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HomeMy WebLinkAbout2023-08-15 ResolutionPrepared By:Darian Nagle-Gamm, Transportation Services Director Reviewed By:Nicole Davies, Finance Director Geoff Fruin, City Manager Fiscal Impact:Funds for this purchase are budgeted in Account 71810230 467110 for the Transit Division. Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Resolution Item Number: 5.a. August 15, 2023 Resolution Authorizing the Procurement of Bus Repair Services Under the Bus Repair Services Contract. Executive Summary: In November 2021 the City awarded a contract for Bus Repair Services to Cummins Inc., via a Request for Proposal. Throughout the contract additional repairs were provided to Transit buses which brought the total value of the contract to $165,000.00. Additional bus repairs have now been made at a cost of an additional $117,967.01. The total value of this contract will now be $278,155.57. Background / Analysis: The City of Iowa City established a contract with Cummins Inc. on November 12, 2021, via a Request for Proposal Procurement Request. The City has since obtained additional repair services in February 2022, April 2022, June 2022, March 2023, April 2023, May 2023, and June 2023. With the cost of these repair services, the value of this contract would total $278,155.57. a Prepared by: Darian Nagle-Gamm,Transportation Director,410 E Washington, Iowa City, IA 52240 (319)356-5156 Resolution No. 23-225 Resolution authorizing the procurement of bus repair services under the Bus Repair Services Contract Whereas, the City of Iowa City has previously put out a Request for Proposal (RFP) relating to bus repair services; and Whereas, the proposal received by Cummins Inc., was determined to be responsive, responsible, and in the best interests of the City; and Whereas, at the time of the award to Cummins Inc., the cost for these services was estimated at $70,000; and Whereas, Cummins Inc., has completed several repair projects and has done a satisfactory job and the City needs to pay for these services raising the cost of the contract to over $150,000 for the last year; and Whereas, the City's Purchasing policy requires City Council approval for contracts that exceed $150,000 over the course of the contract; and Whereas, funds for the purchase of the bus repair services will be provided by the Transit account number 71810230 and object number 467110 in the Transit budget; and Whereas, approval of this procurement is in the public interest. Now, therefore, be it resolved, by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described above is approved. 2. The City Manager is authorized to sign any reasonable and appropriate amendments to or renewals of this Contract. Passed and approved this 15th day of August , 2023 M r Approved by Attest: l9- City Clerk City Attorney' 0 ice 08/10/2023 Resolution No. 23-225 Page 2 It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Prepared By:Ethan Yoder, Civil Engineer Reviewed By:Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact:$137,408.00 Funds are available in the Curb Ramp – ADA account #S3822 Staff Recommendation:Denial Commission Recommendations:N/A Attachments:Resolution Item Number: 5.b. August 15, 2023 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the CDBG ADA Curb Ramp 2023 Project. Executive Summary: This agenda item awards the construction contract for the CDBG ADA Curb Ramp 2023 Project to Feldman Concrete of Dyersville, Iowa. This project generally includes removal and replacement of curb ramps and sidewalks. Four (4) bids were submitted prior to the August 3, 2023 deadline: Feldman Concrete Dyersville, IA $ 137,408.00 Boomerang Corp Anamosa, IA $ 137,960.00 Midwest Concrete Peosta, IA $ 158,440.83 LL Pelling Company North Liberty, IA $ 221,711.95 Engineer's Estimate $140,000.00 Feldman Concrete of Dyersville, Iowa submitted the lowest responsive, responsible bid, and staff recommends awarding the Contract for the CDBG ADA Curb Ramp 2023 Project to Feldman Concrete of Dyersville, Iowa. Background / Analysis: The locations for the CDBG ADA Curb Ramp 2023 Project are Broadway Street at Cross Park Avenue, Apple Court and Sandusky Drive, Hollywood Blvd at Delwood Drive (East), Tracy Lane and Davis Street, and Sandusky Drive at Bancroft Drive. Project Timeline: Construction – September 2023 – May 2024 6,19 Prepared by:Ethan Yoder,Engineering Division,410 E.Washington St.,Iowa City,IA 52240(319)356-5145 Resolution No. 23-226 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the CDBG ADA Curb Ramp 2023 Project. Whereas, Feldman Concrete of Dyersville, Iowa has submitted the lowest responsive, responsible bid of$137,408.00 for construction of the above-named project; and Whereas, funds for this project are available in the Curb Ramps-ADA account#S3822. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The contract for the construction of the above-named project is hereby awarded to Feldman Concrete, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. 2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for construction of the above-named project, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. 3. The City Engineer and City Manager are authorized to execute change orders according to the City's Purchasing Policy as they may become necessary in the construction of the above-named project. Passed and approved this 15th day of August , 2023 May r Approved by Attest : 1/-.e.L.L=.P IJ> ✓ �Cce' City Clerk City Attorn y's Office (Liz Craig-08/09/2023) It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Prepared By:Josh Slattery, Sr. Engineer Reviewed By:Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact:None Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Engineer's Report Resolution Item Number: 5.c. August 15, 2023 Resolution accepting the work for the storm sewer public improvements for Walden Hills – Part Two, and declaring public improvements open for public access and use. Executive Summary: The construction of the storm sewer improvements for Walden Hills – Part Two have been completed in substantial accordance with the plans and specifications on file with the Engineering Division of the City of Iowa City. Background / Analysis: Walden Hills – Part Two is a 6.06-acre resubdivision of Walden Hills, Outlot 2, which is generally located north of Shannon Drive and south of West High. The owner was obligated to install certain stormwater management facilities on this outlot pursuant to the Walden Hills subdivider's Agreement. The outlot was to be dedicated to the City upon completion of the facilities, among other requirements, but has been delayed due to the existence of encroachments within the outlot established upon residential development of the subdivision. In the intervening years, the stormwater retention basin filled in with sediment and was not functioning according to its original design. Before the City would accept dedication of the outlot, the basin required restoration. Instead of restoring to its original design, the Subdivider opted to convert the wet-bottom stormwater retention basin into a dry-bottom stormwater detention basin. As part of this conversion, certain storm sewer improvements were completed and they can now be accepted by the City. Prepared by:Josh Slattery,Engineering Division,410 E.Washington St.,Iowa City,IA 52240(319)356-5149 Resolution No. 23-227 Resolution accepting the work for the storm sewer public improvements for Walden Hills — Part Two, and declaring public improvements open for public access and use Whereas, the Engineering Division has certified that the following improvements have been completed in accordance with the plans and specifications approved by the Engineering Division. Storm sewer improvements for Walden Hills - Part Two, as constructed by DeLong Construction, Inc. of Washington, Iowa. Whereas, the maintenance bonds have been filed in the City Clerk's office; and Whereas, the City of Iowa City has notified those contractors listed previously of the date on which it will consider acceptance of the aforementioned public improvements; and Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa and that all dedications and public improvements previously set aside as not being open for public access are hereby formally accepted and declared open for public access and use. Passed and approved this 15 th day of Aus , 2023 Ma n Approve y Attest: � �"� )t ,.A)L-Cl City Clerk City Attorn 's Office (Sara Hektoen -08/10/2023) It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor Teague x Thomas Prepared By:Tyler Olson, Civil Engineer Reviewed By:Juli Seydell Johnson, Parks and Recreation Director Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact:$82,400 available in the Carson Lake Park account R4403 Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Location Map Resolution Agreement Item Number: 5.d. August 15, 2023 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an Agreement by and between the City of Iowa City and Shive-Hattery to provide engineering consultant services for the Study portion of the Carson Lake Park Project. Executive Summary: This Study is intended to analyze the site feasibility of the development of Carson Lake located in the southwest planning district, south of Rohret Road and west of Highway 218. This Study will also begin the coordination between City, State, and Federal jurisdictions in the development of a concept level plan and a construction cost estimate for Carson Lake. The Study will include the following deliverables to the City: Wetland delineation report and exhibits Watershed mapping exhibit, conceptual lake layout exhibit and conceptual dam grading plan Order of magnitude Cost Opinion Feasibility memo summarizing work completed, results, and recommendations for next steps Potential park concept and budget level costs Background / Analysis: The City intends to enter into an Agreement with Shive-Hattery of Iowa City, Iowa, to provide engineering services for the Carson Lake Park Project. The lake is proposed as part of the Southwest Planning District in which the lake would serve as both stormwater management and recreational uses. The lake, currently referred to as Carson Lake, would be located just west of Highway 218 and south of Rohret Road. Before design of a lake can begin, preliminary research and coordination with several jurisdictions including State and Federal agencies must be done. All the preliminary research regarding the lake feasibility is part of the proposed Study. Staff has negotiated a not-to-exceed fee for engineering services of $82,400. d'w 5 ,0 Prepared by:Tyler Olson,Engineering Division,410 E.Washington St.,Iowa City, IA 52240,(319)356-5416 Resolution No. 23-228 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an Agreement by and between the City of Iowa City and Shive-Hattery to provide engineering consultant services for the Study portion of the Carson Lake Park Project. Whereas, the City of Iowa City desires to construct a new lake and park as part of the Southwest Planning District; and Whereas, the new lake (currently referred to as Carson Lake) would be located west of Highway 218 and south of Rohret Road and used for stormwater management and recreation use; and Whereas, the City of Iowa City desires the services of a consulting firm to conduct a feasibility study for the Carson Lake Park Project; and Whereas; the City has issued a Request for Proposals for consultant services for the Carson Lake Park Project; and Whereas, the City of Iowa City has negotiated an Agreement for said consulting services with Shive-Hatter, to provide said services; and Whereas, it is in the public interest to enter into said Consultant Agreement with Shive-Hattery; and Whereas, funds for this project are available in the Carson Lake Park Project account#R4403. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The Consultant Agreement attached hereto is in the public interest, and is approved as to form and content. 2. The Mayor and City Clerk are hereby authorized and directed to execute the attached Consultant Agreement. 