Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
1980-07-29 Info Packet
City of Iowa City MEMORANDUM DATE: July 18, 1980 TO: Mana((gr,:Im``ent Advisory Panel FROM: Neerlin RE: Pref})JsRelease and Scheduling of Meetings Enclosed is a press release concerning the establishment of the Advisory Management Panel and a list of the members. We are looking forward to working with you on this interesting project. Because of your busy schedule and vacation plans for the summer, we recognize that it may be difficult to schedule meetings which will be convenient for everyone. However, within the next several days Lorraine Saeger will call you to determine convenient dates and times when you will be available. cc: Finance Department City Council MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES i City of Iowa City MEMORANDUM DATE: July 18, 1980 TO: Mana((gr,:Im``ent Advisory Panel FROM: Neerlin RE: Pref})JsRelease and Scheduling of Meetings Enclosed is a press release concerning the establishment of the Advisory Management Panel and a list of the members. We are looking forward to working with you on this interesting project. Because of your busy schedule and vacation plans for the summer, we recognize that it may be difficult to schedule meetings which will be convenient for everyone. However, within the next several days Lorraine Saeger will call you to determine convenient dates and times when you will be available. cc: Finance Department City Council MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 I CITY OF IOWA CITY I\ II 1 1 1 111 1•' /11' 1 1 M''I IIPII ,I( )1 I '-I 1()WA ( I I Y II IWA !))A) (31Y) 3.')/l Ii - Richard L. Poss, Manager, Personnel and Administration, Westinghouse Datascore Systems. - Joe D. Pugh, Controller, American College Testing Program and former Finance Director for the City of Iowa City. - Clayton Ringgenberg, Director of the Institute of Public Affairs, The University of Iowa. - Byron R. Ross, Partner, McGladrey, Hendrickson & Company, Certified Public Accountants. - Mary Jo Small, Assistant Vice President, Finance and University Services, The University of Iowa. - Sister Mary Venarda, Administrator, Mercy Hospital. FROM: Administrative Offices MICROFILMED BY JORM MICR+LA6 G CEDAR RAPIDS • DES MOINES Billy L. Barnes, Professor College of Business Administration 571 Phillips Hall The University of Iowa Iowa City, Iowa 52242 (1805 Glendale Road) June Davis, Information Coordinator Residence Services Burge Hall The University of Iowa Iowa City, Iowa 52242 (2 Mt. Vernon Court) Charles G. Dore, President Owens Brush Company Lower Muscatine Road Iowa City, Iowa 52240 (406 Lexington Avenue) Nancy Garrett, Manager Clayton Ringgenberg, Director Institute of Public Affairs 507 North Clinton The University of Iowa Iowa City, Iowa 52242 (822 Juniper) Byron R. Ross, Partner McGladrey, Hendrickson & Company, CPA Plaza Centre One Iowa City, Iowa 52240 (2420 Wayne) Mary Jo Small Assistant Vice President Finance and University Services 105 Jessup Hall The University of Iowa Iowa City, Iowa 52242 (427 Bayard) Northwestern Bell Telephone Company Sister Mary Venarda, Administrator Plaza Centre One Mercy Hospital Iowa City, Iowa 52240 500 Market Street (201 First Avenue North, Apartment 410) Iowa City, Iowa 52240 Jay H. Honohan, Attorney Honohan Epley Lyon & Kron 330 East Court Street Iowa City, Iowa 52240 (2503 Friendship) Rosalind Moore D&K Bootery 127 East Washington Iowa City, Iowa 52240 (302 Highland Drive) Richard L. Poss, Manager Personnel and Administration Westinghouse Datascore Systems P. 0. Box 30 Iowa City, Iowa 52244 (R. R. H6) Joe B. Pugh, Controller American College Testing Program Highway 1 and IBO Iowa City, Iowa 52240 (5 Penn Circle) MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES City of Iowa Cit MEMORANDUM Date: July 18, 1980 To: Neal Berlin and Members of the City Council From: Michael Kucharzak Re: Air Conditioning at Lakeside Apartments On Wednesday morning, July 15, 1980, the Senior Housing Inspector issued an order to repair and restore the air conditioners at the Lakeside Apartment complex to a sound and proper operating condition within five days. This action was taken following the receipt Of Council support during the formal meeting of Tuesday, July 15, and a subsequent meeting between the City Manager, City Attorney, Director of Housing and Inspection Services, Assistant City Attorney Woito and the Senior Housing Inspector on Wednesday, July 16. 1 It was determined during that Wednesday morning meeting that although the lease for Lakeside did not specifically address air conditioning as a provided service, the owners and operators of the apartment complex did, in fact, hold out that the complex was air conditioned by such means as their advertising materials. The action taken by the City was further predicated on the fact that at least two deaths in Iowa were attributed to the unseasonable weather conditions plaguing our area. To assist the Council in their understanding of the staff's actions, we wish to share with you the fact that Lakeside Apartment complex does meet the minimum code requirements for natural ventilation in habitable rooms. There are no code requirements that this ventilation be via windows on Opposing walls which would allow for some type of cross -ventilation, rather, the code simply requires a minimum measurable amount Of openable windows be provided in relationship to the square -foot size Of a given room. In addition, the code does not specifically require air devices. . However, such devices may be substituted when adequate natural ventilation is not available. This is not the case in Lakeside. The Iowa City Code does require that supplied facilities be maintained in a safe operable condition. Since management and owners of Lakeside have held out their units to be air conditioned and since this service is implied in the rent paid by the tenants, it was determined by the staff that the Housing Code would be an appropriate vehicle to cause the air conditioners to be repaired or replaced. It is the interpretation of the staff that the actions taken on the Lakeside complex do not necessarily obligate the City to undertake a routine investigation or inspection of the presence or condition of air conditioning equipment as part of the annual inspection and licensing procedures of the City. The staff does believe that the City will be obligated to similarly pursue complaints regarding inoperable air conditioners in other units that may be brought to the City's attention by tenants. If and when such complaints are filed with the City it will be investigated in a timely manner and will be judged on the same merits used in the Lakeside situation. MICROFILMED BY JORM MICR+LAO CEDAR RAPIDS - DES MOINES 15,37 The actions taken by the Legal and Housing staff has been discussed with members of the Housing Commission and their Housing Code Task Force. It should be noted the City presently has 62 apartments under subsidy utilizing Section 8 federal housing subsidy funds. Should the City be obligated to certify the buildings as eligible for rent escrow, and if the tenants elect to escrow their rent money according to the prescribed procedures of the Iowa City ordinance, federal contribution of Section 8 subsidy would be placed in such escrow accounts as established by the tenants until the problem is abated. The relationship between HUD and the Section 8 tenants at Lakeside has been discussed with HUD, and we will continue to work with HUD on the matter. The Lakeside Manor complex will be inspected on Monday, July 21, 1980. If the work to restore the air conditioners has been completed and they are operating properly, orders will be dismissed. If the work is underway, or has been contracted for but not completed, and the outside temperatures are seasonably normal or below, the staff ma grant an extension of time to complete the corrections. If the work is not completed, has not been contracted for and outside temperatures are in the upper 90's or above, the staff will receive direction from management to pursue court action or certification for rent escrow or a combination of such actions. Whichever course of action is pursued, it will be undertaken only with the consent and approval of the legal staff and the City Manager. The Director of Housing and Inspection Services will inform the Council of progress of this case and its final resolution. bj4/9-10 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES M01NES fW a ii City of Iowa City MEMORAN V - Date: July 14, 1980 To: City Manager and City Council bill From: Hugh Mose, Transit Manager ,ani \9_1 1 Re: Bus Pass Reciprocity with Coralville Y►/1 Until April 1, different fare structures precluded the consolidation or reciprocity of Iowa City Transit and Coralville Transit monthly passes. Now that monthly passes are $12 in each system, there seems to be little reason not to combine the programs or at least accept each other's passes. Through John Lundell, Transportation Planner with Johnson County Regional Planning Commission, the City of Coralville has been approached concerning a consolidated pass program. Unfortunately, the Coralville City Council has not been agreeable to the concept of a combination Iowa City/Coralville transit pass; they apparently feel that such a pass would diminish their local control over transit fares. The Coralville City Council, however, has endorsed the concept of monthly pass reciprocity. Under their plan, Coralville bus drivers would accept Iowa City Transit passes and we would accept theirs. This concept is workable only if Iowa City residents buy Iowa City Transit passes and Coralville residents buy Coralville Transit passes. Those passes being equally valid, there will be no control over who buys which type of pass. This should work in Iowa City's favor, however, as Iowa City Transit sells passes at far more locations than Coralville. We would like to try this reciprocal agreement on an experimental basis beginning with the September monthly passes. Over the first two months both Iowa City and Coralville Transit Managers will monitor the program, to see if cross -sales or other problems are occurring. Unless directed otherwise, we will make the necessary arrangements to implement this reciprocal arrangement with Coralville effective September 1. bdwl/13 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES /f13p -1� parks & recreation department MEMn t o. Neal Berlin and the City Council from. Dennis E. Showalter and Robert Crum re: History of Jaycees' Involvement d a t e . July 18, 1980 in Park Projects In late 1976, Mike Moore of the Jaycees asked for a list of Cit needed to be done, and was furnished same. In January 1977, the Jaycees said that they were interested in fundinga Y Projects that half of the money for the proposedtenniscourts1owDuring theek kcapitalaimprovement budget discussions of January-FebruaryProviding Creek tennis courts; the council r ejected 7the tproject. y offered $10,000 toward the Willow In June of 1979, Mike Moore indicated that the Jaycees wanted to fund improve- ments at Napoleon Park. He was furnished a list of six projects, with probable ( costs, including backstops, bleachers, player benches, a parking lot, a rest room, and a water well. He thought that the Jaycees would like to do all of these. At Mike's request, he appeared at the October 10, 1979 Parks and Recreation ! Comllission meeting. The following is an excerpt frons the October, 1979 minutes. "Napoleon Park --Jaycees. Mike Moore of the Jaycees was present to discuss the Possibility of the Jaycees financing some of the needed capital improvement the in Napoleon Park. He stated that the Jaycees want to put their money back into Iowa City, and want several yearly projects - Napoleon Park, or other parks. They would probably have $12,000 to $15,000 per year. Also, they need a weekend project for 50 to 75 members to clean up a park area or work on a project. Hillman asked if the Jaycees would be interested in funding the Children's Museum, ata cost of approxi- mately $7500 for FY81. Showalter reported that the Jaycees had been furnished a list of six projects with costs, in June, for Napoleon Park. He stated that what we now need most is four backstops at approximately $2,000 each plus bleachers and Players' benches. Moore asked that a Parks and Recreation Commission representative come to their board meeting; Crum agreed to go.-- Crum o."Crum met with Messier and Moore to discuss park projects in November, 1979. The following is an excerpt from the December 12, 1979 minutes. "The Jaycees have again shoo-in an interest in adopting a project for a they don't want to adopt the Napoleon Park project as was presented. They would like to have proposals for projects in another parY., but five days in conjunction with the 4th of July kactiviitiessnext nsumnert to Se Almeeting on r January 8 has been set up with the Jaycees, Crum, and Showalter to discuss their proposals." On January 7, Jayees president Mike Messier met with Bob Crum and Dennis Showalter. The following is an excerpt from the January 9, 1980 Parks and Recreation minutes. /V3' MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 2 "The Jaycees have again expressed an interest in doing projects at a park this year. They have no interest in funding the Children's Museum. Projects suggested were fencing three diamonds at Mercer Park, and installing four backstops, four aluminum bleachers, and eight player benches at Napoleon Park. They want to hold a carnival June 9-16 on Iowa Avenue from Gilbert to Clinton; they w City Council about use of Iowa Avenue." ill go to the Approximately three days after the January 7 meeting, Showalter furnished Messier with estimates for fencing Mercer diamonds numbers 1, 2, and 3, and with estimates for backstops, bleachers, and player benches at Napoleon. On F1980, deen met with BobCrum, Bob�Lee, andaDennisceesMShowaltereto discuss park ike Messir, Mike Moore,aprrojects.nd EldenElThey brought Pictures of a wood shelter which could be converted to rest rooms, concessions, and a very limited storage area. There would not be any room for maintenance vehicle storage. The relative merits of a wood shelter and a concrete block building were discussed. The Jaycees agreed to pick up copies of the concrete block building plans from engineering, and would discuss funding part of the concrete block building, or part or all of a wood building. The following is an excerpt from the February 13, 1980 Parks and Recreation Commission minutes. "Jaycees Mike Messier, Mike Moore, and Elden Eldeen met with Crum and Showalter regarding projects the Jaycees could undertake. They are not interested in doing anything at Napoleon Park. They would be interested in putting up a building at Mercer Park, or putting up side and outfield fencing around three diamonds at Mercer. The cost for the fencing is estimated at $15,000." The following is an excerpt from the March 5, 1980 Parks and Recreation Conunission minutes. "The Jaycees have indicated that they are not interested in the Mercer Park fence project, but that they are interested in constructing an octagonal cedar building for concessions, rest rooms, storage, etc. Their estimated cost is $19,000; an additional $2,000 will probably be necessary for water and sewer hookups. They would like to appropriate between $10,000 and $20,000; a decision on the project will be made March 11. The City has $35,000 set aside for a block building at Mercer." The following is an excerpt from the April 5, 1980 Parks and Recreation Commission minutes. "The Jaycees will be voting April 11, 1980 on whether to give $13,000 toward the construction of a building at Mercer Park." The Jaycees voted not to put any money into a Mercer Park building. Their plans for a wood building were never presented to the Parks and Recreation Commission or to the staff. Showalter asked to see them, and their cost estimates, but missed connec- tions with Mike Moore. i Although the staff and Crum preferred a concrete block building, and althoullh the proposed wood building had little storage -maintenance space and a separaLe sLorage- maintenance structure would have been needed, we most certainly would have accepted a wood building. MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES 101 I The following is an excerpt from the May 14, 1980 Parks and Recreation Commission minutes. "The Jaycees voted not to give funds for a building at Mercer. They still want to do something in a park." The Jaycees have again shown interest in funding a permanent fencing project for some of the diamonds at Mercer. New cost estimates will be provided shortly. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 3 CITY (I' IOWA CrrY REPORW1MAY Wingw Creek Neighboncc0d rentor Mark V Apartments The Center continues to be used for "English as a Second Language" classes Monday - Thursdayj 8:30-11:30 AM. Kirkwood College provides the teachers and the Center's Staff provides childcare for parents involved with the classes. 1 Senior Citizens met for their monthly birthday dinner during the last week ¢or May. The Center provided transportation to the Big Boy Restaurant in Coral- 1 villa and the group celebrat0d the May birthdays. met on Monday afternoon from 2:00-3:30. The women's The pre-school group at the Center. Childcare was group continued to meet each Friday morning pro- vided the mothers by the Center Staff. Boys and girls groups for ages 8-12 continued to meet on Tuesday after- noons for recreation] field trips] bake sales etc. The teen group completed the Human Sexuality/Personal Awareness Workshop during the last week of May. Marylin Christopher from the University Hospital Family Planning Clinic was the workshop leader. and The garden was readied for planting; individual plop h�leerefor�theusummer. a meeting was held with residents to draw up a watering HAG AP donated seeds for the gardens. I The newsletter continues thebtwoMay Newsletterslivered to all .�sidents of the complex. Included with this rep Royal Benjamin, Director MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES .I _ _.,:::_, . , - !"1 I; PPY (V TOWA CrrY REPORT/JIJN!S Willow Creek Neighborhood Center Mark IV Apartments Summer at the apartment complex finds 350 kids home from school! During the month of June the Johnson County Extension Service has sponsored a Community Camp on Tuesday and Wednesday afternoons for 7-12 year olds from 1:30 - 3:30. They play games; make snacks; learn about foods] people) plants and nature. On Mondays Thursday and Friday the children are encouraged to attend the City Recreation program at Willow Creek Park. Attendance has not been very good Due to the distance that the kids have to walk. In past summers the City had provided a Recreation program at the apartment complex which is much needed. The Center continues to be used for English classes for the Indo-Chinese] Monday -Thursday mornings with the C.E.T.A. workers providing daycare for the children of parents involved. The preschool group continued to meet on Wednesdays and the Women's group on Friday mornings. The Women's group sponsored a "garage sale" which raised enough money to purchase a new slide for the playground. The boys and girls were taken to the Shrine Circus on June 10 in a bus donated by a local church. Tickets were provided by local Shriners. Family get-togethers have been held on Sunday afternoons and recreation has included volleyball and badmitten. The newsletter continues to be delivered to all residents. A change was made this month and a monthly calender of events was drawn up on the back. The June newsletter is attatched. Royal Benjamin, Director MICROFILMED BY - JORM MICR+LAB CEDAR RAPIDS • DES MOINES 1 i ^S B V CRAWFORD ,J8 ^ICHA;>DS 1 IOWA CITY TA 52240 Beach Motel and Cottages ' ON NEW CINDERELLA STRIP AND WORLD'S MOST FAMOUS BEACH 3341 SOUTH ATLANTIC AVENUE . CL 2.5691 DAYTON BEACH, FLORIDA "� h -r --j MICROFILMED BY JORM MICRt�LAB CEDAR RAPIDS 9 DES MOINES i 1 i ^S B V CRAWFORD ,J8 ^ICHA;>DS 1 IOWA CITY TA 52240 Beach Motel and Cottages ' ON NEW CINDERELLA STRIP AND WORLD'S MOST FAMOUS BEACH 3341 SOUTH ATLANTIC AVENUE . CL 2.5691 DAYTON BEACH, FLORIDA "� h -r --j MICROFILMED BY JORM MICRt�LAB CEDAR RAPIDS 9 DES MOINES I� MP"'\B V CRAWFORD 2C �RICHARD� IOW, CITY IA 52240 U' sll� Beach Motel and Cottages ON NEW CINDERELLA STRIP AND WORLD'S MOST FAMOUS BEACH 3341 SOUTH ATLANTIC AVENUE A CL 2-5691 DAYTONA BEACH, FLORIDA 0,0 > I n Irv,� v��c1' _ �•`�=/�_ �ti—�'C �'�o �—t� ti .-4�.cc•E-Cly.¢,✓ %MQ—. L_"( 0-A ............................ ndJ CONGRESS �Qnrl/aria i •r AM921CAN EXPAUS TM univuDlatdil mrd CCtDIT CARDS .................... :0.0. NONOICE "tot /yy/ MICROFILMED DY JORM MI CR�LAO CEDAR RAPIDS •DES MOINES 0 /"4S B V CRAWFORD )B rICHAFDS InWA CITY TA 52240 -� 1 i Beach Motel and Cottages ON NEW CINDERELLA STRIP AND WORLD'S MOST FAMOUS BEACH 3341 SOUTH ATLANTIC AVENUE • CL 2-5691 DAYTONA BEACH, FLORIDA Vn L i/V `�—JET �L'L ..2.�'i..�SA � C�•�� ��/H�/(/�J-C/ i1 '•�'_ xe I WEWBLCONB ��P� CONGRESS ?�t�?tllmnA i ee •n u, AMIRICAR EXPRIO Tb uninnalndJad CRIOIT CMOS ....................... .• . R010110 RIII iyyl rl— MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES h :RS B V CRAWFORD 209 RICHARDS IOWA CITY IA 52240 G Beach Motel and Cottages ON NEW CINDERELLA STRIP AND WORLD'S MOST FAMOUS BEACH 3341 SOUTH ATLANTIC AVENUE • CL 2-5691 �L /22- !y1(TONA g��LORIDA ����'�' rte'-(' .����J �-,�- ►�-� 1754. �? f «rGL.t��p� j •%� r d �� � d'1 I � G:x-6C:K-i CL.,c-� Cl-' f�`LU "te e_ 7La /� e.l ! WS WSLCONS •' rJ CONGRESS Warl�(mr%. munra•ao��I AMIRICAN IRRIIIfI 7Al unimldnbil raid CIIRIT CARDS MONCRIC MITI '^•••.nuunuuu•... /yN/ MICROFILMED BY JORM MICR+LAF3 CEDAR RAPIDS • DES MOINES i MRS 8 V CRAWFORD ' 208 CiCH.RDS q CITY 1A 52240 lLy1//4(III�n V Beach Motel and Cottages f" ,& /zX� ON NEW CINDERELLA STRIP AND W LD'S MOST FAMOUS BEACH `M 11_4-1 /SOUTH A�(LT AVENUE • CL 2-5691 I•J-y1 V LAY�NA BEACH, FLORIDA �J CGNGAESS DOf DIlOCO.fr KGC•F���1/ �{u� MICROFILMED BY JC7RM MICR+LAB CEDAR RAPIDS • DES MOINES fma............................ WE WELCOME i WarlIV �iind% 7Ar unirmDlnrdil mrd .ICAM Ifrf Ol IIDIT CARDS nuunuun.ummn MOIIID NIRS ' q41 City of Iowa City MEMORANDUM Date: July 24, 1980 To: City ouncil From: Cit nager Re: Pub is Disclosure -Gifts Enclosed is information from the Secretary of State concerning the recent gift legislation. You will note that the legislation permits the governing body of a political subdivision to adopt rules relating to the reporting of gifts. The law also provides that the Secretary of State shall prepare a form and that public disclosure shall be made by filing a report with the County Auditor when such rules are not adopted. It is my recommendation that the City follow the procedures specified in the State law. There seems to be no advantage in adopting special rules. Accordingly, if this meets with the Council proposal, I will prepare a cover memorandum to go to all department and division heads, elected and appointed officials of the City making them aware of this legislation. In addition, a copy of each form will be filed with the City Clerk. If the Council does not indicate an interest in adopting special rules at the meeting of July 28, 1980, the Manager will proceed as described above. tp/sp cc: Legal Staff MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS BE S MOINES /000L N btate OI 'obla MSECAE SYNNO RST f[uR•RY or STATE[ lincretarp of eta to J. nERMwN SCNwEIKER DES S{10111[5 OEYUrY SCCAEI�11 Of St,Cr July 9, 1980 TO ALL COUNTY AUDITORS: House File 687, Acts of the 68th General Assembly, 1980 Session, Sections 6, 7 and 8, provide for the public disclosure of gifts by public officials and public employees. Section 7, subsection 4, of the Act relates to "local officials" and "local employees" as follows: "4. The governing body of a political subdivision of this state may adopt rules relating to the reporting of gifts made to its respective members or their immediate family members and employees of the Political subdivision of this state or their immediate family members. Such rules as adopted shall require public disclosure of the nature, amount, date and donor of any gift made to one of those individuals having a value which exceeds fifteen dollars in any one occurrence. Where such rules are not adopted a local official or local employee shall make public disclosure by filing a report with the county auditor of the county of that person's residence setting out the nature, amount, date and donor of any gift made to the person or to the person's immediate family members which exceeds fifteen dollars in value in any one occurrence. The secretary of state shall develop a standard form for public disclosure of gifts in compliance with this subsection which shall be available at every county auditor's office without cost." Enclosed are two copies of the form which has been developed pursuant to the above subsection and which must be made available at every county auditor's office for the use of those persons specified in the subsection. Since these forms are to be furnished by each county auditor, we suggest that you have copies made for local distribution and use at the earliest possible time. You will note that the first reports must be filed by August 15, 1980. Please of read all 1980oSession. I f+oand 8 fHouse 7 yu do nothavvea copy of cts he Act, contact this office and we will send you one. Melvin D. Synhorst Secretary of State Enclosures PLEASE RETURN THE ENCLOSED POSTCARD AT ONCE TO SHOW THAT YOU HAVE RECEIVED THE GIFT REPORTING FORMS MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES I I +1 I s I N btate OI 'obla MSECAE SYNNO RST f[uR•RY or STATE[ lincretarp of eta to J. nERMwN SCNwEIKER DES S{10111[5 OEYUrY SCCAEI�11 Of St,Cr July 9, 1980 TO ALL COUNTY AUDITORS: House File 687, Acts of the 68th General Assembly, 1980 Session, Sections 6, 7 and 8, provide for the public disclosure of gifts by public officials and public employees. Section 7, subsection 4, of the Act relates to "local officials" and "local employees" as follows: "4. The governing body of a political subdivision of this state may adopt rules relating to the reporting of gifts made to its respective members or their immediate family members and employees of the Political subdivision of this state or their immediate family members. Such rules as adopted shall require public disclosure of the nature, amount, date and donor of any gift made to one of those individuals having a value which exceeds fifteen dollars in any one occurrence. Where such rules are not adopted a local official or local employee shall make public disclosure by filing a report with the county auditor of the county of that person's residence setting out the nature, amount, date and donor of any gift made to the person or to the person's immediate family members which exceeds fifteen dollars in value in any one occurrence. The secretary of state shall develop a standard form for public disclosure of gifts in compliance with this subsection which shall be available at every county auditor's office without cost." Enclosed are two copies of the form which has been developed pursuant to the above subsection and which must be made available at every county auditor's office for the use of those persons specified in the subsection. Since these forms are to be furnished by each county auditor, we suggest that you have copies made for local distribution and use at the earliest possible time. You will note that the first reports must be filed by August 15, 1980. Please of read all 1980oSession. I f+oand 8 fHouse 7 yu do nothavvea copy of cts he Act, contact this office and we will send you one. Melvin D. Synhorst Secretary of State Enclosures PLEASE RETURN THE ENCLOSED POSTCARD AT ONCE TO SHOW THAT YOU HAVE RECEIVED THE GIFT REPORTING FORMS MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES r, ALL PERSONS FILING THIS REPORT SHOULD READ ALL OF HOUSE FILE 687, ACTS OF THE 68TH GENERAL ASSEMBLY, 1980 SESSION. SOME PARTS OF THE ACT ARE AS FOLLOWS: PART OF SECTION 6: NEW SUBSECTION. "Gift" means a rendering of money, properly, services, discount, can forgiveness, payment of indebtedness, or anything else of value in return for which legal consideration of equal or greater value Is not given and received. However, "gift" does not mean any of the following - a. Anything received by a donee whose official action or lack ofollivalacfionwill Potentially have no material ellect, distinguishable from material effects on the public generally, on the interests of the donor. j b. Campaign contributions. c. Inlormational material relevant to a public servant's official functions. such as books, pamphlets. I reports, documents, or periodicals. d. Anything received from a person related within the lowthdegreuulkmshipormarriage, unless the donor is acting as an agent or intermediary for another person not so related. e. Anything which is donated within thirty days after its receipt to a public body or to a bona tide educational or charitable oryanixalion, without th(,. donation hying claimed at any time as a charitable contribution for tax purposes. I. An inheritance. g. Anything available to or distributed to the public gnnemlly without regard to olficial status of Mie recipient. h Reimbursement for or payment of actual expnnsos uu:urre l for public speaking engagernc:nL; ur other formal public appearances. NEW SUBSECTION. "Local official" and "local employee" mean an ollicinl or employee nl 111(:political subdivisions of this stair.. NEW SUBSECTION. "Public disclosure" means a written report filed by the fifteenth day of the month following the month in which a gilt is received as required by this chapter or required by rules adopted pursuant to this chapter. NEW SUBSECTION. "Immediate. family mmnhers" mCMIS Ili- spouse or minor children of a par oo ruquired to file reports pursuant In this chapter or nntuuurf by [lie rules adopted or exeemtem. order issued pursuant to this chaffer PART OF SECTION 7, SUBSECTIONS 4 AND 5: 4. The governing body of a political Subdivision oflhisstaff- mayadoptrules relating tothereporhng of gifts made to its respective members or their immediate lamily members and employees of the political subdivision of this state or their immediate family members Such rules as adopted shall require public disclosure of the nature, amount, dale and donor of any gill made to one of those individuals having a value which exceeds fifteen dollars in any one occurrence. Where such rules are not adopted a local official or local employee shall make public disctusure by tiling a report with the County auditor of the county of that person's residence setting out the mMure, amount, date and donor of any gilt made to file person or 10 the person's immadiatn family ,nrrrnhr:rs which exceeds fifteen dollars in value in any mm. occurrenrn. The serrelary of state shell davulop if standard form for public disclosure of gifts in compliance with Mm; subsmction whichshall I,u nv;uhihh:aI every county auditor's office without cost. 5. A person who does not make public disclosure of 91115 ;c; roquued by Mre rule.; adapted or executive order issued pursuant to this chapter or who does riot rnakp, public disclosure 'I,. required by this chapter shall be guilty of a serous misdemeanor. PART OF SECTION 8: 688.5 GIFTS SOLICITED OR ACCEPTED. An olhcral. employee, local official, focal empttryn!;• member of the general assembly, candidate, or lagislaove employee shall not, directly or indirectly, solicit, accept, or receive any gift having a value of f:;I-/ dollars or more in any one occurrence. A person shall not, directly or indirectly, offer or make any suC!, gilt to an official, employee, local official, local employee, member of the, general assembly, candidate or legislative employee which has a value m excess of fifty dollars In any one occurrence. MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES �yya "LOC.ALEMPLO,'t: SiAN.'AnU tUnla I'"PERSON'S IMMEDIATE FAMILY MEMBER. DEPORT FOR 13- - :.IONTH OF mployee in accordance ,an H.F. 687, (This report shall be tiled with the county 1950 Se�ssionecounty of bY the 15thrday of the month esidence of the esGllo•r.!ny3the emonth nywh which gist is recial reived!)eSEE REVERSE SIDE OF THIS FORM, section ],subsection 4, Acts of the 68th GA, DATE I j -- AMOUNT (VALVE, I NAME OF DONOR MAILING ADDRESS OF DONOR RELATIONSHIP NATURE OF GIFT I OF GIFT I RECE ED RECIPIENT OF GIFT (IF APPLICABLE, I H I I I � 4 l � I I I ! � I I I COUNTY AUDITOR'S FILE STAMP • TYPE OR PRINT NAME, TITLE AND ADDRESS OF l certify that I have hereon reported every gilt having IN THIS SPACE PERSON FILING THIS REPORT. a value which exceeds SI5 in any one occurrence received by are or a member of my immediate family during the NAI.IE reporting period. (See definition of 'gilt" in section 6, HF 687. -:1 ADDRESS - jIGNAT URE OF LOCAL Ur F!C,AL OR El.IPLpY EE DATE This fo•m has been developed pursuant to the Pro- visions of HF 687, Acts of the 6811, GA. 1980 Sts• s -on by the Seoretaly Of Slate of Iowa I • MICROFILMED BY .JORM MICR+LAS CEDAR RAPIDS F DES MOINES 0 i i r City of Iowa City MEMORANDUM DATE: July 25, 1980 TO: City,Council FROM: Ci4)Manager RE: Industrial Revenue Bonds for Younkers Yesterday the City was notified that Younkers had initiated discussion with the City's bond counsel concerning the possibility of the City issuing industrial revenue bonds in the amount of $1.8 million for the leasehold improvements in Younkers new store in Iowa City. The bonds would finance fixtures, woodworking, flooring, ceiling fixtures and various electronic equipment. The bonds will be guaranteed by Equitable of Iowa. The appropriate documents will be prepared for presentation to the City Council on Monday, and Tuesday evening Mr. Stanley Krum of Younkers will be present at the Council meeting. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /11113 1 1 I I` 0 i i r City of Iowa City MEMORANDUM DATE: July 25, 1980 TO: City,Council FROM: Ci4)Manager RE: Industrial Revenue Bonds for Younkers Yesterday the City was notified that Younkers had initiated discussion with the City's bond counsel concerning the possibility of the City issuing industrial revenue bonds in the amount of $1.8 million for the leasehold improvements in Younkers new store in Iowa City. The bonds would finance fixtures, woodworking, flooring, ceiling fixtures and various electronic equipment. The bonds will be guaranteed by Equitable of Iowa. The appropriate documents will be prepared for presentation to the City Council on Monday, and Tuesday evening Mr. Stanley Krum of Younkers will be present at the Council meeting. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /11113 1 1 a j �1 City of Iowa City MEMORANDUM Date: July 23, 1980 To: Cit �ouncil From: Cit anager Re: Sewer Service Problem, Iowa Avenue Enclosed is a memorandum from the City Engineer concerning a sewer problem which has developed as a result of one of the Ralston Creek improvements. The engineering solution to reduce flooding has created another problem. While the siphon may be a viable engineering solution, in this situation, it is unworkable because of the location and the slope of the house services. The only satisfactory long-term solution, other than relocating the pipe to its original location, is the construction of a small lift station. The individual having the greatest difficulty is Harvey Miller. To protect his interest he has filed a lawsuit against the City. The City Manager has directed that the Engineering staff undertake the necessary corrections. tp/sp cc: Chuck Schmadeke MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS DES MOINES t j �1 City of Iowa City MEMORANDUM Date: July 23, 1980 To: Cit �ouncil From: Cit anager Re: Sewer Service Problem, Iowa Avenue Enclosed is a memorandum from the City Engineer concerning a sewer problem which has developed as a result of one of the Ralston Creek improvements. The engineering solution to reduce flooding has created another problem. While the siphon may be a viable engineering solution, in this situation, it is unworkable because of the location and the slope of the house services. The only satisfactory long-term solution, other than relocating the pipe to its original location, is the construction of a small lift station. The individual having the greatest difficulty is Harvey Miller. To protect his interest he has filed a lawsuit against the City. The City Manager has directed that the Engineering staff undertake the necessary corrections. tp/sp cc: Chuck Schmadeke MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS DES MOINES 0 City of Iowa City MEMORANDUM Date: July 14, 1980 To: Neal Berlin, City Manager J From: Chuck Schmadeke Re: Sewer Service Problem on Iowa Avenue The City, in an attempt to alleviate flooding along Ralston Creek, removed several obstructions which inhibited the flow of water in the main channel. This work was completed in 1977. One of the obstructions was a ten inch sanitary sewer line in Iowa Avenue between Lucas Street and Governor Street. This ten inch pipe was relocated under the creekbed by constructing a siphon. Three existing sanitary sewer house services near the syphon had to be modified during construction and each has experienced flowage problems since'that time because of the high water level near the siphon. The Engineering Division recommends re-laying a portion of each service to provide adequate 'slope and installing a small lift station, storage capacity of 300 gallons,in the median of Iowa Avenue on the east side of Ralston Creek. The cost of installing the lift station plus related work will be approximately $5,000. The Engineering Division will proceed with this work upon authorization to do so. bdwl/12 I 1 1� 1 1 E MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I 0 �l July 24, 1980 Mr. Thomas H. Wegman Things, Things & Things 130 S. Clinton Street Iowa City, Iowa 52240 Dear Tom: Thank you for your recent letter concerning Clinton Street. Some discussion had been given to the possibility of opening Clinton Street one way for a short period of time while construction progressed. That idea was rejected. As soon as the contractor completes most of the sidewalk construction on your side of the street, we plan to open Clinton Street for two-way traffic. However, it must be recognized that even then there will be a great deal of congestion and delay resulting from completion of the shopping mall, the installation of trees and shrubs and other associated construction. All of the contractors are cooperating to minimize any such difficulties and are completing construction as expeditiously as possible. If I can be of further assistance to you in this matter, please do not hesitate to contact me. Sincerely yours, Neal G. Berlin City Manager tp/sp cc: City Council MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES R I. 0 �l July 24, 1980 Mr. Thomas H. Wegman Things, Things & Things 130 S. Clinton Street Iowa City, Iowa 52240 Dear Tom: Thank you for your recent letter concerning Clinton Street. Some discussion had been given to the possibility of opening Clinton Street one way for a short period of time while construction progressed. That idea was rejected. As soon as the contractor completes most of the sidewalk construction on your side of the street, we plan to open Clinton Street for two-way traffic. However, it must be recognized that even then there will be a great deal of congestion and delay resulting from completion of the shopping mall, the installation of trees and shrubs and other associated construction. All of the contractors are cooperating to minimize any such difficulties and are completing construction as expeditiously as possible. If I can be of further assistance to you in this matter, please do not hesitate to contact me. Sincerely yours, Neal G. Berlin City Manager tp/sp cc: City Council MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES R -:CEIVED JUL 2 3 1980 July 17, 19F0 ' Dear Nto--L. k I am writing to you concerning Clinton Street between y Washington and Burlington coupled to the realities of t business downtown. During January and Febuary our sales ! were above our 1979 figures. Clinton Street was closed on March first. From that date our sales have been below our 1979 figures. March, April, May, June and into July our sales were down. Now I hear the City is thinking of only opening Clinton Street one way because the construction firms want to use part of this street as a construction zone. That ie a, very non-productive use of a primary business street. Our Area Development Committee met with the City Council to ask that you design Clinton Street as a four lane road for people to come back downtown. I urge you not to curtail the use of this street for any purpose. I do not understand any city official doing anything to reduce access to the downtown t businesses during this recession. with the many obstacles we have downtown and our reduced snles we need two way traffic on Clinton Street as soon as possible. y 4 n Sincel,y� Thomas H. wefmk ii C.l•M1/ C,xiutlL _ f i 9 f 1 Y y r i MICROFILMED BY JORM MICR+LAS CEDAR RAPIDS • DES 140INES July 23, 1980 Mr. Harold Donnelly, Chairman Johnson County Board of Supervisors Johnson County Courthouse Iowa City, Iowa 52240 Dear Harold: With the recent resignation of Don Schaefer, Johnson County SEATS Coordinator, an opportunity has arisen for the County to review its current elderly and handicapped transportation service and to give some thought to its future direction. As you know, the City of Iowa City currently contracts with the County for elderly and handicapped transportation services. This program, which started as an adjunct to the previously established County service, has over the past several years grown steadily to the extent that currently far more passengers are carried within Iowa City than are served throughout the remainder of the County. Recent federal legislation has mandated that the City provide a greatly increased level of transit service to its handicapped residents. Also, it appears that the University of Iowa will be unable to meet all of the transportation needs of its handicapped population, and therefore may desire to rely more on the City's program for these services. The Johnson County Board of Supervisors' decision to defer hiring a permanent replacement for Don Schaefer provides an opportunity for the County, the City, the University, and other jurisdictions to consider how the SEATS program can best meet the needs of our elderly and handicapped citizens. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES l qy& I have asked Hugh Mose to work with the Transportation Planner, John Lundell, and County representatives to develop some alternatives for providing specialized elderly and handicapped transportation service within Johnson County. Within the next few months we expect to develop proposals for your consideration. If you have any questions, please give me or Hugh a call. Sincerely yours, Neal G. Berlin City Manager bj/sp cc: City Council Mayor Kattchee Hugh Mose John Lundell MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES City of Iowa C'y MEMORANDUM %%1 / l Date: July 17, 1980 70: Neal Berlin From: Dave Daley t1/L,-( Re: Bus Air Conditioning Iv This is a good time for you to have asked about bus air conditioning. Gary Embree was on vacation last week and I took over for him in monitoring work on the buses and in particular progress on air conditioning. At the start of the week of July 7 there were ten units operating out of a possible 17. In order to keep from losing ground during the week, I began bringing buses over to the service building to work off as many of the less involved jobs as possible. During the past week and a half, we have repaired 11 units and we still have only ten operational. Of the other seven units, three are down for compressor failure (one in the shop), two for parts ordered from Flxible, and two are in the shop being worked on. In addition to the air conditioning work in progress in the transit shop, we have a bus non -operational for front brake pulsation, one non- operational for transmission failure and one having the shifting mechanism repaired. Additionally, we have a bus which is overdue for semi-annual safety and preventive maintenance inspection. During the summer of 1978, my first year here, we rarely had more than seven or eight operational air conditioners. In an effort to improve that performance, I got the transit shop started very early last year (the last week in April) putting the units into operation and undertook an extensive system reconditioning at a cost of about $30,000 for the 12 old 1971 buses. We were very successful with it and were able to keep about 14 air conditioners in service throughout the summer. This year we were not able to start with the air conditioning program until the first week in June because we had two buses down for engine replacement at the end of "tripper" season during which we only have three spare buses. This caused us to get seriously behind on annual and semi- annual inspections which are a key element of the safety program. Rightly or wrongly, I decided that these inspections had to be caught up as a first priority. Besides the late start the only other complicating factor has been our lack of parts support for the systems on our three Flxible buses. We do have the major fast moving components, but we do not have an inventory of minor hoses and valves like we do for our older GM buses. Flxible parts responsiveness is notoriously terrible and it has already caused us to be down for the last month with two of these units. As you know, our bus fleet is older, runs more average miles, and rarrie,, more passengers than any fleet in this area. We have developer) a system over the past two and a half years to insure that we can put safe equipmr!rll, on the street. This system demands that repair work be undertaken according to the following priority system: IT V7 MICROFILMED BY JORM MIC R�LAB CEDAR RAPIDS • DES MOINES 1 First Priority: Any safety related defect. Second Priity: Repairs needed to put an operational bus on every route with oorne spare in the barn. Third Priority: Keeping current our daily, biweekly, four week, six month and 12 month inspections. Fourth Priority: Certain higher priority elective repairs (air conditioning). Fifth Priority: Minor repairs. At the first of our recently instituted driver committee meetings, one of the drivers asked me if "another mechanic" wouldn't make the difference in keeping air conditioners operational. 