as a Result of Task 2-Residential Metering Data Collection:
^ An initial written data request to the City.
^ Identification of any data constraints.
Task 3-Review Data/Conduct Key Err~p/oyee /nterviews
Task Objective: Review the data and information provided by the City and conduct interviews with key City
employees to determine and identify key issues, needs, requirements, constraints and sensitivities around the
City's meter reading program.
Proposal for Water Meter Reading Consultant Dubuque, Iowa
After receiving and reviewing background information requested in Task 2, HDR will have a good
understanding of the current status of the metering program and the past discussions and decisions concerning
it. Working with the City's Project Manager, HDR will identify key City staff members to be interviewed
and establish an interview schedule convenient to all parties. Over a one day period, individual interviews
will be held with key representatives of all areas that will likely be impacted by the residential metering
program. Representatives will include, but not limited to, staff involved in meter reading, billing, customer
service, field service, information technology, engineering, and meter maintenance. The interviews are
designed to clarify the background information provided in Task 2 and identify organizational issues, needs,
requirements and sensitivities that will be incorporated in the Draft and Final Reports. The interviews will be
coordinated in conjunction with the initial visit/kick-off meeting. Immediately following the interviews, the
HDR Team will present the consolidated observations and findings from the interviews to ensure we have
captured and understand all the important issues and needs.
Expected City Staff Support for Task 3:
^ Participate in key employee interviews
Deliverables as a Result of Task 3-Review Data/Conduct Key Employee Interviews:
^ Interviews with key employees to determine critical issues, needs and requirements.
^ Written consolidation of interview findings and observations.
Task Eva/uate Options for Metes/Metes Reading
Task Objective: Review with the City the options available for their meter reading program including current
and emergingAMR technologies and vendors; and determine the options that align with the City's metering
goals and objectives.
Options to be reviewed are:
1. Renew an agreement with Aquila for meter reading similar to the present arrangement
2. Utilize City employees for meter reading using existing installed technology
3. Utilize City employees for meter reading in conjunction with a new state-of--the-art automatic
meter reading (AMR) technology
HDR will review with City staff the various current and emerging automated
meter reading (AMR) technologies and vendors, and their relative advantages
and disadvantages. The City currently has primarily Sigma brand meters
installed within their system but other brands may exist, particularly for larger
meters. A key step in evaluation of the metering options and technology, is
understanding the City's major goals and objectives for the meter reading
program. From the employee interviews and review of the City's past
metering evaluations, HDR will be able to establish a clear set of goals and
objectives for the City.
Tom Jakubowski's
inherent water metering
and AMR knowledge
means he will not be
billing you "learning
curve" time in addressing
these issues
From those goals and objectives, HDR will begin the process of evaluating the City's metering options. In
this process we will consider, but not be limited to, the following issues:
- Choice of technology. What is the most suitable technology? Might a combination of more than one-
technology better serve the City's needs?
- Deployment strategies. What is the appropriate deployment strategy? What is the appropriate pace of
deployment? Should a new meter reading system be deployed in "lock step" with a meter change-out
program? Should the City pursue "surgical" or "opportunitistic" deployment strategies, such as
installation in specific areas, and at specific times?
- Impact on operations. How will an AMR system impact customer service processes? For example, an
AMR system may enable the City to notify customers of unusually high consumption before they get the
bills, eliminating many phone calls, field visits, and adjustments. How will it support improving the
efficiency of distribution operations (e.g., reducing unaccounted-for water)
Proposal for Water Meter Reading Consultant Dubuque, Iowa
- Impact on staff and staffing levels. To what extent will City employees have to be trained to operate
and maintain a new system and how many additional (new) employees may be required and in what
roles?
- Migration strategies. What technologies today may support potential conversion to different and
improved future technologies (i.e. where is the technology headed)? Does this limit choices?
- Standards and interoperability. How do the immature state of AMR standards, and the efforts of
various organizations like AWWA to develop standards, impact the City's strategies and choices? How
will interoperability effect the bidding process, along with the meter and AMR component purchase?