3. The City Manager is authorized to execute amendments to the Consultant Agreement as they may become necessary. Passed and approved this 151-11 day of A„ ,Gr , 2023 ( ,eae-e-- Mayor Approved by Attest: City Clerk City Attorn 's Office (Sara Hektoen-08/10/2023) Resolution No. 23-228 Page 2 It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Consultant Agreement This agreement, made and entered into this 15th day of August, 2023, by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and Shive-Hattery, Inc., of Iowa City, Iowa, hereinafter referred to as the Consultant. Whereas,the City desires to complete a site feasibility study for the development of Carson's Lake located in the southwest planning district south of Rohret Road and west of Highway 218, hereinafter referred to as the Study; and Whereas the City desires to obtain the services of a qualified consulting firm to provide concept level hydrologic review and preliminary concept development for Carson's Lake; and Whereas, the City issued a Request for Qualifications, On-Call Professional Design and Engineering Services (2023-2025), to private consulting firms interested in providing design and engineering services related to public improvement projects in the City of Iowa City; and Whereas, submittals were received from consulting firms and evaluated by a selection committee; and Whereas, Consultant was selected based on qualifications, key personnel, project approach, fees and rates; and Whereas,funds are available in the Carson's Lake Park Fund R4403; and Whereas, Consultant will review the feasibility and begin coordination with City, State and Federal jurisdictions to develop concept level planning and costs associated with development of a lake in the South Rohret Road Planning District: Now therefore, it is agreed by and between the parties hereto that the City now contracts with the Consultant to provide services as set forth herein. I. Scope of Services: Consultant agrees to perform the following services for the City and to do so in a timely and satisfactory manner: 1. Conceptual Lake Development - Lake Sizing o Conduct a site visit to walk the proposed dam and lake impoundment site. o Perform limited topographic survey to collect elevation data of downstream highway culvert, cross section of channel at dam location, near upstream ends of anticipated lake impoundment, and at west property line, and any other locations deemed necessary to complete Study. o The Consultant shall utilize a subconsultant to conduct a preliminary geotechnical exploration of the planned lake area and potential borrow site. Prepare a preliminary report outlining geotechnical considerations for the lake/dam design and construction. Exploration and testing completed to provide concept level review. City of Iowa City Consultant Agreeement—Carson Lake and Park -2- • The work shall include six (6) soil borings to 25 feet deep. Sampling with split-barrel to be performance. Delayed water levels will be obtained 1 to 2 days after drilling. Upon completion of field and laboratory programs, a preliminary geotechnical report will be provided which will include: o Soil Borings and Laboratory results o Site Location and Exploration plan o Groundwater levels o Summary of Subsurface conditions o Geotechnical considerations for late design and construction o Consideration for additional field and lab testing based on date obtained from preliminary phase (i.e. CPT soundings for dam, laboratory permeability, etc.) The preliminary report will include considerations for additional field and lab testing should the project move forward with future project phases as this analysis is not intended to provide final analysis required for berm construction. Further testing will be necessary in the future for development of final construction documents. o Determine approximate lake size based on: • Projected stormwater detention needs and recreational lake amenity. • Perform a watershed delineation. Evaluate potential watershed to lake ratio and future sedimentation that may be anticipated. • Perform preliminary Hydrologic and Hydraulic modeling to evaluate permanent pool elevation, temporary storage, dam embankment freeboard/height, and spillway capacity. • Review future land use mapping provided by the City and determine extents of regional stormwater management system and ability for the lake to provide water quality and quantity management. o Evaluate the dam embankment height, slopes, volumes, and potential borrow locations. • Prepare a CAD layout and conceptual grading plan for lake and dam. 2. Preliminary Permitting Coordination o Identify anticipated impacts and USACE 404 permitting required for Carson's Lake. • Conduct a wetland and Waters of the United States (WOTUS) delineation for the project area. The delineation will use mandatory technical criteria, field indicators, and other sources of information to evaluate whether the project area has potentially jurisdictional wetlands or WOTUS. The delineation will be performed by an experienced environmental scientist. • The delineation will identify where the upper boundaries of wetlands and WOTUS are located. Documentation of vegetation communities, hydrology, and soils will be performed as outlined by the 1987 US Army Corps of Engineers (USACE)Wetland Delineation Manual and Midwest Regional (2010)Supplement. • Assemble and review available public information including United States Geological Survey (USGS)topo maps, National Wetlands City of Iowa City Consultant Agreement—Carson Lake and Park -3- Inventory (NWI) maps, United States Department of Agriculture (USDA)Soil Survey maps, and historical aerial photographs as a preliminary desktop review prior to field work. • Perform an on-site visit to gather data pertaining to hydrophytic vegetation, wetland hydrology, and hydric soils.The following will be performed at each data point location within suspected wetland areas on site: o Assess vegetation stratum (i.e., trees, saplings/shrubs, herbs, and woody vines). Vegetation will be classified by genus and species. o Evaluate soil for hydric indicators by digging soil samples. o Observe the presence of wetland hydrology indicators. • Utilize a hand-held GPS unit(sub-meter accuracy)to map the boundaries of all delineated wetlands within the project area. • Prepare maps that show the delineated wetland and WOTUS area(s). • Submit a Wetland and Waters of the United States Delineation Report to the client that can be used for submittal to the USACE. This report will include, but is not limited to sample locations, data forms, site photos, maps of the wetland area(s), and explanation of the results of the investigation. • Identify permanent impacts from the proposed lake construction and temporary impacts due to detention • Conduct a virtual meeting with the United States Army Corps of Engineers (USACE)to discuss proposed project and anticipated permitting path and associated concerns. We anticipate that this project would require an individual permit from USACE. No formal permit application will be prepared or submitted. • Perform a preliminary alternatives analysis to reinforce that the selected location is the best option for a regional stormwater detention facility. This could be used in future design/permitting to assist with the Least Environmentally Damaging Practical Alternative (LEDPA) Process. The preliminary alternatives analysis will consider a no action alternative and up to 3 additional alternatives. • Estimate mitigation costs for anticipated stream and wetland impacts from the proposed lake and dam. o Review downstream flood studies and FEMA floodplain mapping and identify anticipated Iowa DNR Dam Safety hazard classification of the proposed Carson's Lake dam embankment structure. o Perform a preliminary dam breach analysis using HEC-RAS to evaluate the conceptual design hazard classification and potential impacts to downstream infrastructure and property. Analysis will be completed using 2-dimensional flow over a mesh grid and utilize the national land cover database and available City GIS information. 3. Park Concept o Collaborate with City staff to evaluate potential park space encompassing the proposed lake. o Discuss goals and ideas for park uses as part of the project kick-off meeting. City of Iowa City Consultant Agreement—Carson Lake and Park -4- o Develop a site concept plan to include desired ancillary amenities that could be incorporated into future park and lake implementation. This may include elements such as trail connections, parking, shelter, playground, boat launches, fishing jetties, and other park uses. o Prepare opinion of probable cost for park amenities. o Meet with staff to review concept plan and costs. o Refine plan and cost one (1)time based on staff comments. 4. Administration and Meetings Consultant is anticipating the following review meetings: • One (1) kick-off meeting • One (1) lake concept review meeting • One (1) review meeting to discuss stormwater management and IDNR hazard classification • One (1) review meeting to discuss impacts to WOTUS and USACE permitting • One (1) collaboration meeting with City staff to discuss potential park amenities • One (1)meeting to review questions on the final draft feasibility memo and park concept A total of six (6) meetings are in this scope during design which may be in person or virtual depending on the complexity of the topic of discussion. 5. Deliverables o Wetland delineation report and exhibits o Watershed mapping exhibit, conceptual lake layout exhibit, conceptual dam grading plan o Order of magnitude Cost Opinion o Feasibility memo summarizing work completed, results, and recommendations or next steps. o Park concept and budget level costs. 6. Additional Services The following items are not included in this scope of services. However, they may be added as an amendment later. In no event shall these additional services be performed, however, without prior written authorization in the form of an amendment hereto. o Cultural Resources or Environmental Services o Roadway and Site Design Services o Property Acquisition Services o Boundary Surveys and Platting City of Iowa City Consultant Agreement—Carson Lake and Park -5- II. Time of Completion Consultant shall perform the above- described Scope of Services in a timely manner in accordance with the schedule shown: Milestone!Task Scheduled Completion Date City Council Approval August 15, 2023 Project Kickoff Meeting August 21-25, 2023 Initial Concept Submittal November 6, 2023 Final Review Meeting December 18-22, 2023 II. Compensation for Services: The City shall pay the Consultant an hourly not-to-exceed fee of eighty-two thousand four hundred dollars($82,400)based upon the Consultant Fee Schedule shown on Attachment A, attached hereto and incorporated herein. This fee includes a $800 allowance for reimbursable expenses, as described in Attachment A. The table below provides an estimated budget summary. Description Amount Conceptual Lake Development- Lake Sizing $25,900 Preliminary Permitting Coordination $24,500 Park Masterplan Concept $13,500 City Meetings and Administration $9,500 Expenses— Geotechnical (Terracon) $8,200 Expenses— General $800 Total Not-To-Exceed Fee $82,400 V. General Terms: a. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. i. To discharge or refuse to hire any individual because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. ii. To discriminate against any individual in terms, conditions, or privileges of employment because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. b. Should the City terminate this Agreement, the Consultant shall be paid for all work and services performed up to the time of termination. However, such sums shall not be greater than the "not-to-exceed" amount listed in Section III. The City may terminate this Agreement upon seven (7) calendar days written notice to the Consultant. City of Iowa City Consultant Agreement—Carson Lake and Park -6- c. This Agreement shall be binding upon the successors and assigns of the parties hereto,provided that no assignment shall be without the written consent of all Parties to said Agreement. d. It is understood and agreed that the retention of the Consultant by the City for the purpose of the Project shall be as an independent contractor and shall be exclusive, but the Consultant shall have the right to employ such assistance as may be required for the performance of the Project. e. It is agreed by the City that all records and files pertaining to information needed by the Consultant for the project shall be available by said City upon reasonable request to the Consultant. The City agrees to furnish all reasonable assistance in the use of these records and files. f. It is further agreed that no Party to this Agreement shall perform contrary to any state,federal, or local law or any of the ordinances of the City of Iowa City, Iowa. g. At the request of the City, the Consultant shall attend meetings of the City Council relative to the work set forth in this Agreement. Any requests made by the City shall be given with reasonable notice to the Consultant to assure attendance. h. The Consultant agrees to furnish, upon termination of this Agreement and upon demand by the City, copies of all basic notes and sketches, charts, computations, and any other data prepared or obtained by the Consultant pursuant to this Agreement without cost, and without restrictions or limitation as to the use relative to specific projects covered under this Agreement. In such event, the Consultant shall not be liable for the City's use of such documents on other projects. i. The Consultant agrees to furnish all reports, specifications, and drawings with the seal of a licensed professional as required by Iowa law. j. The City agrees to tender the Consultant all fees in a timely manner, excepting, however, that failure of the Consultant to satisfactorily performin accordance with this Agreement shall constitute grounds for the City to withhold payment of the amount sufficient