'This suggestion, while.an obvious solution, ignores the method that our city uses to allocate personnel assets. In a year when we have reduced staff in even our public protection departments, I don't think that we should even allow discussion of adding personnel as long as I can keep priorities one through three in good shape. One of the first painful lessons I learned in equipment management was to be very careful about making promises regarding the future condition of mechanical equipment. We obviously hope to return the fleet to the kind of air conditioning dependability that we experienced last year and to do so within the next two weeks. That all depends, however, on the number of in-service failures that occur and the number of higher priority repairs that must be undertaken. I have done everything reasonably possible to expedite air conditioner repair except short -cutting the priority system, and I couldn't live with myself professionally if I did that. I am personally involved to the extent of keeping myself updated on job status three to four times daily and assisting the shop foreman in scheduling work. My primary planning thrust must still be, however, that day this fall when I have to again start supplying 16 buses a day. Any short -cutting now will have a disastrous effect then. bdw4/1-3 cc: Hugh Mose Rosemary Vitosh MICROFILMED DY .J ORM MIC R(IiLAO CEDAR RAPIDS • DES MOINES ^ r� City of Iowa C1.i MEMORANDUM Date: July 14, 1980 To: Honorable Mayor and City Council From: James Brachtel, Traffic Engineer Re: Signalization of Church Street/Dubuque Street The FY81 budget provides for the installation of signalization at the intersection of Church Street/Dubuque Street. At this time design is underway for this signalization. Upon completion of design, equipment specifications will be prepared and distributed to various suppliers and bids will be received for required material. It is anticipated that construction will commence in the spring of calendar year,1981. Construction and installation and turn on should be complete by June 30, 1981. If you have any questions or comments regarding this matter, please don't hesitate to contact me. bdwl/6 MICROFILMED BY . JORM MICR +LAB CEDAR RAPIDS • DES MOINES I We I City of Iowa Cit, MEMORANDUM - DAM July 23, 1980 T0: Honorable Mayor and Members of the City Council FROM: Roger Scholten, Assistant City Attorney If: Woodfield's Appeal of the State Liquor Control Board Decision i On June 25, 1980 Ambrose- Loveti ns ky, Inc. filed its petition for judicial review of the decision of the Iowa Liquor Control Hearing jBoard upholding your suspension of Woodfield's liquor license. On I the same day Judge Horan issued an order staying the balance of the i suspension pending judicial review. Woodfield's petition appro- priately named the Iowa Beer and liquor Control Department as the respondent in the appeal. Attached is a copy of the letter from the Department indicating that it will not defend the action since it considers the City as the real party in interest in this matter. However, since the City is not an actual party to the appeal it will be necessary for the City to intervene into the case to defend the suspension. I am prepared to so defend, but I wanted to inform you of the situation. Unless I am directed otherwise I will proceed with the intervention. If you have any questions regarding this matter, please contact me. iRKS/ej I I 0 1 NO MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES I LIOUOR CONTROL COUNCIL MEMBERS DON BELL BENNETT GORDON GLEN FOBES DEAN L. FREDERICKSON ANDREA VAN BEEK nl HON. ROBERT D. RAY, GOVERNOR IOWA BEER & LIQUOR CONTROL DEPARTMENT STATE OFFICE BUILDING 300 FOURTH STREET DES MOINES, IOWA 50319 LICENSING DIVISION 515.281.5181 July 10, 1980 Roger Scholten Asst. City Attorney City Hall 410 E. Washington Street Iowa City, Iowa 52240 Dear Mr. Scholten: ROLLANDA GALLAGHER DIRECTOR GEORGE PRICE DEPUTY DIRECTOR i RECEIVED J U L 1 41980 LEGAL DEPARTMENT Re: Liquor License LC -10479 This department, on July 3, 1980, received licensee's petition for Judicial Review filed in Johnson District Court on June 25, 1980. Although we are named respondent on this petition, we do not feel that we are a real party in interest, and we believe that the City of Iowa City is the other real party in interest, in addition to licensee. Thus, this department will not file an answer or appearance in this lawsuit and will not appear to defend it. Any pleadings or appearances should be filed by the City of Iowa City. Our department will, however, submit the record to the court as required by section 17A.19, subsection 6, of the Iowa Code. very truly yours, twin, William R. Armstrong Licensing Supervisor WRA:mb Enc. cc: J. Patrick White Attorney at Law 330 South Clinton Street Iowa City, Iowa 52240 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES lsfy9 City of Iowa Cid MEMORANDUM Date: July 24, 1980 To: City Council From: Rosemary Vitosh, Director of Finance r -V Re: Parking Ramp Security During the second half of the six month contract with Kelly Security, the only vandalism reported was the disappearance of six fire extinguishers. The time of the theft has been identified as during the day between 10:00 a.m. and 3:00 p.m. Kelly Security is not on duty during those hours. No incidents have been reported or identified as occurring during the hours Kelly Security is providing security in the ramp. They are continuing to provide daily patrol reports and making daily cash receipt deposits in the bank night depository. Police Chief Harvey Miller reports that his officers have had few problems with the security guards. The second parking ramp is to be completed this November and it will be desirable at that time to have both ramps covered under a single contract for security guard service. Plans are for the City to bid out security service in September, 1980, for a contract starting November 1, 1980,.for both ramps. In the meantime, Kelly Security has agreed to an, extension of their contract through October 31, 1980. Our legal staff has approved handling this extension by means of a letter from the City (signed by Neal Berlin) requesting such an extension and this is acceptable to Kelly Security. Unless Council directs otherwise, staff will proceed with the preparation of the extension letter. bdw/sp MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES W90 I e I I i I! 1 City of Iowa Cid MEMORANDUM Date: July 24, 1980 To: City Council From: Rosemary Vitosh, Director of Finance r -V Re: Parking Ramp Security During the second half of the six month contract with Kelly Security, the only vandalism reported was the disappearance of six fire extinguishers. The time of the theft has been identified as during the day between 10:00 a.m. and 3:00 p.m. Kelly Security is not on duty during those hours. No incidents have been reported or identified as occurring during the hours Kelly Security is providing security in the ramp. They are continuing to provide daily patrol reports and making daily cash receipt deposits in the bank night depository. Police Chief Harvey Miller reports that his officers have had few problems with the security guards. The second parking ramp is to be completed this November and it will be desirable at that time to have both ramps covered under a single contract for security guard service. Plans are for the City to bid out security service in September, 1980, for a contract starting November 1, 1980,.for both ramps. In the meantime, Kelly Security has agreed to an, extension of their contract through October 31, 1980. Our legal staff has approved handling this extension by means of a letter from the City (signed by Neal Berlin) requesting such an extension and this is acceptable to Kelly Security. Unless Council directs otherwise, staff will proceed with the preparation of the extension letter. bdw/sp MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES W90 CITY OF CIVIC CENTER 410 E. WASHINGTON ST. i I I July 23, 1980 Neal Berlin City Manager City of Iowa City 410 E. Washington Iowa City, Iowa 52240 Dear Mr. Berlin: IOWA CITY IOWA CITY IOWA 52240 (319) 354.1800 This letter is intended to give a general update on the actions of the Iowa City Housing Code Task Force and to indicate to you our target date for completion of recommendations to the Housing Commission concerning a revised housing code. As you know, the Task Force has been meeting on a weekly basis since March 19, 1980 and the following are specific actions which the Task Force has agreed upon in order to make recommendations to the Council and Commission to meet new state law requirements under House File 2536. The HUD "Housing Quality Standards" appear to be the model (code) that will be recommended for adoption in order to meet state mandate not only because these standards will allow for greater "home rule" freedom for the City but they will also allow the City to adopt enforcement procedures and basic housing standards which will be enforceable in a reasonable manner and alleviate, to the highest degree, the potential liability on the part of the City. The Task Force has also agreed that there should be provisions in the Housing Code that shall apply to owner -occupied single- and multi -family dwellings in order that the City may retain the necessary tools of enforcement to deal effectively with those property owners that allow their dwellings and real property to become neglected and deteriorated in such a condition that they are eyesores and nuisances to the neighborhoods of the city. To this date, the Task Force has reviewed the "basic standards" and "owners' responsibilities" sections of the present code and, although no specific decisions have been made concerning "enforcement procedures," these provisions have also been reviewed and there appears to be a great deal of agreement between the Task Force members as to how the Housing Code should be enforced. The target date for our recommendations to be given to the Housing Commission is September 1, 1980 and, if necessary, I will be calling additional meetings of the Task Force during the month of August in order to meet this deadline. The Task Force members have committed considerable time and energy in their work thus far, and I anticipate their continued devotion to the completion of the task at hand. MICROFILMED BY JORM MICR�LAB 11111 RAPIDS • DES MOINES Neal Berlin July 23, 1980 Page 2 Two subjects of discussion that should, perhaps, be noted at this time to allow for Councilmembers' consideration are the storm window requirement and the problem of snow removal as it pertains to multiple dwellings and rooming houses. The Task Force will be recommending to the Housing Commission and the City Council that the storm window requirement be removed from the Housing Code and, if it is seen to be a necessary requirement, to place this provision in an energy code. Discussion of Task Force members has indicated that there are other provisions of the Housing Code which will protect the inhabitants of structures if, for some reason, minimum temperature standards are not being met. Further, by requiring storm windows on all residences, we may be requiring individuals to spend money in a specific way rather than allowing for perhaps a more effective method of alteration in order to maintain comfortable standards within. The problem of snow removal in the winter, especially concerning parking lots and sidewalks of multiple dwellings and rooming houses, appears to be a problem that could better be handled on a complaint basis using provisions of the Snow Ordinance. The Task Force will be recommending that this problem not be dealt with in the Housing Code revision. I, along with the other Task Force members, would like to thank you for the opportunity to attend the 1eague-sponsored housing code workshop on July 17th as those of us who attended felt that it was a very worthwhile and informative workshop. I am positive that the information that we received there will assist us in meeting our obligations to our community. Sincerely, dx M. Diane Klaus, Chairwoman Housing Commission, Task Force bdw3/5-7 cc: Michael Kucharzak, Director of Housing & Inspection Services Terry Steinbach, Senior Housing Inspector Linda Woito, Assistant City Attorney MICROFILMED BY JORM MICR+LAEI CEDAR RAPIDS • DES MOINES q51 CITY OF IOWA CITY CIVIC (FNIFR 410 F WAST IINGFON ST. July 25, 1980 P r Hawaiian Midwest Management Corp d/b/a Lakeside Partners c/o Mr. Joe Edner 333 Buchner Place, Suite 225 f La Crosse, Wisconsin 54601 Re: Lakeside Apartments Dear Mr. Edner and Mr. Cullivan: IOWA CITY IOWA 52240 (319) ,354 1801) Hawaiian Midwest Management Corp. d/b/a Lakeside Partners c/o Mr. Dan Cullivan 2401 Highway 6 East Iowa City, Iowa 52240 This letter is intended to inform you of the procedures which the City of Iowa City will be pursuing in order to achieve compliance with the Iowa City Housing Code. This correspondence and all other actions of the City shall be included in the property file, which is public record, located at the Civic Center, 410 E. Washington, Iowa City, Iowa. Since, after a reinspection of the air conditioning facilities at the above listed property on July 24, 1980 by Senior Housing Inspector Terry Steinbach, it was determined that the Emergency Order issued by the City concerning said air conditioning systems has not been complied with, the following procedure will be implemented by the City in order to determine those dwelling units which shall be made eligible for rent escrow. Attached, please find a checklist which shall be used by Iowa City Housing Inspectors in determining which units at Lakeside Apartments are not in compliance with the Housing Code and which are eligible for the rent escrow program. Inspections of all occupied dwelling units located at Lakeside shall be conducted in as timely a manner as possible and, again, all files shall be properly documented. Rent escrow eligibility is a provision in the Housing Code which allows Lhe tenant to pay rent into an escrow account to be disbursed to make corrections within that tenant's dwelling unit and other public areas if necessary. IOWA CITY HOUSING OCCUPANCY AND MAINTENANCE CODE Under the provisions of the aforesaid Code, tenants may, if they desire, establish and pay rent into an escrow account instead of paying it to the landlord. Instructions for establishing an escrow account are available at the Housing Inspection Office in the Civic Center. Tenants may not apply later than thirty (30) days after the Notice of Eligibility or a final determination by the Housing Appeals Board. This letter is not a Notice of Eligibility. A Notice of Eligibility letter may be issued ata later date following a complete inspection of the complex. MICROFILMED BY . JORM MICR+LA6 CEDAR RAPIDS • DES MOINES Lakeside Partners C/o Mr. Joe Edner/Mr. Dan Cullivan July 25, 1980 Page 2 NOTE: Rent payment must continue! If tenants do not pay the entire rent due within the proper time, the landlord may have grounds to evict. r Tenants are otherwise protected against retaliatory eviction as prescribed by Chapter 17-13. RETALIATORY CONDUCT PROHIBITED (a) Retaliatory conduct defined. Retaliatory conduct is an increase in rent or other fees, a decrease in services, a termination or threat of termination of a rental agreement, the bringing or the threat of bringing an action for possession which is the result of the tenant doing any one of the following: 1. The tenants has complained to a governmental agency charged with responsibility for enforcement of a safety or health code of a violation applicable to the premises materially affecting health and safety; or 2. The tenant has complained to the owner or operator of such a violation; or 3. The tenant has organized or become a member of a tenant's union or similar organization; or i 4. The tenant has pursued legal remedies. Landlord and tenants will be notified when rent escrow payments must be discontinued because violations of the property have been corrected. The Department of Housing and Inspection Services has no responsibility for the collection of rent. If all corrections are not completed within six (6) months, unencumbered money in the escrow account will be returned to the tenants by the escrow agent. ILandlord may appeal within ten (10) days of receipt of the Notice of Eligibliity for Rent Escrow. CHAPTER 17-3.(a) Appeals. Any person affected by any written order of a Housing Code violation, order suspending a housing permit, notice of intent to placard Eor notice of eligiblity for a rent escrow program may appeal to the Housing Appeals Board in accordance with the procedures of the Iowa City Administrative Procedures Ordinance. If the Board sustains or modifies such notice, it must be deemed to be an order and the owner, operator or occupant, as the case may require, shall comply with all provisions of,such order within a reasonable period of time. MICROFILMED BY .JORM MICR+LAS CEDAR RAPIDS • DES MOINES i 0 Lakeside Partners c/o Mr. Joe Edner/Mr. Dan Cullivan July 25, 1980 Page 3 Currently, the City does recognize that a good faith effort is being made by the management of Lakeside Apartments to restore the air conditioning service to the tenants, however no additional extension shall be granted in order to comply with the Emergency Order issued to Lakeside Apartments on July 16, 1980. The continued cooperation of the management of Lakeside Apartments is hereby requested in order to assist the City in gathering accurate information during the upcoming inspections. As always, if there are any questions concerning this correspondence, please do not hesitate to contact me at 354-1800, extension 345. Sincerely, Terry Steinbach Senior Housing Inspector cc: Members of City Council Members of Iowa City Housing Commission bj/sp MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES ! vie;? , I 0 Lakeside Partners c/o Mr. Joe Edner/Mr. Dan Cullivan July 25, 1980 Page 3 Currently, the City does recognize that a good faith effort is being made by the management of Lakeside Apartments to restore the air conditioning service to the tenants, however no additional extension shall be granted in order to comply with the Emergency Order issued to Lakeside Apartments on July 16, 1980. The continued cooperation of the management of Lakeside Apartments is hereby requested in order to assist the City in gathering accurate information during the upcoming inspections. As always, if there are any questions concerning this correspondence, please do not hesitate to contact me at 354-1800, extension 345. Sincerely, Terry Steinbach Senior Housing Inspector cc: Members of City Council Members of Iowa City Housing Commission bj/sp MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES ! vie;? INSPECTION CHECKLIST - LAKESIDE APARTMENTS This list shall be used by Iowa City housing inspectors in order to gather specific information concerning inhabited dwelling units at Lakeside Apartments. This list is intended to be used on a "one time" basis in order that accurate records may be maintained for the property file regarding specific conditions which affect specific dwelling units located at 2401 Highway 6 East, Iowa City, Iowa. This list will be used to determine eligibility for rent escrow on a unit -by -unit system and it will be the Housing Inspector's responsibility to conduct this inspection using all information already located in the property file as a basis for rent escrow eligibility. Inspector's Name Dwelling Unit N Date Tenant's Name Operational(Yes) Not Operational(No) Air conditioning: Fan Proper thermostat operation — Obvious chilled air — Thermostat properly mounted Water leaks — OTHER VIOLATIONS Inspector, please indicate below outstanding violations of the Housing Code in which time for correction has expired and, in your opinion, a good faith effort has not been made to make the necessary corrections, TENANT COMMENTS: MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES CITY OF IOWA CITY CIVIC CENTER 410 E. WASHINGTON ST. IOWA CITY IOWA 52240 (319) 354.180D PRESS RELEASE July 24, 1980 The Iowa City Human Rights Commission would like to inform all handicapped residents and organizations that the Englert Theatre has been made accessible to accommodate wheelchairs. Mr. Tom Ramstad, manager of the Englert Theatre, indicated that up to six wheelchairs can be accommodated although four wheelchairs would fit more comfortably. Since the time the Englert Theatre has been made accessible, Mr. Ramstad said there have been several wheelchair bound patrons. The Englert Theatre voluntarily agreed to make the accommodations so that wheelchair-bound individuals could also patronize the theatre. The Commission appreciates the Englert Theatre's interest in accommodating handicapped patrons and taking efforts to meet this need. MICROFILMED BY .JORM MICRf�LAB CEDAR RAPIDS - DES MOINES r City Of IOWA CI_j MEMORANDUM DATE: July 21, 1480 TO: City Cougc..i, \ FROM: Doug Boothrol RE: Private Streets in Lyn Den Heights Subdivision For your information, during the most recent Parade of Homes, the substandard condition of the streets in Lyn Den Heights was brought to the attention of the Staff. The pictures below show various views of those streets. If the Rural Design Standards are to be waived they should not be to existing county standards but to an acceptable intermediate standard. /yas,,e 141CROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES 1401NES R IOWA DE .ITMENT OF TRANSPORTATION Iowa City Construetio Dole 7/08/80 ReL No. 200 I f:_::�:'•.'�i� .irk "t i 193G-. Closing of the Iowa City Resident Construction Office on ° January 31, 1981. As discussed with you a few days ago we will close the Iowa City. RCE office on Jan. 31, 1981. 'This is the expiration date of the .: current lease. ••1 Your entire operation will have their headquarters at the Cedar 0 Rapids RCE office as of Feb. 1, 1981. office was constructed :,This to accommodate ' o i as made after c ref consideration'of the u - his deci:en tainty ofuture highway projects'in:.the`Iowa :City'.area: ;•With this tainty 'it •`is .oui'opiiii6n those ;future projects can'be adely and efficiently se=ved;fromrCedar.;Rapider%.:. .: i ;; ` ""`•:;:_`••i' ` If. 'on havaa conve Y, Y .. �.t•a.:• .•:: employee's . ;. We would meet. with your .employees .if they..so request.': '-::' • ; :( I's we fully''dntend:to'assist'them 'in any. way. possible tp affect', the change in:their headquarters assignment:=ii;, we the employees of the D.O.T., Iowa City Construction Office would appreciate what ever help you could give us in trying to reverse the decision to close our office. As we feel this is a poor decision in 1b view of the future road construction in this area and it is a extreme hardship on us and our familys. Thank You DDPICyess of the Iowa City Construction Office MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I V r Ii I I 0 I� Johnson, county regional planning commission i '•- _J 22 south dubucrue street. io m cry. Iowa 52240 (319 3556 Herbert N .brtlan oc�m�w„ ) Bem/HOkpnsOrl E.en,TeDaxb July 22, 1980 / MEMO Iv TO: Hugh Mose FROM: John Lundell D RE: UMTA Section 5 Maintenance of Effort Requirements After a phone conversation with Beverly Norman of the UMTA Region VII office in Kansas City, it appears that Iowa City is in fairly good position for the maintenance of effort (MOE) requirements. State operating assistance from IDOT is counted as local match for Section S. In other words, Section 5 funds will cover half the operating deficit with matching state and local monies comprising the other half. However, Iowa City can expect its state operating assistance to decrease by approximately 50% when the area becomes eligible for Section 5. Federal Revenue Sharing funds do not fall under the MOE requirements if they are clearly distinguishable in the transit budget. In other words, when the area becomes eligible for Section 5 assistance, Iowa City will be allowed to reduce their local contribution which is from revenue sharing funds. However, revenue sharing can still be used for a portion of the local match. Using round figures an example is: Assuming: $1.4 million $600,000 $800,000 Currently: $200,000 $600,000 $800,000 operating expenses farebox revenue deficit IDOT operating assistance Local (primarily revenue sharing funds) With Section $400,000 Section 5 operating assistance 5 Funds: $100,000 IDOT operating assistance $300,000 Local *(revenue sharing, general fund, etc.) $800,000 *Non -revenue sharing funds (i.e. general fund) may not decrease from the previous year due to the MOE requirement. Again, it appears that the MOE requirements will not place much of a burden on local funds used to operate Iowa City Transit. If you have any questions, feel free to give me a call. Thank you. cc: Neal Berlin ✓ MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES i 9 8 i MINUTES IOWA CITY HOUSING CODE TASK FORCE JULY 2, 1980 MEMBERS PRESENT: Rachel Dennis, Goldene Haendel, Norman Bailey, Dan Cross, Bobbie Farrell, Margaret Nowysz, Diane Klaus, Mark Hamer, Jim Barfuss MEMBERS ABSENT: None. STAFF PRESENT: Terry Steinbach, Michael Kucharzak OTHERS PRESENT: Melody Myers I. Meeting to order at 7:25 P.M. II. Tentative poll: The adopted Code shall apply to all residential structures with specific requirements determined according to use. III. Tentative poll: The HUD "housing quality standards" should be recommended to Council for adoption. IV. Nowysz suggestion: A "response form" should be included with the notice Of violation which could be filled-in and submitted to the Clerk for an appeal. V. Discussion: Rooming house definition, requirements of operator, effects of proposed Zoning Code amendments, and responsibility for control of occupancy and correction of Code violations. VI. Adjournment, 9:30 P.M. Prepared byz l lL Approved by: (//LGq� ✓.t.�i,C.� MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES 140INE5 MINUTES IOWA CITY HOUSING CODE TASK FORCE i JULY 9, 1980 MEMBERS PRESENT: Rachel Dennis, Norman Bailey, Dan Cross, Bobbie Farrell, Diane Klaus, Mark Hamer, Jim Barfuss. MEMBERS ABSENT: Margaret Nowysz, Goldene Haendel. STAFF PRESENT: Terry Steinbach. OTHERS PRESENT: Melodee Myers. I. Meeting to order 7:25 P.M. II. Action: Should the Iowa City Housing Code include provisions which shall apply to owner/occupied structures? Vote: 6 yes, 1 abstention. III. Action: Currently, which model code should be recommended for adoption to meet the state requirement? The housing quality standards promulgated by the Department of Housing and Urban Development were suggested as being recommended to Council in order to satisfy state mandate. Vote: 6 yes, 1 no. IV. Discussion of 17-5.(n) through the end of Chapter 17-5. V. Discussion of the population density and definition of "family" provisions as they relate to the new proposed zoning code. VI. Adjournment, 8:50. Prepared by =— , Approved by MICROFILMED BY .JORM MICR �LAB CEDAR RAPIDS •DES M0111, 1 MINUTES IOWA CITY HOUSING CODE TASK FORCE JULY 16, 1980 MEMBERS PRESENT: Rachel Dennis, Goldene Haendel, Norman Bailey, Dan Cross, Bobbie Farrell, Diane Klaus, Mark Hamer, Jim Barfuss MEMBERS ABSENT: Margaret Nowysz STAFF PRESENT: Terry Steinbach OTHERS PRESENT: Melodee Myers I. Meeting to order, 7:20 P.M. I II. A proposed draft of Chapter 17-6 and 17-7 was submitted by Bobbie Farrell. III. Discussion of 17-6(e) through 17-6(m); "Responsibilities of Owners". IV. Chapter 17-6(e) - Lead base paint procedures and provisions will be researched for further discussion at next meeting. V. Adjournment, 9:15 P.M. Prepared by:--T— Approved by: MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS - DES MOINES I 0 MINUTES OF STAFF MEETING July 2, 1980 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion (copy attached). The City Manager advised that the first meeting of the Affirmative Action Task Force will be on July 8 at 10:00 A.M. There will be a slide presenta- tion. All department heads and supervisory employees are requested to view this slide presentation on July 8 at 2:00 P.M. The Chamber of Commerce, the University and the School System have also been invited. The Assistant City Manager advised that a memorandum regarding the pay plan for confidentials will be out today. Payroll change forms for union employees should be furnished to Finance as soon as possible. Change forms are not necessary for the cost -of -living increase for union employees. The process for interviewing applicants for the Human Relations Director position was discussed. The staff was asked if any were interested in being on the screening committee. Bette Meisel felt that representatives of the Affirma- tive Action Task Force should be on the committee. The City Manager advised that Sophie Zukrowski has resigned. A copy of an article about affirmative action from U.S. News and World Report was distributed to the staff. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Prepared by: / I: Lorraine Saeger i w •' 0 MINUTES OF STAFF MEETING July 2, 1980 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion (copy attached). The City Manager advised that the first meeting of the Affirmative Action Task Force will be on July 8 at 10:00 A.M. There will be a slide presenta- tion. All department heads and supervisory employees are requested to view this slide presentation on July 8 at 2:00 P.M. The Chamber of Commerce, the University and the School System have also been invited. The Assistant City Manager advised that a memorandum regarding the pay plan for confidentials will be out today. Payroll change forms for union employees should be furnished to Finance as soon as possible. Change forms are not necessary for the cost -of -living increase for union employees. The process for interviewing applicants for the Human Relations Director position was discussed. The staff was asked if any were interested in being on the screening committee. Bette Meisel felt that representatives of the Affirma- tive Action Task Force should be on the committee. The City Manager advised that Sophie Zukrowski has resigned. A copy of an article about affirmative action from U.S. News and World Report was distributed to the staff. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Prepared by: / I: Lorraine Saeger Informal Council Meeting DEPARTMENT REFERRALS June 30, 1980 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES SUBJECT DATE RECD REFERRED To DATE DUE Q w � F a COMMENTS/STATUS w W � City Engineer discuss with City Melrose Corridor 6-30 Public Wks Manager Manager cost comparisons for vs. inhouse engineering. Mpmn to Council, Traffic Engineer write memo to Council regarding island alternatins and signing. Consider: -t a of existiiig island. 2. Revuilding island minimally. 3. Various designs of larger island. City Engineer provide information to Council and Committee regarding feasibility and cost estimate of extending Bying on South to yr e. City Manager discuss with U of I land need for all proposed improve - Scott Boulevard Schedule 6-30 Public Wks Send copies to Keith Kafer and Marvin Hartwig. Reschedule July 10 meeting. Conflicts Regional Planning Steering Committee 6-30 Lorraine with Council Goal Setting Session. Discuss with Bruce Glasgow sewer First and Rochester Subdivision 6-30 P&PD for subdivision. Northside Lighting 6-30 Police Fleet with City Manager and CLASS regarding evaluation process and design. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES I Iiiformal Council Meeting June' 30, 1980 Page 2 DEPARTMENT REFERRALS MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES a H SUBJECT DATE RECD REFERRED To DATE DUE COMMENTS/STATUS 9 W Northside Lighting 6-30 Police Check with Public Works regarding implementation of project, installa- tion, etc. Priority on land acquisition. What) Scott Boulevard, Phase I 6-30 Legal is now and what needs to be acquired. Urban Renewal Block 64 6-30 P&PD Regarding closeout with HUD, what 1by is status of part of block owned City? Where do proceeds go 1when sold to deve oper. Undergrounding of service in CBD 6-30 H&IS 1. Encourage Iowa -Illinois to fund work to service point. 2. Reduce service to Osmundson's 3. City to fund other projects. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES a Regular Council Meeting Jul it 1 , 1980 DEPARTMENT REFERRALS MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES o Ui DATE REFERRED DATE a SUBJECT RECD TO DUE W COMMENTS/STATUS M W wCr Explore possibility of 4 -way stop Kirkwood & Gilbert Court 7-1 Public Wks until Gilbert & Highway 6 inter- section work is done. Re. Section 17-5-F-4. How many i Housing Code 7-1 HUS violation; necessity of enforcement;' alternative. Refer to Housing Code Church and Dubuque Signal 7-1 Public Wks When will it be installed? Marianne and Jim Brachtel meet Bike Routes 7-1 P&PD/ with bicyclists regarding a route Public Wks across town, east to west. Foster Road 7-1 P&PD Will be scheduled for 7-14-80 informal discussion. Landfill use 7-1 Public Wks Iowa County will use for approxi- mately one week. Prepare cards for Council regarding Executive Session 7-1 City Clerk language for executive session. Draft letter to IDOT for Mayor Ground Transportation Center 7-1 D&PD regarding rejection of GTC Study. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I i MINUTES OF STAFF MEETING July 9, 1980 Items for the agenda of July 15, 1980, include: Set public hearing to adopt 1979 Uniform Building Code Set public hearing to adopt 1979 Code for the Abatement of Dangerous Buildings Set public hearing to adopt 1979 Uniform Mechanical Code Set public hearing to adopt 1979 Uniform Plumbing Code I Resolution increasing fees for Police and Animal Control services First reading on ordinance vacating Friendly and Highland Second reading on HyVee request to vacate alley Public hearing on amendment to Zoning Ordinance regarding rooming houses (will recommend cancelling this hearing) Consider recommendation concerning Arbor hill Development, Phase 2, Part 1 Resolution concerning the annexation of the Waters property Consider recommendation from Planning and Zoning regarding Melrose Court Set public hearing for July 29 on undergrounding utilities using CDBG funds Public hearing on the vacation of Pickard Street Public hearing regarding Hills annexation Public hearing on G.O. Bonds Award contract on FY 81 Asphalt Program Award contract for concession stand at Mercer Park Resolution changing position in Parking System The Assistant City Manager briefly described a Community Service Program which he had been contacted about. This program would deal with people with criminal charges whose sentence, as deemed appropriate by the judge, is to perform a community service. It would basically be an agreement between the judicial district and the person. The staff was requested to let Mr. Helling know of any jobs available to accommodate a program of this type. It is proposed that the department head be contacted rather than have each case go through the City Manager's office.. Bette Meisel gave a brief rundown on the meeting of the Affirmative Action Task Force. The first meeting was held on Tuesday at which a slide presentation was viewed. It was decided to purchase this slide presentation to be used in train- ing programs on affirmative action. The meetings will be closed and will be held weekly. The group is very interested in doing something constructive. The Finance Director gave a brief summary of the plans for a mini -computer for the City. A Request for Proposal is being prepared, and it is anticipated that a decision will be made by mid or late September. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES The City Manager recalled that the City Council had approved a new telephone system. Installation will be in January 1981. Later this summer the Purchasing Division will be contacting each department to go over the phone needs. 11 granL of $37,000 has been received for cable television equipment. Drew Shaffer was requested to write a memorandum to the Council regarding this grant. Prepared by: / Lorraine Saeger MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES I i I i I r � The City Manager recalled that the City Council had approved a new telephone system. Installation will be in January 1981. Later this summer the Purchasing Division will be contacting each department to go over the phone needs. 11 granL of $37,000 has been received for cable television equipment. Drew Shaffer was requested to write a memorandum to the Council regarding this grant. Prepared by: / Lorraine Saeger MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES I i I i I Tth ,A A 1. 1 The City Manager recalled that the City Council had approved a new telephone system. Installation will be in January 1981. Later this summer the Purchasing Division will be contacting each department to go over the phone needs. 11 granL of $37,000 has been received for cable television equipment. Drew Shaffer was requested to write a memorandum to the Council regarding this grant. Prepared by: / Lorraine Saeger MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES 0 /1 MINUTES OF STAFF MEETING July 16, 1980 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion ( ropy attached). The problem of additional funding for programs and projects was briefly discussed. The staff was reminded that the annual reports for boards and commissions are due in the City Manager's office. The reports should be limited to three or four pages. The Police Chief advised that the personnel rules and regulations draft is in Word Processing for typing. Copies should be furnished to the department heads within the next week. Items for the agenda of July 29 include: Alberhasky public hearing Appointments to Board of Appeals and Mayor's Youth Employment Program The problem of cars and cabs driving on City Plaza was discussed. It was felt that when Clinton Street is reopened, driving on the Plaza should be more strictly prohibited. Bette Meisel gave a brief summary of the meeting of the Affirmative Action Task Force. A definition of affirmative action was agreed upon. Two people (Bette Meisel and Lolly Eggers) were appointed to the screening comaittee for the human relations director position. Arletta Orelup has replaced Jane Anderson on the Affirmative Action Task Force. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Prepared by: r 0 Lorraine Saeger ro I 0 /1 MINUTES OF STAFF MEETING July 16, 1980 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion ( ropy attached). The problem of additional funding for programs and projects was briefly discussed. The staff was reminded that the annual reports for boards and commissions are due in the City Manager's office. The reports should be limited to three or four pages. The Police Chief advised that the personnel rules and regulations draft is in Word Processing for typing. Copies should be furnished to the department heads within the next week. Items for the agenda of July 29 include: Alberhasky public hearing Appointments to Board of Appeals and Mayor's Youth Employment Program The problem of cars and cabs driving on City Plaza was discussed. It was felt that when Clinton Street is reopened, driving on the Plaza should be more strictly prohibited. Bette Meisel gave a brief summary of the meeting of the Affirmative Action Task Force. A definition of affirmative action was agreed upon. Two people (Bette Meisel and Lolly Eggers) were appointed to the screening comaittee for the human relations director position. Arletta Orelup has replaced Jane Anderson on the Affirmative Action Task Force. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Prepared by: r 0 Lorraine Saeger Informal -Council Meeting DEPARTMENT REFERRALS July 14, 1980 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES O UA SUBJECT DATE REFERRED DATE DUE COMMENTS/STATUS RECD To W Send Mrs. Crawford a copy of her Elderly Services 7-14 Senior Ctr letter and program information regarding services for elderly. Coordinator Supplemental SEATS Service 7-14 Public Wks Renew service through A Better Ca Company at FY 80 funding level of (Hugh Mose) $3,600. Waters Annexation 7-14 P&PD Prepare materials for annexation of minimum land to provide water service to residence. Refer issue of Committee. Report to Council regarding implica- Service Outside Corporate Limits 7-14 P&PD tions of providing water to customers outside city limits. Item for 7-29-80 agenda - setting Melrose Court 7-14 P&PD public hearing for opening Melros�, Court. Council approves general concept. Foster Road -14 P&PD Refer area study plat to P&Z. Provide cost estimate for what will be City's Informal Meetings 7-14 Information Staff attend only as required. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES MENT REFERRALS MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES o . REFERRED DATE To DUE 2 F W COMMENTS/STATUS Parks & Rec Council to review plans at informal session. Provide comparison data for other types of construction material. 11 coordination with Jaycees for fy ding assistance. P&PD Report to Council on disposition of IDOT funds; were these split into smaller amounts for distribution? l Public Wks Confer with Manager regarding design for Byington and additional ROW j for Melrose. f 3arks & Rec For Billie from Father Ho z ammer for handling of Lucas funeral. I 'finance For Nancy from Bernie Knight fol' her very cooperative effort. nformation Should be made only with sufficient prior information to Council and with approval Of City Manager. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Regular_ Council Meeting July 15, 1980 DEPARTMENT REFERRALS Ia MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES d O w DATE EWrED =RECF'DTO D COMMENTS/STATUSSUBJECT � � w Notify Ronald Burkett (351-4596) 7-15 P&PD what piece of property we have not Scott Boulevard yet acquired. Near 713 Normandy Drive, sidewapJ- tilts due to recent installation„_.; Faulty Sidewalk 7-15 Public Wks fire hydrant. Tom Gegenheimer Near 713 Normandy Drive, guide 7-15 CATV wires erected by Cable TV Company Low Wires Tom Gegenheimer Specialist too low over sidewalk in two locations. Notif CATV Company of problem and ask them to Check entire City. Report to Council on status of complaints, inquiries, problems, etc. CATV Easements 7-15 CATV S ecialist 11 1 Status report to Council on program, timetable for completion, etc. Housing Code Task Force 7-15 H&IS Council wishes Police Department to City High Vandalism 7-15 Police give this a high priority. vise Council When Census Bureau contacts us. Check into procedure 1980 Census 7-15 P&PD for additional amount if required to attain SMSA. Ia MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES d I -ur THE saver "U"ImUr c Have You Taken A Bus To Lunch Lately? Public transit is alive and well in Iowa City. Systems in other towns have not enjoyed the prosperity that exists in this community, though. What is the key to our success? Perhaps it is the high level of service the Iowa City system offers. Or, perhaps it is the design of the city itself. Many main streets that offer access to residential areas exist in the River City. The correct answer may be that folks in Iowa City simply know a good thing when they see one. The transit system of Iowa City can save a lot of money for its riders. According to the Iowa Department of Transportation, the average cost of operation for a private auto is 204-30Q per mile. Even if a worker only travels two miles to work, the average cost per day is around $1.00. Now, compare that to the $12 a month charge for Iowa City buses and that cost includes an unlimited number of trips. Iowa City buses save fuel, too! According to Hugh Mose, Transit Manager for Iowa City, buses transport more people per mile. Even though buses get relatively poor mileage, they save much more energy than if everyone drove alone. -MORE PAGE 2 - Energy Co --I rrogram, 410E. Washington, Nrwc CITY OF IOWA CITY 11 11 V 1 QQn NEW PUBLIC LIBRARY TO SAVE ENERGY The new Iowa City Public Library targeted toopen on May 1, 1981, has been designed to be as energy efficient as Possible, while still constrained by finances. The Library will comply with the Iowa Energy Code. The Energy Code is the three year old document designed to help building officials regulate buildings to be more energy efficient. The Public Library complies with the Code in areas such as the amounts of insulation in the roof, in this case about four inches. The Library will also use a great deal of natural light, both from regular windows and from skylights. - MORE PAGE 2 - National Energy News The Federal government and the Department of Energy officials have developed a national model Solar Code. The document, which is expected to remove some barriers in solar development, is largely concerned with the safety and; building restrictions of solar' energy. The Senate voted in late June transitto pour $billion o mass forthenextfive years. The bill would allow local governments more leeway in purchasing buses and I improving commuter rail , service. The bill's backers say it is necessary in order to Offset the uncertain supply of Middle East oil. Many local governments around the nation are turning to small scale hydroelectric power. The U.S. General Accounting Office says that hydropower can save hundreds of thousands of barrels of imported oil a day. The Department of Energy is now providing loans up to 90% of cost for studies to find out the feasibility of reopening old hydroelectric dams. ENERGY. We can't afford to waste it. Iowa City, Iowa 52240 I41CROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES (319) .i54-I8nn /ysy ENERGY SAVER news TRANSIT ........... Bus service in Iowa City works especially well for City employees. All of the bus routes serve the downtown area, stopping within three blocks of the Civic Center. There are also bus routes that service other City employment locations, such as the Service Building and the Water Plant. Transit maps and schedules are available free of charge at the following locations: Public Library, Bus Barn, Civic Center Lobby, and the Recreation Center. For additional information, please contact Transit Information at 351-6336. Avoid hot rod starts. "I'M SAVING GAS 1 BUY." 155 ON WMY GALLON OF "I'm doing row" simpic things to save gasoline—an" it's like getting it loo discount on every gallon! "Slowing down from 70 to a.) mph on the highway saves me (i¢ a gallon. Keeping my car tuned saves 40 it gallon. And Pm saving another nickel it gal- lon by using radial tires and keeping them correctly inflated." For a free booklet with more ways to save energy and money, write' Energy," Box 62, Oak Ridge, 'rN 37830. wo met e"W N wrl0 M. U.S. Department of Energy LIBRARY ...................... The building materials will be conserving energy as well. The walls will consist of concrete blocks with brick facings. Stone walls retain heat in the winter and keep the building cool in the summer. The Library windows will be made with insulating glass and thermally broken. This hi sns Thermally the windows ndows have two sealed panes of glass, not j mea hve ber betw sillsoutside and pieces,This stops bthe coldefromhconducting throughithewmetal frames to the inside. An energy conserving heating and cooling system will be installed in the Library as well. The heating system will have a natural gas fired boiler with panels throughout the building in which the hot water will radiate. The cooling system can be switched off and the building's fans will be able to draw in outside air when desired. Both of these measures will save a lot of fuel and money. Last year the designs for the Public Library went through a review session with the members of the Resources Conservation Commission. The members agreed that the plans had been well TheuLiYbrary was designed by Hansen Lt out anwere sensitive to itndeMeyer Meyer Iowa City.ds of City. MICROFILMED BY JORM MIC R�LAB CEDAR RAPIDS OES MOINES Page 2 Independence for Carlyle A $1.2 million grant from the Department of Energy is helping the town of Carlyle, Ill, declare its energy independence. The funds will allow the Carlyle Municipal Electric to transform an existing dam into an electric -generating source, eliminating the need to burn 500,000 gallons of diesel fuel annually. Two tubular turbines will be installed i n the walls of the existing dam at the southern tip of Carlyle Reservoir on the Kaskaskia River to supply 8,700 kilowatts to the city which uses approximately 7,000 kilowatts daily. The total cost is expected to be around $7.8 million, of which $1.2 million will be paid by the Department of Energy. The town is planning to sell revenue bonds and seek outside funding for the remainder of the cost. The project will begin in December, 1981 and be completed by early 1984. The dam itself is only 13 years old, but did not include turbines to generate electricity because of economic reasons until the 1973-74 energy shortage. (Source: Department of Energy) NOTE The Energy Conservation office of Iowa City welcomes any , and all information, correspondence, or suggestions concerning the ENERGY SAVER NEWS. Please send them to the address listed on the first page. Thank -you. A i f, I � :I.- � I l i�� fir, "-, • PURCHASING MANUAL POLICIES AND PROCEDURES CITY OF IOWA CITY `IICK)fl L"FD ifY JO RM MIC ROL A B FniAu RAPJrY, . urs ruupirs / jl(d m t City of Iowa City MEMORANDUM Date: July 24, 1980 To: City Council I From: Rosemary Vitosh, Director of Finance r V Re: Central Procurement & Services Division (Purchasing Division) In reply to questions raised during the FY81 budget session concerning the effectiveness and efficiency of the Purchasing Division, the enclosed description, entitled "Purchasing Justification", details the Division's approach toward central purchasing and central services. The information is being provided to you so that you may have a thorough understanding of the Purchasing Division. The Division's effectiveness lies in the fact that a well -organized purchasing office can be expected to save the City as much as 15% of what it would pay for the same items uder a decentralized system. Competitive bidding is a cost savings to the City and needs to be strongly encouraged rather than discouraged by the removal of a central purchasing office. The Division's efficiency has improved over the past few years; going from trying to handle the majority of all purchases for all divisions with little proficiency to the setting of guidelines and procedures of which two (2) members of a direct purchasing staff can coordinate and what individual divisions should purchase on their own. Enclosed is a summary of the objectives of the Purchasing Division and the activities of each staff member as they relate to the purchasing and central services functions. As a part of the FY81 division goals and objectives, a quarterly reporting system has been established and is included with this report for FY80. A revised Purchasing Manual is also provided for your review and approval. The new manual provides detailed procedures and guidelines, which have not been offered before, for departments to follow in making purchases. These procedures will make it possible to provide uniformity for all departments and to maintain greater accounting control over expenditures. Effective July 1, 1980, the State Legislature passed a bill approving an increase in the estimated cost of a proposed public improvement, from $10,000 to $25,000, of which a city must hold a RELjS hearing, advertise and receive sealed bids. This change has been incorporated into the new purchasing manual. Cathy Eisenhofer, Purchasing Agent, will be available to discuss any questions you may have in regard to the Purchasing Justification and Manual. We encourage approval of the Purchasing Manual in order for implementation to be effective September 1, 1980. tp4/11 .1 I 1fli0 I I MICROFILMED DY JORM MICR�LA 3 CEDAR 1AP105 • OES MOINES n r-� MICROFILMED BY . JORM MICR LAB CEDAR RAPIDS • DES MOINES i r a l n � I 1 1 1 I 1 1 1 1 ' MICROFILMED BY . JORM MICR LAB CEDAR RAPIDS • DES MOINES I _ PURCHASING DIVISION As A Function ACTIVITY: The objective of a Purchasing Division, indeed the objective of any governmental department, centers upon economy and efficiency. The Purchasing Division objectives are to obtain supplies, equipment, and services as economical as possible which are best suited and energy efficient to the specific needs of the operating division; and also in a sufficient supply so as to avoid any interruption in the delivery of services to the public. BENEFITS: A centralized approach is more economical than a decentralized one. It has been estimated that a well -organized central purchasing office can be expected to save a government as much as 15% of what it would pay for the same _ items under a decentralized system. A number of factors contribute to these savings: 1. Simplification and standardization. This reduces the variety of articles j purchased, with resultant reduction in inventories. All departments which .J use similar articles must agree to identical specifications and standards of quality. These specifications should, of course, permit purchase of 71 standard manufactured items rather than require special design or construction. 