- Timing and risk minimization. The AMR market is still maturing; products are evolving and vendors
are changing. If the City selects an AMR system, how could it operate the system for many years
without fear of obsolescence? How can the City avoid risky sole source supply situations?
- Alignment with the City's corporate and customer service strategies. How will a new metering
system support the City's overall mission and goals? How will it enable competitive customer service?
- Impact on policies. Some policies, particularly regarding customer service, may have to be changed to
accommodate and take advantage of the new system.
- Integrating with the City's other information systems. How will a new meter reading system
integrate with the Department's CIS, GIS, work management systems, hydraulic model, etc.? What are
the likely system and data management requirements?
- Collaborative opportunities. How is the current outsourced arrangement with Aquila? How might
Alliant provide collaborative benefits? Are there collaborative opportunities with other local utilities?
- Meter optimization. Are there opportunities to change the size and type of existing meters to improve
accuracy, and lower capital and maintenance costs?
- New services. To what extent do the City's customers have differing service needs? Is there value in
providing new, additional services, such as detailed consumption information, leak detection, sub-
metering, or high bill "alerts" to some or all customers?
- Political and public relation aspects. What sensitivities among the City's customers, constituents and
stakeholders might be created - or need to be addressed - by these changes and the installation of these
meters?
HDR is familiar with the available technology, and will suggest those that appear to be aligned with the City's
objectives. We will review the current AMR marketplace, including expected trends. We will review the
status of AMR and water meter encoder standards. At the end of this task, HDR will develop their initial
recommendations for AMR technology and an implementation strategy. Also for a general reference, a
benchmark summary/recap of the meter reading technology for other cities in Iowa (minimum of l O largest
cities) will be included.
A cost/benefit analysis of the defined alternatives will then be conducted, exploring the financial impacts of
the options, as well as impacts upon staff and operations, and compatibility with the City's current billing
software. HDR will develop total life cycle cost and savings projections considering the major technology
(e.g., mobile, fixed radio) and deployment strategy (short- versus and long-term deployment, leasing, etc.)
alternatives. Economic analysis deals well with only hard, direct costs and benefits. Any business case for
AMR must also consider soft and indirect benefits and costs (e.g., enhanced customer service and confidence,
the utility's financial strength). HDR will enumerate and quantify these indirect or soft benefits wherever
possible. These analyses will enable HDR and the City to quantify and rank alternatives and develop draft
recommendations for the implementation strategy.
Expected City Staff Support for Task 4:
^ Assist in determining the key parameters and objectives for the City's meter reading program.
^ Assist in identifying potential impacts to staffing levels for City takeover of meter reading functions and
for various AMR options.
Deliverables as a Result of Task 4-Evaluate Options for Meters/Meter Reading:
Proposal for Water Meter Reading Consultant Dubuque, Iowa
^ Review of available AMR technology and City takeover options and their alignment with the City's
objectives and current outsource arrangement with Aquila.
^ Recap of meter reading technology used in other larger cities in Iowa (minimum of l O largest cities).
^ Development of cost estimates for each technology (materiaUsupplies + installation)
^ Development of a cost/benefit model and analyses to evaluate the City's options
^ Estimates of staffing levels required to support each City takeover and AMR option
^ Review of the potential impact of integration of the AMR options with the City's current information systems
^ Review of the impact on implementation plans of the various City takeover and AMR options, using the
results of the cost/benefit analyses
^ Development of initial recommendations on the meter reading program, AMR technology (if recommended)
and implementation plan
Task 5-Project Meeting to Review HDR's Metes Reading P~og~ain
Recommendations
Task Objective: Review with the City management and staff the initial recommendationsfnr the meter
reading program. The objective of this meeting is to review the meter reading options explored, and gain
feedback regarding each viable option along with the initial HDR recommendations. At the end of this task, a
final recommendation will be developed for the meter reading program, including AMR technology (if
appropriate) and implementation plan.