to properly complete the Project in accordance with this Agreement. k. Should any section of this Agreement be found invalid, it is agreed that the remaining portion shall be deemed severable from the invalid portion and continue in full force and effect. I. Original contract drawings shall become the property of the City. The Consultant shall be allowed to keep reproducible copies for the Consultant's own filing use. m. Fees paid for securing approval of authorities having jurisdiction over the Project will be paid by the City. n. Upon signing this Agreement, Consultant acknowledges that Section 362.5 of the • Iowa Code prohibits a City officer or employee from having an interest in a contract with the City and certifies that no employee or officer of the City, which includes City of Iowa City Consultant Agreement—Carson Lake and Park -7 - members of the City Council and City boards and commissions, has an interest, either direct or indirect, in this Agreement, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5. o. Indemnification i. To the full extent permitted by law, Consultant agrees to defend, indemnify, and hold harmless the City against any and all claims, demands, suits, loss, expenses, including attomey's fees, and for any damages which may be asserted, claimed or recovered against or from the City by reason of personal injury, including bodily injury or death, and property damages, including loss of use thereof, caused by Consultant's negligent acts, errors or omissions in performing the work and/or services provided by Consultant to the City pursuant to the provisions of this Agreement. ii. Consultant assumes full responsibility for any and all damage or injuries which may result to any person or property by reason of Consultant's negligent acts, errors or omissions in connection with the work and/or services provided by Consultant to the City pursuant to this Agreement and agrees to pay the City for all damages caused to the City's premises resulting from the negligent acts, errors or omissions of Consultant. iii. The Consultant's obligation to indemnify the City shall not include the obligation to indemnify, hold harmless,or defend the City against lability,claims, damages, losses,or expenses, including attorney fees,to the extent caused by or resulting from the negligent act, error, or omission of the City. iv. For purposes of this paragraph, the term "Consultant" means and includes the Consultant, its officers, agents, employees, sub-consultants, and others for whom Consultant is legally liable, and the term "City" means and includes the City of Iowa City, Iowa its Mayor, City Council members, employees, and volunteers. p. Insurance i. The Consultant agrees at all times material to this Agreement to have and maintain professional liability insurance covering the Consultant's liability for the Consultant's negligent acts, errors and omissions in the sum of$1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. To the fullest extent permitted by applicable state law, a Waiver of Subrogation Clause (endorsement)shall be added. ii. Consultant agrees to provide the City a certificate of insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect, and certificates of Insurance shall provide a minimum thirty (30) day endeavor to notify, when available by Consultant's insurer. If the Consultant receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, Consultant agrees to City of Iowa City Consultant Agreement—Carson Lake and Park -8 - notify the City within five (5) business days with a copy of the non-renewal or cancellation notice. q. Standard of Care i. The Consultant shall perform services for, and furnish deliverables to, the City pertaining to the Project as set forth in this Agreement. The Consultant shall possess a degree of learning, care and skill ordinarily possessed by reputable professionals, practicing in this area under similar circumstances. The Consultant shall use reasonable diligence and professional judgment in the exercise of skill and application of learning. ii. Consultant represents that the Services and all its components shall be free of defects caused by negligence; shall be performed in a manner consistent with the standard of care of other professional service providers in a similar Industry and application; shall conform to the requirements of this Agreement; and shall be sufficient and suitable for the purposes expressed in this Agreement. iii. All provisions of this Agreement shall be reconciled in accordance with the generally accepted standards of the Engineering Profession. iv. Consultant's obligations under this Section shall exist without regard to,and shall not be construed to be waived by, the availability or unavailability of any insurance, either of City or Consultant. r. There are no other considerations or monies contingent upon or resulting from the execution of this Agreement, it is the entire Agreement, and no other monies or considerations have been solicited. s. This Agreement shall be interpreted and enforced in accordance with the laws of the State of Iowa. Any legal proceeding instituted with respect to this Agreement shall be brought in a court of competent jurisdiction in Johnson County, Iowa. The parties hereto hereby submit to personal jurisdiction therein and irrevocably waive any objection as to venue therein, including any argument that such proceeding has been brought in an inconvenient forum. City of Iowa City Consultant Agreement—Carson Lake and Park -9 - For the Cit For the Consultant By: By: ^- Title: Mayor Title: Project Manager Date: 08/15/2023 Date: 8/03/23 Attest: � i 1 ^` t t r'A? i Approved by: vim. �-�r pe_ry�� Ci Attorney's Office /72 Date City of Iowa City Consultant Agreement—Carson Lake and Park ATTACHMENT A STANDARD HOURLY FEE SCHEDULE Effective January 1, 2023 to December 31, 2023 PROFESSIONAL STAFF: TECHNICAL STAFF: Grade 1 $104.00 Grade 1 $ 73.00 Grade 2 $124.00 Grade 2 $ 89.00 Grade 3 $138.00 Grade 3 $102.00 Grade 4 $154.00 Grade 4 $110.00 Grade 5 $172.00 Grade 5 $123.00 Grade 6 $185.00 Grade 6 $141.00 Grade 7 $202.00 Grade 7 $157.00 Grade 8 $221.00 Grade 9 $240.00 ADMIN STAFF: $ 71.00 SURVEY STAFF: One Person $158.00 Two Person $245.00 One Person with ATV $183.00 Two Person with ATV $270.00 Drone Surveyor(Video or Photogrammetry) $195.00 Drone Surveyor(Thermography) $360.00 Reality Capture Processing $161.00 Hydrographic Survey Crew(Two Person) $311.00 Scanning Surveyor $215.00 Surveyor with Two Scanners $295.00 Surveyor with Three Scanners $375.00 Ground Penetrating Radar $160.00 REIMBURSABLE EXPENSES: TRAVEL IN-HOUSE SERVICES Mileage-Car/Truck $0.65/Mile Prints/Plots: Mileage-Survey Trucks $0.75/Mile Bond $ .30/Sq. Ft. Lodging, Meals Cost+ 10% Mylar $ .75/Sq. Ft. Airfare Cost+ 10% Photogloss $ .90/Sq. Ft. Car Rental Cost+ 10% Color Bond $ .60/Sq. Ft. Foam Core Mounting $ 13.00 OUTSIDE SERVICES Aerial Photogrammetry Cost+ 10% Color Prints: Professional Services Cost+ 10% Letter Size $ 1.00 Prints/Plots/Photos Cost+ 10% Legal Size $ 2.00 Deliveries Cost+ 10% ATTACHMENT A REIMBURSABLE EXPENSE FEE SCHEDULE Effective January 1, 2023 - December 31, 2023 EXPENSE FEE TRAVEL, Mileage-Car/Truck $0.65/Mile Mileage-Survey Truck $0.75/Mile Lodging, Meals Cost+ 10% Airfare Cost+ 10% Car Rental Cost+ 10% OUTSIDE SERVICES Computer Services Cost+ 10% Aerial Photogrammetry Cost+ 10% Professional Services Cost+ 10% Prints/Plots/Photos Cost+ 10% Deliveries Cost+ 10% IN-HOUSE SERVICES Drawings/Prints/Plots: Bond $ .30/Sq.Ft. Mylar $.75/Sq.Ft. Photogloss $ .90/Sq.Ft. Color Bond $.60/Sq.Ft. Foam Core Mounting $13.00 Color Prints: Letter Size $1.00 Legal and 11x17 $2.00 Prepared By: Ethan Yoder, Civil Engineer Reviewed By:Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact:$125,000 available in the Parking Facility Restoration Repair Account #T3004 Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Resolution Item Number: 6.a. August 15, 2023 Resolution setting a public hearing on September 5, 2023 on project manual and estimate of cost for the construction of the 2023 City of Iowa City Parking Garages Maintenance and Repair Structural Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Executive Summary: This agenda item sets the public hearing, which begins the bidding process for the 2023 City of Iowa City Parking Garages Maintenance and Repair Structural Project. The project generally includes structural repair and protection improvements at the Dubuque Street and Tower Place Parking Ramps. Background / Analysis: This annual project addresses maintenance, rehabilitation, and repairs on the City’s parking garage structures. The items within this year ’s annual project were either identified and programmed within the City’s Five-Year Condition Review and Proposed Repair and Maintenance Master Plan, June 2020, or have manifested themselves in the past year. This work was originally included as a part of the 2023 City of Iowa City Parking Garages Maintenance and Repair Project that was bid on July 18, 2023. As a part of that bid letting, only one bid was received and it exceeded the Engineer ’s Estimate of Probable Cost by more than 60%, resulting in the City rejecting the bid. Based on information received from contractors following the letting of the 2023 City of Iowa City Parking Garages Maintenance and Repair Project, it was recommended by the City’s consultant to split the project into two separate projects, one focusing on MEP repairs and the other focusing on structural repairs. This is expected to make the project more appealing for contractors that do not perform both types of work. 62 ., Prepared by:Ethan Yoder,Engineering Division,410 E.Washington St.,Iowa City,IA 52240,(319)356-5145 Resolution No. 23-229 Resolution setting a public hearing on September 5, 2023 on project manual and estimate of cost for the construction of the 2023 City of Iowa City Parking Garages Maintenance and Repair Structural Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Whereas, funds for this project are available in the Parking Facility Restoration Repair account #T3004. Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that: 1. A public hearing on the project manual and estimate of cost for the construction of the above-mentioned project is to be held on the 5th day of September, 2023, at 6:00 p.m. in the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk. 2. The City Clerk is hereby authorized and directed to publish notice of the public hearing for the above-named project in a newspaper published at least once weekly and having a general circulation in the City, not less than four (4) nor more than twenty (20) days before said hearing. 3. A copy of the project manual and estimate of cost for the construction of the above-named project is hereby ordered placed on file by the City Engineer in the office of the City Clerk for public inspection. Passed and approved this 15th day of August , 2023 or Approved by Attest: ' ,� City clerk City Attor ey's Office (Liz Craig —08/09/2023) It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: • Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Prepared By:Ethan Yoder, Civil Engineer Reviewed By:Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact:$145,000 available in the Parking Facility Restoration Repair Account #T3004 Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Resolution Item Number: 6.b. August 15, 2023 Resolution setting a public hearing on September 5, 2023 on project manual and estimate of cost for the construction of the 2023 City of Iowa City Parking Garages Maintenance and Repair Mechanical Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Executive Summary: This agenda item sets the public hearing, which begins the bidding process for the 2023 City of Iowa City Parking Garages Maintenance and Repair Mechanical Project. The project generally includes stair tower HVAC improvements and associated electrical equipment at the Tower Place, Chauncey Swan, and Court Street parking ramps. Infrared scanning of electrical equipment at the Harrison Street parking ramp is also included as a part of the project. Background / Analysis: This annual project addresses maintenance, rehabilitation, and repairs on the City’s parking garage structures. The items within this year ’s annual project were either identified and programmed within the City’s Five-Year Condition Review and Proposed Repair and Maintenance Master Plan, June 2020, or have manifested themselves in the past year. This work was originally included as a part of the 2023 City of Iowa City Parking Garages Maintenance and Repair Project that was bid on July 18, 2023. As a part of that bid letting, only one bid was received and it exceeded the Engineer ’s Estimate of Probable Cost by more than 60%, resulting in the City rejecting the bid. Based on information received from contractors following the letting of the 2023 City of Iowa City Parking Garages Maintenance and Repair Project, it was recommended by the City’s consultant to split the project into two separate projects, one focusing on MEP repairs and the other focusing on structural repairs. This is expected to make the project more appealing for contractors that do not perform both types of work. L , b Prepared by:Ethan Yoder,Engineering Division,410 E.Washington St.,Iowa City,IA 52240,(319)356-5145 Resolution No. 23-230 Resolution setting a public hearing on September 5, 2023 on project manual and estimate of cost for the construction of the 2023 City of Iowa City Parking Garages Maintenance and Repair Mechanical Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Whereas, funds for this project are available in the Parking Facility Restoration Repair account #T3004. Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that: 1. A public hearing on the project manual and estimate of cost for the construction of the above-mentioned project is to be held on the 5th day of September, 2023, at 6:00 p.m. in the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk. 2. The City Clerk is hereby authorized and directed to publish notice of the public hearing for the above-named project in a newspaper published at least once weekly and having a general circulation in the City, not less than four (4) nor more than twenty (20) days before said hearing. 3. A copy of the project manual and estimate of cost for the construction of the above-named project is hereby ordered placed on file by the City Engineer in the office of the City Clerk for public inspection. Passed and approved this 15th day of August , 2023 ')14SLA-e— Ma r Approved by Attest: City Clerk City Attor y's Office (Liz Craig—08/09/2023) It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn Harmsen x Taylor x Teague x Thomas � r wir®N% City Council Supplemental Meeting Packet CITY OF IOWA CITY August 14, 2023 Information submitted between distribution of packet on Thursday and 4:00pm on Monday. Late Handout(s): 6. Consent Calendar - Setting Public Hearings Item 6.c Gilbert Street Bridge Replacement - See revised comment and Council Action Report Comment: This project generally includes the replacement of the Gilbert Street bridge over Ralston Creek, sidewalk, streambank stabilization, storm sewer and water main improvements and other aesthetic improvements. The estimated construction cost is $4,°y �50ov $3,200,000 and funds are available in account#S3956 — Gilbert Street Bridge Replacement August 14, 2023 City of Iowa City Item Number: 6.c 'r__—,-rCITY O F IOWA CITY � � COUNCIL ACTION REPORT August 15, 2023 Resolution setting a public hearing on September 5, 2023 on project manual and estimate of cost for the construction of the Gilbert Street Bridge Replacement Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Late Handouts Distributed Prepared By: Tyler Olson —Civil Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche— Public Works Director ©8 Geoff Fruin - City Manager Fiscal Impact: $3,200,000 available in the Gilbert Street Replacemo'riflllriect account #S3956 Recommendations: Staff: Approval Commission: N/A Attachments: Location Map Resolution Executive Summary: This project generally includes the removal and replacement of the existing four-lane concrete bridge with a new four-lane continuous concrete slab bridge over Ralston Creek, designed to meet local and state guidelines for traffic and pedestrians, six-foot sidewalks on both sides, and aesthetic improvements to enhance the neighborhood and views of the creek. Streambank stabilization will occur upstream and downstream of the new bridge with the addition of fabric formed concrete revetment and Class E revetment. The storm sewer will be upsized from 15 to 30" diameter RCP pipe to provide additional capacity from Court Street to Ralston Creek where ponding depths during heavy rainstorms have topped the curb. Additional water main improvements will occur immediately north of the bridge to prepare for a future project. Background /Analysis: The 2019 Biennial Bridge Inspection Program identified advanced deterioration of the bridge deck and super structure on the Gilbert Street bridge, constructed in 1972. There is significant cracking and spalling at the north bridge approach that currently requires frequent maintenance. Widespread minor damage and bank slump is noted in the channel and there is no traffic barrier separating pedestrians from vehicles. The Program recommends the bridge to be scheduled for significant repairs or full replacement. The Iowa Department of Transportation awarded the City funds for the replacement of the Gilbert Street Bridge over Ralston Creek through the Highway Bridge Program. Federally funded projects can receive reimbursement of 80% of eligible project costs, up to a limit of $1,000,000. This project is expected to be let through the Iowa DOT in September for a Spring 2024 construction start date. Project Timeline: Hold Public Hearing and Approve Project Manual: September 5, 2023 Bid Letting Date: September 19, 2023 Contract Award Council Meeting Date: October 3, 2023 Construction Dates: March 2024 to November 2024 Item Number: 6.c. r CITY OF IOWA CIT 1t1 i � aw -;[,� COUNCIL ACTION REP' August 15, 2023 Resolutio setting a public hearing on September 5, 2023 on p/Pject, ual and estimate of cost for the nstruction of the Gilbert Street Bridge Replacemdirecting City Clerk to publish nota a of said hearing, and directing the City Enginesaid project manual on file for public 'nspection. Prepared By: Tyler Olson, Civil Engin :Reviewed By: Jason Havel, City E sner Ron Knoche, Publi Works Director Geoff Fruin, City anager Fiscal Impact: $4,375,000 av 3lable in the Gilbert Street Replacement Project acco nt #S3956 Staff Recommendation: Approval Commission Recommendations: IA Attachments: Location Map Resolution Executive Summar/main This project genercludes a remo al and replacement of the existing four -lane concrete bridge witw fou lane contin us concrete slab bridge over Ralston Creek, designed to meet lod st a guidelines for raffic and pedestrians, six-foot sidewalks on both sides, and aei provements to en nce the neighborhood and views of the creek. Streambankz ion will occur upstrea and downstream of the new bridge with the addition of fabriford concrete revetment an Class E revetment. The storm sewer will be upsized from 30" diameter RCP pipe to ovide additional capacity from Court Street to Ralston Chere ponding depths during eavy rainstorms have topped the curb. Additional wain improvements will occur im ediately north of the bridge to prepare for a future. Backgr/crking lysis: The 201I Bridge Inspection Program identified advanced terioration of the bridge deck anstructure on the Gilbert Street bridge, construct d in 1972. There is significaand spalling at the north bridge approach that curre ly requires frequent maintenespread minor damage and bank slump is noted in the hannel and there is no trr separating pedestrians from vehicles. The Program r commends the bridge touled for significant repairs or full replacement. The Iowa Department of Transportation awarded the City funds for the replacement of the Gilbert Street Bridge over Ralston Creek through the Highway Bridge Program. Federally funded projects can receive reimbursement of 80% of eligible project costs, up to a limit of $1,000,000. This project is expected to be let through the Iowa DOT in September for S�yKmq 2024 construction start date. Project meline: Hold Public earing and Approve Project Manual: September 5, 2023 Bid Letting ❑ : September 19, 2023 Contract Award ouncil Meeting Date: October 3, 2023 Construction Date March 2024 to November 2024 Prepared by:Tyler Olson,Engineering Division,410 E.Washington St.,Iowa City,IA 52240,(319)356-5416 Resolution No. 23-231 Resolution setting a public hearing on September 5, 2023 on project manual and estimate of cost for the construction of the Gilbert Street Bridge Replacement Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Whereas, funds for this project are available in the Gilbert Street Bridge Replacement account #S3956. Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that: 1. A public hearing on the project manual and estimate of cost for the construction of the above-mentioned project is to be held on the 5th day of September, 2023, at 6:00 p.m. in the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk. 2. The City Clerk is hereby authorized and directed to publish notice of the public hearing for the above-named project in a newspaper published at least once weekly and having a general circulation in the City, not less than four (4) nor more than twenty (20) days before said hearing. 3. A copy of the project manual and estimate of cost for the construction of the above-named project is hereby ordered placed on file by the City Engineer in the office of the City Clerk for public inspection. Passed and approved this 1 5th day of August , 2023 l 1) Approved by Attest: 12 )� City Clerk City Attorn s Office (Jennifer Schwickerath—08/09/2023) It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Prepared By:Ben Clark, Sr. Engineer Reviewed By:Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin City Manager Fiscal Impact:$560,000 available in the Equipment Building Roof Replacement account #P3990 and to be determined insurance proceeds Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Resolution Item Number: 10.a. August 15, 2023 Resolution approving project manual and estimate of cost for the construction of the 2023 Equipment Shop Roof Replacement Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Executive Summary: The project involves replacing the roof that was damaged during a high wind event on March 31, 2023. Background / Analysis: Temporary repairs were made but are not a sufficient permanent solution. Damage to the roof is a covered expense under the City’s property insurance. There is a $250,000 deductible and City staff is currently in negotiations with the insurance carrier to determine what portion of the replacement cost of the roof will be covered under insurance. This project includes removing temporary repair work and the remainder of the existing metal roof panels, and replacing the entire roof with new structural insulated standing seam metal panels. The new panels will have a 4-inch thick insulation core and structural bracing will also be installed. Project Timeline: Bid Letting – August 30, 2023 Award Date – September 5, 2023 Construction – December 22, 2023 *611 Prepared by:Ben Clark,Engineering Division,410 E.Washington St.,Iowa City,IA 52240,(319)356-5436 Resolution No. 23-232 Resolution approving project manual and estimate of cost for the construction of the 2023 Equipment Shop Roof Replacement Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Whereas, notice of public hearing on the project manual and estimate of cost for the above- named project was published as required by law, and the hearing thereon held; and Whereas, the City Engineer or designee intends to post notice of the project on the website owned and maintained by the City of Iowa City; and Whereas, funds for this project are available in the Equipment Building Roof Replacement account#P3990. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The project manual and estimate of cost for the above-named project are hereby approved. 2. The amount of bid security to accompany each bid for the construction of the above- named project shall be in the amount of 10% (ten percent) of bid payable to City of Iowa City, Iowa. 3. The City Clerk is hereby authorized and directed to post notice as required in Section 26.3, not less than 13 days and not more than 45 days before the date of the bid letting, which may be satisfied by timely posting notice on the Construction Update Network, operated by the Master Builder of Iowa, and the Iowa League of Cities website. 