2. Lower bids through volume purchases. Purchases for all departments may be 7 combined in a single order. Also, while a program of simplification and - standardization reduces the variety of articles which must be purchased, it I usually increases the amount needed in each category. Larger -volume Purchases also tend to attract more bidders and more competitive bidding. It is not necessary to tie up funds or warehouse space in order to enjoy he advantages of large -volume purchasing. By employing what are kno known i blanket contracts, commodities can be delivered at contract prices and paid for as they are required over a stipulated period. _ 3. Assurance of quality. When definite specifications are adopted, ambiguities in bidding and confusion in comparing bids are eliminated. Definite specifications also provide the basis for inspection and testing programs which make certain that the specified quantities and qualities are I delivered. 4. Elimination of unnecessary purchases. Because the purchasing agent has a ^ knowledge of existing inventories, he/she can anticipate needs, and is often authorized to transfer items from a department which does not need them to one which has requisitioned them. This also helps reduce the number of "emergency" purchases and excess paperwork. 5. More suitable and serviceable items. These can often be obtained because _ of the purchasing staff's greater knowledge of products and sources. Also, full-time and experienced purchasing staff can study the market and obtain bids when the market is most favorable to the purchaser. f 16. Closer control. Centralized authority makes it possible to maintain closer accounting control over expenditures. A city purchasing agent, for MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 2 example, is able to work in close cooperation with the finance officers who can certify that funds are available before a purchase order is issued. 7. Control of salvage. A central purchasing agent is in the best position to transfer or sell obsolete equipment and salvage, recovering the highest possible price while reducing losses from pilferage or "squirreling away" of products for future needs which seldom materialize. 8. Elimination of favoritism and "buck passino". There is much less — likelihood of graft under centralized authority, since in all transactions the spotlight is on the purchasing department. Responsibility is pinpointed in an office with professional expertise. Experience has shown that a cohesive and integrated purchasing system, rather than one which is fragmented or diffused, will promote efficiency and economy and will best conserve the taxpayers monies. In this time of rising inflation — and rapid technology change, coupled with excessive regulations, purchasing managers are needed to spend governmental funds wisely. Education through _ national purchasing organizations is necessary. Keeping alert to changes in — business trends, purchaing techniques, and laws and regulations will assist in maintaining a position of respect. Constructive interpersonal and inter- departmental communications coupled with a mutual respect for the other position will breed solidarity of common purpose. i FORMAL REGULATIONS: The City of Iowa City Council adopted a Centralized Purchasing Division in 1974 with the intent of establishing a sound purchasing program, namely, that it has honest, competent people who are well organized in the areas of procurement practices, applicable laws, financial requisites, and budgetary and administrative control requirements. The City Council adopted a ,w Purchasing Manual at that time which perscribed the general procedures that were !; to be followed with regulations somewhat broad in scope, contrasting with more detailed administrative procedures. j As the purchasing profession has P 9 P gained recognition on a national level, I'I regulations are changing. The American Bar Association is drafting a "model" procurement code at the state and local level which when adopted by each state, will be modified to meet each state's unique needs and circumstances. The code's purposes and policies will include simplification, clarification, and modernization of the laws governing procurement, increase public confidence in the procedures followed in public procurement, and the provisional safeguards for the maintenance of a procurement system of quality and integrity. Purchasing, within the next five (5) years will be a subject of the Iowa Legislature with the State adopting one of three (3) alternative methods: mandatory application of all the Model Procurement Code, mandatory application of some sections, or local discretion to adopt any or all of the Code. The Purchasing Division of the City of Iowa City has and will continue to base its policies and procedures to meet the direction of the Model Procurement Code and 1 standards established by national purchasing organizations. A revised City of Iowa City purchasing manual accompanies this information and follows basic guidelines of the Model Procurement Code. ii „ MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 3 /V(06 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES PURCHASING AGENT'S ACTIVITIES Supervision — ACTIVITY: Coordinates the purchasing of supplies, equipment, small construction and services; the central services of print shop, telephone (switchboard), central supply room, and mail operations; and the hiring of qualified staff to accomplish the above. The Central Procurement and Services _ Division is comprised of four (4) full-time and two (2) part-time employees; _ Purchasing Agent, Buyer, Duplication Machine Operator, Senior Clerk -Typist, and Switchboard Operators. (Senior Clerk -Typist position to be decreased to 20 — hours July 1, 1980). I I BENEFITS: Coordination of a staff that works effectively with thirty (30) divisions to accomplish a variety of central services. Each employee has designated job functions, resulting in semi -specialized individuals able to ti assist departments in their needs. The job functions that the Purchasing Division handles are: Building Rentals Coffee Room r Communications Equipment & Maintenance Contracts " Equipment Maintenance System Fixed Asset Records Forms Management i Mail Services Maintenance Contracts Materials Management/Surplus Microfilming — Office Furniture/Equipment/Machines Office Supply Room Printing - Copiers/Print Shop/Outside Printing Tornado Warning Siren System — The City Purchasing Division operates what is considered a "voluntary purchasing" system rather than a complete "centralized purchasing" system. A centralized purchasing system makes all purchases for the various departments of a government body. Centralized purchasing has proven to be a cost efficient _ system, but does require a substantially larger staff. Under "voluntary purchasing", departments obtain such standardized items as office supplies, furniture, office machines and motor vehicles through the Purchasing Division — while making their own purchases of items specialized to their own needs. The Equipment Division purchases vehicle parts, the Recreation Center purchases pool supplies, Planning and Engineering purchase drafting supplies and the — Animal Shelter purchases pet foods. /V(06 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 4 Budget Preparation/Budget Monitoring ACTIVITY: Prepares a budget for the Central Procurement and Services Division, worksheets for other departments to utilize during budget preparation and monitors Capital Outlay Expenditures for all divisions during the appropriate fiscal year. BENEFITS: Preparation and assistance for other departments, preparation of budgets allows for consistent cost figures and the appropriate percentage increases City wide, especially during inflationary times. Purchasing provides annual lists detailing projected costs of equipment and services for the proposed budget year. Through cost records and research of trends, realistic figures of actual FY81 costs were added into the budget. Contacts with Iowa/Illinois Gas and Electric, Northwestern Bell, and gasoline suppliers revealed that the initial proposed 10% increases over last year's budget would not be adequate with actual increases ranging from 10-70%. The Purchasing Agent reviews the proposed budget in the areas relating to Central Services and Capital Outlay items. Where departments were underbudgeted, realistic figures were recommended and more important, where departments were overbudgeted, recommendations for cutbacks were made. One department alone was cut back $60,000 based on prior year purchases and replacement schedules. Requests for purchases are checked with the approved Capital Outlay list and where approved, the bid process followed for purchase and where discrepancies arise a request for budget revision or amendment prepared. Procedures are followed whereby a request for purchasing not approved in the initial budget has to have the signature of the Purchasing Agent, Budget Administrator and Finance Director before the item/service can be purchased. In the past, without proper authority, leases changed into purchases, departments reallocated funds at will for items unbudgeted, and items over $5,000 were not purchased by competitive bid. The following example points out the importance of budget monitoring by the Purchasing Division and divisions following the bid process. At the end of FY79, the Police Department requested the use of unexpended funds for the purchase of sidearm replacements. The Department needed 50 weapons and holsters but would only have funds available to buy 50 weapons based upon a telephone quotation they received from a Des Moines firm. ($11,000 for weapons and holsters - $7,500 for weapons alone). Upon the request of the Purchasing Agent, an officer did obtain additional quotations from other firms and the Police were able to purchase 50 weapons and holsters, within the available unexpended funds, for $7900. Contracts, Commodities and Services ACTIVITY: Competitive sealed bidding is the preferred method of contracting with criteria for evaluating bids on the basis of quality, workmanship, and lifecycle cost factors being utilized. Specifications are written to encourage the widest price and product competition with preference for commercially -available items. BENEFIT: In government as well as private industry, the fundamental purchasing objective is to obtain quality goods and services at minimum costs. Unlike Private industry, however, public purchasing has the added responsibility of protecting the interests of the taxpayers and must, therefore, continually function in an environment of public scrutiny. This requirement is intended to MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 5 secure some value, guard against favoritism and profiteering at public expense, and to safeguard the interests of the seller by providing equal opportunities to compete for government business. From an economic standpoint, competition in public purchasing is an almost indispensable means for improving the quality of commodity purchases, encouraging innovation among suppliers, energy efficient products, increasing the government's latitude of choice and assuring reasonableness of cost. Two (2) bus shelters were purchased in December 1978, with vendor "A" bidding $1,630 each and Vendor "B" $1,814 each. In July 1979, seven (7) equivalent shelters were purchased with Vendor "B" bidding $1,598 each and Vendor "A" $1,830 each. Competitive bidding is good for the City and encourages competition among vendors (nine (9) shelters purchased for a total savings of $1,992 over next low bid). Bid List: The Purchasing Division is establishing a bid list of interested vendors to draw upon as requests for bids become available. Computer labels were generated from previous commodities purchased from vendors and a request to fill out a bidder's application form made. In the future, vendors will contact the Purchasing Division and place on file pertinent information and items they are interested in bidding. Qualified vendors will be assured of a chance to bid on City requirements if they have contacted the Purchasing Office. Bid Solicitation: For all levels of purchases, the effective purchaser also seeks out competition to the extent practical. If this is not the practice, then it is obvious that the primary emphasis is on expediency at the expense of good purchasing practices. In the competitive acquisition of supplies and services, the Purchasing Division uses three basic methods: 1. Formal competitive bidding - $5,001 and above - specifications and sealed bids required. 2. Informal competitive quotations - $2,501-$5,000 - written quotations. 3. Competitive negotiations - up to $2,500 - written quotations preferred. Minimum of three telephone quotations will be accepted. Specifications must be open, non-restrictive and fair representation of the requirements of the City. The Purchasing Division assures that specifications contain essential requirements relating directly to the aspect of quality level and suitability of a product for the intended use. Either over -specifying or under -specifying is wasteful. Items purchased should be able to perform as necessary and be as durable as needed, but they should not have any unessential frills or status features. When brand names are used in a specification, they are used merely as a minimum level of quality and not as a preference. A boiler plate (basic bid requirements of the City of Iowa City) is made available to all vendors with the invitation -for -bid package. Awarding of the bid is based upon not only the net cost to the City, but the comparison of products or services offered with those requested by the specifications. The City uniform contract was renewed January, 1980, with the addition of City towel service being bid for the first time. The estimated annual contract for uniforms/towel service for calendar year 1980 is $31,500 with the next low bid MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES MOINES 100 6 costing out at $44,837 - a savings of $13,548 to the City over the next low bid. One service company for fifteen (15) divisions is convenient for departments and reduces paper work for accounting. Purchasing acts as a liaison for major problems between departments and the vendor, assuming contract performance for the two-year period, and one local contact works well for the departments as well as the vendor. Legal Requirements ACTIVITY: Understanding of legal principals governing the routine purchasing transactions. BENEFITS: Since a purchasing agent cannot seek advice from legal experts for each and every transaction he/she enters into, he/she must be able to understand the basic legal requirements for each transaction and to know when to seek legal advice. Purchasing provides centralized responsibility where bids and contracts are negotiated, meeting adequate requirements for EEOC, public advertising, insurance, bidding and performance bonds. In this time of inflation, increased responsibility lies with the Purchasing Division to assure qualified vendors for job performance. Major contracts are reviewed by the Legal Department for final form and content. Complex federal standards need to be adhered to and it is through the cooperation of the Purchasing Division and many departments that funds are spent properly meeting all necessary requirements. It is important that federal, state and local procedures are compatible, thereby decreasing management problems. Equipment Maintenance System (EMS) ACTIVITY: Provide coordination between the Equipment Division and the City's data processing service on an equipment maintenance system, that compiles statistical and cost information on individual pieces of equipment providing reports in various formats. BENEFITS: A computerized equipment maintenance information system was designed in 1976 by the Finance Department to provide accurate internal accounting data as well as information on which sound management decisions can be made. The Purchasing Division has since been placed in charge of coordination and maintenance of the EMS program and spends approximately 40 hours monthly working with the Equipment Superintendent and the computer service so that accurate information is inputted to obtain output in a usable and easily understood format. The annual expenditures by the City for the acquisition, operation and maintenance of equipment is a major portion of each year's budget. The need for and value of an equipment maintenance system which is widely recognized and sufficient, timely, relevant and reliable information is essential for sound decision making in any area including equipment management. Decisions concerning equipment procurement, utilization, maintenance and replacement have significant impacts upon City expenditures. These decisions can be greatly improved through the analysis of costs and performance data, operating rates, downtime, frequency of repair data, and similar indicators which can be produced by the equipment maintenance system. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES r, Microfilm 7 ACTIVITY: Provide coordination between departments and the City microfilm service for establishing and maintaining a microfilming program. BENEFITS: The Purchasing Division in 1978 established a microfilming program whereby a service bureau was contracted for the filming of documents. Departments, over a period of time, will be able to establish a permanent record system whereby necessary records will not be lost. The initial goals for the micrographics program were not only to relieve the space problem but to provide a system that would have retrievable qualities superior to paper, be at a reasonable cost, produce a record of archival quality, and provide a security copy. Versatile readers and reader -printers were purchased to handle the various formats of microfilm (roll, jacket and fiche). The City is currently microfilming in the following departments: City Clerk, Finance, Housing and Inspection Services, Library, Personnel and Public Works. The Purchasing 4_1 Division establishes an annual contract of filming rates and coordinates with departments and the service bureau initiating of a program to best meet their i needs. Methods of filming, film format and storage media is set up keeping in mind a City wide program - annual filming is scheduled by each department. Housing and Inspection Services in FY79 filmed approximately 100,000 permanent records which have required approximately 46 drawers of file space. An annual volume of 10 file drawers is necessary for the keeping of permanent Housing and Inspection Services records but by microfilming, additional file cabinet space will not be necessary. Space requirements being what they are in the Civic Center, the use of microfilm has benefitted not only in storage of records with a decrease of file cabinet space but has also established an efficient retrieval method for housing and building inspectors 'to utilize. Microfilm has allowed a copy of records to be kept off premises at the Library for security purposes, occupying only one file cabinet of Library space. Auction ACTIVITY: Provide coordination for an annual auction and periodic sale of excess property. BENEFITS: The first annual City auction was held in 1979 for the sale of used and unnecessary equipment City-wide. In the past disposal of surplus items has been accomplished by the Purchasing Agent obtaining sealed bids, or equipment being traded; and other items taken to the landfill or put in a corner due to lack of anyting better to do. These practices did not allow broad public participation or necessarily always the best price. The 1979 auction resulted in everything being sold from a plastic flower to an urban renewal modular building. $20,619 of revenue was receipted back into the departments following expenses and allowed departments a means to get rid of many years of excess items. Public and City Department response to the auction was very favorable MICROFILMED BY DORM MICR�LAB CEDAR RAPIDS • DES MOINES The Purchasing Division purchase of equipment. does not stop with the initiating of a Currently a procedures manual is being program and designed to provide standards that need to be met by each department so that an acceptable quality of microfilm can be produced. National Micrographics Association r Standards are being used as guidelines for engineering/drafting standards and recommended original copy quality. Housing and Inspection Services in FY79 filmed approximately 100,000 permanent records which have required approximately 46 drawers of file space. An annual volume of 10 file drawers is necessary for the keeping of permanent Housing and Inspection Services records but by microfilming, additional file cabinet space will not be necessary. Space requirements being what they are in the Civic Center, the use of microfilm has benefitted not only in storage of records with a decrease of file cabinet space but has also established an efficient retrieval method for housing and building inspectors 'to utilize. Microfilm has allowed a copy of records to be kept off premises at the Library for security purposes, occupying only one file cabinet of Library space. Auction ACTIVITY: Provide coordination for an annual auction and periodic sale of excess property. BENEFITS: The first annual City auction was held in 1979 for the sale of used and unnecessary equipment City-wide. In the past disposal of surplus items has been accomplished by the Purchasing Agent obtaining sealed bids, or equipment being traded; and other items taken to the landfill or put in a corner due to lack of anyting better to do. These practices did not allow broad public participation or necessarily always the best price. The 1979 auction resulted in everything being sold from a plastic flower to an urban renewal modular building. $20,619 of revenue was receipted back into the departments following expenses and allowed departments a means to get rid of many years of excess items. Public and City Department response to the auction was very favorable MICROFILMED BY DORM MICR�LAB CEDAR RAPIDS • DES MOINES r- i Housing and Inspection Services in FY79 filmed approximately 100,000 permanent records which have required approximately 46 drawers of file space. An annual volume of 10 file drawers is necessary for the keeping of permanent Housing and Inspection Services records but by microfilming, additional file cabinet space will not be necessary. Space requirements being what they are in the Civic Center, the use of microfilm has benefitted not only in storage of records with a decrease of file cabinet space but has also established an efficient retrieval method for housing and building inspectors 'to utilize. Microfilm has allowed a copy of records to be kept off premises at the Library for security purposes, occupying only one file cabinet of Library space. Auction ACTIVITY: Provide coordination for an annual auction and periodic sale of excess property. BENEFITS: The first annual City auction was held in 1979 for the sale of used and unnecessary equipment City-wide. In the past disposal of surplus items has been accomplished by the Purchasing Agent obtaining sealed bids, or equipment being traded; and other items taken to the landfill or put in a corner due to lack of anyting better to do. These practices did not allow broad public participation or necessarily always the best price. The 1979 auction resulted in everything being sold from a plastic flower to an urban renewal modular building. $20,619 of revenue was receipted back into the departments following expenses and allowed departments a means to get rid of many years of excess items. Public and City Department response to the auction was very favorable MICROFILMED BY DORM MICR�LAB CEDAR RAPIDS • DES MOINES 8 and a second auction is scheduled for the fall of 1980 consisting of mainly vehicles and equipment. wl Purchasing keeps a list during the year of excess equipment which is available to needy divisions. Once a year a list is compiled and circulated to divisions. j Divisions can obtain items, when justified, but hoarding of junk is not allowed. .y Police confiscated items are screened and approved by legal for disposal. Purchasing contracts for an auctioneer and a final list is advertised for sale. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS - DES MOINES D BUYER'S ACTIVITIES Outside Printin ACTIVITY: Coordinate all outside printing (except majority of graphic artist's _ work and Engineering/PPD map work.) Includes checking/revising forms, bidding, ordering, proofing and following up on orders; approving invoices; recordkeeping. BENEFITS: Working effectively with printers requires knowledge of forms, layout, and printing practices, as well as ability to write specifications. Having one person work as a liaison between printers and City departments has helped create a good working relationship to get quality printing done in the most efficient and economical manner. (Several years ago, one local printer complained about having to deal with numerous employees from the City who were not familiar with printing, and requested that one knowledgeable person handle the City's printing orders.) A new recordkeeping system established a year ago has helped in reordering printing by having previous order information and J samples readily available. The time required for bidding and ordering has been cut drastically, allowing the Buyer more time for other activities. ;I If departments were allowed to purchase their own outside printing, there would be many problems. Lack of competitive bidding would result in much higher cost overall. Out of over $24,300 worth of printing (approximately 90 items) last year, total savings (over the low bid) ranged from $3,024 to $9,946, or 12 to 41 percent. The Buyer's records show that it is not always cheaper to reorder from the same printer, as is commonly assumed. (Example: A local printer had been - printing the City's monthly bus passes; 22.5m ordered from that printer in August, 1978, cost $19.78/m. By bidding the amount instead of simply reordering, Purchasing obtained the March, 1979, order of 15m for $12.33/m, a savings of $7.45/m.) Before Purchasing was able to coordinate all outside printing orders, the Police Department routinely took their work to one local printer without checking other vendors. This practice does not encourage competitive bid pricing, and also causes animosity among other printers. (Example: In 1978, the Police Department ordered 2.5m police accident report forms at $134/m. The same form was bid in November, 1979, and awarded to the same printer at $95/m on a 3m form order, (a $39/m savings, one year later). Lack of knowledge in the printing field would result in poor specifications and in misunderstandings between the printer and person ordering. (Example: In February, 1979, a local vendor printed 500 copies of a City map at the wrong scale because instructions from the Engineering Department were not clearly spelled out in writing. The Purchasing Division managed to get the map rerun at no cost, but the incident is still an irritation to the printer.) Basic guidelines, from the Purchasing Division, for obtaining quotes and required job performance are available to divisions who handle their own specialized printing. Greater expense might also be incurred by departments ordering outside something that could have been printed in-house; by ordering more expensive paper, ink, techniques, etc., than is really necessary; by having to redo printing because of errors or oversights on the part of the person ordering; by ordering too - small quantities and missing price breaks on larger orders (when storage space MICROFILMED BY JORM MICR#LA6 CEDAR RAPIDS • DES MOINES 10 is available and/or usage fairly high); or by ordering too -large quantities which would take up storage space needlessly, become obsolete, and end up being wasted. By having all outside printing go through Purchasing, the division is able to set up rules and regulations for bidding and certain standards for printing quality. The Purchasing Division is also able to follow up orders by checking invoices to be sure that freight is not charged on orders that were bid F.O.B. Iowa City, to be sure that the City is not otherwise billed incorrectly. Routine checking of printing invoices has shown that some printers do add on freight or set-up charges that should have been included in the purchase order price. Some printers bill for quantities different than delivered. (Example: One vendor shipped 5,000 traffic envelopes less than were ordered, and also added freight onto the two invoices. Because the Buyer checked the invoices and contacted the vendor to get them corrected, an additional, unwarranted cost of over $200 was avoided.) In recent years, the Purchasing Division has added Iowa State Industries (Anamosa) and several Cedar Rapids area printing companies to its bid lists. This practice has made bidding more competitive and has saved the City a considerable amount of money. In 1979 (excluding orders which local vendors could not supply), out-of-town printing totaled $5514. The lowest bid from an Iowa City vendor for each of these out-of-town orders totaled $7275 - a difference of $1761 or 32% more than the out-of-town low bid. Purchase/Maintenance of Office and Communications Equipment ACTIVITY: Purchase/lease and obtain service for office and communications equipment. "Recycle" used equipment within the City. Includes furniture, typewriters, calculators, copiers, telephone system, two-way radio equipment, and miscellaneous equipment. BENEFITS: Knowledge of equipment and availability is necessary to obtain maintain equipment efficiently and economically. Purchasing through special government pricing, State of Iowa contracts, etc., has proven to be more economical than purchasing exclusively from local vendors at a straight 10 or 15 percent discount, or from "discount" catalogs. FURNITURE The State of Iowa contract on furniture gives a large discount on quality (Steelcase, All -Steel) furniture, if ordered to ship directly from the factory. In FY80, the Purchasing Division obtained an agreement with a local vendor to purchase the bulk of the FY80 budgeted office furniture through his supply store, with discounts on Steelcase, Hon, and Burroughs equipment equal to State contract discounts. This arrangement has cut down costs of ordering (no long distance phone calls), kept business local, and has made it much more efficient to handle problems, such as freight damage. Furniture ordered in June, 1979, for FY80, cost a total of $2,640; list price on that furniture totalled $4,338. Discounts ranging from 25 percent to 43.5 percent totalled $1,698 savings. Straight 10 or 15 percent discounts would have been only $434 to $651. In addition, freight charges totalled only $48 because orders were grouped whenever possible to meet minimum weight requirements for free freight from the factory. (Freight usually averages about seven percent of the purchase price, so the MICROFILMED BY JORM MICR¢LAB CEDAR RAPIDS • DES MOINES F3 ri _ Ir 1'l 11 total freight on this order could have been $185 instead of $48.) Furniture orders after the initial FY80 order totalled $2,386 (through January, 1980). List price was approximately $3,389, with discounts of 10 percent to 43.5 Percent, Couldhaveobeentotal ashigh as $111 approximately l 0 f Freight The freight savings would not have been impossible if departments ordered their own furniture at different times, from different vendors, etc. It is likely that many departments would not order factory direct but would order from in -stock items, not necessarily the best quality or most economical. Also, the Purchasing Division has attempted to standardize office furniture to e. several basic styles, thus eliminating the "status symbol" effect of furnitur (Example: One division head wanted to buy a posh looking highback executive swivel chair he saw in a local store. However, the chair was more expensive and cheaper quality than the chairs on the City's Standard Purchasing List, and did not match any other City furniture. The Purchasing Division convinced him to order a conventional chair from the Standard Purchasing List which cost less, will wear longer, and fits in with other City furniture.) TYPEWRITERS W! The Purchasing Division keeps a record of the City's typewriters and screens all („ some cases, Purchasing has transferred typewriters from one area to requests for additional typewriters according to the department's needs. In another r• instead of purchasing new ones. Approximately five typewriters were transferred I in this manner in the past year. Only one has been traded in during the past two ' years. Trade-in values are minimal and typewriters are not traded in unless they are beyond reasonable repair. (Example: An IBM typewriter was transferred from Accounting to the Cemetery, when the motor went out on the old Cemetery typewriter. A newer typewriter which belonged to urban renewal but wasn't _ particularly needed was transferred to Accounting, which needed a good I" anothertis based onr with a dtrade-ingvalue;ransfer of funshowe however, there iso no actualucostutoertto he jj City. When it is necessary to purchase a new typewriter, the Buyer checks the i - condition of the typewriter being replaced; it is usually transferred within the department. (Example: Police Records has been upgrading their typewriters hgradually year to ethree avebeen Passedon downthelinecto Patrol which frequenTheir tly used typewriters, but does not require the same quality or usage that Records has.) In purchasing - new t I u ypewriters, the Purchasing Division takes advantage of State contract prices, and attempts to standardize typewriters (standard keyboard, large carriage size, dual pitch, correction ke more versatile for transferring later on tofeatures other d par men swhiche orediteriter visions.) Keeping the different kinds of typewriters to a minimum makes it easier to stock es typewritements occasbonallybons and also rather. thana plurchaselatlarge variety of elementsto borrow each 'for tnne tYPewriter. The Purchasing Division makes all calls for service on typewriters, all the typewriters are on service contracts. since not Having repair calls go through Purchasing helps cut down on unnecessary repair calls since the Buyer checks if the problem may be caused by faulty ribbon, improper operation, etc. Since Ir� MICROFILM711A118S JORM MICEDAR RAr10S • 12 there is currently a flat rate of $47 per hour (one hour minimum per call) plus travel on typewriters not on service agreement, the Buyer checks the records to see what other non -service agreement typewriters may also need repair or cleaning and share the cost of the service call. Keeping track of service calls enables the City to put a typewriter on service contract if it is having numerous calls or usage heavy enough to warrant it. (Example: Two typewriters in Police were put on a service contract last year to save money, because of frequent service calls.) Checking all typewriter service agreements has enabled the Purchasing Division to save the City money because IBM service agreements are frequently billed incorrectly (overlapping contract periods, duplicate invoices, etc.) In the past two years, Purchasing has attempted to put all typewriter service agreements on a July 1 renewal date (instead of the previously sporadic renewals). Benefits include less paperwork, fewer errors, and the cost being paid in the right fiscal year. (Example: Recent invoicing for service agreements on four newer typewriters had incorrect dates for the service after warranty periods. These errors resulted in the City being billed for three extra months on each typewriter, a total overbilling of $71.50, equivalent to the price of a 12 -month service agreement on one typewriter.) The Division is currently looking into the possibility of obtaining typewriter service agreements on 25 typewriters (excluding Word Processing Center equipment and Water Plant computer typewriters) from sources other than IBM. Tentative figures show a cost savings of $692 (35 percent less than IBM's $1,993) on 25 typewriters, based on projected July 1, 1980 prices. Purchasing is also trying out an alternative source that has a $28.50 per hour charge instead of IBM's $47 per hour on a "per call" basis. CALCULATORS Utilizing special government pricing, the Purchasing Division has been able to purchase Sharp calculators at approximately 20 percent off list price, with in - shop warranties from a vendor in Cedar Rapids. After -warranty service is also j available through this vendor, and has proven to be much less expensive than other vendors. (Example: A Sharp calculator can be cleaned for about $20. A Canon calculator purchased several years ago has to be shipped out to Des Moines and usually runs around $40; repairs have been less than satisfactory but there are no other nearby service centers. A recent local repair on two Olivetti calculators ran $30 to $50; $30 would compare with Sharp's $20.) The time required for repair on the Canons and Olivettis has been excessive compared with one to two-week turnaround on the Sharps. In addition, the Sharp dealer makes loaners available while other repair companies do not. The Purchasing Division encourages departments to view the cost of repair versus a new calculator, since there has been a continual decrease in price of new calculators in recent years. When purchase is necessary, the Purchasing Division recommends Sharp to save both time and money. (It should be noted that no other local vendors will give this discount or in -shop warranty on Sharps - which have been highly dependable machines. Also note that the Purchasing \ Division purchased the budgeted FY80 calculators all at one time, from one vendor, thus cutting down on the paperwork for Accounting.) MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 13 COPIERS Each year the Purchasing Division checks out alternative copiers and various financing methods (lease versus purchase; one-year versus two-year lease; etc.) _ There are many elements that have to be taken into consideration: features available, departmental needs, cost of paper/supplies as well as machine cost, relation to print shop and outside printing, past and projected usage, etc. Last year, Purchasing converted the existing one-year Xerox rental contract on two machines to a two-year contract which essentially covered 13 months (June 1, 1979 through June 30, 1980) at a projected savings of $390 over 13 months. Copier supplies and paper as well as paper for the print shop are a continuing problem because of sporadic availability/delivery and steadily increasing - prices. (Paper from one vendor increased 14 to 20 percent in one year, _ depending on size and color of paper.) Based on knowledge of products and suggestions from other printers, the Purchasing Division has been able to come up with some alternative paper sources. The City is presently purchasing several types of copier and print shop paper on one order, to make use of volume discounts and cut down on paperwork. Scheduled ordering generally decreases chances of shortages, but when paper deliveries have been long overdue (with unpredictable six to eight-week deliveries at times), Purchasing has been able to borrow paper from local printers. (Paper and copier supplies ordered in 1979 totalled about $9,500. Copier rental for 1979 usage was approximately $13,000.) Invoices from the various vendors involved in copier rental, paper and copier supplies have required careful monitoring by the Purchasing Division. There have been frequent errors on invoices which would not be evident to Accounting personnel who are not familiar with the orders and usage. TELEPHONE SYSTEM The Purchasing Division is responsible for the entire City of Iowa City telephone system. (Including all lines, equipment, change charges, and long distance costs for all City offices except the Public Library, total City telephone costs are running between $72,000 and $73,000 per year.) Any changes in telephone lines or equipment must be made by Purchasing, in order to consider the effect of one small change on the system as a whole, to eliminate unnecessary changes and costs, and to understand the technical language and limitations involved in telecommunications. In the past six months (August 1, 1979 through January 31, 1980), telephone changes have cost a total of $1,320 (or about $220 per month) for installation, and have resulted in an increase of _ $103 per month in line and equipment charges. These costs would be much higher if departments were allowed to make their own changes indiscriminately; Northwestern Bell order writing costs (which are now shared by grouping several changes into one order) would increase; and telephone record and accounting problems would be much worse than they are now. Working closely with the telephone company over the past year has enabled the Buyer to correct numerous errors on the phone company's customer record which is used for billing and identification, with an overall savings to the City. A — recent inventory done in conjunction with the City's telephone system study has resulted in a line -by-line review of the 40 -page telephone record; corrections in the record are expected to reduce monthly billing by an estimated $90 and the _ City will receive an adjustment check or credit for past billing errors of approximately $650. NCO MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES 14 The current telephone system study, necessitated by telephone equipment limitations/problems, as well as the need to look for some cost savings and _ better service to the public, has required many hours of the Buyer's time - as much as 30 to 35 hours some weeks. In carrying out the study, the Buyer has conducted interviews, compiled statistics and provided detailed analysis of current and projected costs, Northwestern Bell rate structure, WATS/FX/Special Billing Number long distance usage, accounting problems, switchboard traffic information, potential telephone systems (including Bell's competitors), and the NWB ESSX system proposal. Minor equipment, line, or operational problems (discussed this fall in interviews with division heads, clerical personnel responsible for phone coverage, and switchboard operators) have been alleviated wherever possible. Recently proposed restructured private line tariff, if passed, will increase the City's billing by $1,600 per month ($19,200 per year), thus making a change from the current PBX system to the proposed Northwestern Bell ESSX system seem the most cost effective solution. The proposed system change will require a great deal of time from the Purchasing Division in coordinating equipment, line, and listing changes for approximately 200 telephones. The Purchasing Division's .� involvement in all the details of the proposed telephone system change is essential to assure that the City gets the system set up as it actually requires - not under or over -designed, or set up merely at the discretion of the telephone company. TWO-WAY RADIO EQUIPMENT ^ A recent maintainance contract renewal for over $8,200 indicates that there is a need for the Purchasing Division to become more actively involved in the City's two-way radio equipment. Records were found to be inaccurate and inadequate; radios which were no longer being used and radios which couldn't be located were being billed and paid for on the service agreement. The Buyer spent a considerable amount of time in December trying to correct the billing, and has requested that the servicing company supply the City with a complete list of equipment and serial numbers when routine maintenance is done next fall. (The vehicle radio information is being added as part of the equipment maintenance system.) An accurate list of radio equipment is essential for service as well as proof of ownership in case of damage or loss. Miscellaneous Activities ACTIVITY: Maintain reference files on a wide variety of products and services. —' Assist other departments in obtaining sources and prices (and frequently procuring) non -routine products and services. Check invoices before payment is made. BENEFITS: When departments need products or services which are not routinely used or with which they are not familiar, the Purchasing Division can often offer assistance in how to obtain the product/service. When a product/service is needed by more than one department, the Purchasing Division helps coordinate the effort. (Examples: gloves, safety shoes, air tanks, carpeting, draperies,' padlocks, ice thawing compound, paper folding machine, lockers, etc.) As mentioned previously, the Buyer checks all invoices for printing, major office equipment, paper and copier supplies. In addition, when Accounting finds MICROFILMED BY JORM MICR�LAB CEOAA RARIDS DES MOINES I 15 a discrepancy in billing, Purchasing frequently contacts the department and vendor to straighten out the invoice. (Examples: unusually high freight charges, large difference between purchase order and invoice amount, duplicate billing, and so forth.) Even though other departments do much of their own purchasing, the Purchasing Division closely monitors all City purchases that are made. The Buyer routinely screens all purchase orders before they are typed, to check for accuracy as well as validity. This also enables the Purchasing Division to note if certain commodities are being ordered by various departments and may benefit from volume buying, or if the purchase could possibly take advantage of a State contract or other special pricing. In addition to the routine activities described above, the Buyer assists the Purchasing Agent and other departments in a variety of tasks. Special studies (such as the recent telephone system evaluation and a survey to determine departmental needs for an automatic paper folder) are also undertaken when time permits. MICROFILMED BY .JORM MIC R(�LAB CEDAR RAPIDS • DES MOINES 16 SENIOR CLERK TYPIST ACTIVITIES Office Supplies ACTIVITY: Purchase office supplies for all City departments. Includes ordering, receiving, stocking, inventory, and departmental charging of supplies. A supply room catalog is maintained for departments' reference and chargeback purposes. Also includes purchasing special non -stock office supplies upon request and purchasing and stocking of non -office supplies such as gloves, flags, batteries, recording tape, and photographic supplies. BENEFITS: The central supply system keeps commonly used office supplies readily available for departmental use, utilizing volume buying at decreased costs. This operation cuts down on time and paperwork needed for repetitive supply orders, provides quality control and current product information, maintenance of supply records and serves as a contact person for information of certain non - stock office supplies. If departments were to purchase their own office supplies, 30 different divisions would be ordering supplies or picking them up locally without adequate knowledge of products, costs and available vendors. There would be additional cost due to additional paperwork (purchase orders, invoices, etc.), more "emergency" buying and greater costs due to multiple small orders. Volume buying, utilizing the State of Iowa contracts and bidding through local vendors rather than spot buying has resulted in great cost reductions. Keeping track of vendors, brands, product changes, problems, availability, usage, supply costs, freight charges, etc., has enabled central supply to make the most cost effective office supply purchases. By volume buying through competitive pricing, central supply has been able to offer divisions a 29% discount over local discounted prices in most cases. An example of the benefits the City obtains from the State of Iowa contract for office supplies is: a pen Purchasing buys for $3.50 per dozen through the State contract would cost $8.25 per dozen locally. One-person contact with vendors establishes a working relationship which helps promote competitive pricing, aids in replacement of faulty merchandise, expedites orders, and provides a valuable source of product information. Fewer expensive name brand items are used without loss of service. As a service to departments, this position purchases non -stock office supplies or other items either by phone, mail, or shopping trips downtown once a week. All central supply orders are charged out to one account number and then charged back to division account numbers at the end of each month. Supply cards are available to departments so they are aware of exactly what type of supplies their division is using. The supply catalog is posted in the supply room with current prices. Accurate records of supply costs are essential for efficient reordering as well as accurate chargeback to departments. Common problems encountered in this position are erroneous prices, duplicate billing, and billings for items not received which, if not corrected and resolved, could cost the City unnecessary monies. The Senior Account Clerk checks all central supply invoices before payment is made, to verify the amounts and also note additional charges, such as freight or price increases. Office MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES r i L I F L N i on h _ IS r 19 ri 17 supply items can go up in price without notice. New catalogs can be out of date and phone order prices may not be honored by the time delivery is received. Mechanical pencils were ordered off the State Contract at $1.02/each and when received 30 days later cost $3.01 each. Monthly charges back to departments do not keep up with current costs if invoices are not checked closely. Noticeable savings are maintained through a Central Office Supply operation but accurate bookkeeping is required. Equipment Maintenance Reports ACTIVITY: Review all equipment maintenance work orders, fuel tickets, and forms for accuracy before going to keypunching. Reviewing, correcting and filing edits prior to final run of reports. BENEFITS: Accuracy is necessary when inputting equipment maintenance information so that reports may be obtained in a timely manner and information obtained is accurate for division charge back purposes. This position, by accurately reviewing equipment information, can eliminate unnecessary edits which cause delays in receiving reports and in getting the charge -back information into the monthly Finance Receipt and Expenditures reports. Mail ACTIVITY: Daily reponsibility for delivery of mail to Civic Center departments, adding postage to all outgoing mail, and delivery to the Iowa City Post Office. BENEFIT: The Purchasing Department budgets all postage for the City of Iowa City annually $30,000) excluding bulk mailings and departmentalized certified mailings. The Senior Clerk Typist is responsible for accurate postage being put on all mail and being aware of the rules and regulations that govern correct mail distribution. Inaccurate postage and lack of knowledge of postal size requirements result in return of mail, delay in delivery and can cost the City additional monies. For example, a total of 8,000 brochures was requested to be mailed out by bulk mailing on July 27, 1979. The brochures did not meet the new postal size requirements effective July 15, 1979 which would have resulted in a 74/piece surcharge. By mailing the brochures on July 13, 1979, the department saved $560.00. Miscellaneous Activities ACTIVITY: Computing monthly charges for copiers, supply room, as backup operator for the print shop operation, and keypunching landfill receipts on a monthly basis. BENEFITS: In an area where central services are supplied to many divisions, backup assistance needs to be provided during vacation and sick leave. Skills need to be learned so that service operations can be maintained at an uninterrupted level. Reports need to be generated so that accurate charges and efficiency levels may be maintained for the central services operation. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES IN The Senior Clerk Typist position in the division of Purchasing has always been a position of a versatile responsibility. This position has to be flexible enough to drop a daily routine and pick up daily printing in the print shop, and still get the mail out and to the post office on a daily basis. At the same time, the Senior Clerk Typist must make sure that all reports are charged out and recorded in time to be included in the receipts and expenditures monthly report. This position will be cut to 20 hours per week, July 1, 1980. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES I IN The Senior Clerk Typist position in the division of Purchasing has always been a position of a versatile responsibility. This position has to be flexible enough to drop a daily routine and pick up daily printing in the print shop, and still get the mail out and to the post office on a daily basis. At the same time, the Senior Clerk Typist must make sure that all reports are charged out and recorded in time to be included in the receipts and expenditures monthly report. This position will be cut to 20 hours per week, July 1, 1980. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES l 19 INSIDE PRINTING Print Shop ACTIVITY: Offset press and other equipment for reproduction of various typewritten and handwritten material where over ten (10) copies are required. BENEFITS: The print shop generates over 100,000 impressions a month which is reproduced as material such as bulletins, booklets, forms and Council agenda on equipment that does require a skilled operator, other services provided include binding, padding, collating, paper cutting and folding. The print shop operation is charged back on a cost -only basis for materials and supplies, thereby allowing departments inexpensive reproduction of materials in comparison to utilizing outside printing and convenience photocopy equipment. The print shop charges for a one-sided copy 1.5 cents in relation to a photocopy costing departments 5 cents. In most cases, printing is completed within 24 hours. The FY79 Budget was printed outside at a cost of $13.00 each. The Print Shop printed the FY80 Budget at a cost of $8.00 each, for a total savings of $300, one year later. Photo Copiers ACTIVITY: Provides convenience copying for reproduction of various Typewritten, handwritten, bookform, oversize and reductions when ten (10) and fewer copies are required. BENEFITS: Convenience copiers provide a fast means of reproduction when only a few copies are required. Recopying of information and correcting of carbon copies is not always the best method of recording information with the new technologies available. Five cents for a photocopy is cheaper than five minutes of a staff person's time. This does not justify excess copier use by divisions but the major intent of copier usage is good. MICROFILMED DY DORM MIC R�LAB CEDAR RAF10S • DES MOINES lyLo 0 zD SWITCHBOARD OPERATORS ACTIVITY: Operates a private branch switchboard and acts as a receptionist to the public and City employees as well as assisting in clerical functions. BENEFITS: Answers telephone calls and exercises judgment in making necessary connections, routes calls and relays messages. Receives and directs the public, in many cases giving them their first impression of the City operation. Operators are required to have access and be familiar with knowledge about the City of Iowa City and its operations. Maintains records pertaining to the switchboard operation which allows for direct chargebacks of long distance WATS calls and performs other clerical functions. The switchboard is operated by two four and one-half hour a day operators so that no additional lunch hour coverage is required. A pleasant voice, a smile, and an immediate response to incoming calls (one call every seven seconds) makes these positions a very important aspect of the City of Iowa City operation. Operators answer thirteen (13) incoming trunks for Police, Fire, Civic Center and off -premise offices. Since Northwestern Bell moved directory assistance to Des Moines, the operators have noticed an influx of requests for general Iowa City information and have expanded their directory information to aid the public. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES L i L s.' I 0 zD SWITCHBOARD OPERATORS ACTIVITY: Operates a private branch switchboard and acts as a receptionist to the public and City employees as well as assisting in clerical functions. BENEFITS: Answers telephone calls and exercises judgment in making necessary connections, routes calls and relays messages. Receives and directs the public, in many cases giving them their first impression of the City operation. Operators are required to have access and be familiar with knowledge about the City of Iowa City and its operations. Maintains records pertaining to the switchboard operation which allows for direct chargebacks of long distance WATS calls and performs other clerical functions. The switchboard is operated by two four and one-half hour a day operators so that no additional lunch hour coverage is required. A pleasant voice, a smile, and an immediate response to incoming calls (one call every seven seconds) makes these positions a very important aspect of the City of Iowa City operation. Operators answer thirteen (13) incoming trunks for Police, Fire, Civic Center and off -premise offices. Since Northwestern Bell moved directory assistance to Des Moines, the operators have noticed an influx of requests for general Iowa City information and have expanded their directory information to aid the public. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES L i L n 1V60 i MICROFILMED BY .JORM MICR+LAB I_ CEDAR RAPIDS • DES MOINES �, r n 1V60 i MICROFILMED BY .JORM MICR+LAB I_ CEDAR RAPIDS • DES MOINES �, FY80 QUJ J Number of Actual Orders I Cost 3 4 1 3 15 *% above low b CITY OF IO',;A CIT'i CENTRAL PROCUREMENT AND SERVICES DIVISION CUMULATIVE QUARTERLY REPORT - FY80 MAJUK I:() IMM b SEXVICtS FY80 YEA.f ve HoshsBid Number of Actual r- � ,* I d Orders Cost OFFICE FURNISHINGS FY80 QUARTERLY QUARTERLY TOTAL FY80 YEAR-TO-DATE TOTAL FY80 ' of Lines/ Stations/etc. YEAR -TO -D TE TOTAL L Number of Items Actual Cost Comparative Costs Number of 01 01 Items Actual Comparative Costs Cost List Price List Price List Pri*e List Price 1 21 3 132 S 4 378 S 5,150 1 21 3,132$ 4,378 S 5 150 2 20 S 1 965 S 2,442 S 2,873 2 41 S 5,0 7 6 820 S 8,023 3 1 is 165 S 200 S 235 3 42 S 5.2 7 020 8 258 4 2 is 178 243 S 268 4 44 -2 S 5 44 qAq *Standard local discount. - j TELEPHONE CHANGES FY80 QUARTERLY TOTAL FY80 FY80 YEAR-TO-DATE TOTAL Number of C Orders ' of Lines/ Stations/etc. Nonrecurring Change in Charges* Monthly Bill. L Number of o Orders = of Lines/ Stations/etc. Nonrecurring Change in Charges* Monthly Bill. 1 1 816 S+ 1 2 920 4!008 4 S+ 22.10 2 7 24 813 +73.40 T 8 45 1,22299 5 + 95.50 33 4 263,541 8 4S 14 77 443 97J37 4 5 29 61 -13 4 19 106 *One-time charges for phone installation, move, change. i III CROFI BANG I I FY80 QUARTERLY TOTAL FY80 YEAR-TO-DATE TOTAL Number of Filming CY Images Cost Other Total Cost* Cost i Number of Images Filming Cost Other Total Cost* Cost 1 25.258 S 1 816 1 904 3 745 1 25 258 1 816 1,904 3.745 2 61,073 2 347 2 920 4!008 2 86,331 S 4 163 4,824 7 753 3 28,0991 84 5 502 L 585 3 114,430 5 247 5 326 3 8 4 263,541 8 4S 4 377.971 13 65 443 97J37 g*Materials and document preparation. i I MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 5-80 . CITY OF IOn'A C: �yGo i MICROFILMED BY - JORM MICR+LABS CEDAR RAPIDS • DES MOINES �I i J J , J ^i i , �I �yGo i MICROFILMED BY - JORM MICR+LABS CEDAR RAPIDS • DES MOINES �I PURCHASING MANUAL CITY OF IOWA CITY I A. FORWARD B. SECTION I - Relationship of Other Departments with the Purchasing Division C. SECTION 2 - Acquisition of Items & Services D. SECTION 3 - Outline of Procedures E. SECTION 4 - Policies F. SECTION 5 - Definitions Approved Signature List Local Vendor List Forms & Instructions II A. CDBG Purchasing Procedures B. Attachment A Procurement Standards for Federal Grant & Aid Programs C. Attachment B Supplement for Federally Assisted Construction Contracts MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES N FORWARD The Purchasing Manual from the Central Procurement and Services Division (hereinafter referred to as the Purchasing Division), has been prepared to provide the City of Iowa City Departments with a reference guide in obtaining necessary supplies, equipment, small construction and services but excluding the acquisition of professional and technical services. The policies and procedures contained herein supersede prior directives, memorandams and practices related to purchasing of items and services. The following compiles current procurement practices, applicable laws, financial requisites, and budgetary and administrative control requirements. The Purchasing Division of the Department of Finance has been delegated the responsibility of assuring that these procurement and control considerations — are properly executed and coordinated on a City wide basis. _ Although a central purchasing division should have control over all purchasing, it is not necessary that they do all the purchasing. Depending upon staff and the special needs of departments, the Purchasing Division may grant departments permission to purchase specific items or services. However, the Purchasing — Division will exercise control over and require an accounting of actions taken under such delegations. The purchaser should review several vendors, brands, and materials and select the most satisfactory product/service for the least amount of money. All personnel of the City of Iowa City should become familiar with and follow the City's policies and procedures as they relate to purchasing. Supervisors should be aware of their respective budget limitations and initiate purchase requests accordingly. It is the responsibility of the individual departments to anticipate requirements and to initiate requisitions well in advance of the time the goods and services are needed. Estimates of annual departmental usage of certain items may need to be furnished to the Purchasing Division so the economic ordering of goods may be determined. The Purchasing Agent should be advised when unusual requirements affecting the budget become apparent. Desired budgetary amendments and Budget Revisions are to be directed to the attention of the Budget Administrator. Catharine W. Eisenhofer Purchasing Agent September 1, 1980 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES CENTRAL PROCUREMENT AND SERVICES ORGANIZATION Arrangement for the acquisition of all supplies, equipment, small construction _ and services (excluding the acquisition of Professional and Technical Services) covered by the Annual Operating Budget is the responsibility of the Purchasing Division of the Department of Finance. Through the Purchasing Division the Department of Finance will also provide certain central services, including internal printing, communication services and a central supply facility. The Purchasing Division will also provide assistance in preparing budgetary cost estimates. The Purchasing Division is centralized in its operation and function. It is organized to assist the City departments in their search, selection and purchase _ Of supplies, equipment and services necessary to the operation of their departments. The concept of centralized purchasing has been developed and implemented so that uniform purchasing policies may be instituted on a City wide basis. In order to be of maximum service to the City and its departments, the Purchasing Division has the following objectives: jA. To purchase supplies, equipment and services required by the City at the 1 lowest ultimate cost and consistent with quality, delivery and required service. B. To purchase for departments the items that will best meet the needs of the users, consistent with competitive bidding procedures and within the parameters as outlined in the purchasing requirements. C. To keep familiar with the needs of departments and market conditions of products. j D. To obtain prices or other information upon request, for purposes of assisting departments. E. To review various categories of merchandise and make recommendations for consolidation and standardization of purchases in an effort to reduce cost. F. To establish and maintain good vendor relations in order to insure adequate and continuing source of supply. Vendors will be treated in a fair and _ business -like manner with preference given to area vendors, all other factors being equal. The Purchasing Division is organized upon a somewhat specialized basis. Departments can contact the Purchasing Staff (or the Purchasing Agent) in specific areas as listed. They are familiar with products and services in these respective areas and can be helpful in supplying catalogs, prices, contacts with responsible suppliers, procuring items and services at the best possible price while not overlooking quality, delivery and service. I The following is a list of respective areas and the person to contact when departments require these types of items or services: i i 1 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Purchasing Agent - extension 223 Central Services - Printshop, Switchboard, Mail General Bid Taking Auto, Truck and Equipment Bids Forestry Bids Chemical Contracts Uniform Contracts Repair, Remodeling and Other Small Contracting Radio Purchases and Maintenance Surplus Equipment Buyer - extension 270 Office Machines, including calculators, typewriters and copiers Office Machine Maintenance Contracts Furniture Outside Printing (forms and special printing) Telephone Changes Senior Clerk Typist - extension 226 Office Supplies (Supply Room, purchases locally on Wednesday) Photographic Equipment and Supplies These are the main areas with which the staff routinely works. However, if the staff can provide assistance in regard to procurement of other items, please feel free to contact the Purchasing Agent. 2 MOO MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES i I l 7 IIS MI r 'I 7 J 1 _I I r \ I i 1 i Purchasing Agent - extension 223 Central Services - Printshop, Switchboard, Mail General Bid Taking Auto, Truck and Equipment Bids Forestry Bids Chemical Contracts Uniform Contracts Repair, Remodeling and Other Small Contracting Radio Purchases and Maintenance Surplus Equipment Buyer - extension 270 Office Machines, including calculators, typewriters and copiers Office Machine Maintenance Contracts Furniture Outside Printing (forms and special printing) Telephone Changes Senior Clerk Typist - extension 226 Office Supplies (Supply Room, purchases locally on Wednesday) Photographic Equipment and Supplies These are the main areas with which the staff routinely works. However, if the staff can provide assistance in regard to procurement of other items, please feel free to contact the Purchasing Agent. 2 MOO MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES CITY OF IOWA CITY CENTRAL PROCUREMENT AND SERVICES MANUAL SECTION 1 RELATIONSHIP OF OTHER DEPARTMENTS WITH THE PURCHASING DIVISION 1.00 Authority to Purchase 1.01 City Council The City Council determines expenditure levels through the formulation and — approval of an Annual Operating Budget and Capital Improvements Program. In performing this policy-making function, the City Council establishes a set of goals, priorities, and performance standards which the City organization directs its collective effort towards accomplishing. The adoption of the Annual Operating Budget is the approval of a level of expenditures necessary to accomplish the goals and objectives that have been established by each City program. With the exception of specific statutory requirements for Public Improvements of more than $25,000, (1979 Code of Iowa, Chapter 384) no further Council action is required to - initiate purchases within that budget. However, it is intended that the City Council will approve final disbursement of all public funds as well as specific changes in program funding levels upon the recommendation of the City Manager. Prior to formal bidding on public improvements of more than j $25,000, the Council will approve the plans and specifications and hold a -• public hearing to ascertain comments for and against the project. If the Council lets aup blit improvements rp oject for an estimated cost in excess of $25,000, the Mayor will sign the contract. This rule can be subject to the exception that the Council can designate some other person to sign the contract. As a general rule, the Council will approve all contracts and - other transactions with other public bodies, such as Johnson County, the State of Iowa or the United States government. Also, it should be noted that there may be other specific requirements for certain transactions that _ would dictate deviation from these rules. 1.02 City Manager The City Manager is delegated the responsibility by the City Council to _ carry out a program of service to the community. It is his/her responsibility to manage the Annual Operating Budget in such a way that the — goals and priorities of the City Council are accomplished. All regulations, as well as recommendations for changes in general purchasing - policy, will be made, with the prior approval of the City Manager. Expenditures for Public Improvements and Capital Outlay items in excess of $5,000 will require prior authorization and concurrence of the City - Manager. (This is in addition to initial budget approval.) The City Manager will sign any contracts for public improvements where the cost will be greater than $5,000 but not more than $25,000 and service contracts greater than $5,000. Also, it should be noted that there may be other specific requirements for certain transactions that would dictate deviation from these rules. 3 MICROFILMED BY JORM MIC R(�LAB CEDAR RAPIDS 0 DES M""" 1.03 Departments City departments are responsible for meeting the goals and objectives established by the Council and are provided budget funds to obtain these goals. With the approval of the Director of Finance and the concurrence of the City Manager, departments may initiate internal reallocation of their budget funds as needed within the guidelines established by the Finance Department. Although the City Council has established goals and levels of expenditures for each program, appropriation is not a permit nor a directive to expend funds unless the need for the item continues to exist at the time for purchase and the price of the item is within the parameters of the budget. In addition, this criteria must be weighed ultimately against the availability of funds and the relationship of the department goals to the overall City priorities. For proper management control it is necessary that expenditures be authorized prior to purchase. This authorization will be in the form of a signature on a purchase requisition, small order requisition, check request or other approved form for goods and services in question. In instances where additional justification is required an interdepartmental memorandum, budget revision or budget amendment form will be required. The DIVISION HEAD'S (or an approved designee's) signature is required before processing requisitions for operational items of less than $500. This does not include direct purchase of furniture, outside printing, and items that are available within the Civic Center central supply room. A department head's signature is required when requisitioning any item or service greater than $500, and for ALL capital outlay expenditures. The attached listing will be used by Accounting/Purchasing to verify authorized individuals and they do have the right to refuse ordering payment without an authorized signature. Signature stamps are not to be used. These authorizational limits are to be considered the overall maximum City standards and the individual department heads may wish to establish their own internal authorizational limits as long as they are within the City's standards. Any request for an exception to the above should be sent to the Purchasing Agent in memo form. Summary of Required Approvals: "- 1. City Council a) All contracts and transactions with public bodies. J b) Public improvements in excess of $25,000. _ -Council approves plans and specifications. -Authorizes the City Clerk to hold a public hearing and public bid opening. -Awarded contract signed by the Mayor. ._., 2. City Manager — a) City Manager's signature for Capital Outlay purchases, in excess i of $5,000, following bid process by the Purchasing Division. 4 �T Wo MICROFILMED BY JORM MICR+LAE) CEDAR RAPIDS • DES MOVIES b) City Manager's signature for public improvements between $5,000 and $25,000. -City Manager approves award of contract following bid process by the Purchasing Division or Public Works Department. 3. Departments _ a) Department head's signature for purchases for $500 and above, and for all Capital Outlay items. _ b) Division head's signature on purchases under $500 excluding Capital Outlay items. 1.04 Purchasing Division The Purchasing Division operates what is considered a "voluntary purchasing" system rather than a complete "centralized purchasing" system. A centralized purchasing system makes ALL purchases for the various departments of a government body. Under "voluntary purchasing", ^ departments obtain such standardized items as office supplies, furniture, office machines and motorized vehicles through the Purchasing Division while making their own purchases of items distinctive to their own needs. Voluntary purchasing requires departmental cooperation and the following of established procedures. Documentation needs to be maintained for proper j delivery, encumbering of funds and efficient payment of bills. A typed purchase order is a written contract between the City of Iowa City and the I vendor. Unless purchase orders are obtained and typed, dollars that are f already spent by a verbal or phone order will not show as an encumbrance (item ordered but not paid for) on the department's monthly reports. ^ I( Without encumbering expenditures, reports do not truly reflect what portion of a budget has been spent. When a division places an order not utilizing a purchase order number or issues a purchase order number and does not follow up with a requisition detailing information from which a y purchase order is typed, the City does not have a sound basis for recourse if a problem with the order occurs. If a department does not use a purchase order and an invoice is received, Accounting Division has to track down the correct division, and send a copy of the invoice to receive a requisition authorizing payment. If a purchase order has been mailed, the division returns the yellow purchase order copy after the merchandise/service has been received and payment is made by Accounting upon receipt of the company invoice and agreement with the yellow purchase order copy. Prompt payment results in many cases in cash discounts to the department and the City. _ The preferred method of ordering is to route a requisition to Accounting Division from which a purchase order is typed, signed by the purchasing agent, and mailed. This allows for a written order prior to shipment of the product(s). It allows the vendor to be aware of the terms of the City and detailed description of what item/service is being required by the City. A purchase order may also act as a contract following acceptance of quotations or the award of a bid. The purchase order should state the quantity/service, a description and the amount stated on the purchase order i 5 MICROFILMED BDAB JORM MIC R CEDAR RAPIDS • DES "as per quote/bid". Any special conditions of the award should be stated including the agreement on freight, i.e., F.O.B. Iowa City, and the delivery date required. Purchasing of day-to-day operating items which are low dollar amounts and will be paid within 30 days are requested to be handled by the local small order requisition (SOR), annual divisional purchase orders or petty cash. By utilizing these types of purchasing procedures it is the intent of the Purchasing Division to aid the departments in reducing paperwork and at the same time encouraging departments on larger orders to utilize the single purchase order system. Divisions should plan in advance so that time can be allowed to take quotations/bids, and utilize the purchase order system. Telephone orders at the last minute do not always result in the best product or the best price. The Purchasing Division does not have the staff to do all buying for the divisions, but divisions can take advantage of the purchasing staff's experience and contact them for assistance with division orders, procedures, source of suppliers, product reliability, etc. The Purchasing Agent is authorized to encumber funds of the City. For this reason purchasing procedures must be followed to allow an orderly and legally authorized order to be placed and accepted by the vendor. The Purchasing Agent is responsible for the orderly processing of all purchase orders, insuring that goods and services are authorized and approved, following established guidelines, prior to purchase, insuring that the City receives the highest quality and proper quantity of goods within existing financial limitations. The Purchasing Agent may find it necessary to suggest an alternative item or service to be purchased or that an alternative vendor be utilized. Purchase orders may be altered when it is in the City's advantage after consultation with the using department, and the Purchasing Agent may disallow the purchase of any item or service on the basis of its lack of current need, deficient quality, budget limitation, improper design, or other appropriate considerations. PURCHASING DIVISION REQUIREMENTS FOR EXPENDITURES: Specific requirements for certain transactions may require deviation from below. These exceptions include direct purchase of furniture, outside printing, items that are available within the Central Supply Room and the Equipment Division Inventory. - Under $500 - By Department - Purchases, not of an emergency nature, obtain telephone quotes with the department keeping a summary. - $500 to $2500 - By Department - Minimum of three (3) telephone quotations with preference for written quotations, attaching results to Requisition. [Quotation forms available in the Supply Room.] (Federal Grant Programs - see Federal Guidelines) $2500 to $5000 - By Department - Minimum of three (3) written quotations, attaching results to Requisition - (Federal Grant Programs - see Federal Guidelines) When deemed necessary, Purchasing may require specifications, sealed bidding and public opening under $5000. 0 MICROFIL14EO BY JORM MIC R�LAa CED.R RAPI05 • OEl MOINES /Y6o $5000 and above (Local Funding) - Coordinate with Purchasing. Specifications, sealed bids, no ublic advertisin With City Manager approval following bid -for c'h se public Capita9 Outlay items and public improvements up to $25,000. $5,000 to $10,000 (Federal Grant Programs) - Same as above. $10,000 and Above (Federal Grant Programs) - Purchases require Specifications, sealed bids, Public Advertising City Manager approval for purchase of Cap -Outlay btems opening with Pub1000 and Above - (Local Funding and Federal Grant Programs) - Improvements Specification s °nlv Coordinate with Public Works. advertising,approval of plans by City Council, public by the May. public hearing, public bid opening and contract signing I. I i .r i r r 7 MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES I CITY OF IOWA CITY CENTRAL PROCUREMENT AND SERVICES MANUAL SECTION 2 ACQUISITION OF ITEMS AND SERVICES 2.00 Petty Cash The petty cash fund is to be used only for cash payment or reimbursement of expenditures amounting to no more than $10. The following policy will be in effect for all petty cash disbursements. Dollar Amount - Reimbursement of expenditures of up to $10 may be paid from The petty cash fund. All reimbursements exceeding $10 shall be paid by check. Any requests for reimbursements from petty cash which exceed $10 will need Special Finance Approval and will be discouraged. Receipt from Vendor - A receipt verifying the expenditure amount will be attached to each petty cash slip. Exceptions will be made upon Special r" Finance Approval and will be permitted only in situations where it is impossible to get a receipt. Advances - Advances will be allowed only for Purchasing's shopping trips r and for freight costs which must be prepaid. No other advances will be made from the petty cash fund. Meals - Advances will not be made for meal costs. Requests for reimbursement for meals must be accompanied by a re lec pt. In addition, information regarding those individuals covered by the receipt and the r reason for the purchase of a meal should also be provided. Reimbursement for meal costs may be requested by each employee rather than as a group. Reimbursement for meal costs incurred while an employee is out of town on City business may be requested with a petty cash slip. However, meal costs y incurred while attending a seminar/training shall be approved in advance with a T-1 form (travel authorization form). Upon completion of the seminar/training a T-2 form shall be submitted for reimbursement of all costs, including meal costs. Meal costs will be reimbursed for the following: I. Meal costs incurred while traveling out of town on City business. 2. Meal costs incurred in the Iowa City area during which it is absolutely necessary to conduct City business during the meal time. J 3. Meal costs incurred for employees who absolutely must work through the lunch hour or dinner hour and when food is brought in for these employees. 4. Meal costs incurred while attending seminar/training (both in town and out of town). All such costs must have prior approval of the City Manager and the department head on a T-1 form. ff MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES 11/60 Authorization - Each divisi (or theirneepdes� h slip must be signed b a 9 ) authorizing the expenditure. or 5 ecial Finance A roval - If Special Finance Approval is needed, Finance Director or his/her designee) must sign the petty cash needed, is requested if theslip. the attached to the dollar amount exceeds $10, if there is no Preceilpt guidelines. petty cash slip, or the request does not follow the above 2.01 Check�Request A check request is used for payments not initiated by aninvoice, or for payments for goods or services which do not need a Purchase Order or Small Order Requisition, or for periodic payments on a contract. Examples are: refunds, payments for professional services, subscriptions, reimbursements over $10 (mileage, meals). employee P Y Check request forms should filled out completely with address, handling instructions and correct account numbers. i 2.02 Annual Purchase Order An annual Purchase Order will be assigned by using division, individual vendor, to cover the fiscal year. An annual Purchase Ordeto an r may be used fora local or out of town vendor. An annual Purchase Order is to be used for vendors where the Cit p large volumes, such as in the area of Equip ent Division.rsThesuse �olfin an annual Purchase Order to buy piecemeal supply items which should be Purchased through the bid process resulting in a bulk or term contract is discouraged. Examples of these types Of items are chemicals, tools and sanitation supplies. A list of annual Purchase Order vendors and their current purchase order number will be distributed to divisions at the beginning of each fiscal year. Changes to this list should be directed to the Purchasing Agent. Upon receipt of an item from an annual purchase order vendor, attach a requisi the with the delivery slip or invoice within 48 hours and route to he Accounting Division. Failure to do so may result in deleting vendor from the annual P.O. list and going back to the single P.O. procedures. Vendors will be required to invoice the Cit the basis. Y °n a monthly 2.03 Small Order Re uisition SOR A Small Order Requisition form may be used to purchase items from any of the approved local suppliers excluding items covered b contracts or State contracts to whi—'ch the City is a through the Equipment Parts Y existing City Catalo Room or listed in the rCentral itemSubtainable g, and purchases of furniture and Outside printing.part Room need to contact the Purchasing Agent when they would like to additional vendor added to the a Departments approved local suppliers. see an An SOR should not exceed a total of $250 with each line item not exceeding $50. The cost limitation applies for each line item ($50 maximum) and 7 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES !"1 items may not be divided by listing on two or more lines or two or more order forms in an attempt to avoid the two hundred and fifty dollar ($250) maximum. This method of purchase may not be used to secure items from local vendors who are not on the approved list or for vendors located out of town. The form with authorizing departmental approval should be hand carried or mailed directly to the approved vendor and a copy of which will be returned to the department by the employee after prices have been added and the white copy mailed by the vendor to the Accounting Division (vendor discounts should be noted on the SOR). Payment will be made directly from — the white SOR copy. SOR's will be reviewed monthly for compliance with approved items and dollar amounts. Following established procedures, purchase of an immediate nature may be made by the department in person or by telephone. A Purchase Order number needs to be obtained by the department, followed by submitting a completed requisition within 48 hours to the Accounting Division, at which time a Purchase Order will be typed (stating that the P.O. is a confirming order - do not duplicate), mailed and encumbered. 10 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I y60 2.04 Single Purchase Orders -' Single Purchase Orders should be used for small orders when line items are over $50 and/or when the total order exceeds $250. Single purchase orders should be used for purchases from all other vendors that do not meet the criteria for petty cash, an annual Purchase Order or a Small Order Requisition (S.O.R.); Purchase Order numbers need to be obtained from the Finance Department's Purchasing/Accounting Division. Departments should plan their items/services so that bids/quotations can be obtained and an initial order placed by requisition to the Accounting Division, detailing all the required information including price; where a — Purchase Order will be typed, mailed and encumbered recording on each monthly expenditure report an item/service ordered but not paid for. When the Purchasing Division's assistance is needed, a requisition should be delivered to the appropriate staffinember handling that purchase, outlined on Page 2 of this manual, detailing a description of what is needed, -- appropriate account nuambers and authorized signature. Quotations/bids will be obtained by the Purchasing staffinember and, when necessary, departments notified of the results prior to an order being placed. Following established procedures, purchase of an immediate nature may be made by the department in person or by telephone. A Purchase Order number needs to be obtained by the department, followed by submitting a completed requisition within 48 hours to the Accounting Division, at which time a Purchase Order will be typed (stating that the P.O. is a confirming order - do not duplicate), mailed and encumbered. 10 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I y60 CITY OF IOWA CITY CENTRAL PROCUREMENT AND SERVICES MANUAL AN 3.00 The general rules and conditions which follow apply to all purchases. Employees are expected to fully inform themselves as to the conditions, requirements, and specifications for proper expenditure of funds. Failure to do so will be at the department's risk and will not bind the Purchasing Division. Departments are expected to be familiar with the "Conditions of Bidding", Section 3.06 which is binding upon bidders. ! 3.01 The Small Purchase (Under $500) Method: -Petty Cash. -SOR (Small Order Requisition) local vendors up to $250 ($50 line item). -Annual purchase orders. -Single purchase order. A. Departments will be required to maintain minimal documentation of these types of purchases. Forms have been designed so that departments will maintain a copy of their purchase requisition or SOR form, but when appropriate the Purchasing Division encourages departments to obtain three (3) telephone quotations of which the departments should maintain the records of the quotes. The following information should be obtained: 1. Name of bidder (vendor). 2. Name of person talked with. 3. All information on item bid, including manufacturer and model number, dimensions, and other pertinent specifications. 4. Price quoted. 5. Terms. 6. Delivery date, freight. 7. Date of conversation. 8. Name or initials of buyer from department/division. 3.02 Purchases from $501 to $2500 - Local Funding (Federal Grant MICROFILMED BY .DORM MIC R+LAI CEDAR RAPIDS • DES MOINES I i I CITY OF IOWA CITY CENTRAL PROCUREMENT AND SERVICES MANUAL AN 3.00 The general rules and conditions which follow apply to all purchases. Employees are expected to fully inform themselves as to the conditions, requirements, and specifications for proper expenditure of funds. Failure to do so will be at the department's risk and will not bind the Purchasing Division. Departments are expected to be familiar with the "Conditions of Bidding", Section 3.06 which is binding upon bidders. ! 3.01 The Small Purchase (Under $500) Method: -Petty Cash. -SOR (Small Order Requisition) local vendors up to $250 ($50 line item). -Annual purchase orders. -Single purchase order. A. Departments will be required to maintain minimal documentation of these types of purchases. Forms have been designed so that departments will maintain a copy of their purchase requisition or SOR form, but when appropriate the Purchasing Division encourages departments to obtain three (3) telephone quotations of which the departments should maintain the records of the quotes. The following information should be obtained: 1. Name of bidder (vendor). 2. Name of person talked with. 3. All information on item bid, including manufacturer and model number, dimensions, and other pertinent specifications. 4. Price quoted. 5. Terms. 6. Delivery date, freight. 7. Date of conversation. 8. Name or initials of buyer from department/division. 3.02 Purchases from $501 to $2500 - Local Funding (Federal Grant MICROFILMED BY .DORM MIC R+LAI CEDAR RAPIDS • DES MOINES Program - See Federal Guidelines) Method: -Annual purchase orders - by Division -Single purchase orders. (TELEPHONE - Quotes will be accepted but written quotations are preferred). A. For purchases in this range, the Purchasing Division will require a minimum of three (3) telephone quotations with a summary of the results recorded on the requisition requesting purchase. The following information shall be included: 1. Name of bidder (vendor). 2. Name of person talked with. 3. All information on item bid, including manufacturer, model number, dimensions, and other pertinent specifications. 4. Price quoted. 5. Terms. 6. Delivery date, freight. 7. Date of conversation. 8. Name or initials of buyer from department/division. 9. Vendor awarded Bid. B. Preference for written quotations (forms are available in Central Supply Room), with a summary of the results attached to the requisition as backup information for the purchase. 1. Name of bidder (vendor). 2. All information on item bid, including manufacturer, model number, dimensions, and other pertinent specifications. 3. Price quoted. 4. Terms. 5. Delivery date, freight. 6. Date of quotation. 12�TWW MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 7. Signature of authorized person quoting (vendor). 8. Name or initials of buyer from department/division. 3.03 Purchases from $2,501 to $5 1 1000 - Local Funding* (Federal grant programs - see federal guidelines.) Method: -Single purchase orders. -Contracts. A. Departments will be required to obtain a minimum of three (3) written quotations (instructions the same as 3.028), and provide to the bidder the "conditions of bidding" for the first time bidding with the firm. Results of the quotation should be attached to the requisition for purchase as backup information. Departments should maintain the following information as documentation: 1. Copies of all internal and outside correspondence concerning the purchase. 2. A written record of any phone conversations concerning the purchase. 3. An explanation by the department if the purchase is awarded to anyone other than the low bidder. *When deemed necessary, the Purchasing Division may require specifications, sealed bidding and public opening under $5,000. 3.04 Purchases $5,001 and Above (Local Funding) Excluding Public s $5.000 - See Federal A. Departments will be required to obtain bids for purchases in this range. Documentation will be required to be kept on file in the Purchasing Agent's office. 1. Specifications, conditions of bidding, including any addenda. 2. List of bidders receiving specifications. 3. Tabulation of the bids, signed authorizing award of the bids and correct charges to account numbers. 13 MICROFILMED OY JORM MICR�LAB CEDAR RAPIDS , DES MOINES N 0 14 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 1 4. Copies of all bids. 5. Performance bond and certificates of insurance (when required). 6. Copies of signed purchase order. 7. Signed purchase order acceptance or contract acceptance form. 8. Correspondence concerning the purchase. -' 9. The letter notifying unsuccessfull bidders of award. r 10. A written record of any phone conversations concerning the purchase. 11. A written explanation by the Purchasing Agent if the contract is awarded to anyone other than low bidder. b•.l 12. A copy of the invoice and payment. 3.05 Public Improvements (Federal Grant Programs - See Federal Guidelines) r, -$5,000 to $25,000 - City Manager approval - Follow Procedures under 3.04. -$25,000 and above - City Council approval - Follow procedure below. + � A. Departments will be required to obtain prior approval before going out for bid ,1 on public improvements. The following documentation will be required and should be kept on file with the appropriate office I handling the bid (City Clerk or Public Works). ~' 1. Copies of the approved plans, specifications, schedules and cost estimates. W El 2. Copy of notice to hold public hearing. z, L 3. Copy of resolution approving plans and schedules and cost estimates, specifications authorizing City Clerk to advertise for bids. 4. Copy of notice to advertise for bids. 5. Copy of bidding specifications and addenda. r 6. List of contractors receiving specifications. 7. Proposal from all bidders. 8. Tabulation of bids. 9. Attendance list at bid opening. 14 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 1 10. Internal and outside correspondence concerning the contract. 11. Signed tabulation sheet authorizing award of bid and proper account numbers. 12. Copy of purchase order or executed contract including performance bond, insurance, etc. _ 13. Copies of letters notifying unsuccessful bidders of the award and returning bid security. _ 14. A written explanation by the department if the contract is awarded to anyone other than the low bid. 15. A copy of the invoice and payment. 3.06 Request for bids - General Conditions and Instructions to Bidders — i Divisions should be aware of the general conditions and instructions that will be binding upon vendors when they bid with the City of Iowa City. Any changes or addresses from the general conditions that a division wishes to make, should be included as part of the specifications. L E i I 15 MICROFILMED BDLAB .JORM MICR i !� CEDAR RAPIDS • DES CITY OF IOWA CITY civic arrl;r, 4101 W.*.$113.-oT:biS- �..- -7% 1..•rF 52740 i3l;;35_19':. REQUEST FOR EIDS GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS (Vendor: the general rules and conditions whim follow apply to all purcnases and became a part of each formal invitation to bid, purchase order or other award Issued by the City unless otherwise specified. Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids; failure to do so will be at the bidder's awn risk and the bidder cannot secure relief an the plea of error.) Subject to state and municipal laws and all rules, regulations and limitations imposed by legislation of the Federal Goverment, $ids on all advertisements and invitations issued by the Purchasing Division ill bind bidders to applicable conditions and requirements herein set forth unless otherwise specified in the Invitation to Bid. CONDITIONS OF BIDDING ADDRESSING OF BIDS. Bids shall be addressed to the attention of the Purchasing Agent (or otherwise specified Agent), 410 East Washington Street, Iowa City, Ima 52240 on or before the bid opening, local time and date specified. All bids shall be sealed in envelopes and clearly narked an the front with a reference to Specified contents of the bid. BIDDERS PRESENT. At the time fixed for the opening of tonal bids the contents will be made public for the Information of bidders who may be present either In person or by representative. LATE BIDS. formal bids, amendments thereto, or requests for withdrawal of bids received by the City after time specified for bid opening will not be considered. WITHDRAWAL Of BIDS. A written request for withdrawal of a bid or any part thereof may be granted If the request is received by the City prior to sbrcified time of opening. COMPLETENESS. All information required by Invitation tc cid must be supplied to constitute a proper bid. Bids must be signed with a fin name and by an authorized officer, employee or agent. BIOS BINDING 30 DAYS. Unless otherwise specified an tonal bias submitted shall be binding for 30 calendar days following bid opening date, unless the bidder($), upon request of the Purchasing Agent, agrees to a extension. CONDITIONAL BIOS. Qualified bids are subject to rejection R whole or in part. PAYMENT TERMS. Payment may be made only after inspection am acceptance by the using department, and, where required, approval by the City Council. It materials or equipment was constructed, erected, Installed or tested on site, payment shall be made an the basis of a percentage of the value of all wxrk performed less the aggregate of previous payments. Written authorization for extra work will be Included in progress payment. MICROFILMED BY .JORM MICR4DLAB CEDAR RAPIDS a DES MOINES Payment of balances will br made only after apprOval and final acceptance by the Czty. Conslderation for withholding Payment imperfection of work; faulty materials or ifaefpme nt: dna liens that nave been filed, or if evidence indicates a possible filing W of claims. In all cases, regulations and limitations imposed by thr Federal Government and the State of Iowa will prevail. O M 9. BIOS FOR ALL OR PART. l"1 O Unless otherwise specified by the City or by the bidder, the Purchasing Agent reserves the right to make award on all items, or an any of the items when in the best interest of the City. Bidder may restrict his/her bid to consideration in the aggregate by so Z Stating. hart should name a unit price on each item bid upon; any bid on which the C bidder names a total price for all the articles without quoting a price on each and fr1 every separate item, may be rejected at the option of the City. I= 10. ERRORS IN BIDS. When an error is made in extending a total price the unit bid price will govern. Carelessness in quoting prices, or in preparation of bid otherwise, will not relieve the bidder of his/her responsibility to the bid. Erasures or changes in bids must be initialed. Any ambiguity in any bid as a result of omission, error, lack of clarity or non-compliance by the bidder with specifications, instructions and all conditions of bidding shall be construed in the light most favorable to the City. 11. QUESTIONS RE: SPECIFICATIONS. Any information relative to interpretation of specifications and drawings shall be at the request of the City, in writing, and in ample time before the opening of bids. Any interpretation made to prospective bidders will be expressed in the form of an addendum to the specifications which, if issued, will be sent to all prospective bidders no later than three (3) days before the date set for opening of bids. Oral answers will not be binding on the City. 12. RESPONSE TO INVITATIONS. In the event that you cannot submit a bid on our requirements, as set forth in the "Invitation Bid and Agreement" attached hereto, please return the Invitation Did and Contract form with an explanatiom as to why you are unable to bid on these requirements. Because of the large number of firms listed on the City's qualified list of bidders, It is necessary to delete from these lists the names of those persons, firms and corporations who fall to respond after having been invited to bid on commodities for three (3) successive bid openings. 13. MULTIPLE BIDS. Bidders desiring to submit more than one bid, may do so provided such additional bid or /a+ bids are properly submitted on the bid forms. Extra sets of specifications may be I obtained upon request at the Purchasing Agent's office. moi' 14. TAXES. The City of Iowa City is exempt from all Federal. State of Iowa and other States' taxes on the purchase of equipment, supplies and services used by the City of Iowa City within the State of Iowa. The Purchasing Division provides tax exemption certification to out-of-state suppliers as required. Out-cf-state taxes imposed on purchases of commodities or services which are used within another stale are aPPI[cable and subject to payment. Contractors and subcontractors who bid an jobs for the City must pay the retail sales tax an all materials, equipment and supplies purchased to complete their contract. Further, they must pay sales tax on rental tools and equipment used in connection with the contract. Contractors should bill the City including Lax, accoapanied by the necessary contractor's statement, (one contractor's statement for each subcontractor), and the Accounting Division will in turn then contact the State of Iowa for reimbursement of this tam. 15. CITY CATALOGS. Each bidder shall submit, where necessary or when requested catalog, descriptive literature and detailed drawings, fully detailing features, designs, construction, finishes and the like necessary to fully describe the material or work he/she proposes to furnish. MICROFILMED BY .JORM MICR4DLAB CEDAR RAPIDS a DES MOINES R 1E. CUMPIIINCY DE BIOUEA No proposal rill be eu rpt nl Irnm nr ran tract awarded to any person, firm or corporation that is in arrears or If. default to the City of Iowa City upon any debt or contract, or has failed to perform faithfully any previous Contract with the ply. The bidder, if requested, must prrvrot viidrace of performance agility and possession of necessary facllrUms, pecuniary rewnurces and aarquale insurance to comply with the terms at these speeiftcatimi and contract documents; such evidence must be preseateo within it specified Ltme and to the salisfact,nn of the City. BID DIPOSII 17. BID BOND, CERTIFIED ON CASHIER'S CHECK When required, no bid will be considered unless accompanied by a cashier's or Certified check payable to the City of Iowa City, Iowa by a responsible solvent baht in the United Stales In an amount not to exceed len percent (10%) of the bid price or a Bidder's Bond executed by a eurely company authorised to transact business in the State of Iowa to be forfeited as fixed and liquidated damages in case a bidder, if awarded the contract, fails, neglects or refuses to execute the contract and furnish a performance bond as required under 018 "Performance Bond", within len (10) working days after the award of a contract. If the bidder fails or refuses to execute the contract and furnish the required performance bond within said time, the money and Proceeds from the check or bond, as the case nay be, shall be applied toward payment of the damage to the City of Iowa City. Iowa, on account of the delay. and the necessity of accepting a higher or less desirable hid resulting from such failure or refusal to execute the contract and furnish the performance bond as required. The amount of the check or bond, as the case may be, shall not constitute a limitation upon the right of the City of Iowa City, lava to recover for the full amount of such damage. 18. SECURITY - PERFORMANCE BONDS. When required, the successful bidder will need to furnish a performance bond in the amount of one hundred percent (1001) of the award satisfactory to the City. The performance bond must be executed by the owner or general partner, or, if by a corporation, the president or other general officer authorited to sign for the corporation, and the secretary's signature. 19. SAMPLES. an award ma be The samples submitted by biddy de an items forwhichthey have received> retained by the City until delivery re contractee items has peen completer and accepted. Bidden whose samples are retained may remove them alter delivery is accepted. Samples an which bidde es are unsuccessful /cel must be removed es soon bas een possible after award has been node es the b ee or Items for which the samples had peen submitted. ine City will not be responsible for sato samples if not remover a the bidder wits in 30 days alter the award has been rade. Bidder shall make all arrangements /or delivery of samples to place acctbe box as well as removal of samples. Cost of delivery and removal of samples shall De barn by the bidder. SPECIFICATIONS 2D. TRADE NAMES In case where an Item is identified in Invitation to Bid by a manufacturer's name, trade name, catalog number, or reference, or its approved equal, it is understood that the bidder proposes to furnish the Item so identified by the City unless a proposed equal is definitely indicated therein by the bidder. The reference to the above catalog number is Intended to be descriptive but not restrictive and only to Indicate to the prospective bidder articles that will be satisfactory. Bids an another ea ke and catalog number will be considered, provided each bidder clearly states on the face o/ his proposal euclly what he proposed to furnish, and forvards with his bid, descriptive matter which will clearly indicate the character of the article covered by his bid. The City Agent hereby reserves the right to approve as an equal, or to reject as not being an equal, any article the bidder proposes to furnish. If no particular brand, model or mate is specified, and If no data is required to be submitted with the bitl, the successful contractor after award and before manufacture or shipment, may be required to submit working drawings or detailed descriptive data sufficient to enable the Purchasing Agent to judge If each requirement of the specifications Is being complied with. 21 FONVA; SPECII ICAIIONS Ire eiaaer shall abide by no comply mita the true intent of the specifications. (not tare aa.antage or any unintentional error or admission) but shall fully complete every material part as the true intent and meaning of the specifications, and drawings Vheneier Perrin mention a made of an article, material or .Lrimarship to be in accordance w•th Jr.,. ordinances, building codes, underwriters codes or similar e.o-esslons. the recuiremenls of these laws, ordinances, etc , shall Or construed a$ to the minimum requirements of the specifications. Ail ceviations from the specifications must be noted in detail by the bidder, in writing, at the time of submittal of the formal bid. The absence of a written list of deviations at the Lime of submittal of the bid will hold the bidder strictly accountable to the City to the specifications as written. Any deviation from the specifications as required by the above, will be grounds for rejection of the material and/or ecuipment when delivered. AWARD 22. AWARD OR REJECTION OF BIOS. The contract will be awarded to the lowest responsible and responsive bidder complying with the provisionB of the Invitation, provided the bid price is reasonable and it is I to the Interest of the City to accept it. The City reserves the final. to reject any _ and all bids, to accept in whole or in part, to waive any informalities in bids received, to accept bids on materials or equipment with variations from specifications in those cases where efficiency of operation will not be impaired, and unless otherwise specified by the bidder, to accept any item in the bid. The Purchasing Agent also reserves the right to reject the bid of the bidder Who has previously failed to perform properly or complete on time contracts for a similar nature, or a bid of a bidder no investigation shows is not in a position to perform the contract. In determining responsibility, the following other qualifications, in addition to price, rill be considered by the City. a. The ability, capacity and skill of the bidder to perform the service required within the specified time. b. The character, integrity, reputation, experience and efficiency of file bidder. C. The quality of performance of previous contracts or services. d. The previous and existing compliance by the bidder with )ays and ordinances relating to previous contracts with the City and to the bidder's employment practices. e. If reasonable doubts arise as to bidder's solvency, the City reserves the right to require financial information sufficient to show solvency and/or require a performance bond. c f. The quality, availability and adaptability of supplies or contractual service to the particular use required. g. The ability of the bidder to provide future maintenance and service for the use of the subject of the contract. h. Guarantees and Warranties. 1. Whether the bidder is in arrears to the City, in debt on a contract or is a defaulter on surely to the City. J. The resale value of the subject of the contract. Ii. Such other relevant Information as may be secured by the City having a bearing an the decision to make the award. In determining a bidder's responsiveness, the City shall consider substantial deviations from the advertised specifications which materially affect price, quantity, quality or limit the bidders liability. MICROFILMED BY JORM MICR¢LAB CEDAR RAPIDS a DES MOINES ■ :. 23. NOTICE OF ACCEPTANCE. A written award (or AECeplance of Biel nailed (or otherwise furnished) to the wceesslul Bidder within the time to, acceptance specified in the Invitation to Bid shall be deemed It, result in a o1h,:1ng contract without further action by either party. 24. TIE BIDS. If two or are bidders submit identical bids and are equally qualified, the decision Of the City to make award to one or more of such bidden shall be final. Discounts will be taken Into consideration in determining an award. 25. RESIDENT BIDDERS - PREFERENCE. Price and other factors being equal, preference will be given first to resident bidders of the City, except vnen such purchases would operate to the disadvantage of the City. CONTRACT PROVISIONS 26. AVAILABILITY Of FUNDS. V A contact shall be deemed executory only to the extent of appropriations extended available to each department for the purchase of such articles. The City's extended seal p ri on these a contingent which envision extended funding a following successive fiscal periods shall be contingent upon actual appropriation for the following (Istel year. 27. CONTRACT ALTERATIONS. No alterations or variables in the tens of a contract shall be valid or binding upon the City unless made in writing and signed by an authorized agent. 28. TERMINATION OF CONTRACTS. Contracts will remain In force for a full period specified and until all articles ordered before date of termination shall base been satisfactorily delivered and accepted and thereafter until all Proof ..mems and conditions shall be at, unless: (a) Terminated prior to expiration date by satisfactory deliveries of entire contract requirements. (b) Extended upon written authorization of the City and accepted by contractor, to permit ordering of unordered balances or additional quantities at Contract prices and in accordance with contract tens. 29. SUBLETTING Of CONTRACT. It Is mutually understood and agreed that the Contractor shall not assign, transfer, convey, sublet or otherwise dispose er bis contract or his right, title or Interest therein, or his power to execute such contract, to any other person, firm or corporation, without the previous written consent of the City, but in no case shall such consent relieve the Contractor from his obligations, or change the terms of contract. 30. DEFAULT. The contract may be cancelled or annulled by the City In Mole or in part by written notice of default to the Contractor upon non-performance or violation of contract terms. An award may be made to next In bidder, or when time is of the essence, articles specified may be purchased or tM open market similar to those so terminated. In either event, the defaulting Contractor (or his surety) shall be liable to the City for cost to the City in excess of IN defaulted contract price. Failure of the Contractor to deliver materials or sersfces within the time stipulated on the bid, extended in writing by the Purchasing Agent, shall constitute contract default. 31. DELIVERY FAILURES. Failure of A contractor to deliver .itnin a time specified, or within lite as interpreted by the City or failure to use replacements of rejected articles when so requested, iamediately or as directed by the City Mall constitute authority for the City to purchase in the open market articles of comparable grade to replace the articles rejected or not delivered. On •I1 such purchases, the Contractor shall reinourse the City. within A responsible time specified oy the Purchasing Agent, for Any expense incurred in excess of contract prices or the City may deduCl such amount fror monies owed the defaulting Contractor. Such purchases shall be deducted from contract quantities. Snould public necessity demand it. the Ctty reserves the right to use or consume articles delivered which are supstdnda•d in quality, subject to an adjustment in price to be determined oy the Purchasing Agent, 32. NOS -LIABILITY. the Contractor shall not be liable in damages for delay in shipment or failure to deliver when such delay or failure is the result of fire, flood, strike, act of God, act of government, act of an alien enemy or by any other circumstances which, in the Purchasing Agent's opinion, is beyond the control of the Contractor. Under such circumstances, however, the City may in its discretion cancel the contract. 33. NEW GOODS, FRESH STOCK. All contracts, unless otherwise specifically stated, shall produce new commodities, fresh stock, latest model, design or pack. 31. BOh-DISCRIMINATION. No contractor who is the recipient of City funds, who proposes to perform any work or, Furnish any goods under this agreement shall discriminate against any worker, employee or applicant or any member of the public because of religion, race, sex, color or national origin, or otherwise CONAit an unfair employment practice. Contractor further agrees that this article will be incorporated by Contractor in all contracts entered into with suppliers of materials or services, contractors and subcontractors and all labor organizations, furnishing skilled, unskilled and craft union skilled labor, or who may perform any such labor or services in connection with this contract. 35. GUARANTEE. Unless otherwise specified the Contractor shall unconditionally guarantee the materials and workmanship on all equipment furnished by him for a period of one year from date of acceptance of the Items delivered and installed, unless otherwise specified herein. If, within the guarantee, any defects or signs of deterioration are noted, which, in the opinion of the City are due to faulty design and Installation, workmanship, or materials, upon ratification, the Contractor, at his expense, shall repair or adjust the equipment or parts to correct the condition or he shall replace the part or entire unit to the complete satisfaction of the City. These repairs, replacements or adjustments shall be made only at such time as will be designated by the City as least detrimental to the operation of the City business. 36. PLACING Of ORDERS. Orders against contracts will be placed with the Contractor on a Purchase Order executed and released by the Purchasing Agent. Telephone orders placed directly with the Contractor by the ordering Agency may be authorized by the Purchasing Agen?4441 provided they are followed up by a written Purchase Order. DELIVERY PROVISIONS. , 37. RESPONSIBILITY FOR MATERIALS SNIPPED. Ina Contractor shall be responsible for any materials or supplies covered by this contract until they are delivered at the designated point, but the Contractor shall bear all risk for rejected materials or supplies after written notice of rejection. Rejected materials or supplies must be removed by and at the expense of the Contractor promptly after written notification of rejection, unless public health and safety require immediate destruction or other disposal of rejected delivery. Upon failure to do so within thirty (30) days after date of notification, the City may return the rejected materials or supplies to the Contractor at his risk and expense, or dispose of them as Its own property. 38. INSPECTIONS. Inspection and acceptance of materials or supplies will be made after delivery. Final inspection shall be conclusive except as regards latent defects, fraud, or of such gross mistakes that amount to fraud. Final inspection and acceptance or rejection of the materials or supplies will be made as promptly as practicable, but failure to inspect and accept or reject materials or supplies shall not Impme liability on the MICROFILMED BY JORM MIC R+LA8 CEDAR RAPIDS a DES MOINES u Ott k0 1 CI ty 11 Such sister h a is or supel sea ars not in accordance with the Spec ilt Cal ions All delivered materials spall he accepted suoyect to inspection and pnysical count. 39. ME 01 DIIIVIRY. Dellverirs will he accepted Gel.ee. 6:3Z A.M. and 3il0 P.M. on .pekdays only. No dell venal will be atcepled on Satw-uys. S.hCArs or noliaays. 40. PACKING Slll'S OR UILIVLBY TICKETS. All shipments or deliveries seal! be accompanied by Packing Slips or Delivery Tickets. and shall tretain the following infmma UoP for each item delivered.. the Purchase Order number. The Ordering Department. The name of the article and stock nucbe- (supplier's). The quantity ordered. The quantity and date shipped. The quantity backordered. The name o1 the Contractor. Bidders are cautioned, that failure to Comply with these conditions may be considered sufficient reason for refusal to accept the goods. 41. GENERAL GUARANTY. Contractor agrees to: A. Save the City, its agents and employees harmless from liability of any nature or kind for the use of any carp rf^: or uncopvright composition, secret process, patented or unpatented inven[lor, article or appliance furnished or used in the performance of the contract of which the Contractor Is not the patentee, assignee, licensee or owner. b. Protect the City against latent defective material or workmanship and to repair or replace any damages or ma-rin; occasioned in transit or delivery. C. furnish adequate prolectior against damage to all work and to repair damages of any kind, to the building o- ec6irment, due to contractor's own work or tC the work of other contractors, for .nice Pe or Pis workmen are responsible. d. Obtain all permits, licenses ane fees and give all notices and Comply with all laws, ordinances, rules and regulations of the City and the State of Iowa. 42. INDEMNITY. Contractor shall indemnify, keep and save harmless the City, its agents, officials and employees, against all injuries, deaths, loss, damages, claims, patent Claims. suits, liain bilities, judgments, costs and esaenses, which nay in any way accrue against the C1ty consequence of this contract which may in any way result therefrom, whether or not it shall be alleged or determined that the act was caused through negligence or mp omission of the Contractor, of its eloyees, o/ a subcontractor or of his employees, If any, or of the City, or its employees, the Contractor shall, at his Own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in cenneclion therewith, and if any judgment snail be rendered against the City in am sucr action, Contractor shall at his own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any Performance bond or Insurance protection required by this contract, or otherwise provided by the Contractor, spell in he way limit the responsibility to indemnify, keep and save harmless and defend the City as herein provided. 43. COLLUSIVE BIDDING. In, Bidder certifies that his bid is made without any previous understanding, agreement of connection with any tf-SOP, firm, or corporation making is bid for the Meproject, without prior knwledge' of competitive prices, and It is in all respect Ids, without outside control, collusion, fraud or otherwise Illegal action. 44. OFFICERS NOT 10 BENEFIT. Upon signing this bid, Bidder certifies that . neater of the governing body of the City of Iowa Cil%, or seeoers of his e- Per ismediate family, including spouse, parents or children, or any stns officer or employee of the City, or any member or employee of a Commission, Board or Corporation controlled or appointed by the City manager or Council has received or has been promised, directly or indirectly, any financial benefit. related to this contract. 4S. CAR7AGE. NO Cnarge .ill be allowed for cartage on packages unless by prior approval al the City MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS m DES MOINES 1 . CITY OF IOWA CITY CENTRAL PROCUREMENT AND SERVICES MANUAL Section 4 4.00 Policies 4.01 Departmental Accounts Departmental account numbers are assigned by the Accounting Division, as listed in the Chart of Accounts. Purchases can be processed only against requisitions indicating such established account numbers which bear the signature of the individual authorized to administer the account. 4.02 Payment for Purchase Orders Payment will be made only after inspection and acceptance by the ordering - division. The Yellow Copy of the purchase order form (receiving report) is used to authorize payment for purchase orders. Upon receipt (not before) of the goods and services the division is to check the packing slip and the order received against the purchase order. If discrepancies are found, the ordering department should note the discrepancy on the yellow copy, mark the shipment receipt date, the signature of the receiver, take a photocopy of the yellow copy and return to Accounting within approximately 24 hours, retaining the yellow copy until discrepancies are resolved. Partial payments, i.e. back orders, items ordered but not received, should be handled the same way. Invoices will be checked against the purchase order by the accounting division and if the yellow copy has been signed authorizing payment and any discrepancies resolved, a voucher will be prepared for payment. For Annual Purchase Orders, attach a requisition with packing slip and submit to Accounting within 48 hours for payment. Small Order Requisitions do not require any additional follow-up for payment other than the required information and authorization prior to purchasing the item. . 4.03 Cash Discounts i Many vendors offer the City a cash discount if their invoices are paid promptly. Any such invoice received by a department is to be turned in immediately to the Accounting Division. It is the responsibility of every department, upon receipt of materials, to process immediately those packing slips and return receiving reports so advantage of the cash discount can be taken. 4.04 Taxes The City is exempt from all Federal, State of Iowa and other states' taxes _ on purchases of equipment, supplies and services used by the City within the State of Iowa. The Purchasing Division provides tax exemption certification to out of state suppliers as required. Out of state taxes imposed on the purchases of commodities or services which are used within another state are applicable and subject to payment. 20 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES /V00 Contractors and subcontractors who bid on jobs to construct realty for the City must pay the retail sales tax on all materials, equipment and supplies purchased to complete their contract. Further, they must pay sales tax on — rental tools and equipment used in connection with the contract. Contractors should bill the City including tax, accompanied by the necessary contractor's statement, (one contractor's statement for each _ subcontractor), and the Accounting Division will in turn then contact the State of Iowa for reimbursement of this tax. 4.05 Conflict of Interest Employees are strictly prohibited from accepting gratuities. Employees are forbidden to sell to or contract with the City. City employees cannot have an interest, directly or indirectly, in any contract to furnish provisions, materials or supplies of any kind to or for the City. (State of Iowa Code 362.5.) 4.06 Personal Purchases City policy does not allow the Purchasing Division to enter into any — negotiation or become involved in any transaction with the purchase of any item for the personal needs of an employee. Items of a personal nature are inappropriate expenses from the City's funds and will be disallowed. 4.07 Federal Fund or Grant Purchases Purchases made from Federal funds deposited with the City of Iowa City are subject to the purchasing policies and procedures which have been approved by the granting agencies. Federal requirements in addition to local requirements need to be followed by each Department. 4.08 Salesperson Interviews Sales representatives are received at the Purchasing Division. Representatives will be directed to departments when appropriate. When a sales representative makes direct contact with the Department and if he/she represents a firm that has never done business with the City or if the person is a new representative and is not familiar with the procedures for _ doing business with the City, he/she should be referred to the Purchasing Division before leaving the City. 4.09 Request for Catalog and Literature The Purchasing Division maintains a catalog file for departmental reference. Departments may call the Purchasing Division for articles being considered and request necessary catalogs or literature. Catalogs are to be returned promptly to the Purchasing Division when no longer needed. Departments may request such material directly from a supplier provided _ that the request is for information only and does not bind the City to any commitments. 21 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 4.10 Leasing or Rental of Equipment The City allows the leasing or rental of equipment providing funds are available to the requesting department, the period of time involved does not extend beyond that of a fund availability and the intent of the initial rental is not to change into a lease/purchase option. Equipment may not be rented with the intent of purchase without prior budget approval. All contracts are to be submitted to the Purchasing Division and will be reviewed by the Legal Department before signing. A requisition should accompany the contract, detailing vendor, account number and signed authorization. — 4.11 Construction, Remodeling and Alterations Departments wishing to consider projects involving physical additions, alterations or remodeling their departmental areas are to consult with the government buildings director who is responsible for the building in which their department is located and the Engineering Department before proceeding with their intended projects. The Public Works Department has engineering services available for consultation and is authorized to draw plans and write specifications for such projects or make arrangements for the equivalent services. 4.12 Small Construction Services of a construction nature normally provided by a contractor. Such services include, but are not limited to, new construction, repair, maintenance, remodeling, tree trimming and nursery stock installation. Small construction over $5,000 requires a performance bond. The department may require a performance bond for under $5,000 if deemed necessary. 4.13 Bid Bond, Certified or Cashier's Check When required, no bid will be considered unless accompanied by a cashier's or certified check payable to the City of Iowa City, Iowa, by a responsible, solvent bank in the United States in an amount not to exceed ten percent (10%)*, of the bid price; or a Bidder's Bond executed by a surety company authorized to transact business in the State of Iowa to be forfeited as fixed and liquidated damages in case a bidder, if awarded the contract, fails, neglects or refuses to execute the contract and furnish a performance bond as required under #4.14 "Performance Bond", within ten (10) working days after the award of a contract. If the bidder fails or refuses to execute the contract and furnish the required performance bond – within said time, the money and proceeds from the check or bond, as the case may be, shall be applied toward payment of the damage to the City of Iowa City, Iowa on account of the delay, the execution of the contract and the performance of the work thereunder, and the necessity of accepting a higher or less desirable bid resulting from such failure or refusal to execute the contract and furnish the performance bond as required. The amount of the check or bond, as the case may be, shall not constitute a limitation upon the right of the City of Iowa City, Iowa to recover for the full amount of such damage. 22 A1,90 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES rao *(EPA does not allow more than five percent (5%). 4.14 Security - Performance Bonds When required, the successful bidder will need to furnish a performance bond in the amount of one hundred percent (100%) of award in a form satisfactory to the City. The performance bond must be executed by the " owner or general partneror, if by a corporation, the president or other general officer authorize,d to sign for the corporation, and the secretary's signature. 4.15 Advertising for Bids Formal advertising will be required for items/services over $10,000 purchased with Federal Funds and for all public improvements over $10,000. Formal advertising should comply with the Code of Iowa, Section 384.97 and Federal procedures. 4.16 Maintenance or Service Agreements A department may request a maintenance agreement which is intended to properly protect and maintain City -owned equipment when such service is deemed necessary. The requiring department should submit a requisition indicating the desire to establish a maintenance contract by listing the item of equipment with its correct descriptive name, model, serial number and requested period of time. The Purchasing Division contacts the supplier, negotiates or establishes charges to be made, the period of time of the contract and signs the maintenance agreement. 1 4.17 Warranties Many equipment items are delivered with warranty certificates attached to the item or on shipping containers. It is the responsibility of the requisitioning department to record these warranties with the manufacturers. 4.18 Fixed Assets Inventory A fixed asset inventory (a complete listing of City personal and real property, and capital improvements to real property) is required. Fixed assets are defined as tangible assets of significant value ($500 or more by City policy) having a useful life of more than one year. Exceptions to the — $500 limit include furniture, weapons and some special items which require property control: i.e. calculators. The Finance Department is responsible for fixed asset records and the Purchasing Division will assign fixed asset numbers. Departments must also assign a person or persons to be responsible for fixed assets in the department and to take an annual physical inventory to keep the records up to date and accurate. I 4.19 Surplus Property r Surplus property in any department or division can be transferred to another department or division by submitting a memo to the Purchasing Agent I at any time. I N •li 23 .. MICROFILMED BY JORM MICR+LAEI CEDAR RAPIDS • DES MOINES r-. The Purchasing Agent is responsible for the disposal of all surplus City automobiles, trucks, lawn mowers, scrap metal, furniture, etc. through sealed bids, private sale, or by a public auction which the City Council will authorize prior to public advertising. Each department will notify the Purchasing Agent by memo of any surplus property or buildings in its possession. Departments are to coordinate disposal of any land or buildings with the Legal Department. Before a list of such property is published for auction, all departments will be notified of its availability. If another department can use any such property, upon the Legal Department's written approval, the property can be transferred. 24 MICROFILMED BY JORM MICR+LAB 1! CEDAR RAPIDS • DES MOINES m I DEFINITIONS OF TERMS USED IN THIS MANUAL ACCOUNT NUMBERS - Activity Number - A five -digit number assigned to the activities and projects which are currently funded in the fiscal year operating budget. Expense/Receipt Number - A four -digit number which identifies the type of expenditure or receipt made by an activity. AUTHORIZED SIGNATURE - Individual entrusted to administer expenditure of funds and to enter into a contract within a designated dollar amount. BIDDING PROCESS Competitive Sealed Bid - Method of acquiring supplies, services and construction where judgmental factors may be used only to I determine if the supply, service, or construction item bid meets the purchase description and specifications. Under �� competitive sealed bidding, once the evaluation is completed, award is made on a purely objective basis to the lowest responsive and responsible bidder. Invitation for Bids - A cover letter including a purchase description and general contractual terms and conditions i7, applicable to the purchase. J Purchase Description - The words used in a bid to describe the supplies, services, or construction to be purchased, and includes specifications attached to the bid. Bid Opening - Bids shall be opened publicly in the presence of one or more witnesses at the time designated in the Invitation for Bids. The amount of each bid, and such other relevant information as may be specified, together with the name of each bidder, shall be recorded; the record in each bid shall be open _ to public inspections. I — Bid Award - The Contract shall be awarded with reasonable promptness by written notice to the lowest responsible and responsive = bidder whose bid meets the requirements and criteria set forth in the bid; in most cases, low bid. i Responsible Bidder - A person who has the capability in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance. Responsive Bidder - A person who has submitted a bid which conforms in all material respects to the Invitation for Bids. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES /yG0 Bid Bond or Cashier's Check - When required, all sealed bids will be accompanied by a cashier's or certified check in an amount not to exceed ten percent of the bid price to assure that the bidder will enter into a contract with the City of Iowa City. Failure to enter into a contract with the City will result in the entire amount being applied toward payment of damages to the City of Iowa City due to the delay in the execution of a contract and the performance of the work. Performance Bond - When required, the successful bidder will need to furnish a performance bond in the amount of 100 percent of the award satisfactory to the City. The performance bond assures satisfactory completion of the contract with the City of Iowa City. BUDGET AMENDMENT - Following Finance evaluation and. subject to Council approval, an adjustment to the approved fiscal year budget for a specific activity. BUDGET REVISION - Upon Finance approval, realigning of funds for Capital Outlay Purchases during a current fiscal year budget from one expense number type to another, within an activity. CAPITAL OUTLAY EXPENSE - An expenditure with the intent of expanding or improving; does not include operating expenses. In order to encompass all fixed assets $500 and above, Capital Outlay expenses are to be budgeted for $400 and above and include office furnishings $100 and above. Capital Outlay expenses include land, land improvements, trees, buildings, equipment, office furnishings, etc. CHECK REQUEST - A form used to request payments for supplies/services which do not need an SOR or P.O. are not initiated by an invoice, or are periodic payments on a contract. Examples are: refunds, payments for professional services, subscriptions, employee reimbursements over $10. CERTIFICATE OF INSURANCE - When required, any policy or policies of insurance purchased by the contractor to satisfy his responsibility during the life of the contract meeting prescribed requirements for types and minimum amounts of coverage. CONSTRUCTION - The process of building, altering, repairing, improving or demolishing any public structure or building, or other public improvements of any kind to any public real property. It does not include the routine operation, routine repair, or routine ` maintenance of existing structures, buildings or real property. I j CONSTRUCTION, SMALL - Services of a construction nature normally provided by a contractor. Such services include, but are not limited to, new construction, repair, maintenance, remodeling, tree trimming and nursery stock installation. MICROFILMED OY JORM MIC R�LAB CEDAR RARI05 • DES MOINES ^ 3 ENCUMBRANCE - Supplies/services that have been ordered but not paid for. FIXED ASSETS - Assets (property) of a life longer than a current fiscal year and of value greater than $500. Includes land, land improvements, buildings and equipment. OPERATING FUNDS - Cost of goods and services used up within a fiscal year. PURCHASE ORDER - A form prepared by the Accounting Div. which authorizes a vendor to invoice and ship supplies/service as specified. The Purchase Order is designed to expedite and control buying for the City and is considered a binding contract between both parties. PURCHASE ORDER ANNUAL - A Purchase Order which is assigned to a local or out-of-town vendor for frequent purchases not to exceed $500 per I individual order or an amount specified on the Purchase Order as 1 exception may dictate. An Annual Purchase Order will be assigned to a specific division, renewable at the beginning of each fiscal year. PURCHASE ORDER, SINGLE - A Purchase Order used for purchases which do not �a meet the criteria for Petty Cash, Check Request, an Annual Purchase Order or a Small Order Requisition, from local or out-of-town vendors. Purchase Order numbers must be obtained from the Finance i Department, Accounting/Purchasing Division. PURCHASE REQUISITION - A form used to authorize the release of a single Purchase Order or to authorize payment for supplies/services ri received on an annual P.O. Used to specify descriptive information such as required vendor, quantity, description, delivery schedule, I_ department, Account numbers and authorized signature. PROFESSIONAL -TECHNICAL SERVICES - In respect to this document, services for auditing, legal, engineering, archttectual, and educational services. PUBLIC IMPROVEMENT - Code of Iowa Section 384.95. Public improvement _ means any building or construction work, either within or outside the corporate limits of a city, to be paid for in whole or in part by the use of funds of the City, regardless of sources, including a building or improvement constructed or operated jointly with any other public or private agency, but excluding urban renewal and low rent housing _ projects, industrial aid projects authorized under Chapter 419, emergency work or work performed by employees of a city or a city utility. — QUOTATIONS - VERBAL - Verbal offer of price and product to deliver goods or services. QUOTATIONS - WRITTEN - Written offer of product and product price including a required general performance or a functional specification. Written quotations are utilized when sealed bidding /40 MICROFI LMEO BY JORM MIC RfLAB CEDAR ROPI05 • DES MOINES 4 is not practical or not advantageous to the purchase. Specific guidelines, see Purchasing Manual. SERVICES AND CHARGES - In relation to the Chart of Accounts, 8000 expenses, the furnishing of labor, time or effort, including the routine operation, repair or maintenance. Services and Charges include, but are not limited to, professional services, communications, transportation and education, property and liability insurance, utility services, repair and maintenance, technical services and rentals. SUPPLIES - In respect to the Chart of Accounts, 7000 expense numbers, commodities, materials and small equipment, which are normally used up in one year. SMALL ORDER REQUISITION - A form to be utilized in purchasing supplies from a local vendor on the City's approved Small Order Vendor list where the purchase does not exceed $50 per line item and a total order of $250. SMALL ORDER VENDOR - An Iowa City/Coralville vendor authorized to release supplies by use of a Small Order Requisition. An SOR is not to exceed $50 per line item or $250 total. Being a Small Order Vendor does not stop a vendor from making sales to the City by the purchasing procedures of Petty Cash, Single Purchase Order or Annual Purchase Order. SOLE SOURCE PROCUREMENT - A contract may be awarded for a supply, service, or construction item without competition when, upon the approval of the Purchasing Agent, written justification by the department provides that there is only one source for the required supply, service, or construction item. SPECIFICATIONS - Any description of a physical or functional _ characteristic, or of the nature of a supply, service or construction item. It may include a description of any requirement for inspecting, testing or preparing a supply, service, or construction item for delivery. TAX EXEMPTION - The City is exempt from all Federal, State of Iowa and other state's taxes on purchases of equipment, supplies and services used by the City within the State of Iowa. Out-of-state taxes imposed on the purchases of commodities or services which are used within another state are applicable and subject to payment. MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES i a I F1 (s .l t AUTHORIZED SIGNATURES FOR PURCHASES A DIVISION HEAD'S (or an approved designee's) signature is required before processing a request for operational items of less than $500. This does not include direct purchases of furniture, outside printing, and items that are available within the Civic Center Central Supply Room and Equipment Division Inventory. A DEPARTMENT HEAD'S (or approved designee's)* signature is required when purchasing any item or service greater than $500, and for all capital outlay expenditures - ADMINISTRATIVE OFFICE/ HUMAN REE City Manager *Assistant City Manager Human Relations Director Cable TV Specialist Senior Center Coordinator Energy Coordinator Airport Manager LEGAL Assistant City Attorneys *One Assistant City Attorney to be designated CITY CLERK *City Clerk FINANCE *Finance Director Budget Administrator *Purchasing Agent Treasurer Parking Supervisor Controller WPC Supervisor Buyer Purchasing Senior Clerk Typist FIRE *Fire Chief Fire Marshal Training Officer HOUSING AND INSPECTION *Dircctor of H&IS Senior Building Inspector Housing Programs Coordinator Senior Housing Inspector Housing Rehabilitation Officer MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES LIBRARY *Library Director PARKS AND RECREATION *Parks and Recreation Director Parks Superintendent Superintendent of Recreation Superintendent of Cemetery/Forestry PLANNING AND PROGRAM DEVELOPMENT *Director of PPD Senior Planner CDBG Program Coordinator Development Coordinator Graphic Technician PUBLIC WORKS *Public Works Director City Engineer Assistant City Engineer *Equipment Superintendent Superintendent of Pollution Control Streets Superintendent Assistant Street Superintendent Assistant Sanitation Superintendent Traffic Engineer Transit Manager Assistant Transit Manager Superintendent of Water POLICE *Police Chief *Deputy Chief Shift Captains Animal Shelter Master i f F1 (s .l t AUTHORIZED SIGNATURES FOR PURCHASES A DIVISION HEAD'S (or an approved designee's) signature is required before processing a request for operational items of less than $500. This does not include direct purchases of furniture, outside printing, and items that are available within the Civic Center Central Supply Room and Equipment Division Inventory. A DEPARTMENT HEAD'S (or approved designee's)* signature is required when purchasing any item or service greater than $500, and for all capital outlay expenditures - ADMINISTRATIVE OFFICE/ HUMAN REE City Manager *Assistant City Manager Human Relations Director Cable TV Specialist Senior Center Coordinator Energy Coordinator Airport Manager LEGAL Assistant City Attorneys *One Assistant City Attorney to be designated CITY CLERK *City Clerk FINANCE *Finance Director Budget Administrator *Purchasing Agent Treasurer Parking Supervisor Controller WPC Supervisor Buyer Purchasing Senior Clerk Typist FIRE *Fire Chief Fire Marshal Training Officer HOUSING AND INSPECTION *Dircctor of H&IS Senior Building Inspector Housing Programs Coordinator Senior Housing Inspector Housing Rehabilitation Officer MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES LIBRARY *Library Director PARKS AND RECREATION *Parks and Recreation Director Parks Superintendent Superintendent of Recreation Superintendent of Cemetery/Forestry PLANNING AND PROGRAM DEVELOPMENT *Director of PPD Senior Planner CDBG Program Coordinator Development Coordinator Graphic Technician PUBLIC WORKS *Public Works Director City Engineer Assistant City Engineer *Equipment Superintendent Superintendent of Pollution Control Streets Superintendent Assistant Street Superintendent Assistant Sanitation Superintendent Traffic Engineer Transit Manager Assistant Transit Manager Superintendent of Water POLICE *Police Chief *Deputy Chief Shift Captains Animal Shelter Master U r� CITY OF IOWA CITY SMALL ORDER REQUISITION VENDORS Advanced Audio Engineering 202 Douglas Aero Rental 810 Maiden Lane Air Cooled Engine Service 214 Stevens Dr. American Harvest Wholesalers 2010 S. Riverside Dr. B & B Auto Parts 116 East 9th St. Coralville Barron Motor Supply 1207 Highland Best Rental Center 1210 S. Gilbert Blackman Decorators, Inc. 624 South Dubuque Boyd & Rummelhart 601 S. Gilbert Breese Company, Inc. 324 South Madison Brenneman Seed Store 1500 1st Avenue South Capitol View Office Service 2 S. Dubuque MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Capitol Implement 702 Maiden Lane Capitol Propane Gas, Inc. 729 S. Capitol City Electric Supply 315 East Prentiss Contractors' Tool & Supply Co. 1430 South Gilbert Crescent Electric Supply Co. 416 Highland Avenue Drug Fair Highway 6, West Coralville Drug Fair 2425 Muscatine Ave. Drug Fair 121 E. Washington Econogas Service Highway 6 West The F -Stop 215 E. Washington Fabs 1029 S. Riverside Drive Fay's Fire Equipment 1114 E. Washington 0 Fin and Feather Sports Center 943 S. Riverside Fleetway Stores, Inc. 655 Highway 6 Bypass Frohwein Supply Company 211 E. Washington Gilpin Paint & Glass, Inc. 330 E. Market Goodwill Industries 1410 1st Avenue Gringer Feed Highway 218 South Hamer Alignment 1021 South Gilbert Harry's Custom Trophies Highway 6, West Hawkeye Lumber Company 803 South Dubuque Hawkeye Medical Supply Inc. 225 East Prentiss Hawkeye Wholseale Grocery Company Highway 6 West Helble & Rocca Electronics 319 South Gilbert Hy -Vee Food Store Highway 6 West Coralville Hy -Vee Food Store 227 Kirkwood Avenue Hy -Vee Food Store 1st Avenue & Rochester Avenue MICROFILMED BY JORM MICR�LA 3 CEDAR RAPIDS • DES M01NE5 Hy -Vee Food Store North Dodge Iowa Ace Hardware 1225 S. Gilbert Iowa Book & Supply Company 8 South Clinton Iowa City Glass & Mirror — 1223 Highland Ct. Iowa City Typewriter Company 1016 Ronalds St. Iowa City Sporting Goods 401 S. Gilbert Johnson County Feed & Hatchery 803 South Clinton L Johnson Machine Shop, Inc. 627 South Capitol L Ken's Highway 1, West K -Mart Discount Stores — 901 Hollywood Boulevard r Lenoch & Cilek _ 207 East Washington Lenoch & Cilek 1558 Mall Drive — Lind Art Supplies, Inc. — 9 South Dubuque — Henry Louis, Inc. 506 East College _ McCormick Paint & Wall Paper Center 710 South Dubuque Street MICROFILMED BY .JORM MICR +LAB CEDAR RAPIDS • DES MOINES ly6a B 1 Marv's Glass 122 LaFayette Rocca Welding & Repair I 1202 Highland Court Mid -State Distributing Company 620 South Madison Saylor Locksmith _ 1705 1st Avenue Montgomery Ward & Company r i Wardway Shopping Center Sears Roebuck & Company 1600 Sycamore Nagle Lumber Company 1201 South Gilbert Sherwin-Williams Company 1705 1st Avenue s Northwest Fabrics Eastdale Mall Sieg -Iowa City Company II 821 South Clinton Novotny Cycle Center 220 South Clinton Steve's Typewriter Company �j 816 South Gilbert Osco Drug 120 East College Stillwell Paint Store 216 East Washington J. C. Penney Company 130 South Dubuque Strub Rocca Welding & Repair South Van Buren Street Mi330 i� PPG Industries, Paint Service Center 1204 South Gilbert T G & Y Highway 6 West - Pleasant Valley Orchards & Nursery 1301 South Gilbert Coralville T G & Y Plexiforms Mall Shopping Center j 1016h Gilbert Court P Pyramid Services Taylor Rental Highway 6 West M 390 Highland Avenue Coralville j! u Radio Trade Supply Company 312 Team Electronics Mall Shopping Prentiss Center Radio Shack 51 2nd Street Technigraphics Inc. Plaza Centre One Coralville Drafting Supplies & PMT's only ri Randall's Super Value Triple D Welding �J Highway 6 West 605 Highway 1 West Coralville - Union Supply Company �j Randall's Super Value 700 S. Dubuque 1851 Lower Muscatine Road MICROFILMED BY .JORM MICR +LAB CEDAR RAPIDS • DES MOINES ly6a B University Camera & Sound Center 4 South Dubuque I iWalgreen Drug Store Mall Shopping Center Whiteway Super Market 212 South Clinton John Wilson Sports Equipment 408 East College Wilson on the Mall Sports Shop Mall Shopping Center Woodburn Sound Service 402 Highland Court Younker's 115 East Washington MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES I CITY OF IOWA CITY SMALL ORDER REQUISITION VENDORS Advanced Audio Engineering 202 Douglas Aero Rental 810 Maiden Lane Air Cooled Engine Service 214 Stevens Dr. American Harvest Wholesalers 2010 S. Riverside Dr. B & B Auto Parts 116 East 9th St. Coralville Barron Motor Supply 1207 Highland Best Rental Center 1210 S. Gilbert Blackman Decorators, Inc. 624 South Dubuque Boyd & Rummelhart 601 S. Gilbert Breese Company, Inc. 324 South Madison Brenneman Seed Store 1500 1st Avenue South Capitol View Office Service 2 S. Dubuque MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Capitol Implement 702 Maiden Lane Capitol Propane Gas, Inc. 729 S. Capitol City Electric Supply 315 East Prentiss Contractors' Tool & Supply Co. 1430 South Gilbert Crescent Electric Supply Co. 416 Highland Avenue Drug Fair Highway 6, West Coralville Drug Fair 2425 Muscatine Ave. Drug Fair 121 E. Washington Econogas Service Highway 6 West The F -Stop 215 E. Washington Fabs 1029 S. Riverside Drive Fay's Fire Equipment 1114 E. Washington /y6o I �- j II I i .. ' i r k Iti �H I a 8 q CITY OF IOWA CITY SMALL ORDER REQUISITION VENDORS Advanced Audio Engineering 202 Douglas Aero Rental 810 Maiden Lane Air Cooled Engine Service 214 Stevens Dr. American Harvest Wholesalers 2010 S. Riverside Dr. B & B Auto Parts 116 East 9th St. Coralville Barron Motor Supply 1207 Highland Best Rental Center 1210 S. Gilbert Blackman Decorators, Inc. 624 South Dubuque Boyd & Rummelhart 601 S. Gilbert Breese Company, Inc. 324 South Madison Brenneman Seed Store 1500 1st Avenue South Capitol View Office Service 2 S. Dubuque MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES Capitol Implement 702 Maiden Lane Capitol Propane Gas, Inc. 729 S. Capitol City Electric Supply 315 East Prentiss Contractors' Tool & Supply Co. 1430 South Gilbert Crescent Electric Supply Co. 416 Highland Avenue Drug Fair Highway 6, West Coralville Drug Fair 2425 Muscatine Ave. Drug Fair 121 E. Washington Econogas Service Highway 6 West The F -Stop 215 E. Washington Fabs 1029 S. Riverside Drive Fay's Fire Equipment 1114 E. Washington /y6o Fin and Feather Sports Center Hy -Vee Food Store s North Dodge Fleetway Stores, Inc. Iowa Ace Hardware -i 655 Highway 6 Bypass 1225 S. Gilbert Frohwein Supply Company 211 E. Washington \ 8 South Clinton I Fin and Feather Sports Center Hy -Vee Food Store 943 S. Riverside North Dodge Fleetway Stores, Inc. Iowa Ace Hardware 655 Highway 6 Bypass 1225 S. Gilbert Frohwein Supply Company 211 E. Washington Iowa Book & Supply Company 8 South Clinton Gilpin Paint & Glass, Inc. 330 E. Market Iowa City Glass & Mirror 1223 Highland Ct. Goodwill Industries 1410 1st Avenue Iowa City Typewriter Company 1016 Ronalds St. Gringer Feed Highway 218 South Iowa City Sporting Goods ` 401 S. Gilbert Hamer Alignment 1021 South Gilbert Johnson County Feed & Hatchery i 803 South Clinton Harry's Custom Trophies Highway 6, West Johnson Machine Shop, Inc. ` 627 South Capitol Hawkeye Lumber Company Ken's �. 