HDR will conduct a review meeting with City management and staff to review each of the meter reading
program options and the anticipated implementation plan for each. The objective of this meeting is to provide
the City's management and staff with an opportunity to understand, and review in detail, each of the options
explored, their strengths and weaknesses, and to attempt to reach a mutually agreed upon final
recommendation for the meter reading program, associated AMR technology (if appropriate) and
implementation plan.
The proposed meeting is estimated to be an all day meeting and is intended to be an open discussion of the
review undertaken by HDR and our thought process used to develop our initial recommendations. It is
important that City management and staff be supportive of the final recommendation, but more importantly,
understand the basis or reasoning behind that recommendation. The City's ability to communicate the final
recommendations in a clear manner will be very helpful and valuable during the implementation process as
questions from customers and other City staff arise.
At the end of this task, the City and HDR will mutually develop a recommendation on the selected meter
reading program, associated AMR technology (if appropriate) and implementation plan (strategy).
Expected City Staff Support for Task S:
^ Attend cone-day meeting with RFP committee and other City officials to review the meter reading and
AMR options explored and HDR's initial recommendations on meter reading program, associated AMR
technology and implementation plan (strategy)
^ Assist in the development of the final recommendations for the meter reading program, associated AMR
technology and implementation plan (strategy).
Deliverables as a Result of Task 5-Project Meeting to Review HDR's Initial AMR Technology and
Implementation Plan:
^ A one-day meeting to review the meter reading program and AMR options explored and HDR's initial meter
reading program recommendations, associated AMR technology (if appropriate) and implementation plan
(strategy)
^ Development of the final recommendations for the City's meter reading program, AMR technology and
implementation plan (strategy)
Proposal for Water Meter Reading Consultant Dubuque, Iowa 8
Task f~Written Reports
Subtask Objective.• Provide and present a written report to summarize the findings, conclusions and
recommendations of the meter reading plan.
Upon completion of the final recommendations for the meter reading plan, HDR will develop a final draft
written report of the findings, conclusions and recommendations of the metering plan. The written report is
intended to be comprehensive in nature and document the activities undertaken as a part of the project. HDR
will provide five (5) copies of the draft final report to the City for its review and comment and subsequently
meet with the City to review its contents and coordinate final edits. Any comments, suggestions or
corrections from the City concerning the draft final report will be incorporated into the final report. Fifteen
(10) copies of the final report will be provided to the City.
Expected City Staff Support for this task:
^ Review and comment on the draft written report.
Work Product Deliverables as a Result of Task t~Written Reports
^ A draft and final written report.
^ A copy of all workpapers used in the preparation of the study.
This concludes the work plan/scope of services developed for the Dubuque meter reading plan. Our proposed
work plan may be modified to meet the specific needs of the City and optional services may include pilot
testing, site visits, AMR procurement, additional City Council meetings andlor work sessions, along with
implementation and program management.
Proposal for Water Meter Reading Consultant Dubuque, Iowa
AMR Projects and Client References
rtt~x was retamea ny the Lity of Lmcago, liepartment or water
Management to provide a Metering Plan and a Benchmarking Study City of Chicago, Dept of
of the plan. This effort is part of Mayor Daley's Chicago Water Water Management
Agenda 2003 with water conservation being a key element. 1000 East Ohio Street
Currently, the majority of Chicago residences are charged a flat fee Chicago, Illinois 60611
for water and not by the amount of water consumed. The metering Mr. Casey Koniarski, P.E.
plan developed a detailed approach to install approximately 325,000 Sr. Project Manager
meters with automated meter reading (AMR) technology. In (312) 742-5933
addition, HDR will use the installation information gathered in
conjunction with existing data on Chicago's meter population (approximately 160,000 meters) to create a
detailed cost estimate for the installation of AMR technology for the existing meters. As an ongoing part of
this work, HDR also completed a benchmarking study of the metering plan. The benchmarking study
included the review of current technologies for Universal Metering and Automatic Meter Reading (AMR)
technologies. Several water utilities were contacted throughout the United States and Canada to provide data
on water meter plan development, installation, customer service, billing and financing. Results of this study
allowed the City of Chicago to gage the probability of success of their plan by utilizing the lessons learned by
these utilities. Tom Jakubowski was the Project Manager for HDR on the City's study.