4. Sealed bids for the above-named project are to be received by the City of Iowa City, Iowa, at the Office of the City Clerk, at the City Hall, before 3:00 p.m. on the 30th day of August, 2023. At that time, the bids will be opened by the City Engineer or his designee, and thereupon referred to the City Council of the City of Iowa City, Iowa, for action upon said bids at its next regular meeting, to be held at the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, at 6:00 p.m. on the 5th day of September, 2023, or at a special meeting called for that purpose. Passed and approved this 15th day of August , 2023. Ma r ) Approved by Attest: 1 L • City Clerk City Attorn y's Office (Liz Craig—08/09/2023) Resolution No. 23-232 Page 2 It was moved by Taylor and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Prepared By:Bryan Dannen, Sr. Civil Engineer Reviewed By:Juli Seydell Johnson, Parks and Recreation Director Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin City Manager Fiscal Impact:$790,000 available in the South Side Recycling Site account # L3334 and Sturgis Ferry Boat Drop Improvements account # R4399 Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Location Map Resolution Item Number: 10.b. August 15, 2023 Resolution approving project manual and estimate of cost for the construction of the Sturgis Ferry Park Improvements and Southside Recycling Center Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Executive Summary: This project generally includes the construction of new park amenities, including a park pavilion, paved access and parking lot, and recycling facilities at Sturgis Ferry Park. Background / Analysis: The project will improve the quality, accessibility and safety of the current boat ramp. The existing site is difficult for first-time visitors to navigate and lacks amenities. The improvements will enhance the boat drop and provide additional opportunities for bank-edge fishing. The project also accommodates a planned future connection to Iowa City’s existing bike and pedestrian trail network. In addition, the recycling facilities fill a gap in coverage on the south side of Iowa City. This site was identified after the loss of the Benton Street and North Dodge Street recycling sites, and it will provide a permanent location for the temporary recycling area currently at the old Public Works site. Project Timeline: Bid Letting Date: September 12, 2023 Contract Award: September 19, 2023 Construction: October 2023 to May 2024 S Riverside DrRuppert Rd Iowa RiverProject Location Iowa City Municipal Airport ¯ Prepared by:Bryan Dannen,Engineering Division,410 E.Washington St.,Iowa City,IA 52240,(319)356-5413 Resolution No. 23-233 Resolution approving project manual and estimate of cost for the construction of the Sturgis Ferry Park Improvements and Southside Recycling Center Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Whereas, notice of public hearing on the project manual and estimate of cost for the above- named project was published as required by law, and the hearing thereon held; and Whereas, the City Engineer or designee intends to post notice of the project on the website owned and maintained by the City of Iowa City; and Whereas, funds for this project are available in the South Side Recycling Site account#L3334 and Sturgis Ferry Boat Drop Improvements account#R4399. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The project manual and estimate of cost for the above-named project are hereby approved. 2. The amount of bid security to accompany each bid for the construction of the above- named project shall be in the amount of 10% (ten percent) of bid payable to City of Iowa City, Iowa. 3. The City Clerk is hereby authorized and directed to post notice as required in Section 26.3, not less than 13 days and not more than 45 days before the date of the bid letting, which may be satisfied by timely posting notice on the Construction Update Network, operated by the Master Builder of Iowa, and the Iowa League of Cities website. 4. Sealed bids for the above-named project are to be received by the City of Iowa City, Iowa, at the Office of the City Clerk, at the City Hall, before 3:00 p.m. on the 12th day of September, 2023. At that time, the bids will be opened by the City Engineer or his designee, and thereupon referred to the City Council of the City of Iowa City, Iowa, for action upon said bids at its next regular meeting, to be held at the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, at 6:00 p.m. on the 19th day of September, 2023, or at a special meeting called for that purpose. Passed and approved this 15th day of August , 2023. Mat Approved by 1 Attest: I, 4 n 9 t) J t i City Clerk City Attor y's Office-08/03/2023 Resolution No. 71_233 Page 2 It was moved by Taylor and seconded by Thomas the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Prepared By:Ben Clark, Sr. Engineer Reviewed By:Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact:$335,000 available in the WWTP Roof Replacements account #V3170 Staff Recommendation:Approval Commission Recommendations:N/A Attachments:Resolution Item Number: 10.c. August 15, 2023 Resolution approving project manual and estimate of cost for the construction of the Wastewater Roof Improvements Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Executive Summary: This project will assist the Wastewater Division with maximizing the life of the roofing systems on all buildings at the Wastewater Treatment Facility and stormwater and sanitary lift stations throughout the city. Background / Analysis: A multi-year roof management program was prepared in December 2022 to assist the Wastewater Division with maximizing the life of the roofing systems on all buildings at the Wastewater Treatment Facility and stormwater and sanitary lift stations throughout the City. This project includes complete tear-off and roof replacements on the Gas Metering Building, Sludge Processing Building and South McCollister Pump Station. Additionally, miscellaneous repairs will be completed on the Influent Pump Station, Grit Dewatering Building, Blower Building, and Sludge Pump Building. Project Timeline: Bid Letting – August 30, 2023 Award Date – September 5, 2023 Construction – September through December 2023 Prepared by:Ben Clark,Engineering Division,410 E.Washington St.,Iowa City,IA 52240,(319)356-5436 Resolution No. 23-234 Resolution approving project manual and estimate of cost for the construction of the Wastewater Roof Improvements Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Whereas, notice of public hearing on the project manual and estimate of cost for the above- named project was published as required by law, and the hearing thereon held; and Whereas, the City Engineer or designee intends to post notice of the project on the website owned and maintained by the City of Iowa City; and Whereas, funds for this project are available in the WWTP Roof Replacements account#V3170. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The project manual and estimate of cost for the above-named project are hereby approved. 2. The amount of bid security to accompany each bid for the construction of the above- named project shall be in the amount of 10% (ten percent) of bid payable to City of Iowa City, Iowa. 3. The City Clerk is hereby authorized and directed to post notice as required in Section 26.3, not less than 13 days and not more than 45 days before the date of the bid letting, which may be satisfied by timely posting notice on the Construction Update Network, operated by the Master Builder of Iowa, and the Iowa League of Cities website. 4. Sealed bids for the above-named project are to be received by the City of Iowa City, Iowa, at the Office of the City Clerk, at the City Hall, before 3:00 p.m. on the 30th day of August, 2023. At that time, the bids will be opened by the City Engineer or his designee, and thereupon referred to the City Council of the City of Iowa City, Iowa, for action upon said bids at its next regular meeting, to be held at the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, at 6:00 p.m. on the 5th day of September, 2023, or at a special meeting called for that purpose. Passed and approved this 15th day of August , 2023. (AA-LA/1g_ M r Approved by Attest: (('' r . ,, `` II z � �x� � (,'{C' �.P � City lerk City Attorn 's Office (Liz Craig -08/04/2023) Resolution No. 23-934 Page 2 It was moved by Taylor and seconded by Dunn the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Taylor x Teague x Thomas Prepared By:Cassandra Pierson, Grants Specialist Reviewed By:Erika Kubly, Neighborhood Services Coordinator Tracy Hightshoe, Neighborhood and Development Services Director Geoff Fruin. City Manager Fiscal Impact:Iowa City has been awarded $1,789,981 in HOME-ARP dollars through the American Rescue Plan Act of 2021 Staff Recommendation:Approval Commission Recommendations:Housing and Community Development Commission - Approved by a vote of 7-0 at their July 20, 2023 meeting. Attachments:Resolution.docx Appendix A - Revised HOME-ARP Allocation Plan.pdf Appendix B - 7.20.23 HCDC Summary.pdf Item Number: 10.g. August 15, 2023 Resolution approving Substantial Amendment #2 to Iowa City's FY21 Annual Action Plan. Executive Summary: The American Rescue Plan Act of 2021 allocated HOME-ARP funds to the City of Iowa City to address the needs of households experiencing homelessness and other vulnerable populations. To receive these funds, the City was required to submit a HOME-ARP Allocation Plan as a substantial amendment to the FY21 Annual Allocation Plan. The draft HOME-ARP Allocation Plan, known as Substantial Amendment #1, was submitted after Council's approval at the August 16, 2022 regular meeting. After review by the U.S. Department of Housing and Urban Development, recommended modifications have been made to the draft HOME-ARP Allocation Plan. The complete draft of the HOME-ARP Allocation Plan is attached to the resolution as Appendix A. There are no modifications to the funding recommendations approved at the August 16, 2022 regular meeting. A public meeting and resolution considering the approval of Substantial Amendment #2 to the FY21 Annual Action Plan, will be held at the City Council meeting on August 15, 2023. Background / Analysis: City staff and HCDC propose Substantial Amendment #2 to the FY21 Annual Action Plan to include the revised HOME-ARP Allocation Plan. The American Rescue Plan Act of 2021 appropriated $5 billion to communities across the U.S. to provide housing, services, and shelter to individuals experiencing homelessness and other vulnerable populations. These funds were allocated by formula to jurisdictions that qualified for funding through the HOME Investment Partnership Program (HOME Program). The City of Iowa City was allocated $1,789,981 in HOME-ARP funds to carry out these activities. Substantial Amendment #1, containing the draft HOME-ARP Allocation Plan and associated funding allocations, was made available for public comment from July 21, 2022 to the August 16, 2022 regular meeting, where the amendment was subsequently approved. After review by the U.S. Department of Housing and Urban Development (HUD), City staff received recommendations for modifications to clarify the prioritization and preferences section as well as provide additional detail regarding the needs assessment and gaps analysis. There are no modifications to the funding recommendations which were approved on August 16, 2022. The revised draft HOME-ARP Allocation Plan was made available for public comment on July 29, 2023. HCDC received and recommended approval of the draft at the July 20, 2023 meeting. At the time of this submittal the City has not received any comments. Prepared by: Cassandra Pierson, Grants Specialist,410 E.Washington St., Iowa City, IA 52240(319)356-5237 Resolution No. 73-235 Resolution approving Substantial Amendment #2 to Iowa City's FY21 Annual Action Plan Whereas, HUD required the City of Iowa City, Iowa to prepare and submit an Annual Action Plan as part of the City's 2021-2025 Consolidated Ran (CITY STEPS) to plan the use of federal funds to assist lower income residents with housing, jobs, public facilities, and public services; and Whereas, the City of Iowa City has been allocated an additional $1,789,981 in HOME-ARP funds through the federal American Rescue Plan Act; and Whereas, Substantial Amendment#1 of the FY21 Annual Action Plan, containing the draft HOME-ARP Allocation Plan was approved by Council at the August 16, 2022 regular meeting; and Whereas, the U.S. Department of Housing and Urban Development has recommended additional modifications to the draft HOME-ARP Allocation Plan; and Whereas, the City has disseminated information, solicited public input, and held a public meeting on the substantial amendment to the FY21 Annual Action Plan; and Whereas, the amended FY21 Annual Action Plan contains the revised HOME-ARP Allocation Plan attached hereto as Appendix A; and Whereas, the Iowa City Housing and Community Development Commission has recommended that the revisions to the HOME-ARP Allocation Plan be approved, attached hereto as Appendix B; and Whereas, the City Council finds that the public interest will be served by the approval of a substantial amendment to Iowa City's FY21 Annual Action Plan and submission to the U.S. Department of Housing and Urban Development. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. Substantial Amendment#2 of the City of Iowa City FY21 Annual Action Plan is hereby approved and adopted. 2. The City Council authorizes the City Manager to submit to HUD all necessary certifications or documents related to the submission of the substantial amendment to Iowa City's FY21 Annual Action Plan. 3. The City Manager is hereby authorized to execute, terminate, or amend HOME-ARP Agreements executed in connection with the allocation of public funds with sub- recipients, Community Housing Development Organizations (CHDOs), or other legal entities. Resolution No. 23-235 Page 2 Passed and approved this 15th day of August 2023. M r Attest: k ,P��--Y ' 1 jr-.a L ( e City Clerk City Attorn s Office—08/09/2023 It was moved by Thomas and seconded by Bergus the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter X Bergus Harmsen x Taylor x Teague x Thomas X Dunn HOME-ARP Allocation Plan City of Iowa City Neighborhood & Development Services This plan is subject to change pending HUD approval. 