803 South Dubuque Highway 1, West Hawkeye Medical Supply Inc. 225 K -Mart Discount Stores ! East Prentiss 901 Hollywood Boulevard Hawkeye Wholseale Grocery Company Lenoch & Cilek Highway 6 West 207 East Washington Helble & Rocca Electronics Lenoch $ Cilek 319 South Gilbert 1558 Mall Drive Hy -Vee Food Store Highway 6 West Lind Art Supplies, Inc. Coralville 9 South Dubuque Hy -Vee Food Store Henry Louis, Inc.506 227 Kirkwood Avenue East College Hy -Vee Food Store McCormick Paint & Wall Paper Center i 1st Avenue & Rochester Avenue 710 South Dubuque Street L M I � r MICROFILMED BY JORM MICR+LA9 _ CEDAR RAPIDS • DES MOINES J I 1 I J i j' i I i �i J Marv's Glass 122 LaFayette Mid -State Distributing Company 620 South Madison Montgomery Ward & Company Wardway Shopping Center Nagle Lumber Company 1201 South Gilbert Northwest Fabrics Eastdale Mall Novotny Cycle Center 220 South Clinton Osco Drug 120 East College J. C. Penney Company 130 South Dubuque PPG Industries, Paint Service Center 1204 South Gilbert Pleasant Valley Orchards & Nursery 1301 South Gilbert Plexiforms 1016'5 Gilbert Court Pyramid Services 390 Highland Avenue Radio Trade Supply Company 312 Prentiss Radio Shack 51 2nd Street Coralville Randall's Super Value Highway 6 West Coralville Randall's Super Value 1851 Lower Muscatine Road MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES �I Rocca Welding & Repair 1202 Highland Court Saylor Locksmith 1705 1st Avenue Sears Roebuck & Company 1600 Sycamore Sherwin-Williams Company 1705 1st Avenue Sieg -Iowa City Company 821 South Clinton Steve's Typewriter Company 816 South Gilbert Stillwell Paint Store 216 East Washington Strub Rocca Welding & Repair 330 South Van Buren Street T G & Y Highway 6 West Coralville T G & Y Mall Shopping Center Taylor Rental Highway 6 West Coralville Team Electronics Mall Shopping Center Technigraphics Inc. Plaza Centre One Drafting Supplies & PMT's only Triple D Welding 605 Highway 1 West Union Supply Company 700 S. Dubuque Novo I 1 I J i J i p i J Marv's Glass 122 LaFayette Mid -State Distributing Company 620 South Madison Montgomery Ward & Company Wardway Shopping Center Nagle Lumber Company 1201 South Gilbert Northwest Fabrics Eastdale Mall Novotny Cycle Center 220 South Clinton Osco Drug 120 East College J. C. Penney Company 130 South Dubuque PPG Industries, Paint Service Center 1204 South Gilbert Pleasant Valley Orchards & Nursery 1301 South Gilbert Plexiforms 1016'5 Gilbert Court Pyramid Services 390 Highland Avenue Radio Trade Supply Company 312 Prentiss Radio Shack 51 2nd Street Coralville Randall's Super Value Highway 6 West Coralville Randall's Super Value 1851 Lower Muscatine Road MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES �I Rocca Welding & Repair 1202 Highland Court Saylor Locksmith 1705 1st Avenue Sears Roebuck & Company 1600 Sycamore Sherwin-Williams Company 1705 1st Avenue Sieg -Iowa City Company 821 South Clinton Steve's Typewriter Company 816 South Gilbert Stillwell Paint Store 216 East Washington Strub Rocca Welding & Repair 330 South Van Buren Street T G & Y Highway 6 West Coralville T G & Y Mall Shopping Center Taylor Rental Highway 6 West Coralville Team Electronics Mall Shopping Center Technigraphics Inc. Plaza Centre One Drafting Supplies & PMT's only Triple D Welding 605 Highway 1 West Union Supply Company 700 S. Dubuque Novo I University Camera & Sound Center 4 South Dubuque Walgreen Drug Store Mall Shopping Center Whiteway Super Market 212 South Clinton John Wilson Sports Equipment 408 East College Wilson on the Mall Sports Shop Mall Shopping Center Woodburn Sound Service 402 Highland Court Younker's 115 East Washington MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES r r i d University Camera & Sound Center 4 South Dubuque Walgreen Drug Store Mall Shopping Center Whiteway Super Market 212 South Clinton John Wilson Sports Equipment 408 East College Wilson on the Mall Sports Shop Mall Shopping Center Woodburn Sound Service 402 Highland Court Younker's 115 East Washington MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES r PURCHASING FORMS: SUMMARY OF USES (Sections of Purchasing Manual Noted for Reference) PETTY CASH (2.00) To receive reimbursement of expenditures which are: 1. $10 or less; OR 2. Over $10 in special cases, with Finance Director's approval. CHECK REQUEST (2.01) - To request payment for supplies/services which: 1. Do not need an SOR or P0; OR 2. Are not initiated by an invoice; OR 3. Are periodic payments on a contract. PURCHASE REQUISITION (2.02 and 2.04 V6 k". MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES To provide information and authorization for: 1. Typing a Single P0; OR 2. Payment for suppliesTservices received on an Annual P0. ANNUAL PURCHASE ORDER(2.02) To purchase supplies services from a local or out-of-town vendor when: 1. The division has been assigned an Annual PO for that vendor; AND 2. The individual order does not exceed $500 (or other amount specified on the PO). SMALL ORDER REQUISITION(2.03) To purchase supplies services from a local vendor when: 1. The division does not have an Annual PO for that vendor; AND 2. The vendor is on the approved SOR vendor list; AND J 3. The SOR does not exceed $50/1ine item or $250/total; AND 4. Identical items are not split on two different lines or two different n SOR forms to circumvent the dollar limitations; AND 5. The item is not available from Central Supply, Equipment Division j — Parts Room, or other City/State contracts. SINGLE PURCHASE ORDER (2.04) To provide supplies services from a local or out-of-town vendor when: 1. The division does not have an Annual PO for that vendor; OR 2. The order exceeds the Annual PO dollar limitation ($500/individual order, or other amount specified on the PO); OR 3. The vendor is not on the approved SOR vendor list; OR 4. The order exceeds the SOR dollar limitations 7$50/line item or I— $250/total). REQUEST FOR QUOTATION (3.00-3.03) -- To obtain informal written quotations for purchases under $5,000. I j EQUIPMENT DIVISION ORDER To be used in place of a Purchase Requisition and Single PO by the Equipment Division only, to purchase supplies/services from a local or out- of-town vendor when: 1. The division does not have an Annual PO for that vendor; OR 2. The vendor is not on the approved SOR vendor list; OR — 3. The order exceeds the SOR dollar limitations 7$50/line item or $250/total). 9-80 V6 k". MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES PETTY CASH PURPOSE: Reimbursement of expenditures of $10 or less, as outlined in Section 2.00 of the Purchasing Manual. FORMAT: One -part form, white. SUPPLY: Central Supply Room. PROCEDURE: Complete all blanks and attach receipt(s). department/division authorized signature. authorized Obtain approved by the department is posted at the cashier'scounter din staff Finance Department.) If there is no receipt, or the amount exceeds $10, obtain the signature of the Finance Director or his/her designee. In all cases, take the completed form with attachment(s) to the cashier. Sign the "Received By" blank when you receive the cash payment from the cashier. 9-80 CITY OF IOWA CITY PETTY CASH REQUEST Date: G—aaq 19Fsb - ComDlete all blanks, attach recelpt(s). and obteln drDerlaenl/ dlvlslon author l ted signature. CHARGE TO: - PETTY CASH LIDUID NO! p[[[D $ID; if the eraunt Is over $ID or Uept. /Dl v._ff)._,�:"',,.�Q���,1� there Is no receipt, obtain the finance Director's signature. . takr the cmmpleted form with attachments to the finance cash ler. Ston the "Received By" blank when you receive cash payment. I/Z2. 3 HDII: The city of Iowa Clly Is e.emDt from state and local teaes. ACtlVity Expense // Amount DESCRIPTION: 6 Ira 014.,11" . SAfnP4,6 IZING S Dept./Div.: go_ _ Finance: .44 lloney Received By: �-- MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I CHECK REQUEST PURPOSE: Payment for supplies/services which do not need a Purchase Order or a Small Order Requisition, for payments not initiated by an invoice, or for periodic payments on a contract. (Section 2.01 of the Purchasing Manual.) FORMAT: Two-part carbonless form (white, yellow) with consecutive numbering, in wrap-around book. SUPPLY: Accounting Division. Forms are to be signed out by divisions. PROCEDURE: Complete all blanks, including account numbers. If you want the check returned to you instead of mailed to the payee, mark and complete the Return to area. If an attachment is to be mailed with the check to the payee, mark the "Mail attached" box. Obtain authorizing signature and send the white copy of the Check Request form and two copies of any attachments (a copy to be mailed and a copy to be attached with the voucher) to the Accounting Division. Retain the ytLjow copy as your division's file copy. 9-80 CITY OF IOWA CITY - CHECK REQUEST N0. C i PAYEE 674//cQtia„ & ADDRESS 3zo/ old Glenview Rd W,ll+rretP� /L. 6-25 1980 ZIP CODE, 600 9/ DATE FOR: EPAYMENT 8'0 C:U.wU/4,/VeGlu�eS II rot otherwise swirled. Check will bo mailed to Payee. ❑ Return check to XMail attached. bvtl SgnrlwA WHIT[ — Acc nwq CANAAV _ Dwr 10 . MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES ACCOUNT NUMBERS AMOUNT 7/Zo s — s — s — s f s TOTAL: L Also PURCHASE REQUISITION PURPOSE: Provide information and authorization necessary to type a Single Purchase Order (PO), or to authorize payment on supplies/services received by using a division's Annual PO number. (Section 2.02 and 2.04 of the Purchasing Manual.) FORMAT: Two-part carbonless form (white, yellow) with consecutive numbering, in wrap-around book. SUPPLY: Accounting Division. Forms are to be signed out by divisions. PROCEDURE: Complete all areas of the Requisition Form, including date, vendor name, address and zip code, quantity, description and amount for each item. Remember to fill in the "Unit" column with the proper term: "each," "carton," "ton," or whatever. Include an estimated delivery date (if known) at the end of the description area. If there is more than one item, list both unit price and total amount for each line, and write the grand total of the Requisition at the bottom of the "Amount" column. If you have already given the order verbally to the vendor, mark the box which says "Confirming order - DO NOT DUPLICATE," and write the PO number and invoice number (if available) in the areas provided. If you have not given the order to the vendor, mark the box "Please initiate this order. ' The City prefers that orders be shipped F.O.B. Iowa City, which means that the vendor pays all freight charges and maintains responsibility for any problems during shipment to the City's delivery point. If the order is to be shipped at the vendor's expense, mark the box 'T.O.B. Iowa City." If your division is required to pay the freight, mark "Prepay freight and add to invoice." In the "Ship to" area below, write the name of both the department and division to which the order should be shipped. On purchases where a supply/service is for a piece of equipment on the Major Equipment List maintained by the Equipment Division, the equipment number should be included on the requisition. In the account number area, write the activity number and expense number to be charged for the order. If some of the items are to be charged to different account numbers, separate the charges as follows: For each account number, write the line number(s) where the item(s) appears in the description area above, and the total dollar amount to be charged to that account number. Obtain the appropriate department and/or division head's signature on the completed Purchase Requisition, and send the white copy along with any attachments to the Accounting Division, retaining the ytjl2v copy as your division's file copy. On the reverse side of the Purchase Requisition form is a Quotation Summary form, for recording results of quotations. In general, verbal quotations are encouraged for purchases under $500, when appropriate; a minimum of three (3) verbal quotations are required for purchases from $502 to $2500, with preference for written quotations; purchases over $2500 require a MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES r—. r-. minimum of three (3) written quotations. (See Section 3 of the Purchasing Manual.) Before completing the Quotation Summary, remove the white copy from the book. Do not write on the yellow copy of the Quotation Summary w ti h the white copy underneath, or the writing will show through on your yellow Requisition (due to the nature of carbonless paper). Complete the summary on the white copy first, then on the yellow copy. 9-80 CITY OF IOWA CITY PURCHASE REQUISITION N0. R 0001 VENDOR - 44 as 6ra44-ys I no ADDRESS __ 4o I - I V Ave S ;ds r M. G - 13 19.k ZIP CODE SZ40/ DATE UANTITY UNIT 1 rnwe ANIUUNT � 141 N%x 2 .00 aFo.00 2 3 4 30 / tr L.�iS /93.So 5 2 Tec a itLtd .7 -- 375 4/S.oO 6 17- ta, Tar • Z5 /S,00 7 8 9 10 11 12 Can/rmnaGa—pO HOT WJPp[ATF TOTAL: 6 5193, ZZ ,0. S. �o..a Cap .. Pro muu Vr over, 7 Aaoal N�r'wN qE to m,.ca. EOUIP.I Vendor lnvorta/ Purchaaa Order / ��� r� 3 DEPARTMENTAL AUTHORIZATION SHIP TO:,r�� Z LINE I ACCOUNT NUMBERS r AMOUNT Dam. Head Dept. _gDark.4 1y 6/]. / - USO a DW. Head _Lt4/L-- DM. i7LC. d.-*' — t MICROFILMED BY JORM MICR+LAE! CEDAR RAPIDS a DES MOINES 414640 i CITY OF IOWA LATY PURCHASE REQUISITION VENDOR N0. R Q �� .� ADDRESS 50 nc. Pr UANiIiY UNf7 ='� • ZIP COOEsQ� DATE 1 / DESCRIPTION , /00 / �(IZ 2 UNIT PRICE AMOUNT ..- 9 / o /6. ell -,N 3 O /Oo /b, /Z9.00 4 0 o e 30.00 2Slo.00 5 D / 3 S 34.50 , 6 S S 136.So 7 3.0 / 0.s0 ^ ; 8 0 9 10 12 ' cemno, I Gq ONw_pp NOi OUPp[ATE i❑ ne•.. leItW.. IN. mar. .D.D.lor,. Cllr TOTAL - DEPARTMENTAL ❑ Pr.p.arolPel.M.Jtl Io M..rce. 77.50 I DFPAgTMENTAI AUTHORIZATIONE DIP,/ ynndo. Involcp/ er OW.. Heed "/�_ SHIP TO: Pu"h.3 P -3$S/ ' Dept. LINE p S # LINE r ACCOUNT NUMBERS DIv. Hep y, l/.2 .00 WHITE _ APce j" �.�` P 37 .So cAHAgr_D,P„I,nw,liD:w,,, /G/y2 - X.L;I E VENDORCITY OF IOWA OWA CITY P R�C(%H2ASE REQUISITION ADDRESS /O//, .l 4 e 'time N0. R 0001 ^ UANTITY UNIT =.198D ZIP CODE SZ2E p DA7F 1 / DESCRIPTION r 2 CS �' oC —/O AL !i i G UNIT PRICE AMOUNT 3 « A. 4 -dog ,►Z s Pa/.'rG I r: c!c Tri e V ' 7 � 7b 2 u„ d ' 9 9 10 11 12 I ' Co In I mnp Or fl P4.y eill4b I DEPARTMENT I I Ow. Heed I— ON, Hsed r W1111E - AP[wmvy CANARY -D-"nm ]IDb4 MICROFILMED BY JORM MIC REL AB CEDAR RAPIDS • DES MOINES r-. j CITY OF IOWA CITY PURCHASE REQUISITION N0. R 0001 VENDOR U •' }raL L)I' k c8t ADDRESS --j —=- � ., ---•- --moo dv �C�lnrad._, -- -- L - 2 G -- --- ------ - _- .19 BA TIE, UANTIIY UNIT--------�---- Uf.SCRIPTIUN --- -- UNIT P1110E AMOUNT 2 re o✓ /iani P — 3 1 i 5 % • 5/ atj aq;f z u.�;f to o �o.o0 8a.oa 7sa ni/ /2un%f)._i/33 00 3z.00 �[ 0 a- as in r 9 10 111 _ r1 12 I C.,Ix.+. o•n., un Nnr umvfAu TOTAL: 1�$ 00 I4w W14U IIJ[oWn, IUY nw[[lly� V. E(IUII',/ j II hn�[r p.yyn uvl vFll h I-ntlm lnval[s/ Pw[hma Ultlnr/ I -- - �' UU'ARIMENTAL AUT110111IArI0N u^1111' 10: LINE I AC(:UUNT NUMIIEII$ I Dept. IIenJ - /L• /. )� 3 •O - 1 AMOUNI ----�-- Dept. ti0 rG GV f Ulr, II..d //L����--� 2 258. ' Dlv, —3 o Al. - 1 Willy( -Al,.W, - 1 I CANARY - Dn�unl ID1vNon 1 i 1 �i 17 1 I �- I lyi0 FIICROFILNED BY JORM MICR�LAB CEOAR RAPIDS a DES MOINES CITY OF IOWA CITY PURCHASE REQUISITION N0. R 0001 VENDOR Lrno h l''l�/a / ADDRESS -143,11'". 1 rr.� Su//'✓QI/ — _ S/. / _ /5 OA(J % DATE UANTITY UNIT /A ZIP CODE -5220319 - DESCRIPTION GO each MasUNIT PRICE AMOUNT 1 Y(c, 4oc.E tMrik.4 d!/cJ� rJ 2 /a nE>, - dadm:u res{ zy9. bo 3 c%Cc . - 4 ew 5 6 Rlf /ooks keled 7 8 t /'✓ �/-� elks 9 ` 10 11 12 cwmmy om.r_pp NpT puruCATE --- ---- TOTAL: 9 11 r4q NIMH IIr4 pdw. E.O.E.low. Clrr _ I I Puwr RNppl .rvt xlA In br.0 C UIP. / Vnndo' llm en / Pu¢h... Dldnl l SHIP DEPARTMENTAL AUTHORIZATION _ � P /z sq -q TO: LINE I ACCOUNT NUMIIERS Dept. Needv / AMOUNT Dept. TIUOI'ICS DIV. Hod til /1 /I WHITE — Aecwnlvq _ 1 CANARY . Opulm.m Ipplµw 1 .......... _ _ QUOTATION SUMMARY DESCRIPTION: $ / cod / c%S TIT VA+Idw(_aVe� cc."yGrlitw[ S/yTpyi7N1/riiSG i e QUANTITY: 5 G �ylb�. DELIVERY DATE: s �,r AIatic4 _ VENDOR LIST PIIICE DISCOUNT -- NET PRICE FREIGHT TOTAL COST Amo►: C,e% (�. - — — r%w 4n s Gl/artltavu-Zks/l1. Z5z.0o +CIPS Z49. &o Aio ep — -- �Sw 300.00 ' Indkwn vendor Iwudld wdw. PIASOH Onp(0 rl ACID WID r X IOWEsouAcr O OHIY SOVIIC( I succlsslul KAM; I7 o(llv(nY n o(srcH ❑ a OuALlIV lvict survlEl ObHn 0(A60ns: MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES ia MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES I ANNUAL PURCHASE ORDER _ PURPOSE: Assigning of a Purchase Order (PO) number for a specific division to use for one year, with a local or out-of-town vendor, when frequent Purchases are made from that vendor, provided an individual order does not exceed $500, or an amount specified on the PO as exception may dictate. (Section 2.02 of the Purchasing Manual.) FORMAT: Four-part carbonless form (white, yellow, pink, goldenrod) with consecutive numbering, in glued sets. i SUPPLY: Accounting Division. Forms are typed annually and kept on file in the Accounting Division. PROCEDURE: A list of Annual Purchase Order vendors and their current PO number is distributed to the appropriate divisions at the beginning of each fiscal year. Requests for an Annual PO are made to the Purchasing Agent. When ordering from an annual PO for your division, give the vendor the assigned PO number for reference. Be sure to give the vendor ex licit deliver v instructions so that the department/division appear name and address on the sh p g ticket. (If order is shipped to "City of Iowa with no division City" name, it will be difficult to ordered it.) locate the division who r! Within 48 hours of receiving the supplies/services, complete a Purchase Requlsition form, attach the receipt, delivery slip, and/or invoice, and send the white copy to the Accounting Division i for payment. (See instructions for the Purchase Requisition.) For the E ui en Division Onl Instead of preparing a Purchase Requisition when the i supplies services are received, stamp the receipt, delivery slip or invoice with the l red Equipment Division stamp. Write the appropriate account numbers and obtain the Equipment Superintendent's signature in the stamped area. (On a multi -sheet invoice, stamp the first page and write the total J amount in the stamped area.) Send to—the Accounting Division within 48 hours of receiving the supplies/services, thus authorizing payment. 9-80 t/6 0 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES I 1111WAIASE I►i;ill•:R 32292 CITY OF IOWA CITY At I 101t;,l',I'I IIRN I - 410 E, Washington SUnol Iowa City. Iowa 52740 13151 354 IB00 July 15, 1980 VENDOR NO. -TO- - SHIP PREPAID TO - Hach Brothers Government Buildings 401 First Ave. SE Recreation Center Cedar Rapids, IA. 52401 220 S. Gilbert St. J L L Iowa City, IA. 52240 J w Instructions: I INVRICINli 0, IIUIIRLSPONDINCI TO RECEIVE PAYMENT, SEND ITEMIZED NVOICfS Oil COFIR[SYONDENCE TO ACCOUNTING DIVISION, DEPT. Of fINANCE,CIVIC CENTER,IOWA CITY, IOWA 52240. -NOT TO INDIVIDUAL DEPAnTMENIS ,n p•PIIIG F.O.B. DESTINATION WITH SIPPING CHARGES PREPAID UNLESSOTHERWISE SPECIIILO. •I I" S NOS TATE OR FEDERAL TAXES SHALL BE INCLUDED IN PRICES BILLED A II!,iA HERUORME NIS ALL GOODS, EQUIPMENT AND SERVICES ORDERED BELOW MUST SATISF ACIORLLY COMPLY WITH APPLICABLE OSTIA DEGU LATIONS IN EFFECT AT TIME OF SHIPMENT OR WHEN THE SERVICE IS PCIVOn MEn i i 11.111 NANO FAILURE TO FOLLOW INSTRUCTIONS MAY MEAN DELAY IN PAYMENT DE YOT11 INVOICE. e VI NUDII WILL BE LIABLE FOR ALL EXPENSE RESULTING FROM MATERIAL BEING SHIPPED TO THE INCORRECT ADDRESS. CONFIRMING ORDER AYES fI NO I VENDOR INVOICE NO. i QUANTITY UNIT DESCRIPTION UNIT COST TOTAL "— AMOUNT Purchases from August 1, 1980, through June 30 981 for the Government Buildings Division of the ty Iowa City, not to exceed $500.00 per i gle or A � 1 ' - WHITE •Original CA' 1RY-Receiving Repon PINK Vender File COPY MICROFILMED BY .DORM MICR+LAS CEDAR RAPIDS • DES MOINES I.i I i PURCHASING AGENT j I BUFF - Department File Co Py r SMALL ORDER REQUISITION PURPOSE: Purchase supplies/services of a certain dollar amount (excluding office furnishings and outside printing) from local vendors, provided that: (1) the division does not have an Annual Purchase Order for that _ vendor; (2) the vendor is on the City's approved Small Order Requisition (SOR) vendors list; (3) the SOR does not exceed $50 per line item or $250 total; (4) identical items are not written on two different lines or on two different SOR forms in an attempt to circumvent the $50/$250 limitations; — and (5) the item is not available from Central Supply, Equipment Division Parts Room, or other City/State contracts. (Section 2.03 of the Purchasing Manual.) FORMAT: Four-part carbonless form (white, yellow, pink, goldenrod) with consecutive numbering, glued in sets. SUPPLY: Accounting Division. Forms are to be signed out by divisions. PROCEDURE: A list of approved SOR local vendors is distributed to all departments/divisions at the beginning of each fiscal year. Requests to _i add local vendors to the approved SOR list should be directed to the Purchasing Agent. jj The SOR form should be typewritten or printed clearly and firmly in ink to l� record on all four copies. Complete all areas of the SOR form except the dollar amount and "Received" blanks. The "Item Description" area and Ii quantity must be completed. In the account number area, write the activity number and expense number to be charged for the order. If some of the supplies/services are to be charged to different account numbers, separate the items as follows: For each account number, write the line number(s) j the item(s) appears on in the description area above. (When the Accounting Division receives the white copy and invoice from the vendor, they will fill in the separate charges.) Sign the "Requested By" blank and obtain authorizing signature. The department/division head (or other authorizing person) should retain the last copy (goldenrod) as proof of an order being placed. Take in person or mail the remaining first three copies (white,ey llow, ink) to the approved local vendor. When obtaining supplies in person, have the vendor mark on the SOR form the correct price for all items, including trade discount and total. If supplies are delivered, the vendor must provide price information either before or upon delivery. Whether the items are delivered or picked up in person, someone from the department/division must sign the "Received By" and the "Date Received" blanks, retaining the pink copy with price information as the delivery ticket, to be returned to the division head or appropriate person. (The vendor keeps the white andey llow copies.) It is the department's/division's responsibility to maintain records of SOR purchases and check the pink copy for accuracy. Upon receipt of the — items, the pink copy with prices is to be kept on file and the goldenrod copy may be discarded. 1460 MICROFILMED BY JORM MICR�LAF3 CEDAR RAPIDS • DES MOINES Once the supplies are received and properly signed for, no further paperwork is needed from the department/division. Payment will be made from the white Copy Of the SOR which the vendor will forward to the AccountingDivision at the end of the month, When an item(s) purchased on an SOR form is (are) returned for credit, the department/division should prepare an SOR, listing the returned item(s), with the word "CREDIT' written in red across the order form. The credit must be applied to the same account numbers to which the item(s) was originally purchased. DEPARTMENT HEAD- RETAIN GOLDENROD COPY. ^ ^^ WHIR. CANARY, PINK I:UPI(S TO DE PRFSENTfOTOVFNDon. PLEASE TYPE OR PRINT CLEARLY 6 FIRMLY PINK IDluVTRY CUPY1 TO RI RETURNED To DEPAA TMFNrI DIVISION_ IN INN TO RECORD ON ALL COPIES. CITY OF IOWA CITY � SMALL ORDER REQUISITION_ CIVIC CENTER 410 E. WASHINGTON ST. IOWA CITY, IOWA 67240 319354.IEM VENDOR Q, NO. S 0001 ADDRESS 207 15 W ivnl S{. G —& 19gtj I TA —TF INSTRUCnONS: THE FOLLOWING PROCEDURES EOR PREPARATION AND USE OF DIE SMALL ORDER RIOUISTTION MUST BE PDLLDIVED BY VERDOII AND REGUMW DEPARTMENT 1. THIS ORDER IS VALID ONLY WITH SOURCES APPROVED BY THE PURCHASING DIVISION 1. ONLY TRIOSE ITEMS LISTED AND CHAMOIS ARE TO BE RELEASED TO THE REGUESTING— AND LISTED IN THE PURCHASING MANUAL. DEPARTMENT, SUBSTITUTIONS FOR ITEMS LISTED OR FALSIFICATION OF ITEMS E. PURCHASES MAY NOT EXCEED "I PER LINE REM OR 1110,00 TOTAL, AND THE ORDER CHARIOTS WILL RESULT IN COMEC IVE ACTION BY THE CITY. i IS NOT VAUD IF IT EXCEEDS THIS LIMIT. 1. ALL AREAS BELOW SCREENED IN BLUE, INCLUDING ACCOUNT NUMBERS, MUST S! _ S. IDENTICAL ITEMS MAY NOT BE WRITTEN ON TWO DIFFERENT LINES OR ON TWO PROPERLY FILLED IN BY THE REOU ITINO DEPARTMENT. DIFFERENT ORDERS IN AN ATTEMPT TO CIRCUMVENT THF IM.W MAXIMUM PER LINE I. VENDOR SHOULD NOT MELEASEYDELIVIN MERCHANDISE WITHOUT HAVING THE ITEM. ISINOLE PURCHASE ORDER SHOULD BE USED FOR ITEMS OVER IWOO PER LINE MATERIALS SIGNED FOR IN THE -ARTICLES RECEIVED BY" SPACE ON THIS MOM. ITEM OR IEM.DO TOTAL) T. VENDOR SHOULD COMBINE THE ORIGINAL MMRET COMES OF THESE ORDERS AND —. I SUBMIT THEM WITH A COMPLETED INVOICE FORM TO THE CITY OF IOWA CRY = ACCOUNTING DIVISION. IVENCOR KEEPS CANARY COPY.1 ITEM/ DESCRIPTION OUANTITY UNIT UNITPRICE AMOUNT 1 S drkCe tJI.�E<as.� Cl�a,.LJ ✓ / 6t/. 3. s9 2 mo heads 3 2.99 8.97 3 ._. 4 5 6 7 8 LOVE ACCOUNT NUMBERS AMOUNT SALES XIN PERSON II MARORDEA PERSON GROSS $ p ' xIIwR. IP IN PI UP DY O"MrPR1. —IO Y.Zy I 1 E ❑ OHbx le .Dd.v Iwbw. 0 &J 6 A4.)�t —Edo I l l)'{I�PA n•nlys I NET O � � ..r7 % I p1,/ wtlwq ..I RIGUESTED BY Ada.. WE i OAIOIHAL-w . DELIVLAYCOPY-*h DEFARTMERIAL AODIORUATION VENDORCOPY.KImI DEFAATMENTEOMSION COPY-BMDHVP4 DATE RECEIVEDI 11 MICROFILMED BY JORM MICR+LAE3 CEDAR RAPIDS R DES MOINES SINGLE PURCHASE ORDER PURPOSE: Purchase of supplies/services which do not meet the criteria for Petty Cash, an Annual Purchase Order (PO), or a Small Order Requisition (SOR). Specifically, a Single PO will be used provided that: (1) the vendor is NOT on the division's Annual PO list or on the approved SOR vendor list; (2) the order exceeds the $500 per order Annual PO limitation (or an amount specified on the PO, as exception may dictate); (3) the amount exceeds the SOR dollar limitations ($50/line item or $250/total order). (Section 2.04 of the Purchasing Manual). FORMAT: Four-part carbonless form (white, yellow, pink, goldenrod) with consecutive numbering, glued in sets. SUPPLY: Accounting Division. Forms are typed and kept on file in the i — Accounting Division. PROCEDURE: Departments should plan their purchases so that bids/quotations can be obtained and an initiating order placed by Purchase Requisition. If the iorder has to be given to the vendor before the PO is typed (confirming PO), call the Accounting Division to obtain a PO number to give to the vendor for reference. If the typed PO will be used to initiate the order, do not call for a PO number; Accounting will assign a number upon receiving the Purchase Requisition. In either case, a Purchase Requisition must be completed properly and routed to the Accounting Division, where a PO will be typed, mailed and encumbered (recording on each monthly expenditure rreport a supply/service ordered but not paid for). See instructions for the Purchase Requisition for further information on completing this form. The Accounting Division will mail the white copy of the typed PO to the vendor, and send the Allow copy of the PO Lo the department/division noted in the "Ship to" area of the Requisition. Upon receipt of the _ supplies/service, complete all appropriate areas marked in red on the Allow copy of the PO. You must check one of the three boxes regarding _ whether the order is satisfactory; space is allowed for explanation, if needed. Record the date the supplies/services were received and sign in the "Received By" blank. If any item (piece of equipment, office furniture, etc.) cost $500 or more, record its serial number in the blank provided. If any part of the order was cancelled and/or prices vary from — the typed amount, note the changes in the cost columns and provide an i explanation. Return the completed Allow copy of the PO to the Accounting Division, thus authorizing payment for the order. . 9-80 IM MICROFILMED BY JORM MICR¢LAB CEDAR RAPIDS • DES MOINES P11I(4:11ASF:01H)ER 33552 CITY OF IOWA CITY III IIIA It AIA AGI Mll:il Al'1'I All ttfi All PS It COMl. INV LN CE, 1'ACLIN(i tiLll'S 11 CUNRLtiPDNULNCE. 410 E. Washington Street Iowa City, Iowa 52240 VENDOR N0. 1319) 354 MOO DATE ._._._6__27_ 8D_---- ' __" r -TO-r - SHIP PREPAID TO Utility Control & Equipment Corp. Department of Public Works 15000 West 64th Ave. Water Div. Golden, CO. 80401 330 N. Madison L J LIowa City,Iowa 52240 J Instructions: I Irlann:Du. N 1.111,141 LWINtli Nt I TO RECEIVE PAYMENT, SEND ITEMIZED INVOICES 011 COHRESPONUENCE TO ACCOUNTING DIVISION, DEPT. OF FINANCE, CIVIC CENTER, IOWA CITY, IOWA 57740; Nor TO INDIVIDUAL DEPARTMENTS. y YUPIiM. F,O.B. DESTINATION WITH SHIPPING CIIAHGES PHEPAIO UNLESS 0714ERWISE SPECIFIED. 'I IA/.I'. NO STATE OR FEDERAL TAXES SHALL BE INCLUDED IN PRICES DILLEO. n W. '. ID Uunll MI a I'. ALL GOODS, EQUIPMENT AND SEHVICES OROEREU BELOW MUST SATISFACTUHILY COMPLY WITH APPLICABLE OSTIA HEGU- LATIONS IN EFFECT AT TIME OF SHIPMENT OR WIIEN T14E SERVICE IS PERFORMED 'MPETAtNA FAILURE TO FOLLOW INSTRUCTIONS MAY MEAN DELAY IN PAYMENT OF YOUR INVOICE. '- 6 VI NI I'M WILL BE LIABLE FOR ALL EXPENSE IIESUL TING FROM MAIERIAL BEING SLIPPED TO DIE INCOIHIECT ADDRESS. CONFIRMING ORDER I I YES XXNO VENDOR INVOICE NO. OUANTM UNIT DESCRIPTION UNIT COST TOTAL AMOUNT 4 Fig. ref. #50 ball guide (2 unit) 813892 8.25 33.00 4 Fig. ref. #51 ball unit (2 unit) G10147MO 20.00 80.00 4 Fig. ref. #52 seat unit (2 unit) 8133 1 33.00 132.00 4 Fig. ref. #48 0 -ring (4 unit) 8],4591({��� 3.25 13.00 IV 258.00 Parts for B.I.F.portionyPl�ump model #1731-32-4287 adjust price if necry' 1� r`k��� r✓ Sia Q� PUnCHASINGAGENT I WHITE -Original CANARY RAcaivino Repno PINK Vnntlnr Fon rnpy HUFF neplininanl Fila Cony MICROFILMED BY JORM MICR�LA 3 CEDAR RAPIDS • DES MOINES I �REC/EIVING REPORT FOR CITY L IOWA CITY PURCHASE ORDER NU �ER 33 �QALL GOODS OR SERVICES AS SPECIFIED HEREON HAVE BEEN RECEIVED IN AN ACCEPTABLE CONDITION / ] GOODSOR SERVICES AS SPECIFIED HEREON HAVE BEEN DELIVERED IN AN UNACCEPTABLE CONDITION (PROVIDE A COMPLETE EXPLANATION BELOW) '- ❑OTHER (PROVIDE A COMPLETE EXPLANATION BELOW) VENDORNO. . .. DATE ORDERED.-_ • DATE GOODS OR SERVICES RECEIVED:--_a^11.IgQV RECEWEDBY:-<'�,r r —TO— — SHIP PREPAID TO — iii:, C,:iicrnl . �aoip nt Corp. _ 7:"r t Df PIiL'lic :i•?rNs J L10-1 J .J EXPLANATION OF THE ITEM CHECKED ABOVE: CONFIRMING ORDER f.' YES V, NO REQUISITION NO. VENDOR INVOICE NO. ACCOUNTNO. —� SERIAL NO, (For individual items $500.00 and over) \NTITV UNIT OESCRI►TION UNIT TOTAL COST AMOUNT r^_f. ;ail ;uida (2 33 J -i Fig. ref. ; i1 !)all uni L (Z unit) GIC1-17") 2U.OI] a.Q.la] Fig. rof. .:., Seat unit (2 unit) 313371 33.00 132.00 Fir. r, -f. ';.; r -ring (' I.lait) 3.00 1-1 .00 -'cr ..I.=.Pror*ic.:inq if .t��::nry P� cp S10 5 Df � PURCHASING AGENT WHITE Origmal CANARY Rece, imq Report PINK Y.ndnr F•Ie Cnny BUFF Oe odrimxnlF, a Copy MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Ll III 1 I- t CONFIRMING ORDER f.' YES V, NO REQUISITION NO. VENDOR INVOICE NO. ACCOUNTNO. —� SERIAL NO, (For individual items $500.00 and over) \NTITV UNIT OESCRI►TION UNIT TOTAL COST AMOUNT r^_f. ;ail ;uida (2 33 J -i Fig. ref. ; i1 !)all uni L (Z unit) GIC1-17") 2U.OI] a.Q.la] Fig. rof. .:., Seat unit (2 unit) 313371 33.00 132.00 Fir. r, -f. ';.; r -ring (' I.lait) 3.00 1-1 .00 -'cr ..I.=.Pror*ic.:inq if .t��::nry P� cp S10 5 Df � PURCHASING AGENT WHITE Origmal CANARY Rece, imq Report PINK Y.ndnr F•Ie Cnny BUFF Oe odrimxnlF, a Copy MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES REQUEST FOR QUOTATION PURPOSE: For the department/division to obtain informal written quotations prior to purchases, for purchases under 85,000. (See Section 3 of the Purchasing Manual.) FORMAT: Four-part carbon snap -out forms, with a buff original and three white vendor copies. (There is space for three addresses, but only one address can be read on each vendor's copy.) SUPPLY: Central Supply Room. PROCEDURE: Forms should be typewritten, or handwritten clearly and jjET.1y to record on all copies, and may be sent to the Word Processing Center (WPC). When there are more than three addresses on the Request for Quotation (RFQ), it is especially helpful to have them typed up in WPC to insure that the forms are identical except for addresses. White "Draft" copies of the form (front sheet) are available in the Supply Room for writing up your draft prior to typing. WPC will keep a supply of the 4 -part RFQ forms on hand, so you do not need to send them to WPC with your draft. Areas to be completed �y the department/divisionrp for to mailing the RFQ: "Dept." - Name of your department/division. "Number" - Assign the RFQ a number for reference (not required); numbers are devised by the person sending out the RFQ, not issued by Purchasing or Accounting divisions. "Quote No Later Than" - Designate a date and time by which the RFQ must be received; usually allow 10-14 days from the date the RFQ is mailed. "Vendor" - Name and address of each vendor should be typed here; fold marks on the white copies allow window envelopes to be used. "Delivery Requirements" - Date (and in some cases, time) order must be delivered to the specified place. "Terms" - Payment is usually 30 days from acceptance of order, unless otherwise specified. "F.O.B." - Designate the building or address in Iowa City to which the vendor must deliver, at the vendor's expense (e.g., "Civic Center, Iowa City"). If additional delivery instructions are required, write "Delivery F.O.B. to (department/division, building and address)" at the end of the description area. "Item" - If more than one type of supply/service is being bid out, give each item a number or letter designation for reference. This designation may also be used if the division wishes to get prices on different quantities of the same item. MICROFILMED BY JORM MICR�LAB CEDAR 1111111 • DES MOINES QW rel "Quantity" - Total quantity of the supply/service to be purchased. "Description" - Include a manufacturer or trade name, catalog or model number, dimensions, and any other pertinent information. Whenever possible, do not restrict the vendor to the specific model number, etc.; rather, state that it is a minimum criteria and equivalent substitutions are permitted. "Buyer" - The typed name and signature of the person in the department/division who should receive the quotations for review and award of the purchase. Areas to be completed �y the vendor (on the white copy of the RFQ): "Delivery Promised" - The date (and possibly time) by which the vendor will deliver the order; note that this sometimes varies from the "Delivery Requirements." "We Quote You As Below" - This area appears on the vendor's copy of the RFQ, not on the department's buff summary sheet/file copy. The vendor must sign the RFQ and complete the blanks in this area. "Unit Price" and "Amount" - Vendor lists the unit price (price each) and total amount for that item. Areas to be completed �y the department/division upon receipt of quotations and awardin of the order (on the buff copy, for backup information): "Requisition Number," "Date of Requisition," and "Chargeable Account Number(s)" - Include this information from the Purchase Requisition you write to process the order. "Item" and "Summary of Quotations" - List by item number the prices quoted by each vendor listed at the left. "Order Placed With" - In this area, include the vendor name, PO number, date ordered, and reason for giving the order to that vendor. (In most cases, the order will be awarded to the lowest price.) It is the division's responsibility to: (1) assure that the vendors responding to the Request for Quotation have met the deadline and specifications of the RFQ, and that there are no errors in price computation; and (2) inform bidders of the quotation results, preferably by mailing a written quotation summary to the responding vendors. A copy of the quotation summary should be attached to the Purchase Requisition and sent to the Accounting Division to process the order. (The completed buff copy of the RFQ may be used as the quotation summary, provided prices are clearly marked next to each vendor name, and the successful vendor is noted in the summary area provided.) 9-80 141CROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES I I— QW rel "Quantity" - Total quantity of the supply/service to be purchased. "Description" - Include a manufacturer or trade name, catalog or model number, dimensions, and any other pertinent information. Whenever possible, do not restrict the vendor to the specific model number, etc.; rather, state that it is a minimum criteria and equivalent substitutions are permitted. "Buyer" - The typed name and signature of the person in the department/division who should receive the quotations for review and award of the purchase. Areas to be completed �y the vendor (on the white copy of the RFQ): "Delivery Promised" - The date (and possibly time) by which the vendor will deliver the order; note that this sometimes varies from the "Delivery Requirements." "We Quote You As Below" - This area appears on the vendor's copy of the RFQ, not on the department's buff summary sheet/file copy. The vendor must sign the RFQ and complete the blanks in this area. "Unit Price" and "Amount" - Vendor lists the unit price (price each) and total amount for that item. Areas to be completed �y the department/division upon receipt of quotations and awardin of the order (on the buff copy, for backup information): "Requisition Number," "Date of Requisition," and "Chargeable Account Number(s)" - Include this information from the Purchase Requisition you write to process the order. "Item" and "Summary of Quotations" - List by item number the prices quoted by each vendor listed at the left. "Order Placed With" - In this area, include the vendor name, PO number, date ordered, and reason for giving the order to that vendor. (In most cases, the order will be awarded to the lowest price.) It is the division's responsibility to: (1) assure that the vendors responding to the Request for Quotation have met the deadline and specifications of the RFQ, and that there are no errors in price computation; and (2) inform bidders of the quotation results, preferably by mailing a written quotation summary to the responding vendors. A copy of the quotation summary should be attached to the Purchase Requisition and sent to the Accounting Division to process the order. (The completed buff copy of the RFQ may be used as the quotation summary, provided prices are clearly marked next to each vendor name, and the successful vendor is noted in the summary area provided.) 9-80 141CROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES CITY C^IOWA CITY DEPT. Water 410 E. WASHINGTON ST. IOWA CITY, IA. 52240 (3 19) 354-1800 m ,..... I ...... ,.......... REQUEST FOR QUOTATION NOMIILIf DATE 80-17 _ 1-29-80_ _ THIS IS NOT �AN'ORDER �P ., ,....,....., .,..... ,nl I—JJ VENDOR • McKesson Chemical Co. r �ao•�>/� ..PRn GE'^ ..°euJE,r • 2121 North Towne Lane HaLaoo f.�L1l:Ne„ 7� • Cedar Rapids, IA 52402 i.,, Overton Chemical Sales Inc. (�"�•h/��) a� -- Sumner' IA 50674 \/_ ,IJL/ • JI J.,... J • Thompson Hayward Chemical Co. • P.O. Box 3276 • Davenport, IA 52808 .........1. ...P............R 30 days 43/Y) I 4 Sou{ ! 1x.90 nvlic� 1 Iowa City _ 11 I wN.. L OESCRIPTI.. 1 i 115 Approx. SODIUM SILICO FLUORIDE 12 Ton Flouride Ingredients: Active Ingredients Sodium Silicio Fluoride Inert Ingredients 1 5 .07. 100 pound sacks. Delivery by truc(- 0'relO tons may beshipped at one time if sel s .B. Iowa City. Special d i ery i structions to be provided by Superin- tendent oDWate Plant. Material delivered within _ calendar days from receipt of order. Requested: Prices to be firm for one year from quotation date. Specify: ! OROER PLACED WITH 01� ..11 C�.II P O. NO IZ3 SSS DATE REASON ORDER PLACED WITH SUCCESSFUL VENDOR LX ❑ ❑ OTHLR MICROFILMED BY JORM MICR�LA8 CEDAR RAPIDS • DE5 MOINES Cleo Kron, Supt of Water r� EQUIPMENT DIVISION ORDER PURPOSE: Purchase supplies/services by the Equipment Division only in place of a Single Purchase Order (PO). Specifically, an Equipment Division Order (EDO) may be used provided that: (1) the vendor is NOT on the Equipment Divisions's Annual PO list or the approved Small Order Requisition (SOR) vendor list; or (2) the amount exceeds the SOR dollar limitations ($50/line item, $250/total order). FORMAT: Three-part carbonless form (white, yellow, pink) with consecutive numbering, in wrap-around book. — SUPPLY: Equipment Division. It is the Equipment Division's responsibility to contact the Purchasing Division to request reordering of forms when the division has two month's supply left. PROCEDURE: When calling in an order on this form, give the vendor the EDO number for reference. Obtain prices and an estimated delivery date, and check whether the vendor will pay freight charges (if any). Complete all areas of the form except the two "Amount Paid" sections at the lower left (which will be completed by the Accounting Division). In the "Equip. N" blank for each line item, write the vehicle number for which the parts/services are being ordered. In the "Account Numbers" area at the lower right, list the activity number and expense number to be charged for the order. If some of the supplies/services are to be charged to different account numbers, separate the charges as follows: For each account number, write the line number(s) where the item(s) appears in the description area above, and the total dollar amount to be charged to that account number. When ordering from an out-of-town vendor, check the appropriate box regarding freight. "F.O.B. Iowa City" means the vendor pays all freight - charges and maintains responsibility for any problems during shipment to the City's delivery point. "Prepay freight and add to invoice" means that -' the account numbers listed on your form will be charged for the freight. Obtain the signature of the Equipment Superintendent to authorize the _- order. The person placing the order should initial the box next to the "Authorizing Signature" blank. i -- _ The following procedure should be used for routing copies of the EDO: _ 1. If the entire order is received within 30 days of the date ordered, discard the white copy of the EDO and attach a packing slip and/or — invoice to the XtIla copy and send it to the Accounting Division. (Sending theey llow copy to Accounting authorizes payment of the completed nrder.) 