HDR conducted an evaluation of the feasibility and cost effectiveness of
Northern Kentucky implementing Automated Meter Reading (AMR), as well as reviewing
Water District current meter reading and related operations. This involved analysis of
100 Aqua Drive billing system records and interviews with utility staff to gain an
Cold Spring, KY 41076 understanding of current metering operations. Various alternative meter
Mr. Rusty Collinsworth reading system technologies were analyzed based on key implementation
Field Service Supervisor issues and risks. HDR developed acost/benefit model to evaluate and
(859) 578-9898 Ext. 3303 rate each technology relative to one another. Financial impacts based on
'~ ` =- - monthly versus quarterly reading schedules were also evaluated. A
preferred technology and replacement strategy was identified, with impacts upon staffing, operations, and
current information technology systems detailed.
HDR provided technical assistance to Henrico County as it has
evaluated and formulated a service meter replacement program. HDR County of HenriCo
conducted a review of the existing metering program and identified Parham & Hungary Springs Rd
key challenges and obstacles facing the County. A review of available Richmond, VA 23273
metering technologies was performed, including interviews with Ms. Evelyn McGuire
vendors. HDR developed a sample test program to evaluate accuracy Utilities Controller
of the existing meters in order to prioritize replacement. AMR was {804) 501-4442
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incorporating this technology. HDR continues to provide assistance to the County, currently in the form of
preparing the bid specifications, selecting vendors for acquisition and help with the implementation process
Proposal for Water Meter Reading Consultant Dubuque, Iowa 10
In concert with a water and wastewater rate structure and billing system
City of San Luis Obispo evaluation, HDR reviewed available alternatives for AMR technology
879 Morro Street and advised the City of San Luis Obispo on recommended systems and a
San Luis Obispo, CA 93401 potential implementation strategy. HDR conducted a series of individual
Mr. John Moss interviews with representatives of all areas that are likely to be impacted
Utilities Director by an AMR system. The interviews were designed to clarify and identify
(805) 781-7205 the City's issues, needs, and requirements for AMR. HDR then reviewed
k~-~ ~ ~'~ N~ s ~ ~=~=_ with City staff the various current and emerging AMR technologies and
vendors, and their relative advantages and disadvantages. The costs of implementing AMR were quantified,
along with the potential of changing from bi-monthly billing to monthly billing. HDR then developed
recommendations for next steps, including the potential choices for technology, implementation strategies,
and the need for additional and more detailed analyses/studies on the final choices.
HDR Engineering, Inc. as a professional engineering firm maintains professional liability insurance that
exceeds the City's minimum requirements, as stated in their request for statement of qualifications.
Schedule of Estimated Fees for Water Meter Reading Consulting Services
Labor:
Task 1: Initial Metering Kick-Off Meeting $2 720
Task 2: Residential Metering Data Collection 3 910
Task 3: Review Data/Conduct Employee Interviews 6 030
Task 4: Evaluate Options for Meters/Meter Reading 8 970
Task 5: Project Meeting to Review Initial Recommendations 3,820
Task 6: Written Reports 4,730
Total Labor $30,180
Expenses:
Total Reimbursable Expenses (Travel, lodging, meals, technology) $1,630
Total Estimated Fees
The above fee estimate is based upon the work plan/scope of services previously presented. HDR is willing to
negotiate a final fee based upon a final agreed upon scope of services. This fee estimate does not include
assistance for selection of vendors, assistance in developing an equipment and/or installation vendors RFP,
assistance in developing a detailed project schedule for implementation, nor presentation at a City Council
Meeting or work session. These activities would be provided upon City authorization at an agreed to scope
and additional fee for services.
Proposal for Water Meter Reading Consultant Dubuque, Iowa 11
This section of the proposal presents our estimated fees for the City's study. In developing this fee estimate,
HDR utilized current hourly billing rates, and estimated the hours, by task and by individual.