1 Table of Contents Introduction ................................................................................................................................................................2 Consultation ...............................................................................................................................................................2 CONSULTATIONS HELD .................................................................................................................................................2 SUMMARY OF FEEDBACK ..............................................................................................................................................5 Public Participation .....................................................................................................................................................5 PUBLIC PARTICIPATION PROCESS ....................................................................................................................................5 Needs Assessment and Gaps Analysis ........................................................................................................................6 SIZE AND DEMOGRAPHIC COMPOSITION OF QUALIFYING POPULATIONS.................................................................................7 QP1: Homeless .......................................................................................................................................................7 CURRENT RESOURCES AVAILABLE TO ASSIST QUALIFYING POPULATIONS & UNMET NEEDS .......................................................8 HOME-ARP Activities ..................................................................................................................................................9 THE METHOD FOR SOLICITING APPLICATIONS ....................................................................................................................9 USE OF HOME-ARP FUNDING .....................................................................................................................................9 USE JUSTIFICATION ................................................................................................................................................... 10 HOME-ARP Production Housing Goals .................................................................................................................... 10 Preferences .............................................................................................................................................................. 10 USE OF PREFERENCES ............................................................................................................................................... 11 REFERRAL METHODS ................................................................................................................................................ 11 LIMITATIONS IN A HOME-ARP RENTAL HOUSING OR NCS PROJECT ................................................................................. 12 UNMET NEEDS OF OTHER QUALIFYING POPULATIONS ..................................................................................................... 12 HOME-ARP Refinancing Guidelines ......................................................................................................................... 12 APPENDIX A ............................................................................................................................................................. 13 CITIZEN PARTICIPATION ............................................................................................................................................. 13 COMMENTS RECEIVED PRIOR TO THE PUBLIC MEETING: ................................................................................................. 13 STAFF RESPONSE: ..................................................................................................................................................... 13 2 Introduction The American Rescue Plan Act of 2021 (“ARP”) appropriated $5 billion to communities across the U.S. to provide housing, services, and shelter to individuals experiencing homelessness and other vulnerable populations. These funds were allocated by formula to jurisdictions that qualified for funding through the HOME Investment Partnership Program (HOME Program) from the U.S. Department of Housing and Urban Development (HUD). Eligible activities that may be funded with HOME-ARP include:  Development and support of affordable housing  Tenant-based rental assistance  Provision of supportive services  Acquisition and development of non-congregate shelter units Funds must primarily benefit individuals and households in the following Qualifying Populations:  Experiencing homelessness  At risk of homelessness  Fleeing domestic violence, dating violence, sexual assault, stalking or human trafficking  Other populations with high risk of housing instability The City of Iowa City received a total of $1,789,981 in HOME-ARP funding and expects to make $1,521,981 in HOME- ARP funds available for allocation in two competitive funding rounds. Consultation In order to inform the HOME-ARP allocation plan, the City of Iowa City consulted with agencies who serve the qualifying populations. This consultation was conducted via survey, virtual stakeholder meetings, in-person meetings, and conference calls. Specific consultations were held with the Iowa Balance of State CoC Lead Agency, Institute for Community Alliances; the Iowa City Housing Authority; and at the regular meeting of the Johnson County Local Homeless Coordinating Board (LHCB). Additional individual consultation meetings were held with individual service providers upon request. CONSULTATIONS HELD  Local Homeless Coordinating Board Consultation o December 8, 2021  Iowa Legal Aid Consultation o January 11, 2022  Domestic Violence Intervention Program (DVIP) Consultation o January 17, 2022  The Housing Fellowship (THF) Consultation o February 18, 2022  Institute for Community Alliances Consultation o April 7, 2022 3 ORGANIZATIONS CONSULTED: Agency/Org Consulted Type of Agency/Org Method of Consultation Feedback Johnson County Local Homeless Coordinating Board (LHCB) Homeless Services Virtual Stakeholder Meeting Feedback summarized by agency below. Shelter House Homeless Services Virtual Stakeholder Meeting Rental rehab; pest control; Case management critical; prioritize below 30% AMI Domestic Violence Intervention Program (DVIP) Domestic Violence Services Virtual Stakeholder Meeting; Survey Highest priorities: Rental Assistance Med/High Priorities: Development of Affordable Housing; Supportive Services Other: Overall decrease in DV shelters across the state; Lack of available units for families needing 3+ BR both in shelter and affordable rentals; Larger than recommended caseloads. Iowa Legal Aid Legal, Eviction Prevention, Fair Housing, Civil Rights Virtual Stakeholder Meeting Need for Supportive Services, homelessness prevention Iowa City Housing Authority Public Housing Agency Virtual Stakeholder Meeting; In person meeting Highest Priority: Supportive Services, TBRA Need for rent assistance, application fees, housing for larger families, agencies understaffed. Johnson County Affordable Housing Coalition Affordable/Fair Housing Advocacy Virtual Stakeholder Meeting Highest priority: PSH Hawkeye Area Community Action Program (HACAP) CHDO, Homeless Services Virtual Stakeholder Meeting General lack of affordable housing Inside Out Reentry Services for People in the Criminal Justice System Virtual Stakeholder Meeting; Survey Highest Priority: Development of Affordable Housing Med/High Priority: Rental Assistance; Supportive Services Other: Lack of 1br & Efficiency units; challenges with finding housing for individuals with criminal backgrounds; more funding for case management Johnson County Social Services County Government Virtual Stakeholder Meeting Renters are cost burdened. Shortage of affordable housing, specifically one bedrooms and units for larger families. Supportive services also needed. 4 Housing Trust Fund of Johnson County Housing Services Virtual Stakeholder Meeting; Survey Highest Priority: Rental Assistance, Development of Affordable Housing; Supportive Services Medium Priority: NCS Other: Financial challenges in getting into housing (deposit, first month rent, etc.); shortage of affordable housing and operational financial support for service providers Waypoint Domestic Violence & Mental Health Virtual Stakeholder Meeting Suggestion for housing programs for victims of homicide and/or homeownership programs. (Not HOME-ARP eligible) The Housing Fellowship CHDO, Housing Provider Virtual Stakeholder Meeting Renters are significantly cost burdened. Highest priority is development of affordable housing followed by eviction prevention/rental assistance. Concerns about construction timing & costs due to supply chain challenges. Institute for Community Alliances CoC Virtual Stakeholder Meeting Supportive services and operating expenses are a high priority. Pandemic impacted workforce significantly and caseloads are high. Always need more affordable housing as well. Anonymous Organization addressing fair housing & civil rights Survey Highest priorities: Rental Assistance, Development of Affordable Housing Med/High priorities: Supportive Services, NCS Other: Low to middle income underserved, paying high rents. Veteran's Affairs Veteran's Services Virtual Stakeholder Meeting No specific comments provided. Abbe Health Mental Health Services Virtual Stakeholder Meeting No specific comments provided. United Action for Youth (UAY) Youth Services, Mental, Homeless Services Virtual Stakeholder Meeting No specific comments provided. Amerigroup Healthcare Services Virtual Stakeholder Meeting No specific comments provided. National Association for Mental Illness (NAMI) Mental Health Services Virtual Stakeholder Meeting No specific comments provided. CommUnity Crisis Services and Food Bank Food Services, Mental health, Housing Services Virtual Stakeholder Meeting No specific comments provided. Iowa City Community School District (ICCSD) School District/Youth & Family Services Virtual Stakeholder Meeting No specific comments provided. Iowa City Free Lunch Program Food Services Virtual Stakeholder Meeting No specific comments provided. 5 SUMMARY OF FEEDBACK The most frequent response that we received was that the City of Iowa City’s affordable housing inventory is not meeting the demand. Specifically, the availability of affordable one bedroom and efficiency units is below demand as well as the availability of affordable housing for households requiring more than 3 bedrooms. In addition, service providers reported an increased need for funding for operations for case management staff to assist persons at risk of or experiencing homelessness. While this need is certainly documented, there was additional concern regarding sustainability of funding for supportive services outside of one-time funds. Other populations identified include those who are “rent burdened”, paying more than 30% of their monthly income in rent, in low to middle income brackets. Additional feedback received indicated that housing and services for special populations (specifically: victims of domestic violence, youth experiencing homelessness, & individuals with criminal backgrounds) and general rental assistance would also be beneficial in the community. Public Participation In accordance with Section V.B of the Notice (page 13), the City of Iowa City is providing for and encouraging citizen participation in the development of the HOME-ARP allocation plan. Residents will receive notice of the 27-day comment period via press release as required by the citizen participation plan. This includes notice posted on the City Clerk’s Bulletin Board on the First Floor of City Hall, publishing of notices in one or more newspapers of general circulation, and announcement on City websites including access to relevant documents for review. Documents are also available to the public at City Hall. Public hearings will be held at during the July 21st, 2022 Regular Meeting of the Housing and Community Development Commission meeting and at the August 16th, 2022 Regular Meeting of the City Council. PUBLIC PARTICIPATION PROCESS Date(s) of Outreach Mode of Outreach Summary of Response/Attendance Summary of Comments Received Summary of Comments not Accepted and Reason 7/21/2022 Public Notice Newspaper ad to solicit public input on HOME-ARP Allocation Plan N/A N/A 7/21/2022 through 8/16/2022 Public Comment Period No comments received. See Appendix A See Appendix A 7/21/2022 Public Hearing No comments received. See Appendix A See Appendix A 8/16/2022 Public Hearing One comment received. See Appendix A See Appendix A 7/29/2023 Public Notice Newspaper ad to solicit public input on HOME-ARP Allocation Plan revisions N/A N/A 7/29/2023 through 8/15/2023 Public Comment Period TBD See Appendix A See Appendix A 8/15/2023 Public Hearing TBD