2. If none of the order is received within 30 days of the order date, send the white copy to the Accounting division for encumbrance (recording on each monthly expenditure report an item/service ordered but not paid for). You MUST have prices on the EDO form for the amounts to be encumbered. 106 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES t of the order is received within 30 days, stamp the part 3. If only �_ with the red Equipment Division stamp; write packing or delivery slip the appropriate account numbers and EDO number and obtain the the Equipment Superintendenofsthesignature andTsendthe to thstame Accounted area. ingDivision slip to the white copy The white COPY within 48 hours of receipt of the supply/service,the stamped and signed allows the entire order to be encumbered; ncumbered tams received. packing slip authorizes partial payment fore the der is For each additional partial order the account ived rece numbersrand EDO completed, stamp the packing and send the number, obtain the Equipment Superintendent's signature, payment. slip to the Accounting Division to authorize another partial additional When the final portion of the order is re and send it to thch e Accounting packing slip/invoice to the ev llow Copy Division. This wTpayment the amountTze encumbered for thill the e orderTon to complete rnkE COPY of the EDO should be retained as the Equipment q. The pi Division s file copy• 9-80 CITY OF IOWA CITY —EQUIPMENT DIVISION ORDER N0. E 001 I 7 04.i 8 �d Do►n�niuvl vus—/2cLTmand VENDOR DESCRIPTION EQUIP/ QUANTITY UNIT ,a,3BS/ dtF/CG II 1 Z'75 a ¢a olSa�l Wu 2 „ a el. 3 3 I, S to 3 0 4 I C /3.82CR. _ I 7 8 9 10 11 12 13 0 14 /3.82CR. _ 15 s 55..75, TOTAL 16 VENDOR / C/gg - p.0 B. IOWA CIT 6 ADD TO INVOICE INVOICE J NUMBERS AMOUNT _ LINE DATE AMOUNT PAID LINE I ACCOUNT 2A6.0 11 /$ LINE I DATE AMOUNT PAID T - r S T I .,,mel..e sWN• CANMY ANR - IW -D""`^ ' µMITE-IRVM/•^T• MICROFILMED BY .DORM MICR(�1L AB CEDAR RAPIDS DES MOINES 11160 MICROFILMED DY DORM MiC R�LAB CEDAR RAPIDS • DES hIOINES PURCHASING PROCEDURES FOR CDBG PROJECTS " There are three major types of purchasing activities under the CDBG (1) procurement of operational program: materials, services and equipment; (2) contracting for public improvements; and (3) services. and contracting for professional Each of these purchasing directors are is discussed below, and project expected to make CDBG expenditures meeting each requirement. I. The procurement of Oner� ational materials, services and a ui ment is allowable, when required to meet CDBG ,., goals and objectives. When there is doubt as to the allowability of It certain expenditures, project directors should consult with the Purchasing Agent or the CDBG Program Coordinator. w �.1 The standards and procedures to be followed for procuring operational materials, services and equipment costing $10,000 or less are the same as for ordinary City purchases of the fa same type. Refer to Section 2. Acquisition of Items and Services and Section 3. An Outline Concerning Local Purchasing. of Procedures li M Purchases of more than $10,000 can be made only after formal advertising, with adequate purchase description, r� bid sealed bids, and a public opening. The the invitation aandd rresponsive radvantageousitoethe j la iso most to Cit bid is bidder.) The CDBG Program Coordinator low a i� and forwarded a co should be notified(of theythe COPY ofpurchase selection process, he basisrmal for the cost. summary tsfthe shallbbe made to use local small businesses and minority or female owned businesses. A capital expenditure, such as desks, chairs, file cabinets, dictating equipment, etc. shall be added to the CDBG equipment inventory and tagged with an identifying sticker. The purchaser IW F this is done. is responsible for making sure II. Public improvements are to be bid 1 according to State, local and federal requirement— s, procedures are summarized below. - A. Plans and specifications, schedules and cost estimates are developed for the proposed improvement. -� B• City Council will review the plans, specifications, contract form, and estimated costs and hold a public hearing to receive citizen comments and/or objections, If the contract is for $10,000 or more, a public hearing will be held after being advertised noticein as an official the Iowa City Press -Citizen, q to 20 days __� prior to the C• The Council will then, by resolution, approve the plans, specifications, and contract _ and authorize the City Clerk to advertise for bids. This notice shall be published in Press -Citizen the Iowa fitl not less than 15 days before the date set for receiving bids— a— n�hall include all necessary details about the public improvement and the bidding process. 11160 MICROFILMED DY DORM MiC R�LAB CEDAR RAPIDS • DES hIOINES 0 established bid security (usually D. For contracts in excess of $10,000, sealed bids shall be sought. An W 5% of the estimated cost) will b collected from each bidder. e E. The City shall open the bids as specified in the official notice and award the contract to the lowest responsible bidder. Bid securities shall be returned to the unsuccessful bidders and a contract with the w successful bidder shall be drafted. The bid selection process shall be summarized and a copy sent to the CDBG Program Coordinator. F. City Council shall pass a resolution authorizing the Mayor to sign a contract with the successful bidder. Copies of the contract will be w delivered to the project director, City Clerk, CDBG Program Coordinator, Human Relations Department, and the successful bidder. G. Other procedures are listed below. w 1. Positive efforts shall be made to utilize Iowa City contractors ! and especially small businesses and minority or female owned businesses. 2. Contracts shall be made only with responsible contractors who Possess the ability to perform successfully under the terms and conditions of the proposed procurement. 3. The CDBG Program Coordinator shall be provided with the ' following information: a copy of the formal advertising or Justification for lack of such, a summary of the contractor ± selection process, and the basis for the cost or price negotiated. The project director is responsible for monitoring the contractor's work to assure conformance with terms, conditions n assistance isavai abspecifications e �fromocontract. the Human Departmepntecial i monitor Equal Opportunity provisions. 4. Contracts will include the following provisions: a. Contracts shall. address situations where contractors violate or breach contract terms; penalty statements will be stated as appropriate. b. All contracts in excess of termination clause. $10,000 shall contain a C. In all contracts for construction or facility improvement in excess of $100,000, bonding requirements are: 100% Performance bond and 100% payment bond. Local requirements for performance bonding shall be followed for contracts of $100,000 or less. d. All contracts awarded by the City and its contractors or subgrantees having a value of more than $10,000, shall contain a provision requiring compliance with Executive Order No. 11246, entitled "Equal Employment Opportunity," 2 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Ke MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 14!40 as amended by Executive Order No. 11375, and as supplemented in Department of Labor Regulations. Contracts shall also contain provisions requiring compliance with State and local equal opportunity laws. e. All contracts and subcontracts for construction or repair shall include a provision for compliance with the Copeland "Anti -Kick Back" Act. j .- f. All construction contracts in excess of $2,000 shall include a provision for compliance with the Davis -Bacon Act, requiring contractors to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of i Labor. In addition, contractors shall be required to pay wages not less often than once a week. The City shall place a copy of the current prevailing wage determination issued ;., by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The City shall report all suspected or reported violations to HUD. M, g. Where applicable, all contracts awarded by the City and its subgrantees in excess of $2,000 for construction contracts, and in excess of $2,500 for other contracts which involve the employment of mechanics or laborers, shall include a provision for compliance with sections 103 and 107 of the Contract Work Hours and Safety Standards Act as supplemented by Department of Labor regulations. Under section 103 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer on the basis — of a standard work day of 8 hours and a standard work week of 40 hours. Work in excess of the standard work day or work week is permissible provided that the worker is compensated at a rate of not less than 14 times the basic rate of pay for all hours worked in excess of 8 hours in any - calendar day or 40 hours in the work week. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous to his health and — safety as determined under construction, safety, and health standards promulgated by the Secretary of Labor. These requirements do not apply to the purchase of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of - intelligence. h. When applicable, contracts or agreements shall contain a notice regarding rights to inventions, and materials generated under the contract or agreement. i. All negotiated contracts (except those of $10,000 or less) awarded by the City shall include a provision to the effect Ke MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 14!40 that the City, HUD, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the contractor which are directly pertinent to a specific grant program for the purpose of making audit, examination, excerpts, and transcriptions. j. Contracts and subgrants of amounts in excess of $100,000 shall contain a provision which requires the recipient to agree to comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act of 1979 and the Federal Water Pollution Control Act as amended. Violations shall be reported to HUD and the Regional Office of the Environmental Protection Agency. k. All contracts of $500 or more shall be reviewed and approved by the Legal Department prior to execution. II. Contracts for professional services shall be developed under the direct supervision of the project director. All contracts of $500 or more shall be reviewed and approved by the Legal Department prior to execution. A. When drafting contracts, the following Legal Department check list of components should be referred to: 1. Party designation a. Assignability 2. Scope of agreement 3. Consideration 4. Responsibility of parties 5. Commencement and termination a. Dates b. Procedures 6. Modification procedures 7. Conflict of laws (if applicable) 8. Liability and indemnification a. Insurance 9. Equal opportunity E MICROFILMED BY JORM MICR+LA19 CEDAR RAPIDS • DES MOINES i 10. Acknowledgement 11. Severability 12. Time requirements B. In addition, the following federally required components must be considered and used: 1. Whenever a contract is expected to be more than $10,000, competitive negotiations, with formal Requests for Proposals should be planned. 2. The contract must include a clear and accurate description of technical requirements for the service. 3. Small business and minority or female owned business sources should be consulted for potential contract recipients. 4. The "cost -plus -a -percentage -of -cost" method of contracting shall not be used. Fees based on a percentage of construction cost are also not permitted. 5. The contractor selection process shall be written up and a copy sent to the CDBG Program Coordinator. 6. Contracts shall contain such contractual provisions or conditions providing remedies for instances when the contractor violates or breaches contract terms. 7. Contracts in excess of $10,000 must include a termination clause and basis for settlement. The contract shall also describe conditions under which the contract may be terminated for default or for circumstances beyond the contractor's control. 8. Contracts in excess of $10,000 shall include EEO provisions. The Human Relations Department should be requested to assure compliance with EEO and AA provisions. 9. Contracts for the creation, development or improvement of products, processes, or methods shall state matters regarding rights of such. 10. All negotiated contracts in excess of $10,000 shall include a provision regarding access of the City, HUD and U.S. Comptroller General to books, papers, and records. C. Other procedures are listed below. 1. The contract shall be reviewed and approved by the Legal Department and a copy should be forwarded to the CDBG Program Coordinator. 5 MICROFILMED BY ,JO RM MiC R�LAB CEOAR RAPIDS 0 DES MOINES 1'16b 1 2. City Council will authorize the execution of the contract with a formal resolution if it exceeds $10,000. Otherwise, the City Manager is authorized to execute the contract. 3. Positive efforts shall be made to utilize Iowa City contractors and especially small businesses and minority or female owned businesses. 4. Contracts shall be made only with responsible contractors who possess the ability to perform successfully under the terms and conditions of the proposed agreement. 5. The CDBG Program Coordinator shall be provided with the following information: a copy of the formal advertising or justification for lack of such, a summary of the contractor selection process, and the basis for the cost or price negotiated. 6. The project director is responsible for monitoring the contractor's work to assure conformance with terms, conditions and specifications of the contract. Special assistance is available from the Human Relations Department to monitor EEO and AA provisions. IV. Explanation of Eligible Costs All costs charged to CDBG accounts must result in direct benefit to a particular CDBG project and mark progress toward attaining established goals and objectives. Only direct costs will be incurred. Each project director is responsible for making sure only ct direcosts are charge against a particular project budget. A. Direct Costs (Eligible) Direct costs are those that can be identified specifically with a particular cost objective. For example: 1. Compensation of employees for the time and effort devoted specifically to the execution of CDBG activities. 2. Cost of materials acquired, consumed, or expanded specifically for the purpose of the grant. 3. Equipment and other approved capital expenditures. 4. Services furnished to meet CDBG objectives. B. Shared Costs (Ineligible) Shared costs are not allowed. For example: 1. Compensating a staff person jointly working on CDBG activities and local activities without directly reporting actual hours and activities performed, and instead estimating 50% of the employee's time for each. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES r-. 2. Acquiring or expending materials for both CDBG and City activities without recording direct depreciation resulting from one or the other. 3. Acquiring equipment, such as an automobile, and allowing it to be used for City activities as well as CDBG activities without recording direct operating expense, depreciation, and routine maintenance incurred by both programs. 7 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES �ybo '1 ATTACHMENT A: SUPPLEMENT FOR FEDERALLY ASSISTED CONSTRUCTION CONTRACTS This attachment provides all required equal opportunity and labor standards language for inclusion in federally funded construction contracts. With the exception of the Section 3 Clause, pages 4 and 5, this supplement may be inserted verbatim in any set of contract documents. The Section 3 Clause applies only to programs of the Department of Housing and Urban Development (HUD). Departments and staff who have responsibility for administering federal grants and federally funded projects should become familiar with the requirements of this supplement. Likewise, staff should be aware that federal grantor agencies may impose contracting requirements in addition to what is included here. MICROFILMED BY JORM MICR+LAO CEDAR RAPIDS • DES MOINES rx O I EQUAL EMPLOYMENT OPPORTUNITY I. If the contract amount is $10,000 or less, the following conditions shall apply: During the performance of . . . a. The Contractor will not discriminate against any employee or the applicant for employment because of race, color, religion, sex or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employ- ment,upgrading, demotion, or transfer; recruitment or recruitment advertising; lay off or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the owner setting forth the provisions of this non-discrimination clause. b. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. C. The Contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by the contract so that such provisions will be binding upon each subcontractor, provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials. 2. If the contract amount exceeds $10,000, the following conditions shall apply: During the performance of the contract the Contractor agrees as follows: a. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other 1 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES �WV forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and _ applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. b. The Contractor will, in all solicitations or — advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. C. The Contractor will send to each labor union or _ representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice to be provided by the Contract Compliance Officer advising the said labor union or workers' — representatives of the Contractor's commitments under this section; and shall post copies of the notice in conspicuous places available to employees and applicants for employment. — d. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. e. The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the Department and the Secretary of Labor ascertain compliance with purposes to th suhrules, regulations, rand ` orders. f. In the event of the Contractor's noncompliance with the non-discrimination clauses of the contract or with any of the said rules, regulations, or orders, the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. g. The Contractor will include the portion of the sentence ` immediately preceding paragraph (a) and the provisions of paragraphs (a) through (f) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such _ ! action respect to any subcontract or purchase order as I 2 r ' MICROFILI4ED BY JORM MIC R�LAB CEDAR RAPIDS OES MOINES the Department may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event a Contractor becomes involved in�is threatened with, litigation with a subcontractor or vendor as a result of such direction by the Department, the Contractor may request the United States to enter into such litigation to protect the interests of the United States. 3. NON -SEGREGATED FACILITIES. a. The Contractor certifies that it does not maintain or provide for employees any segregated facilities at any establishment, and that it does not permit employees any segregated facilities at any establishment, and that it does not permit employees to perform their services at any location, under its control, where segregated facilities are maintained. The Contractor covenants that it will not maintain or provide for employees any segregated facilities at any establishment, and that it will not permit employees to perform their services at any location, under its control, where segregated facilities are maintained. As used in this paragraph the term "segregated facilities" means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas, timeclocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, creed, color, or national origin, because of habit, local custom, or otherwise. The Contractor agrees that prior to award of subcontracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity Clause, and that it will retain such certifications in the files. INTEREST OF CERTAIN FEDERAL AND OTHER OFFICIALS. a. No member of or delegate to the Congress of the United States and no Resident Commissioner shall be admitted to any share or part of the Contract or to any benefit to arise from same: Provided, that the foregoing provision of this Section shall not be construed to extend to the Contract if made with a corporation for its general benefit. b. No member, officer, or employee of the City of Iowa City, or its designees or agents, and no other public official of such locality or localities who exercises any functions or responsibilities in connection with the Project during his tenure or for one year thereafter, shall have any interest, direct or indirect, in any Contract or Subcontract, or the proceeds thereof, for work to be performed under the Contract. 3 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES 40 The Contractor will include the provisions of paragraphs (a) and (b) in every Subcontract so that such provisions will be binding upon each Subcontractor. SECTION 3 CLAUSE a. The work to be performed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. — b. The parties to the contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 I CFR Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of this _ contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. C. The contractor will send to each labor organization or repre- sentative of workers with which it has a collective bargain agreement or other contract or understanding, if any, a notice — advising the said labor organization of workers' representative of the commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. d. The contractor will include this Section 3 clause in every sub- — . contract for work in connection with the project and will, at the direction of the applicant or a recipient of Federal financial assistance, take appropriate action pursuant to the - subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or �� I knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any .w i subcontract unless the subcontractor has first provided it r with a preliminary statement of ability to comply with the I requirements of these regulations. ' e. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of the contract, shall be a condition of the Federal I 4 MICROFILMED BY DORM MICR+LAB CEDAR RAPIDS • DES MOINES .e") financial assistance provided to the project, binding upon the City of Iowa City, its successors, and assigns. Failure to fulfill these requirements shall subject the City of Iowa City, its contractors and subcontractors, its successors, and assigns to those sanctions specified by the grant or loan agreement or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. ,1 ;.J u U J J i _.i �. ,r J i 5 100 MICROFILMED BY .JORM MICRLAB � CEDAR RAPIDS • DES MOINES I FEDERAL LABOR STANDARDS PROVISIONS APPLICABILITY The Project or Program to which the work covered by this Contract pertains is being assisted by the United States of America and the following Federal Labor Standards Provisions are included in this Contract pursuant to the provisions applicable to such Federal assistance. MINIMUM WAGE RATES FOR LABORERS AND MECHANICS All laborers and mechanics employed upon the work covered by this Contract shall be paid unconditionally and not less often than once each week, and without subsequent deduction or rebate on any account (except such payroll deductions as are made mandatory by law and such other payroll deductions as are permitted by the applicable regulations issued by the Secretary of Labor, United States Department of Labor, pursuant to the Anti -Kickback hereinafter identified), the full amount due at time of payment computed at wage rates not less than those contained in the wage determination decision of said Secretary of Labor (a copy of which is attached and herein incorporated by reference), regardless of any contractual relationship which may be alleged to exist between the Contractor or any subcontractor and such laborers and mechanics. All laborers and mechanics employed upon such work shall be paid in cash, except that payment may be by check if the employer provides or secures satisfactory facilities approved by the City of Iowa City for the cashing of the same without cost or expense to the employee. For the purpose of this clause, contributions made or costs reasonable anticipated under Section 1 (b) (2) of the Davis -Bacon Act on behalf of laborers or mechanics are considered wages paid to such laborers or mechanics, subject to the provisions of Section 5.5(a) (1) (iv) of Title 29, Code of Federal Regulations. Also for the purpose of this clause, regular contributions made or costs incurred for more than a weekly period under plans funds, or programs, but covering the particular weekly period, are deemed to be constructively made or incurred during such weekly period. UNDERPAYMENTS OF WAGES OR SALARIES In case of underpayment of wages by the Contractor or by any subcon- tractor to laborers or mechanics employed by the Contractor or subcontractor upon the work covered by the Contract, the City of Iowa City in addition to such other rights as may be afforded it under the Contract shall withhold from the Contractor, out of any payments due the Contractor, so much thereof as the City of Iowa City may consider necessary to pay such laborers or mechanics the full amount of wages required by the Contract. The amount so withheld may be disbursed by the City of Iowa City, for and on account of the Contractor or the subcontractor (as may be appropriate), to the respective laborers or mechanics to whom the same is due or on their behalf to plans, funds, or programs for any type of fringe benefit prescribed in the applicable wage determination. 3 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES ANTICIPATED COSTS OF FRINGE BENEFITS If the Contractor does not make payments to a trustee or other third person, he may consider as part of the wages of any laborer or mechanic the amount of any costs reasonable anticipated in providing fringe benefits under a plan or program of a type expressly listed in the wage determination decision of the Secretary of Labor which is attached to this supplement: Provided, however, the Secretary of Labor has found, upon the written request of the Contractor, that the applicable standards of the Davis -Bacon Act have been met. The Secretary of Labor may require the Contractor to set aside in a separate account assets for the meeting of obligations under the plan or program. A copy of any findings _ made by the Secretary of Labor in respect to fringe benefits being provided by the Contractor must be submitted to the City of Iowa City with the first payroll filed by the Contractor subsequent to receipt of the findings. OVERTIME COMPENSATION1 REQUIRED BY CONTRACT WORK HOURS AND SAFETY I� STANDARDS ACT 76 Stat. 357-360: Title 40 U.S.C., Se tic ons 327-332 a. Overtime requirements. No Contractor or subcontractor Fill contracting for any part of the Contract work which may require Fi or involve the employment of laborers or mechanics, including watchmen and guards, shall require or permit any laborer or mechanic in any work week in which he is employed on such work to work in excess of 8 hours in any calendar day or in excess of 40 hours in such work week unless such laborer or mechanic k receives compensation at a rate not less than one and one-half 1' times his basic rate of pay for all works worked in excess of 8 hours in any calendar day or in excess of 40 hours in such work week, as the case may be. b. Violation: liability for unpaid wages liquidated damages. In the event of any violation of the clause set forth in paragraph w (a), the Contractor and any subcontractor responsible therefor shall be liable to any affected employee for his unpaid wages. In addition, such Contractor and subcontractor shall be liable to the United States for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic employed in violations of the clause set forth in paragraph (a), in the sum of $10 for each calendar day on which such employee was required or permitted to work in excess of 8 hours or in excess of the standard workweek of 40 - hours without payment of the overtime wages required by the clause set forth in paragraph (a). C. Withholding for liquidated damages. The City of Iowa City shall withhold or cause to be withheld, from any moneys payable on account of work performed by the Contractor or subcontractor, such sums as may administratively be determined to be necessary to satisfy any liabilities of such Contractor or subcontractor for liquidated damages as provided in the clause set forth in paragraph (b). 7 1W MI III I LFIEO DY JORM MIC RLA9 CEDAR RAPIDS • DES M0111ES d. Subcontracts. The Contractor shall insert in any subcontracts the clauses set forth in paragraphs (a), (b), and (c) of this Section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts which they may enter into, together with a clause requiring this insertion in any further subcontracts that may in turn be made. APPRENTICES AND TRAINEES a. Apprentices. Apprentices will be permitted to work at less than the predetermined rate for work they performed when they are employed and individually registered in a bona fide apprenticeship program registered with the U.S. Department of Labor, Manpower Administration, Bureau of Apprenticeship and Training, or with a State Apprenticeship Agency recognized by the Bureau, or if a person is employed in his first 90 days of probationary employment as an apprentice in such an apprenticeship program, who is not individually registered in the program, but who has been certified by the Bureau of Apprenticeship and Training or a State Apprenticeship Agency (where appropriate) to be eligible for probationary employment as an apprentice. The allowable ratio of apprentices to journeymen in any craft classification shall not be greater than the ratio permitted to the contractor as to the entire work force under the registered program. Any employee listed on a payroll at an apprentice wage rate, who is not a trainee as defined in paragraph b, below, or is not registered or otherwise employed as stated above, shall be paid the wage rate determined by the Secretary of Labor for the classification of work actually performed. The contractor or subcontractor will be required to furnish to the contracting officer or a representative of the Wage -Hour Division of the U.S. Department of Labor written evidence of the registration of the program and apprentices as well as the appropriate ratios and wage rates (expressed in percentages of the journeyman hourly rates), for the area of construction prior to using any apprentices on the contract work. The wage rate paid apprentices shall be not less than the appropriate percentage of the journeyman's rate contained in the applicable wage determination. b. Trainees. Except as provided in 29 CFR 5.15 trainees will not Fe permitted to work at less than the predeterminated rate for the work performed unless they are employed pursuant to and individually registered in a program which has received prior approval, evidenced by formal certification, by the U.S. Department of Labor, Manpower Administration, Bureau of Apprenticeship and Training. The ratio of trainees to journeymen shall not be greater than permitted under the plan approved by the Bureau of Apprenticeship and Training. Every trainee must be paid at not less than the rate specified in the approved program for their level of progress. Any employee listed on the payroll at a trainee rate who is not registered and participating in a training plan approved by the Bureau of 0 MICROFILMED BY .J ORM MICR+LAB CEDAR RAPIDS • DES MOINES Z M ala Apprenticeship and Training shall be paid not less than the wage rate determined by the Secretary of Labor for the classification of work actually performed. The contractor or subcontractor will be required to furnish the contracting officer of a representative of the Wage -Hour Division of the U.S. Department of Labor written evidence of the certification of the program, the registration of the trainees, and the ratios and wage rates prescribed in that program. In the event — the Bureau of Apprenticeship and Training withdraws approval ermia training program, the contractor will no longer be petted to utilize trainees at less than the applicable predetermined rate for the work performed until an acceptable program is approved. C. Eual Em to ment Opportunity. The utilization of apprentices, trainees and Journeymen er this part shall be in conformity with the equal employment requirements of Executive Order 11246, as amended, and 29 CFR Part 30. EMPLOYMENT OF CERTAIN PERSONS PROHIBITED. No person under the age of sixteen years and no person who, at the 7 time, is serving sentence in a penal or correctional institution shall be employed on the work covered by the Contract. REGULATIONS PURSUANT TO SO-CALLED "ANTI -KICKBACK ACT" The Contractor shall comply with the applicable regulations (a copy of which is attached and herein incorporated by reference) of the �'— Secretary of Labor, United States Department of — pursuant to the so-called "Anti -Kickback Act" of June 13b 1934m(48 Stat. 948: 62 Stat. 862; Title U.S.C., Section 874: and Title 40 j U.S.C., Section 276c), and any amendments or modifications thereof, shall cause appropriate provisions to be inserted in subcontracts subject thereto, and shall be responsible for the submission of affidavits required by subcontractors thereunder, except as said Secretary of Labor may specifically provide for reasonable — limitations, variations, tolerances, and exemptions from the requirements thereof. EMPLOYMENT OF LABORERS OR MECHANICS NOT LISTED IN AFORESAID WAGE DETER�ION DECISION _ jAny class of laborers or mechanics which is not listed in the wage determination and which is to be employed under the Contract will be classified or reclassified conformably to the wage determination by the City of Iowa City, and a rethe Cport of the action taken shall be and mUrban bDevel Development, to the tSecretaryhofeLabor, Uniof t dHStates Department of Labor. In the event the interested parties cannot agree on the proper classification or reclassification of a particular class of laborers and mechanics to be used, the question accompanied by the recommendation of the City of Iowa City shall be referred, through the Secretary of Housing and Urban Development, to the Secretary of Labor for final determination. 9 /yb0 MICROFILMED 'D BY MICR�LAB CEDAR RAPIDS • DES MOINES FRINGE BENEFITS NOT EXPRESSED AS HOURLY WAGE RATES The City of Iowa City shall require, whenever the minimum wage rate prescribed in the Contract for a class of laborers or mechanics includes a fringe benefit which is not expressed as an hourly wage rate and the Contractor is obligated to pay cash equivalent of such a fringe benefit, an hourly cash equivalent thereof to be established. In the event the interested parties cannot agree upon a cash equivalent of the fringe benefit, the question, accompanied by the recommendation of the City of Iowa City, shall be referred, through the Secretary of Housing and Urban Development, to the Secretary of Labor for determination. POSTING WAGE DETERMINATION DECISIONS AND AUTHORIZED WAGE ED CTIONS— The applicable wage poster of the Secretary of Labor, United States Department of Labor, and the applicable wage determination decisions of said Secretary of Labor with respect to the various classification of laborers and mechanics employed and to be employed upon the work covered by the Contract, and a statement showing all deductions, if any, in accordance with the provisions of the Contract, to be made from wages actually earned by persons so employed or to be employed in such classifications, shall be posted -- - - at appropriate conspicuous points at the site of the work. I COMPLAINTS, PROCEEDINGS, OR TESTIMONY BY EMPLOYEES 4 No laborer or mechanic to whom the wage, salary, or other labor i standards provisions of the Contract are applicable shall be discharged or in any other manner discriminated against by the Contractor or any subcontractor because such employee has filed any complaint or instituted or caused to be instituted any proceeding or has testified or is about to testify in any proceeding under or relating to the labor standards applicable under the Contract to the employer. CLAIMS AND DISPUTES PERTAINING TO WAGE RATES Claims and disputes pertaining to wage rates or to classifications of laborers and mechanics employed upon the work covered by the Contract shall be promptly reported by the Contractor in writing to the City of Iowa City for referral by the latter through the Secretary of Housing and Urban Development to the Secretary of Labor, United States Department of Labor, whose decision shall be final with respect thereto. UESTIONS CONCERNING CERTAIN FEDERAL STATUTES AND REGULATIONS All questions arising under this Contract which relate to the appli- cation or interpretation of (a) the aforesaid Anti -Kickback Act, (b) the Contract Work Hours and Safety Standards Act, (c) the aforesaid Davis -Bacon Act, (d) the regulations issued by the Secretary of Labor, United States Department of Labor, pursuant to 10 MICROFILMED BY JORM MICR LAB CEDAR RAPIDS • DES MOINES 4 said Acts, or (c) the labor standards provisions of any other Pertinent Federal statute, shall be referred, through the City of Iowa City and the Secretary of Housing and Urban Development, to the Secretary of Labor, United States Department of Labor, for said Secretary's appropriate ruling or interpretation which shall be authoritative and may be relied upon for the purposes of the Contract. 11 100 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES PAYROLLS AND BASIC PAYROLL RECORDS OF CONTRACTOR AND SUBCONTRACTORS The Contractor and each subcontractor shall prepare the payrolls on forms satisfactory to in _ and accordance with instructions to be fur- nished by the City of Iowa City. The Contractor shall _ submit weekly to the City of Iowa City two certified copies of all payrolls of the Contractor r and of the subcontractors, it being understood that the Contractor shall be responsible for the submission y of copies of payrolls of all subcontractors. Each such payroll shall contain the Weekly Statement of Compliance" set forth in Section 3.3 of Title 29, Code of Federal Regulations. The I subcontractor covering all laborers and mechanics employed upon the work covered by the Contract shall be maintained during the course of the work and preserved 3 of and basicpayroll recperiod ntainthe name and addrespayrolls records shallcothereafter.ears u �! such employee, the correct classification, rate ofa rates of contributions or costs anticipated of the types described in Section 1(b)(2) the of Davis -Bacon Act), daily and weekly number of hours worked, deductions made, and actual wages paid. In addition, whenever the Secretary of Labor has found under Section w 5.5(a)(1)(iv) of Title 29, Code of Federal Regulations, that the wages of any laborer or mechanic include the amount of any costs reasonably anticipated in providing benefits under a plan or program Act the bed in nshall (maintain trecords he swhich nshow'that sor� Contractor subcontractor the commitment ` to provide such benefits is enforceable, that the plan or program is financially responsible, and that _ the plan or program has been communicated in writing to the laborers or mechanics affected, and records which show the costs anticipated or the actual cost incurred in providing such benefits. The Contractor and each subcontractor shall make the employment records with respect to persons employed by them upon the work covered by this Contract available for inspection by authorized representatives of SecretaryHousingand he of Iowa City, and St States Department of Labor. Such representatives shall be permitted to interview employees of the Contractor or of any subcontractor during working hours on the job. SPECIFIC COVERAGE OF CERTAIN TYPES OF WORK BY EMPLOYEES The transporting of materials and supplies to or from the site of the Project Program or to which the Contract pertains by the employees of the Contractor or of any subcontractor, and the manufacturing or furnishing of materials, articles, supplies, or equipment on the site of the Project or Program to which the Contract pertains by persons employed by the Contractor or by any 11 100 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES subcontractor, shall, for the purposes of the Contract, and without limiting the Contract, be deemed ltoy be f work othe orwhicheoing theselFederal the Standards Provisions are applicable. INELIGIBLE SUBCONTRACTORS The Contractor shall not subcontract any part of the work covered by the Contract or permit subcontracted work to be further subcontracted without the City of Iowa City's prior written approval of the subcontractor. The City of Iowa will not approve any subcontractor for work covered by this Contract who is at the time ineligible under the provisions of any applicable regulations issued by the Secretary of Labor, United States Department of Labor or the Secretary of Housing and Urban Development, to receive an award of such subcontract. PROVISIONS TO BE INCLUDED IN CERTAIN SUBCONTRACTS The Contractor shall include or cause to be included in each II subcontract covering any of the work covered by the Contract, Provisions which are consistent with these Federal Labor Standards Provisions and also a clause requiring the subcontractors to include such provisions in any lower tier subcontracts which they may enter into, together with a clause requiring such insertion in any further subcontracts that may enter into, together with a clause requiring such insertion in any further subcontracts that may in t turn be made. BREACH OF FOREGOING FEDERAL LABOR STANDARDS PROVISIONS In the causes for nation of elsewhereoseto forth, the City eoflIowa Citythis reservesract the arightein to terminate the Contract if the Contractor or any subcontractor whose subcontract covers any of the work covered by the Contract shall breach any of these Federal Labor Standards Provisions. A breach of these Federal Labor Standards Provisions may also be grounds for debarment as provided by the applicable regulations issued by the Secretary of Labor, United States Department of Labor. 12 MICROFILMED BY JORM MICR(�LA6 CEDAR RAPIDS • DES MOINES 0 ATTACHMENT TO FEDERAL LABOR STANDARDS PROVISIONS SO-CALLED "ANTI -KICKBACK ACP' AND REGULATIONS PROMULGATED PURSUANT THERETO BY THE SECRETARY OF LABOR, UNITED STATES DEPARTMENT OF LABOR TITLE 18, U.S.C., section 874 (Replaces section 1 of the Act of June 13, 1934 (45 Stat. 948, 40 U.S.C., sec. 276b) pursuant to the Act of June 25, 1948, 62 Stat. 862) KICKBACKS FROM PUBLIC WORKS EMPLOYEES Whoever, by force, intimidation, or threat of procuring dismissal from employment, or by any other manner whatsoever induces any person employed in the construction, prosecution, completion or repair of any public building, public work, or building or work financed in whole or in part by loans or grants from the United States, to give up any part of the compensation to which he is entitled under his contract of employment, shall be fined not more than $5,000 or imprisoned not more than five years, or both. SECTION 2 OF THE ACT OF JUNE 13, 1934, as amended (48 Stat. 948, 62 Stat, 63 Stat. 108, 72 Stat. 967, 40 U.S.C., sec. 276c) The Secretary of Labor shall make reasonable regulations for contractors and subcontractors engaged in the construction, prosecution, completion or repair of public buildings, public works or buildings or works financed in whole or in part by loans or grants from the United States, including a provision that each contractor and subcontractor shall furnish weekly a statement with respect to the wages paid each employee during the preceding week. Section 1011 of Title 18 (United States Code) shall apply to such statements. Pursuant to the aforesaid Anti -Kickback Act, the Secretary of Labor, United States Department of Labor, has promulgated the regulations hereafter set forth, which regulations are found in ` Title 29, Subtitle A, Code of Federal Regulations, Part 3. The term "this part," as used in the regulations hereinafter set forth, refers to Part 3 last above mentioned. Said regulations are as follows: TITLE 29 - LABOR Subtitle A - Office of the Secretary of Labor PART 3 - CONTRACTORS AND SUBCONTRACTORS ON PUBLIC BUILDING OR PUBLIC WORK FINANCED IN WHOLE OR IN PART BY LOANS OR GRANTS FROM THE UNITED STATES. 