Thomas D. Jakubowski - Project Manager
Thomas has more than 26 years of experience working with consulting
engineering firms in the water industry. He has been involved with the
analysis of over 300 municipal water distribution asset
maintenance/management programs. These programs include metering
programs/AMR, comprehensive asset inventory, condition assessment,
performance evaluation and water accountability. He has led programs in
Detroit, Chicago, Boston (MWRA), Washington, D.C., New Orleans,
Miami-Dade, Durham, N.C., Syracuse, N.Y., Portland, Ore., and numerous
other national and international cities. Mr. Jakubowski's overall
responsibility is for developing work schedules, supervising managers,
reviewing field work, editing final reports, and client liaison. He is also
responsible for project approach and budget control and performs review
of prof ects spanning the scope of water distribution expertise. He is a
technical specialist in the area of water loss management and has been a
member of the AWWA National Water Loss Control Committee for over
17 years. Thomas has been instrumental in the development of various
methodologies and techniques enabling accurate data collection and
analysis. He has extensive field experience in asset inventory and
assessment, leak investigations, water audits, water loss programs,
hydraulic measurements, cost estimating and capital improvement
programs.
Bachelor of Science, Civil
Engineering, University of WI
Milwaukee, 1987
Professional
American Water Works
Association, Member
Environment
City of San Luis Obispo, Automated Meter Reading Evaluation, San
Luis Obispo, CA. Project Engineer. The City had a limited number of
AMR locations and wanted to understand the potential options for expanding AMR with the City, and the
financial implications of expanding AMR. HDR conducted a review and comparison of the AMR
technologies available to the City and the feasibility of implementation within the context of a potentially
changing metering and billing systems. At the same time, the City was interested in moving from bi-monthly
billing to monthly billing and wanted to understand the operational and cost advantages of AMR versus their
current read/bill approach.
City of Chicago, Metering Plan Development and Benchmarking Study, Chicago, IL. Project Manager.
HDR was retained by the City of Chicago, Department of Water Management to provide a Metering Plan and
a Benchmarking Study of the plan. Developed a detailed approach to install approximately 325,000 meters
with AMR technology, which established future water rates to finance the meter program. Using this
information, HDR created a detailed cost estimate for the installation of AMR technology for the existing
meters. As an ongoing part of this work, HDR also completed a benchmarking study.
Henrico County Dept of Public Utilities, Henrico County Water Meter Program, Richmond Heights,
VA. HDR is developing a water meter program for the County of Henrico that will maximize the accurate
recording of water used by customers. A detailed evaluation and plan for the most cost-effective approach to
the replacement of large, intermediate, and small water meters will be provided, along with an evaluation of
benefits and costs associated with AMR.
Northern Kentucky Water District, Automated Meter Reading Evaluation, KY. Project Manager.
Directed an evaluation of feasibility of AMR implementation. Included analysis of an existing metering
program and technologies.
Proposal for Water Meter Reading Consultant Dubuque, Iowa ~p
r
Daryl A. Kottwitz, PE -Project Principal
Mr. Kottwitz is a Program Manager and Vice President of HDR having over
22 years of experience with the firm. Prior to his becoming a Program
Manager, he served as environmental engineer and project manager for
various water and wastewater projects in the Midwest and around the country.
As project manager and environmental engineer Mr. Kottwitz has provided a
variety of services including studies, predesign reports, design, bidding,
construction administration and facility start-up. His technical experience
includes: wastewater collection, pumping and treatment; water supply,
distribution and treatment; sludge processing and disposal; stormwater
pumping; instrumentation and control, supervisory control and data
acquisition (SCADA), and telemetry systems. The following projects
represent a sampling of Mr. Kottwitz's experience:
Capital Improvements Plan Implementation, Davenport Water Pollution
Control Plant (WPCP), Davenport, Iowa. Project Principal for the
implementation of a five year capital improvements plan for the Davenport
WPCF. Project elements include biosolids dewatering system replacement,
integration of biosolids facilities with nearby composting facility, renovation
of influent pumping station, energy management study, CIP planning and
technical assistance for mechanical, electrical, structural, mechanical and
process issues /needs throughout the WPCF.