See Appendix A See Appendix A 6 Needs Assessment and Gaps Analysis To assess the needs of HOME-ARP qualifying populations, the City of Iowa City reviewed the current shelter and housing inventory, the size of the populations, and the system of supportive services in the community. To conduct the needs assessment and gaps analysis, the City of Iowa City utilized current data, including the 2022 Point In Time Count (PIT), the 2022 Iowa Balance of State Continuum of Care Housing Inventory Count (HIC), the most recent Comprehensive Housing Affordability Strategy (CHAS) data, and consultation with the Institute for Community Alliances, who is the lead agency for the Iowa Balance of State Continuum of Care (IA BoS CoC) as well as the IA BoS CoC Homeless Management Information System (HMIS) administrator. *After consultation with the CoC Lead Agency, it was unable to be determined how many of the unsheltered count was located within Iowa City. **Unable to determine the shelter status of youth presenting due to varying definitions of “sheltered”. See Explanation in “Size and Demographic Composition of Qualifying Populations; QP1: Homeless”. Non-Homeless Current Inventory Level of Need Gap Analysis # of Units # of Households # of Households Total Rental Units 15,980 Rental Units Affordable to HH at 30% AMI (At-Risk of Homelessness) 1,495 Rental Units Affordable to HH at 50% AMI (Other Populations) 980 0%-30% AMI Renter HH w/ 1 or more severe housing problems (At-Risk of Homelessness) 6,180 30%-50% AMI Renter HH w/ 1 or more severe housing problems (Other Populations) 2,465 Current Gaps 6,170 Data Sources: Point in Time Count; Housing Inventory Count; Comprehensive Housing Affordability Strategy; Consultation with Youth providers Homeless Current Inventory Homeless Population Gap Analysis Family Adults Only Youth Victims of DV Family HH (at least 1 child) Adult HH (w/o child) Youth Victims of DV Family Adults Only Youth Victims of DV Beds Units Beds Beds Beds Units Beds Units Beds Units Beds Beds Emergency Shelter 0 0 70 0 29 15 Transitional Housing 0 0 10 15 8 5 Permanent Supportive Housing 12 3 184 0 0 0 Rapid Rehousing 77 21 72 0 15 5 Sheltered Homeless 11 135 161** 29 Unsheltered Homeless 0 12* 2 Current Gap 0 0 0 0 140 4 7 SIZE AND DEMOGRAPHIC COMPOSITION OF QUALIFYING POPULATIONS QP1: Homeless Based on the January 2022 Point-In-Time (PIT) Count for Johnson County, there were 146 sheltered and 12 unsheltered homeless individuals identified. After consultation with the Institute for Community Alliances, the Collaborative Applicant and Continuum of Care Lead Agency and HMIS lead, it was unable to be determined how many of those identified in the PIT time count were located within Iowa City. Given that all of the sheltered population and shelter services in Johnson County are located within Iowa City, it was determined that all those identified would be most likely to receive services within the City and therefore the full count was included. Additionally, based on consultation with local providers, it was determined that one of the populations that is not entirely captured by the Point in Time Count is the population of Youth experiencing Homelessness as defined by the Runaway Youth and Homelessness Act (RHYA). To obtain an accurate depiction of the population, the City of Iowa City consulted with United Action for Youth (UAY) to obtain a snapshot of the referrals that they have received. From October 2021 to September 2022, 161 youth experiencing homelessness were referred for services, and 21 youth and 2 additional dependents were able to be served by the youth transitional living program. The RYHA defines homeless youth as “an individual who cannot live safely with a parent, legal guardian, or relative, and who has no other safe alternative living arrangement”. Due to the varying living situations of youth that qualify under this definition, it is unable to determine the sheltered status of the population according to McKinney-Vento definitions. QP2: At risk of Homelessness According to CHAS data for 2014-2018, 27.2% of all households have income less than 30% AMI. This represents 8,180 households of the total population. Based on the data, this significantly increases for renters. Of the total population, 51.3% of households, or a total of 15,465 reside in rental units. Of those renters, 47.1%, or 7,235 renters, have income less than 30% AMI. Of those households with income less than 30% AMI, a total of 5,690, or 69.6% have a housing cost burden greater than 50% of their household income. This increases to 71.9% when accounting for only the renting households. QP3: Fleeing, or Attempting to Flee, Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking According to the Institute for Community Alliances, approximately 13.6% of households in Johnson County who experienced homelessness as indicated on Point in Time Counts from 2019-2021 had histories of domestic violence or were actively fleeing domestic violence, dating violence, sexual assault, stalking, or human trafficking. During the three-year period, this represented 507 households. QP4: Other Populations: (1) Other Families Requiring Services or Housing Assistance to Prevent Homelessness & (2) At Greatest Risk of Housing Instability Of the approximately 15,365 households identified by CHAS data who rent their home in Iowa City, 18.2% have income less than 50% AMI, but greater than 30% AMI. For those renters who have been identified as having income <=50% AMI, 29.9% are identified as having a cost burden paying over 50% of their monthly income. This means that an additional 835 households who are not identified as being at risk of homelessness are at great risk of housing instability. The circumstances that qualify such a household under the HOME-ARP statutes have been significantly exacerbated by the COVID-19 pandemic and it is likely that the data has not yet been captured to truly represent the number of households that would qualify in this category today. 8 While Rapid Rehousing assistance is a significant need and facilitates the immediate housing stabilization of households experiencing homelessness, the COVID-19 pandemic has significantly impacted all residents, to include households served by Rapid Rehousing Programs prior to the pandemic. This means there is a high likelihood that without additional services, households who previously received assistance are at significant risk of returning to homelessness without additional supportive services. CURRENT RESOURCES AVAILABLE TO ASSIST QUALIFYING POPULATIONS & UNMET NEEDS QP1: Homeless There are currently 70 Emergency Shelter Beds available year-round for single adults within the City of Iowa City. During the winter months, there are an additional 40 units of temporary shelter for single adults. There are 101 Permanent Supportive Housing units available for single adults experiencing homelessness, as well as 72 “units” of Rapid Rehousing assistance for the same population. In addition, there are 16 “units” of Rapid Rehousing assistance for families with children. While the availability of housing units and shelter beds seem to be adequate for the community need, consultation with service providers indicated that there is a notable decrease in the availability of supportive services once these individuals are housed due to decreased funding and increased caseload. This represents a significant need in the community. There are 10 Transitional Housing beds available through the GPD program specifically for Veterans experiencing homelessness, however as of the 2022 PIT Count, only two of these units were being utilized. Due to the low utilization and the low identification of veterans experiencing homelessness (only 18 unsheltered Veterans were identified in the State of Iowa), Veteran-specific programs were not determined to be a critical need at this time. There are currently no Emergency Shelter opportunities for families with children unless the household has experienced domestic violence. However, there were no unsheltered families with children identified on the Point in Time Count. As a result, this gap was not identified as a priority during our consultation and needs assessment as the need is not determined to be critical at this time. There are an additional 13 transitional housing units for individual youth, as well as one 2-bed unit available for youth with children. According to local demand for services, there are nearly 12 times as many youths experiencing homelessness as there are available housing and services for this population. This only captures those who are presenting for assistance, and yet this underreported data still demonstrates a significant unmet housing need. QP2: At risk of Homelessness The number of assistance programs for individuals who are at-risk of homelessness were supported largely by emergency funds previously allocated because of the COVID-19 pandemic and are limited, one-time emergency assistance, or temporary in nature and do not serve to stabilize the household long-term. There are ongoing efforts by various nonprofit agencies to provide one-time rental assistance as well as legal assistance and eviction prevention efforts to avoid a household entering homelessness. QP3: Fleeing, or Attempting to Flee, Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking As of the 2022 Point in Time Count, there are 29 beds of emergency shelter, 8 transitional housing beds, and 9 units of Rapid Rehousing available to households fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking, or human trafficking in the City of Iowa City. In 2021, local provider DVIP reports that they had to divert around 350 households to short term hotel stays due to the shelter being full. Furthermore, the effects of the COVID-19 pandemic have significantly exacerbated the concern regarding populations that qualify for services under this category. In September of 2021, a representative from Iowa 9 Attorney General’s Crime Victim Assistance Division stated” the number of fatalities in the first nine months of 2021 is equal to all of those recorded in 2020, and with three more months to go, it is a sign of a tragic trajectory”. In May of 2020, DVIP hotline calls increased by 28% and have not decreased since. Due to the increase in need and safe housing solutions, last year DVIP started renting 6 apartments for families to live in with 24/7 trauma-informed care similar to the services offered at the emergency shelter. The needs assessment clearly demonstrates a significant gap in services for this HOME-ARP qualifying population. QP4: Other Populations: (1) Other Families Requiring Services or Housing Assistance to Prevent Homelessness & (2) At Greatest Risk of Housing Instability The services available in the community for this qualifying population are largely similar to those provided for households at-risk of homelessness. While some programs are specific to those who fit the McKinney-Vento definition of at-risk of homelessness, others provide rental assistance, legal assistance, and eviction prevention to low-income populations as well who are experiencing housing instability. However, funding for these programs is limited. As a result of the needs assessment, it became clear that housing stability supportive services is a significant need within the City of Iowa City. HOME-ARP Activities THE METHOD FOR SOLICITING APPLICATIONS The City of Iowa City is soliciting applications for HOME-ARP funds. Applications will be reviewed by the Housing and Community Development Commission (HCDC) who will make the final funding recommendations to City Council. The HCDC will not allocate funds to a subrecipient or contractor to administer the entirety of the HOME- ARP grant nor will funds be awarded prior to HUD’s acceptance of the HOME-ARP allocation plan. Prospective applicants were notified of the solicitation of applications via press release. An applicant guide was provided and virtual Q&A sessions were held to assist applicants in learning more about the application process. The City of Iowa City will oversee the administration of HOME-ARP funds and will not administer HOME-ARP activities directly. The City of Iowa City will hold a second funding round for HOME-ARP Rental Housing funds to supplement and provide matching funds to Iowa City agencies seeking HOME-ARP funds from the State of Iowa. USE OF HOME-ARP FUNDING Funding Amount Percent of the Grant Statutory Limit Supportive Services $686,855 Acquisition and Development of Non-Congregate Shelters $ 500,000 Tenant Based Rental Assistance (TBRA) $ 0 Development of Affordable Rental Housing $301,739 Non-Profit Operating $ 33,387 1.87% 5% Non-Profit Capacity Building $ 0 0% 5% Administration and Planning $ 268,000 15 % 15% Total HOME ARP Allocation $ 1,789,981 10 USE JUSTIFICATION In accordance with the requirements in HOME-ARP Implementation Notice CPD 21-10, The City of Iowa City has utilized the consultation process and the needs assessment and gap analysis to determine the priority needs for qualifying populations in the community, which are an increase in the availability of affordable housing units and funds to support supportive services programs serving qualified populations. As a result of this analysis, the funds have been allocated primarily to these activities. Based on the most recent Point In Time Count (PIT) and Housing Inventory Count (HIC), the number of general shelter beds appears to be meeting the needs of the community, therefore development of non-congregate shelter is not a priority at this time for the general population. However, based on consultations, victims of domestic violence have unique shelter needs and greatly benefit from a non-congregate setting. Additionally, while rental assistance was identified as a needed service in the community, it was determined that rather than TBRA, short to medium term rental assistance with additional supportive services to assist in stabilization of the household overall would be the most effective use of resources. HOME-ARP Production Housing Goals The City of Iowa City anticipates that HOME-ARP funding will be utilized to produce three (3) to five (5) additional rental housing units for qualifying populations In addition to the new units proposed, HOME-ARP funds will be utilized to provide supportive services, including rental assistance, to over 1200 individuals in more than 500 households as well as the creation of new Non-Congregate Shelter. Preferences A preference provides a priority for the selection of applicants who fall into a specific QP or category (e.g., elderly or persons with disabilities) within a QP (i.e., subpopulation) to receive assistance. A preference permits an eligible applicant that qualifies for a PJ-adopted preference to be selected for HOME-ARP assistance before another eligible applicant that does not qualify for a preference. A method of prioritization is the process by which a PJ determines how two or more eligible applicants qualifying for the same or different preferences are selected for HOME-ARP assistance. For example, in a project with a preference for chronically homeless, all eligible QP applicants are selected in chronological order for a HOME-ARP rental project except that eligible QP applicants that qualify for the preference of chronically homeless are selected for occupancy based on length of time they have been homeless before eligible QP applicants who do not qualify for the preference of chronically homeless. In accordance with Section V.C.4 of the Notice (page 15), the HOME-ARP allocation plan must identify whether the PJ intends to give a preference to one or more qualifying populations or a subpopulation within one or more qualifying populations for any eligible activity or project.  Preferences cannot violate any applicable fair housing, civil rights, and nondiscrimination requirements, including but not limited to those requirements listed in 24 CFR 5.105(a).  The PJ must comply with all applicable nondiscrimination and equal opportunity laws and requirements listed in 24 CFR 5.105(a) and any other applicable fair housing and civil rights laws and requirements when establishing preferences or methods of prioritization. 11 USE OF PREFERENCES Based on the needs assessment and gaps analysis and consultation with local providers, the City of Iowa City will implement a preference for one or more qualifying populations in selecting which projects to award HOME-ARP funds through a competitive application process. Specifically:  Qualifying Population 1 Subpopulation: Youth Experiencing Homelessness o Needs Assessment indicated that the demand significantly outweighs the availability of services.  Qualifying Population 3: Fleeing, or attempting to flee, Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking o Needs Assessment indicated that the already high demand has increased greatly due to the COVID- 19 pandemic.  Qualifying Population 4(1) Subpopulation: Current Permanent Supportive Housing clients o Needs Assessment indicated that while housing and shelter beds are available for chronically homeless households, the availability of adequate supportive services for these households has decreased once they are housed.  Qualifying Population 1 Subpopulation: Chronically Homelessness o Needs Assessment indicated that while housing and shelter beds are available for chronically homeless households, the availability of adequate supportive services for these households has decreases once they are housed. While individual projects will utilize the preferences mentioned, the City of Iowa City will ensure that funding decisions are made which will ensure that such projects are funded which do not have preferences and will serve all of the qualifying populations without prioritization. This will ensure that all qualifying populations are eligible to be served by HOME-ARP funds, while also honoring the specific community needs as identified in the needs assessment. Additionally, the City of Iowa City has consulted with the HUD Office of Fair Housing and Equal Opportunity to ensure the identified preferences do not constitute a violation of the Fair Housing Act, See Appendix B for more details. REFERRAL METHODS Applicants for HOME-ARP funding from the City of Iowa City will utilize different referral methods for their programs as appropriate:  Programs with a preference for permanent supportive housing clients will utilize the Coordinated Entry (CE) system in place for the Johnson/Washington County Coordinated Services Region of the Iowa Balance of State. The CE system prioritizes participants based on acuity as well as chronologically according to the applicable VI-SPDAT, which aligns with the preference identified in the City’s HOME-ARP Allocation Plan. Only one project funded by the City of Iowa City’s HOME-ARP allocation will exclusively utilize the Coordinated Entry referral system.  Programs with a preference for Youth Experiencing Homelessness use several referral methods which include referrals from the coordinated services region, referrals from schools, and self-referrals. Services are provided on a chronological basis.  Programs with a preference for Category 3 Qualified Populations use several referral methods which include referrals from the coordinated services region, community referrals, and self-referrals. Services are provided on a chronological basis.  Programs operating without a preference will utilize an internal waiting list and will serve all eligible populations in chronological order. 12 LIMITATIONS IN A HOME-ARP RENTAL HOUSING OR NCS PROJECT HOME-ARP funds utilized for the development of non-congregate shelter will have a preference for qualifying participants in Category 3 – Fleeing, or Attempting to Flee, Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking. Participants that have experienced these traumatic events require specialized care and consideration and are more likely to take part in and benefit from supports which are specific to their needs. According to numerous sources, including the World Health Organization, it has been seen around the world that domestic violence is increasing due to the pandemic. Victim-survivors have been forced to isolate in their homes with their abusers due to the pandemic which has in turn increased the lethality of domestic violence for many individuals served by these service providers. Non-congregate shelter offers not only the privacy and safety needed for these families to process their traumatic experiences with the support of service providers who have specialized training, but protection from concerns that result from the COVID-19 pandemic. Furthermore, as participants are fleeing dangerous situations, their privacy is of the utmost importance. Due to the nature of the services provided, this limitation is necessary to ensure a safe, confidential, and secure shelter which is limited to participants in similar situations. UNMET NEEDS OF OTHER QUALIFYING POPULATIONS The City of Iowa City does not anticipate that the limitation of populations served with the anticipated non- congregate shelter project will negatively impact other qualifying populations. According to the needs assessment and consultation, the community need for non-congregate shelter for the general population is not a priority at this time. The current availability of shelter beds is generally proportionate to the population identified in the Point in Time count. The identified need for non-congregate shelter was specifically limited to Category 3 – Fleeing, or Attempting to Flee, Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking. Additionally, other projects funded through HOME-ARP will serve all qualifying populations without these limitations in place. HOME-ARP Refinancing Guidelines The City of Iowa City does not intend to use HOME-ARP funds to refinance existing debt secured by multi-family rental housing. 13 APPENDIX A CITIZEN PARTICIPATION The 27-day public comment period for the Substantial Amendment to the FY21 Annual Action Plan/HOME-ARP Allocation Plan began on July 21, 2022, and ended on August 16, 2022. The City Council held a public meeting on August 16, 2022. COMMENTS RECEIVED PRIOR TO THE PUBLIC MEETING: None. STAFF RESPONSE: N/A COMMENTS RECEIVED DURING THE PUBLIC MEETING: 1. Noah Peterson: Expressed concerns about the winter/temporary shelter opening later than expected. Requests that the City ensure the shelter opens sooner this coming winter. This represents a summary of the public comment(s) received. The full, recorded meeting is available online through a variety of platforms including Facebook, YouTube, and the City Channel 4 website. Links to Council documents and recorded meetings are available at icgov.org/councildocs. STAFF RESPONSE: 1. The proposed activity allocates HOME-ARP funds for the provision of supportive services for individuals experiencing homelessness. The winter shelter is not an identified beneficiary of the proposed activity, however, staffing shortages significantly contributed to the challenges that nonprofits experienced when opening the winter shelter in recent years. Further, the requested activity is not an eligible use of HOME-ARP funds, however additional funding for nonprofits serving those experiencing homelessness should provide additional financial stability to support timely operations. HCDC – July 20, 2023 Regular Meeting – 6:30 PM Iowa City Senior Center Assembly Room 28 S Linn Street 1. Call to Order Present: Kaleb Beining, Maryann Dennis, Karol Krotz, Kiran Patel, James Pierce, Becci Reedus, Kyle Vogel Absent: Michael Eckhardt, Jenn Haylett (resigned 7/20) Staff: Erika Kubly, Stan Laverman, Brianna Thul Others Present: Crissy Canganelli (Shelter House) Present on Zoom None. 2. Welcome New Member HCDC welcomed one new member, James Pierce. 3. Officer Nominations HCDC reelected Kaleb Beining as Chair and Maryann Dennis as Vice Chair. Passed 7-0 4. Consideration of Meeting Minutes: May 18, 2023 Passed 7-0 5. Public Comment of Items not on the Agenda None. 6. Housing Inspections Overview Stan Laverman gave an overview of housing inspections covering topics such as inspection frequency, nuisance complaints, radon, and HQS inspections for assisted units. Commissioners asked questions regarding lead-based paint, complaint data, owner-occupied homes, Airbnb, rent abatement, and the number of people without housing in Iowa City. Commissioners expressed appreciation for the information and Vogel noted that an annual update on these topics would be useful. 7. Unsuccessful and Delayed Projects Updates FY22 Shelter House HVAC ($225,000) – Crissy Canganelli provided a project update and noted they anticipate completion by September this year. The project is about 82% complete. 8. HOME-ARP Allocation Plan Amendment Staff presented the substantial amendment draft and answered questions from commissioners. Reedus motioned to recommend that City Council accept changes to the HOME-ARP Allocation Plan and approve the substantial amendment to the City’s FY21 Annual Action Plan. Seconded by Krotz. Passed 7-0 9. Staff and Commission Updates Reedus gave an update on the Aid to Agencies subcommittee progress:  Reedus requested time on the September HCDC agenda to ask HCDC for feedback.  Dennis requested information on what agencies are involved in this process and attending meetings.  Reedus stated that the subcommittee will meet with the Agency Impact Coalition in August to get feedback on the following: o Do agencies prefer the Joint Funding process? o What are some of the ways to make the funding process more manageable for all involved? o Thoughts on shifting application review to a smaller working group and not the entire HCDC. o Thoughts on adding and removing agencies. o Suggestions for how to educate commissioners on individual agencies. Staff gave updates on the CAPER approval letter from HUD, the FY24 schedule for HCDC, and the invitation from Stefanie Bowers to participate in the Intercultural Development Inventory Opportunity. Reedus requested that Shelter House provide information on street outreach at a future meeting. 10. Adjournment