Council Bluffs, Iowa. Prepared study evaluating existing water pollution
control facilities relative to current and anticipated future hydraulic and
organic loadings to develop basis of design for increasing facility capacity.
Study included evaluation of alternative facility modifications for expanding
wastewater treatment capacity, increasing sludge handling capabilities and
upgrading existing facility.
City Of Des Moines Iowa, Des Moines Wastewater Reclamation Facility
Emission Reduction, Des Moines, IA. Project Principal. Odorous emissions
assessment, development and prioritization of removal strategies, and design
of emission reduction facilities. Project is critical to the successful
development of a technology park adjacent to the water reclamation facility.
City of Ames, Digester Gas Handling System Improvements at Water
Pollution Control Plant, Ames, IA. Project Principal for the evaluation of
existing cogeneration system reliability benefits for the City.
Wastewater System Optimization, Lincoln, Nebraska. Review of the
process/operations, maintenance, management, budget, costs and staffing for two wastewater treatment
facilities, collection system, wastewater and laboratory system for optimizing facility operations and
management. Through a highly interactive process with City operations, maintenance and management staff,
process and management strategies were developed to reduce the cost of wastewater operations to levels more
competitive with private sector practices, while providing suitable levels of service for the community.
Wastewater System SCADA System Upgrade and Design, Lincoln, Nebraska. The project was for
Supervisory Control and Data Acquisition (SCADA) system coordination, design and upgrade for two
wastewater treatment facilities. The first task for the project was to evaluate existing operations, including
labor requirements, process performance and operational costs to develop cost effective and justifiable
process automation strategies. Follow-up design and construction of the SCADA system improvements were
performed based on these evaluations.
Proposal for Water Meter Reading Consultant Dubuque, Iowa 13
David M. Dechant, PE - QA/QC
Mr. Dechant is a civil/environmental engineer with 25 years of creative,
client-focused, results-oriented consulting experience. His experience
encompasses project, client service, and operations management
responsibilities. Technically, his experience includes planning, predesign,
design, construction management, operations, and value engineering on
projects related to water supply, treatment and distribution, wastewater
collection and treatment, and sludge treatment and disposal. Dave has a
demonstrated commitment to continuing education and is a frequent
presenter at technical conferences. He has experience in hydraulic
modeling/evaluation and design and construction of numerous water and
wastewater pumping systems. The following projects represent a sampling
of Mr. Dechant's experience:
Comprehensive Water Study Update, Amana Colonies. Project
manager for a Comprehensive Water Study Update for the Amana
Colonies. The update identified improvements to increase water quantity
and quality, address the age and condition of the existing system, and meet
current and anticipated future regulatory requirements of existing facilities.
The update also identified costs, evaluated funding options, and assessed
revenue requirements and user costs for various organizational options.
Fort Collins (Colorado) Water Treatment Facility Master Plan. Project
manager for review of the Fort Collins (Colorado) Water Treatment
Facility Master Plan prepared by another consulting firm to reconcile the
difference between the $40 to $70 million of capital improvements
recommended and the $30 million of capital funding available.
Value Engineering Studies. Performed value engineering studies for the
12 mgd Fort Smith (Arkansas) Lee Creek Water Treatment Plant; the 32
mgd expansion of the Cobb-County Marietta Water Authority (Georgia)
Wyckoff Water Treatment Plant; the 30 mgd Castaic Lake Water Authority
(California) Second Water Treatment Plant; and the 5 mgd Louisville
(Colorado) Water Treatment Plant.
Water and Wastewater Master Plan Updates, Loveland, CO. Led the
water treatment plant siting and sizing, and treatment plant optimization
tasks, and overseeing the preparation of Water and Wastewater master plan
updates for the city of Loveland, Colorado.
of Science,
mental Engineering,
~ity of Iowa, 1980
of Science, Civil
ng, Kansas State
~, 1976
rofessional
essional Engineer, Iowa,
13723, 1996
Professional Affiliations
American Public Works
Association (APWA), Member
Water Works
~n, Member
Environment
~tion, Member
Iowa Water Pollution Control
Association, Member
UV Pilot Study, Cedar Rapids, Iowa. Oversaw the hydraulic analysis and
design of piping, fittings, valves, support systems, electrical conduit and wiring, control wiring, and related
appurtenances to support installation of a pilot W disinfection system at the Cedar Rapids Northwest Water
Treatment Plant.
Plant Headworks Improvements Project, Cedar Rapids. Oversaw the design of $3.3 million Plant
Headworks Improvements Project for 45 mgd Cedar Rapids (IA) J Avenue Water Treatment Plant. The
project included a new cascade aerator structure, a new rate water metering vault, and significant
consolidation of raw and finished water piping on the plant site.
Potable Water Master Plan, Oklahoma City, Oklahoma. Prepared a potable water master plan for
Oklahoma City, Oklahoma that addressed source of supply, transmission, treatment, pumping, storage and
distribution needs.
Proposal for Water Meter Reading Consultant Dubuque, Iowa 14
Patrick A. Brown -Data Management
Patrick Brown is a project environmental engineer who has earned a Masters
Degree in Environmental Engineering at Iowa State University and is an
Engineer-in-Training registered in the State of Iowa. He has experience in
the evaluation, design and specification of treatment systems and is skilled in
various software applications utilized in engineering evaluations and design.
Mr. Brown's background includes working for US Filter in designing,
installing and operating new treatment systems while pursuing his
engineering education at Iowa State University. His Masters graduate work
evaluated the influence of varied hydraulic retention times on biological
nitrogen and phosphorus removal for wastewater treatment systems.
City of Cedar Rapids, Water Pollution Control Facility Biosolids
Storage, Cedar Rapids, IA. Engineer for the design of improvements to the
solids handling and storage processes. Work included preparation of design
calculations, cost evaluation, plans and specifications for stabilized sludge
conveyors, storage building and site storm water and sanitary sewer
improvements.
City of Cedar Rapids, Morgan Creek Lift Station Expansion and
Rehabilitation, Cedar Rapids, IA. Engineer for project to recommend
modifications to expand capacity and rehabilitation of existing waste water
lift station. Project requires hydraulic analysis of existing and proposed
conveyance system and report writing.
'r of Science,
onmental Engineering,
State University, 2006
of Science, Civil
ng, Iowa State
~, 2005
Engineer in Training, Iowa,
No. 16097, 2005
City of Davenport Water Pollution Control and Compost Facility ' '
Improvements, Davenport, IA. Engineer for the design of improvements to the solids dewatering, handling
and storage processes. Responsibilities included evaluation for replacement of solids dewatering equipment,
conveyance and storage of dewatered sludge to compost facility.
Combined Sewer Overflow Control Program, Omaha, NE. Engineer for a large, multi-disciplined study to
recommend improvements to the City's sanitary and storm water conveyance and treatment system. Prepared
probable cost estimations and comparison of potential improvements.
Wastewater Denitrification Pilot Study, US Filter As a research engineer, worked on the design, operation,
and evaluation of a pilot scale wastewater denitrification system. The goal of the study was to determine the
feasibility of modifying a typical effluent sand filter to provide biological nitrogen removal.
Evaluation of New Sand Filter Under-Drain System, US Filter Evaluated the hydraulic characteristics of
the backwash system of a new modular sand filter under-drain system with an extensive test program. Wrote
reports for product development and engineering staff to aid in the design and installation of the system.
Arsenic Removal Studies, US Filter Research Engineer involved with several studies of arsenic removal
from drinking water. Responsibilities included evaluation and testing of new filter media and filter systems.
Nitrate Removal from Drinking Water Pilot Study, US Filter Worked as member of the research and
development team on the construction, operation and evaluation of a pilot scale system to removal nitrate
from drinking water.
Proposal for Water Meter Reading Consultant Dubuque, Iowa 15