13 160 MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES MOINES Section 3.1 Purpose and scope. This part prescribes "anti -kickback" regulations under section 2 of the Act of June 13, 1934, as amended (40 U.S.C. 276c), popularly known as the Copeland Act. This part applies to any contract which is subject to Federal wage standards and which is for the construction, prosecution, completion, or repair of public buildings, public works or buildings or works financed in whole or in part by loans or grants from the United States. The part is intended to aid in the enforcement of the minimum wage provisions of the Davis -Bacon Act and the various statutes dealing with Federally assisted construction that contain similar minimum wage provisions, including those provisions which are not subject to Reorganization Plan No. 14 (e.g. the College Housing Act of 1950, the Federal Water Pollution Control Act, and the Housing Act of 1959), and in the enforcement of the overtime provisions of the Contract Work Hours Standards Act whenever they are applicable to construction work. The part details the obligation of contractors and subcontractors relative to the weekly submission of statements regarding the wages paid on work covered thereby; sets forth the circumstances and procedures governing the making of payroll deductions from the wages of those employed on such work; and delineates the methods of payment permissible on such work. Section 3.2 Definitions. As used in the regulations in this part: a. The terms "building" or "work" generally include construction activity as dintinguished from manufacturing, furnishing of materials, or servicing and maintenance work. The terms include, without limitation, buildings, structures, and improvements of all types, such as bridges, dams, plants, highways, parkways, streets, subways, tunnels, sewers, mains, powerlines, pumping stations, railways, airports, terminals, docks, piers, wharves ways, lighthouses, buoys, jetties, breakwaters, levees, and canals; dredging, shoring, scaffolding, drilling, blasting, excavating, clearing, and landscaping. Unless conducted in connection with and at the site of such a building or work as is described in the foregoing sentence, the manufacture or furnishing of materials, articles, supplies, or equipment (whether or not a Federal or State agency acquires title to such materials, articles, supplies, or equipment during the course of the manufacture or furnishing, or owns the materials from which they are manufactured or furnished) is not a "building" or "work" within the meaning of the regulations in this part. b. The terms "construction," "prosecution," "completion," or "repair" mean all types of work done on a particular building or work at the site thereof, including, without limitation, altering, remodeling, painting and decorating, the transporting of materials and supplies to or from the building or work by the employees of the construction contractor or 14 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES construction subcontractor, and the manufacturing or furnishing of materials, articles, supplies, or equipment on the site of the building or work, by persons employed at the site by the contractor or subcontractor. C. The terms "public building" or "public work" include building or work for whose construction, prosecution, completion, or repair, as defined above, a Federal agency is a contracting party, regardless of whether title thereof is in a Federal agency. d. The term "building or work financed in whole or in part by loans or grants from the United States" includes building or work for whose construction, prosecution, completion, or repair, as defined above, payment or part payments is made directly or indirectly from funds provided by loans or grants by a Federal agency. The term does not include building or work for which Federal assistance is limited solely to loan guarantees or insurance. e. Every person paid by a contractor or subcontractor in any manner for his labor in the construction, prosecution, completion, or repair of a public building or public work or building or work financed in whole or in part by loans or grants from the United States is "employed" and receiving "wages," regardless of any contractual relationship alleged to exist between him and the real employer. f. The term "any affiliated person" includes a spouse, child, parent, or other close relative of the contractor or subcontractor; a partner or officer of the contractor or subcontractor; a corporation closely connected with the contractor or subcontractor as parent, subsidiary or otherwise, and an officer or agent of such corporation. g. The term "Federal agency" means the United States, the District of Columbia; and all executive departments independent establishments, administrative agencies, and instrumentalities of the United States and of the District of Columbia, including corporations, all or substantially all of the stock of which is beneficially owned by the United States, by the District of Columbia, or any of the foregoing departments, establishments, agencies, and instrumentalities. Section 3.3 Weekly statement with respect to payment of rages. a. As used in this section, the term "employee" shall not apply to persons in classifications higher than that of laborer or mechanic and those who are the immediate supervisors of such employees. — b. Each contractor or subcontractor engaged in the construction, prosecution, completion, or repair of any public building or public work, or building or work financed in whole or in part 15 1 00 MICROFILM71ERIIA"IBI JORM MICEDAR RAVIDS I by loans or grants from the United States, shall furnish each week a statement with respect to the wages paid each of its employees engaged on work covered by 29CFR Parts 3 and 5 during the preceding weekly payroll period. This statement shall be executed by the contractor or subcontractor or by an authorized officer or employee of the contractor or subcontractor who supervises the payment of wages, and shall be on form WH 348, "Statement of Compliance", or on an identical form on the back of WH347, "Payroll (For Contractors Optional Use)" or on any form with identical wording. Sample copies of WH347 and WH 348 may be obtained from the Government contracting or sponsoring agency, and copies of these forms may be purchased at the Government Printing Office. C. The requirements of this section shall not apply to any contract of $2,000 or less. d. Upon a written finding by the head of a Federal agency, the Secretary of Labor may provide reasonable limitations, variations, tolerances, and exemptions from the requirements of this section subject to such conditions as the Secretary of Labor may specify. (29 F.R. 95, Jan. 4, 1964, as amended at 33 F.R. 10186, July 17, 1968) Section 3.4 Submission of weekly statements and the preservation and inspection of weekly payroll records. a. Each weekly statement required under subsection 3.3 shall be delivered by the contractor or subcontractor, within seven days after the regular payment date of the payroll period, to a representative of a Federal of State agency in charge at the site of the building or work, or, if there is no representative of a Federal or State agency at the site of the building or work, the statement shall be mailed by the contractor or subcontractor, within such time, to a Federal or State agency contracting for or financing the building or work. After such examination and check as may be made, such statement, or a copy thereof, shall be kept available, or shall be transmitted together with a report of any violation, in accordance with applicable procedures prescribed by the United States Department of Labor. b. Each contractor or subcontractor shall preserve the weekly payroll records for a period of three years from date of completion of the contract. The payroll records shall set out accurately and completely the name and address of each laborer and mechanic, the correct classification, rate of pay, daily and weekly number of hours worked, deductions made, and actual wages paid. Such payroll records shall be made available at all times for inspection by the contracting officer or his authorized representative, and by authorized representatives of the Department of Labor. 16 MICROFILMED DY JORM MICR �LAS CEDAR RAPIDS • OES MOINES Section 3.5 Payroll deductions permissible without application to or approval of the Secretary of Labor. Deductions made under the circumstances or in the situations described in the paragraphs of this section may be made without application to and approval of the Secretary of Labor: a. Any deduction made in compliance with the requirements of Federal, State, or local law, such as Federal or State - withholding income taxes and Federal Social Security taxes. b. Any deduction of sums previously paid to the employee as a bona fide prepayment of wages when such prepayment is made without discount or interest. A "bona fide prepayment of wages" is considered to have been made only when cash or its equivalent has been advanced to the person employed in such manner as to give complete freedom of disposition of the advanced funds. C. Any deduction of amounts required by court process to be paid 7 to another, unless the deduction is in favor of the contractor, subcontractor or any affiliated person, or when collusion or collaboration exists. d. Any deduction consisting of a contribution on behalf of the person employed to funds established by the employer or representatives of employees, or both, for the purpose of iproviding either from principal or income, or both, medical or _ hospital care, pensions or annuities on retirement, death benefits, compensation for injuries, illness, accidents, sickness, or disability, or for insurance to provide any of the foregoing, or unemployment benefits, vacation pay, savings accounts, or similar payments for the benefit of employees, their families and dependents: Provided, however, that the following standards are met: (1) The deduction is not other- wise prohibited by law; (2) it is either: (i) Voluntarily con- sented to by the employee in writing and in advance of the period in which the work is to be done and such consent is not a condition either for the obtaining of or for the continuation of employment, or (ii) provided for in a bona fide collective bargaining agreement between the contractor or subcontractor and representatives of its employees; (3) no profit or other - benefit is otherwise obtained, directly or indirectly, by the _ contractor or subcontractor or any affiliated person in the form of commission, dividend, or otherwise; and (4) the deductions shall serve the convenience and interest of the employee. j - _' e. Any deduction contributing toward the purchase of United States Defense Stamps and Bonds when voluntarily authorized by the employer. _ f. Any deduction requested by the employee to enable the repayment of loans to or to purchase shares in credit unions organized and operated in accordance with Federal and State -- credit union statutes. 17 140 MICROFILMED BY JORM MICR�LAS CEDAR 111111 , DES MOIRES g. Any deduction voluntarily authorized by the employee for the making of contributions to governmental or quasi -governmental agencies, such as the American Red Cross. h. Any deduction voluntarily authorized by the employee for the making of contributions to Community Chests, United Givers Funds, and similar charitable organizations. i. Any deductions to pay regular union initiation fees and membership dues, not including fines or special assessments: Provided, however, that a collective bargaining agreement between the contractor or subcontractor and representatives of its employees provides for such deductions and the deductions are not otherwise prohibited by law. j. Any deduction not more than for the "reasonable cost" of board, lodging, or other facilities meeting the requirements of section 3(m) of the Fair Labor Standards Act of 1936, as amended, and Part 531 of this title. When such a deduction is made the additional records required under subsection 516.27 (a) of this title shall be kept. Section 3.6 Payroll deductions permissible with the approval of the Secretary of Labor. Any contractor or subcontractor may apply to the Secretary of Labor for permission to make any deduction not permitted under subsection 3.5. The Secretary may grant permission whenever it is found that: a. The contractor, subcontractor, or any affiliated person does not make a profit or benefit directly or indirectly from the deduction either in the form of a commission, dividend, or otherwise; b. The deduction is either (1) voluntarily consented to by the em- ployee in writing and in advance of the period in which the work is to be done and such consent is not a condition either for the obtaining of employment or its continuance, or (2) provided for in a bona fide collective bargaining agreement between the contractor or subcontractor and representatives of its employees; and d. The deduction serves the convenience and interest of the employee. Section 3.7 Applications for the approval of the Secretary of Labor. Any application for the making of payroll deductions under subsection 3.6 shall comply with the requirements prescribed in the following paragraphs of this section: a. The application shall be in writing and shall be addressed to the Secretary of Labor. ESl MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 b. The application shall identify the contract or contracts under which the work in question is to be performed. Permission will be given for deductions only on specific, identified contracts, except upon a showing of exceptional circumstances. C. The application shall state affirmatively that there is compliance with the standards set forth in the provisions of subsection 3.6. The affirmation shall be accompanied by a full statement of the facts indicating such compliance. d. The application shall include a description of the proposed deduction, the purpose to be served thereby, and the classes of laborers or mechanics from whose wages the proposed deduction would be made. e. The application shall state the name and business of any third person to whom any funds obtained from the proposed deductions are to be transmitted and the affiliation of such person, if any, with the applicant. Section 3.8 Action by the Secretary of Labor upon applications. The Secretary of Labor shall decide whether or not the requested deduction is permissible under provisions of subsection 3.6; and shall notify the applicant in writing of his decision. Section 3.9 Prohibited payroll deductions. Deductions not elsewhere provided for by this part and which are not found to be permissible under subsection 3.6 are prohibited. Section 3.10 Methods of payment of wages. The payment of wages shall be by cash, negotiable instruments payable on demand, or the additional forms of compensation for which deductions are permissible under this part. No other methods of payment shall be recognized on work subject to the Copeland Act. Section 3.11 Regulations part of contract. All contracts made with respect to the construction prosecution, completion, or repair of any public building or public work or building or work financed in whole or in part by loans or grants from the United States covered by the regulations in this part shall expressly bind the contractor or subcontractor to comply with such of the regulations in this part as may be applicable. In this regard, see subsection 5.5 (a) of this subtitle. 19 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES IV60 B i i i I J b. The application shall identify the contract or contracts under which the work in question is to be performed. Permission will be given for deductions only on specific, identified contracts, except upon a showing of exceptional circumstances. C. The application shall state affirmatively that there is compliance with the standards set forth in the provisions of subsection 3.6. The affirmation shall be accompanied by a full statement of the facts indicating such compliance. d. The application shall include a description of the proposed deduction, the purpose to be served thereby, and the classes of laborers or mechanics from whose wages the proposed deduction would be made. e. The application shall state the name and business of any third person to whom any funds obtained from the proposed deductions are to be transmitted and the affiliation of such person, if any, with the applicant. Section 3.8 Action by the Secretary of Labor upon applications. The Secretary of Labor shall decide whether or not the requested deduction is permissible under provisions of subsection 3.6; and shall notify the applicant in writing of his decision. Section 3.9 Prohibited payroll deductions. Deductions not elsewhere provided for by this part and which are not found to be permissible under subsection 3.6 are prohibited. Section 3.10 Methods of payment of wages. The payment of wages shall be by cash, negotiable instruments payable on demand, or the additional forms of compensation for which deductions are permissible under this part. No other methods of payment shall be recognized on work subject to the Copeland Act. Section 3.11 Regulations part of contract. All contracts made with respect to the construction prosecution, completion, or repair of any public building or public work or building or work financed in whole or in part by loans or grants from the United States covered by the regulations in this part shall expressly bind the contractor or subcontractor to comply with such of the regulations in this part as may be applicable. In this regard, see subsection 5.5 (a) of this subtitle. 19 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES IV60 B i ��I ATTACHMENT _]L_: PROCUREMENT STANDARDS FOR FEDERAL GRANT AND AID PROGRAMS This attachment contains the most recent version of Attachment 0, Procure- ment Standards, of Office of Management and Budget (OMB) Circular A-102. This particular version became effective October 1, 1979. Attachment 0 applies to all federal grant programs which the City of Iowa City has occasion to use. In this regard, all departments and staff who have responsibility for administering federal grants and federally funded projects should Partibecome cular att nt onshould�beagivenhto Section the �9, Contracting With Small and Minority Firms, Women's Business Enterprise and Labor Surplus Area Firms. MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES R/60 A 1 r- II I i�J n I. { 4J �J 7 J rl i i 1 _ i I- ��I ATTACHMENT _]L_: PROCUREMENT STANDARDS FOR FEDERAL GRANT AND AID PROGRAMS This attachment contains the most recent version of Attachment 0, Procure- ment Standards, of Office of Management and Budget (OMB) Circular A-102. This particular version became effective October 1, 1979. Attachment 0 applies to all federal grant programs which the City of Iowa City has occasion to use. In this regard, all departments and staff who have responsibility for administering federal grants and federally funded projects should Partibecome cular att nt onshould�beagivenhto Section the �9, Contracting With Small and Minority Firms, Women's Business Enterprise and Labor Surplus Area Firms. MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES R/60 A "'CE'VED DEC 1 1979 Wednesday, August 15, 1979 Part IV Office of Management and Budget Standards Governing State and Local Grantee Procurement; Attachment O of OMB Clrcular A-102 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES 8 47874 Federal Register / Vol. 44, No. 159 / Wednesdnv, OFFICE OF MANAGEMENT AND BUDGET (Circular No. A-102, Revised; Tranamttl Memorandum No. 11 Standards Governing State and Lo Grantee Procurement. Attachment of OMB Circular A-102 Auxu,l 1. 1979. To heads of Executive Department and Establishments I. Purpose: This Memorandum transmits an amendment (revised Allachmenl 0) to Office of Munagem and Budget (0519) Circular A-102. 2. BOCAgrounr/.• This notice, pursuan to Ila authority of Pub. L. 93-1o0, the Office of Federal Procurement Policy Act and the In lergovernmenlal Cooperation Act, amends Attachment 10 0140 Circular A-102 issued September 12. 1977, Federal Register, Vol. 42. NO. 170, page 45028. The proposed revision was circulated to State and local interest groups in a accordance with Circular A-85 I procedures and Executive Order 12044 i and to affected F(t rral agencies and conimc.!or orguniza lions.'I'he proposed revisfon was published in the Fnderel Register December 0. 11178. Vol. 43, No. 235, page. 57201, anti a public, hearing i was hold Innuary 111, 1979. No regulator 4 nnidysis Ls required in accordnnml with 1 Rxeculive Order 12044. The amaldment i (1) reaffirms the maximum reliance on Slate nal lural government granlres management of their own procurement: (2) dlreraa vrunlor agnnciea In reaeind n,m: nnr.vnnnu""....anon of cn• ro ncenry subw,lina le ievauu,...,. one lingo m„ ,asunnro r,f addilfunal ! rean,rements: lei creates a certification uruvram to reduce the grantee hgnneles m,ruensome pre.- award review of Individual procurements; 11) ndds provisions to Induce Ibe possibility of fraud and waste; and (5) expands coverage addressing sindll, minority, women and labor surplus contracting. The amendment, it Is anticipated, will reduce adminiblMlive cost, paperwork and other such factors which contributed to Inefficirnry, waxle and delay in implementing nssislance programs. 3. Action: Remove the old Attachment 0 from Ibe Circular and Insert Ihr. new Attachment. Granlnr agencies shall begin immediately to amend nonconforming subordinate regulations. 4.Summoryo/Changes: Section 1. Prohibils grantor agencies from adding additional requirements or subordinate regulations. This attachment strikes a balance between ORenries' stewardship rote anu Lou polity at P,m.,ug u,,: mdxlmum reliance on grantees to at conduct their own affairs. To avoid confusion, areas not rnvurcd by this pndlibillon are rnutm-rnind. Cal Section 2. Spalls not the 0 rrspuusibill tics that properly belong to the grantor or the grantee 'I'll avoid burdensome. detailed reviews of grantees' discretionary actions the s substitution of grantors' judgment Is prohibited. unless it is primarily a Federal question. Section 3. Grantor agencies are eel encouraged to provide technical assistance to grantees rather than require submission for review. Sectlon 4. Proposes that grantor agencies conduct grantee procurement system reviews and that when a grantee 0 procurement system mcels the standards of this attachment It may be certified by the grantor agencies, thus reducing individual preaward contract reviews by that agency or other agencies making grants. Both grantees and grantors expressed their concern about keeping the quality of the certification reviews constant. A pnrugraph was added to make reviews adhere to OFPP standards. Section 5. Limits grantor Agencies' authority In review protests. This Is y ProPerly the responsibility of the gnnaoe. Section 0, Limits grantor preaward review of goatee procurements to non. competitive and brand name Procurements. and procurements by grantees who do 1101 meal Attachment 0 standards. Section 7. Expands the rode of conduct from merely prohibiting the acceptance of gifts and gratuities to prohibiting the participalinn in the award of contracts to firms In which the employee has some financial Interest. 1 Section 9. Expands the section requiring offirmalive slepa to coolies minority and small business Partiripalion In contracting under Federal grant programs, and encourages r the placement of contracts In labor a surplus areas and will, women business g enterprises, 0 Section 11. Explains when It Is ( lippluprlote to use one of the following four methodsa of procurement, small Purchase, competitive suaded bids, gr competitive negotiations, and re noncomprlllive negolia lions, and re recagNzes price competition need not wrl be used for A/F. contracts. Section 12. Prohibits the use ora so Percentage of construction cost method ad of contracting, requires either a coat or pr price analysis of all procurement, and a v MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES 1401NES 15.1979 / Notices stales costs will be allowed if consistent with Federal cost principles. Section 140. Expands rontract Prevision on inventions to cover copyrights and rights in data. Section 1.11. Adds pruvLviun requiring compliance with Sinle linrrgy Conservation Plans. 5. Effertive Data: This revision in effective October 1, 1979. Grantees may comply with this amendment immediately where they do not Conflict with grantor agency regulations. Grantor agencies may Implement this amendment immediately or allow grantee agencies to implement. 0. For Further Information Contact: Mr. Jack Nadol, Assistant for Intergovernmental Affairs, Office lir Federal Procurement Policy. Telephone 202-395-6100. James T. Mclnlyre. Jr.. Director. Procurement Standards I. Applicability. a. This Attachment establishes standards and guidelines for the procurement of supplies, equipment, construction, and services for Federal assistance programs. These. standards are furnished to ensure that such materials and Services are. obtained efficiently and ecnnomicrllly and In compliance with the provisions of applicable Federal haw and Executive orders. b. No additional procurement requirements or subordinnle regulalions shut] be imported upon grantees by Executive agencies unless specifically required by Federal law or Executive orders or authorized by the Administrator for Federal Procurement Policy. This prohibition is not applicable to payment conditions Issued In accordance with Treasury Circular 1075, ndlvidunl grantee requirements P to section 10 of the basic C or the prm•Liuns of this or other OMD circulars. c. Provisions of current subordinate. equiremenls not conforming to this Ilachment shall be rescinded by rantor agencies unless approved by the ffice of Federal Procweme t Policy OFPP), 2. Cranlca/Cranrnr lfesponsibility a.'1'hese slandards do Ilial . pn„n the linles of env ennlrtarlual $Orin......... n$ ,,,rler its aUl!r•^nirt, the inlen IA'^^nnn^alar.. In accordance th good Orli mtalratIve Practice and and business Judgment, for the Ilemenl of all conlractuat and ministrative Issues arising out of ocurements entered Into In support of rant. These include but are not c Federal Register / Vol. 44, r;o. 159 ( Wednesday. August 15, 1979 / Notices 47075 furnish a report no me granmc, w,„, p copy to OFPP. d. All agencies should normally rely upon the resultant findings or certification for a period of 24 months before another review is performed. e. Reviews shall be conducted in accurdance with standards and guidelines approved or issued by OFPP. f. The reviews authorized by Section O are waived If a grantee's procurement Byatpm is certified. 5. Protest Procedures. Grantor agencies may develop an administrative procedure to handle complaints or protests regarding grantee contractor selection actions. The procedure shall be limited as follows: a. No protest shall be accepted by the grantor agency until all administrative remedies at the grantee level have been exhausted. b'Review Is limited to: (t) Violations of Federal law or regulations. Violations of Slate or local law shall be under the jurisdiction of State or local authorities. (if) Violations of grantee's protest procedures or failure to review a complaint or protest. O. Cranlorlfariew of Proposed Contracts. Federal grantor pre -award review and approval of Ilia grantee's proposed conlrucis and related procurement documents. such as requests for oreposals and Invitations fnr bids, Is pei n ttea only unuer the following circumstances: a. The procurement Is expected to exceed tinrvvt and Is to be awarded with m,r ramnptilion or only one bid or after is received in response to solicitation. b. The procurement expected to exceed in non snecifies a "brand name" product; or c. The grantee's procurement procedures or operation fails to comply with one or more significant aspects of this Attachment. Tha grantor agency shall notify Ilia grantee in wrllfn;. wilh a copy of such notification to the OFPP, 7. Code of Conduct. Grankes shall maintain n written code or standards of conduct which shall govern Ilse perfurmance of their officers, employees or agents engaged in the award and administration of contracts supported by Federal funds. No employee, officer or agent of the grantee shall participate in selection, or In the award or administration of a contract supported by Federal funds if a conflict of Interest. real or apparent, would be. Involved. Such a conflict would arise when: a. The employee, officer or agent; MICRorILI•IED BY DORM MICR+LAB CEDAR RAPIDS • DES MOINES b. Any member of his immediate family; c. fits or her partner, or d. An organization which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award. The grantee's officers, employees or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors. potential contractors. or parties to subagreemenls. Grantees may set minimum rules where the financial interest Is not substantial or the gift Is an unsolicited item of nominal intrinsic value. To the extend permitted by Slate or local law or regulations, such standards of conduct shall provide for penalties. sanctions, or other disciplinary actions for violations of such standards by the grantee's officers, employees, or agents. or by contractors or their ugents. B. Procurement Procedures. The grantee shall establish procurement procedures which provide that proposed procurement actions shall be reviewed by grantee officials lu avoid the purchase of unnecessary or duplicative Items. Consideration should be given to consolidation or breaking out to obtain a more economical purchase. Where appropriate, an analysis shall be made of lease versus purchase alternatives. and any other appropriate analysts to determine which approach would be the most economical. To faster greater economy find efficiency grantees are encouraged to enter Into Slatp and local Intergovernmental agreements for procurement or use of common goods and services. 9. Contracting With Small and Alinorily Firms, R'mnan's Rusiorss Entrrprise and Labor Surplus Aren Firms. a, II is national policy to award it fair share of contracts to small and minority lawlem finnn. Acca- Jingly, a(firnudive atpps must be taken to assure that small and minority businesses ul(: utilized when possible as sour0n; of supplica cipdpmenl, construction and ourvita:s. Aff4malive steps shall include Ilia following: (f) Including qualified small and minority businesses on aolicltution Ilsls. (2) Assuring that small and minority businesses are solicited whenever they are potential sources, (D) When economically feasible, dividing total requirements Into smaller tasks or quantities so as to permit maximum small and minority business participation. 140 limited la: source evaluation, protests. disputes, and claims. Executive agencies shall not substitute their judgment for that of the grantee unless the matter is primarily a Federal concern. Violations of law are to be referred to the local. Slate. or Federal authority having proper '— jurisdiction. b. Grantees shall use their own prururemenl procedures which reflect appbcablu St. is and local laws and regulations. provided that procurements for Federal Assistance Programs conform to the standards set forth in this attachment and applicable Federal law. _- 2. Grantee Procurement Improvement. Executive agencies awarding Federal gents or other assistance which require or allow far procurement by the recipients are encouraged to assist recipients in improving their — procurement capabilities by providing them with technical assistance, training. publications, and other aid. 4. procurement System Reviews. '—' a. Executive agencies are encouraged to perform reviews or their grantees' procurement systems if a ponlinufng LJ relationship with the grantee is anticipated or a substantial amount of the Federal assistance Is to be used for r, procurement and review of individual ! Lunt^^avis is anticipated. The purpose of ,..i \. the review shall be to determine: (1) whether a grantee's procurement system meets the standards prescribed by this Attachment or other criteria acceptable to the OFPP, such as provisions of the model procurement code far State and local government and (2) whether the grantee's procurement system should be certified by the reviewing agency. Such a review will also give an agency an opportunity to give technical assistance to a grantee to remedy its procurement system if it does not fully comply. In addition, such a review may provide a basis for deciding whether the grantee's contracts and rebated procurement documents should be subject to the -- grantor's prior approval. as provided by Suction 9. - b. In conducting procurement system reviews. grantor agencies will evaluate a grantee's procurement system in terms of whether it complies with the —. standards prescribed by this Attachment and represents a fair. _ efficient and effective procurement system. To the maximum extent feasible, reviewers will rely upon State or local evaluations and analyses performed by agencies or organizations independent of the grantee contracting activity. c. When a Federal grantor agency completes a procurement review, it shall furnish a report no me granmc, w,„, p copy to OFPP. d. All agencies should normally rely upon the resultant findings or certification for a period of 24 months before another review is performed. e. Reviews shall be conducted in accurdance with standards and guidelines approved or issued by OFPP. f. The reviews authorized by Section O are waived If a grantee's procurement Byatpm is certified. 5. Protest Procedures. Grantor agencies may develop an administrative procedure to handle complaints or protests regarding grantee contractor selection actions. The procedure shall be limited as follows: a. No protest shall be accepted by the grantor agency until all administrative remedies at the grantee level have been exhausted. b'Review Is limited to: (t) Violations of Federal law or regulations. Violations of Slate or local law shall be under the jurisdiction of State or local authorities. (if) Violations of grantee's protest procedures or failure to review a complaint or protest. O. Cranlorlfariew of Proposed Contracts. Federal grantor pre -award review and approval of Ilia grantee's proposed conlrucis and related procurement documents. such as requests for oreposals and Invitations fnr bids, Is pei n ttea only unuer the following circumstances: a. The procurement Is expected to exceed tinrvvt and Is to be awarded with m,r ramnptilion or only one bid or after is received in response to solicitation. b. The procurement expected to exceed in non snecifies a "brand name" product; or c. The grantee's procurement procedures or operation fails to comply with one or more significant aspects of this Attachment. Tha grantor agency shall notify Ilia grantee in wrllfn;. wilh a copy of such notification to the OFPP, 7. Code of Conduct. Grankes shall maintain n written code or standards of conduct which shall govern Ilse perfurmance of their officers, employees or agents engaged in the award and administration of contracts supported by Federal funds. No employee, officer or agent of the grantee shall participate in selection, or In the award or administration of a contract supported by Federal funds if a conflict of Interest. real or apparent, would be. Involved. Such a conflict would arise when: a. The employee, officer or agent; MICRorILI•IED BY DORM MICR+LAB CEDAR RAPIDS • DES MOINES b. Any member of his immediate family; c. fits or her partner, or d. An organization which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award. The grantee's officers, employees or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors. potential contractors. or parties to subagreemenls. Grantees may set minimum rules where the financial interest Is not substantial or the gift Is an unsolicited item of nominal intrinsic value. To the extend permitted by Slate or local law or regulations, such standards of conduct shall provide for penalties. sanctions, or other disciplinary actions for violations of such standards by the grantee's officers, employees, or agents. or by contractors or their ugents. B. Procurement Procedures. The grantee shall establish procurement procedures which provide that proposed procurement actions shall be reviewed by grantee officials lu avoid the purchase of unnecessary or duplicative Items. Consideration should be given to consolidation or breaking out to obtain a more economical purchase. Where appropriate, an analysis shall be made of lease versus purchase alternatives. and any other appropriate analysts to determine which approach would be the most economical. To faster greater economy find efficiency grantees are encouraged to enter Into Slatp and local Intergovernmental agreements for procurement or use of common goods and services. 9. Contracting With Small and Alinorily Firms, R'mnan's Rusiorss Entrrprise and Labor Surplus Aren Firms. a, II is national policy to award it fair share of contracts to small and minority lawlem finnn. Acca- Jingly, a(firnudive atpps must be taken to assure that small and minority businesses ul(: utilized when possible as sour0n; of supplica cipdpmenl, construction and ourvita:s. Aff4malive steps shall include Ilia following: (f) Including qualified small and minority businesses on aolicltution Ilsls. (2) Assuring that small and minority businesses are solicited whenever they are potential sources, (D) When economically feasible, dividing total requirements Into smaller tasks or quantities so as to permit maximum small and minority business participation. 140 47876 Federal Register / Vol. 44. No. 159 / Wednesday, August 15, 1979 / Notices (4) Where the requirement permits, establishing delivery schedules which will encourage participation by small and minority business. (5) Using the services and assistance of the Small Business Administration, the Office of Minority Business Enterprise of the Department of Commerce and the Community Services Administration as required. (e) if any subconirncts are to be let, requiring the prime contractor to take the affirmative steps In 1 through 5 above. b. Grantees shall lake similar appropriate affirmative action in support of women's business enterprises. c. Grantees are encouraged to procure goods and services from labor surplus areas. d. Grantor agencies may Impose additional regulations and requirements in the foregoing areas only to the extent specifically mandated by statute or presidential direction. to. selection Procedures. a. All procurement transactions, regardless of whether by sealed bids or by negotiation and without regard.to dollar value, shall be conducted In a manner that provides maximum open and free competition consistent with this attachment. Procurement procedures shall jut restrict or ellmiaule competition. Examples of what Is considered to be restrictive of competition Include, but are not limited to: (1) placing unreasonable requirements on firms In order for them to qualify to do business, (2) noncompetitive practices between firms (5) organizational conflicts of interest, and (4) unnecessary experience and bonding requirements. b. The grantee shall have written selection procedures which shall provide, as a minimum, the following procedural requirements: (1) Solicitations of offers, whether by competitive sealed bids or competitive negotiation, shall: (a) incorporate a clear description d accurate of the technicale, requirements for the materinl, producf,� or service to he procured. Such description shall not, In competitive procurements, contain features which .. unduly restrict competition. The description may Include a statement of the qualitative nature of the material, product or service to be procured, and when necessary, shall set forth those minimum essential characteristics and standards to which It must conform If it is to satisfy its Intended use. Detailed product specifications should be avoided If at all possible. When It Is Impractical or uneconomical to make a clear and accurate description of the technical requirements, a "brand name or equal" description may be used as a means to define the performance or other salient requirements of a procurement. The specific features of the named brand which must be met by offerors shall be clearly stated. (b) clearly set forth all requirements which offerors must fulfill and all other factors to be used in evaluating bids or proposals. (2) Awards shall be made only to responsible contractors that possess the potential ability to perform successfully under the terms and conditions of a proposed procurement. Consideration shall be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. 11. A9ethod of Procurement. Procurement under grants shall be made by one of the following methods, as described herein:, a) small purchase procedures: b) competitive sealed bids (formal advertising): c) competitive negotiation: d) noncompetitive negotiation. a. Small purchase procedures are those relatively simple end Informal prrcuaumcul muthuds that uru sound and appropriate for a procurement of services, supplies or other properly, cast'-; In the aggregate not more than slo,000. Grantees shall comply with state or local small purchase dollar limits under $10,000. if small purchase procedures are used for a procurement under a grant, price or rale quotations shall be obtained from an adequate number of qualified sources. b. in competitive sealed bids (formal advertising), sealed bids are publicly solicited and a firm -fixed-price contract (lump sum or unit price) Is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the Invitation forbids, Is lowest In price. (1) In order far formal advertising to be feasible, appropriate conditions must be present, including, as a minimum, the following: (a) A complete, adequate and realistic specification or purchase description Is available. (b) Two or more responsible suppliers are willing and able to compete effectively for the grantee's business, (c) The procurement lends Itself to a firm -fixed-price contract, and selection of the successful bidder can appropriately be made principally on the basis of price. MICROFILMED BY JORM MICR+LA® CEDAR RAPIDS • DES MOVIES (2) if formal advertising is used for a procurement under a grant, the following requirements shall apply: (a) A sufficient time prior to the dale set for opening of bids, bids shall be :elicited from an adequate number of known suppliers. In addition, the Invitation shall be publicly advertised. (b) The Invitation for bids, including specifications and pertinent attachments, shall clearly define the Items or services needed In order for the bidders to properly respond to the Invitation. (c) All bids shall be opened publicly at the time and place staled In the Invitation for bids. (d) A firm -fixed-price contract award shall be made by written notice to that responsible bidder whose bid, conforming to the invitation forbids, is lowest. Where specified In the bidding documents, factors such as discounts. transportation costs and life cycle costs shall be considered In determining which bid is lowest. Payment discounts may only be used to determine low bid when prior experience of the Grantee indicates that such discounts are generally taken. (e) Any or all bide may be rejected when there are sound documented huainses reasons In the heel inlerest of the program. c. In competitive negotiation, proposals are requested from a number of sources and the Request for Proposal Is publicized, negotiations are normally conducted with more than one of the sources submitting offers, and either a fixed-price or cost -reimbursable type contract is awarded, as appropriate. Competitive negotiation may be used if conditions are not appropriate for the use of formal advertising. If competitive negotiation is used for a procurement under a grant, the following requirements shall apply: (1) Proposals shall be solicited from an adequate number of qualified sources to permit reasonable competition consistent with the nature and requirements of The procurement. The Request for Popo'a'e shall be publicized and roosonable requests by other sources to compete shall be honored to the maximum extent practicable. (2) The request for proposal shnll Identify all significant evaluutlon factors, Including price or cost where required and their relative Importance. (0) The grantee shall provide mechanisms for technical evoluntlon of the proposals received, determinations of responsible offerors for the purpose of written or oral discussions, and selection for contract award. Federal Register / Vol. 44. No. 159 / Wednesday, August 15, 1979 / Notices 47877 (4) Award may be made to the I `• responsible offeror whose proposal wil be most ndavantageous to the procurin party. price and other factors considered. Unsuccessful offerors should be notified promptly. (5) Grantees may utilize competitive negotiation procedures for procurement of Architectural/ Engineering professional services, whereby competitors' qualifications are evalua led and the most qualified competitor Is selected, subject to negotiation of fair and reasonable ._. compensation. d. Noncompetitive negotiation is procurement through soliciation of a proposal from only one source, or after solicitation of a number of sources, competition is determined inadequate. Noncompetitive negotiation may be used when the award of a contract is infeasible under small purchase, competitive bidding (formal advertising) or competitive negotiation procedures. '— Circumstances under which a contract may be awarded by noncompetitive negulia lion are limited to the following: I I I'the item is uvailabld only from a single. sourer.^, (2) Public exigency or emergency .. when thp urgency for the requirement will nal permil it delay incident to '-I competitive sullrlallun: (3) The Federal grantor agency ,-, authorizes noncompetitive negotallon; or i (4) After solicitation of a number of sources, competition Is determined inadequate. e. Additional innovative procurement methods may be used by Grantees with the approval of the Grantor Agency. A copy of such approval shall be sent to OF•PP. 12. Contract Pricing. The cost plus a percentage of cost and percentage of construction cost method of contracting shall not be used. Granums shall perform sonic form of cost or price analysis In connection with every procurement action Including contract modifications. Costs or prices based on estimated costs for contracts under grants shall be allowed only to the extent that costs Incurred or cost estimates Included In negotiated prices are consistent with Federal cast principles. 13. Grantee Procurement Records. Grantees shall maintain records sufficient to detail the significant history of a procurement, These records shall Include, but ore not necessarily limited to. Information pertinent to the following: rationale for the method of Procurement, selection of contract type. contractor selection or rejection, and Ih 1 basis for the cost or price. g 14. Contract Provisions. In addition to provisions defining a sound and complete procurement contract, any recipient of Federal grant funds shall include the following contract provisions or conditions in all procurement contracts and subcontract as required by the provision, Federal Law or the Grantor Agency. a. Contracts other than small purchases shall cohlain provisions or conditions which will allow for administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as may be appropriate. b. All contracts in excess of 570.000 shall contain suitable provisions for termination by the grantee Including the manner by which it will be effected and the basis for settlement. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. c. All contracts awarded In excess of $10.000 by grantees and their contractors or subgumlees shall contain a provision requiring compliunce with Executive Order 11240, entitled "Equal Employment Opportunity," as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (41 CFR Part 80), d. All contracts and subgrants for construction or repair shall Include a provision for compliance with the Copeland "Anti -Kickback" Act (18 USC 874) as supplemented in Department of Labor regulations (29 CFR, Parr 3). This Act provides that each contractor or suhgranlee shall be prohibited from Inducing, by any means, any person employed In the construction, completion, or repair of public work, to give up any part of the compensation to which he Is otherwise entitled. The grantee shall report nil suspected or reported violations to the grantor agency. e. When required by ilia Federal grunt program legislation. all construction contracts in excess of 52,000 awarded by grantees and subgranleee shall Include a provision for compliance with the Davis -Bacon Act (40 USC 270a to a- 7) as supplemented by Department of Labor regulations (20 CFR Part 5). Under this Act contractors shall be required to pay wages to laborers and mechanics at a rale not less than the minimum wages specified In a wage determination made by the Secretary of Labor. In addition, MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES a contractors shall be required to pay wages not less often than once a week. The grantee shall place a copy of the current prevailing wage determination Issued by the Department of Labor In each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. s The grantee shall report all suspected or reported violations to the grantor agency. I. Where applicable, all contracts awarded by grantees and subgranleee in excess of $2,000 for construction contracts and in excess of $2.500 for other contracts which Involve the employment of mechanics or laborers shall Include a provision for compliance with sections 103 and 107 of the Contract Work Hours and Safely Standards Act (40 USC 327-330) as supplemented by Department of Labor regulations (29 CFR, Part 5). Under section 103 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard work day of 0 hours and a standard work week of 40 hours. Work In excess of the standard workday or workweek Is permissible provided that the worker is compensated at a rate of not less than 1'/a limes the basic rate of pay far all hours worked In excess of 8 hours In any calendar day or 4a hours In the workweek. Section 107 of the Act Is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous to his health and safely as determined under construction. safety and health standards promulgated by the Secretary of Labor. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of Intelligence, g. The contract shall Include, notice of grantor agency requirements and regulations pertaining to reporting and patent rights under any contract Involving research, developmental, experimental or demonstralion work with respect to tiny discovery or Invention which critics or Is developed In the course of or under such contract, find of grantor agency requirements and regulations pertaining to copyrights sell rights In data. h. All negotiated contracts (except those awarded by small purchases procedures) awarded by grantees shall Include a provision to the effect that the ...i grantee., the Federal grantor agency. the Comptroller General of the United q6Q 47071 Federal Register States, or any of their duly authorized j representatives, shall have access to `-� any books, documents, papers, and records of The contractor which are directly pertinent to that specific contract, for the purpose of making audit, examination, excerpts, and transcriptions, Grantees shall req:'!;e contractors to maintain all required records for three years after grantees make final payments and all other pending matters are closed. I. Contracts, subcontracts, and subgrants of amounts in excess of S100,000 shall contain a provision which requires compliance with all applicable standards, orders, or requirements Issued under Section 300 of the Clean Air Act (42 U.S.C. 1857(h)), Section 508 of the Clean Woler Acl (33 U.S.C. 1308), Executive Order 11738, and Environmental Protection agency regulations (40 CFR Part 15 ), which prohibit the use under non-exempt Federal contracts, grants or loans of facilities Included on the EPA List of Violating Facilities. The provision shall require reporting of violations to the grantor agency and to the U.S.E.P.A. Assistant Administrator for Enforcement (F.N-320). J. Contracts shall recognize mandatory standards and policies relating to energy �. efficiency which are contained in the Slate energy conservation plan Issued In compliance with the Energy Policy and Conservation Act (P.L. 04-103), Grantor Agencies are permitted to require changes, remedies, changed conditions, access and record retention and suspension of work clauses approved by the Office of Federal Procurement Policy. 15. Contract Administration. Grantees shell maintain a contract administration system Insuring that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Im Dat MUM nod &'&M. 111 .ml 11U1W tODL 1110.01-, / Vol. 44. No. IGS / Wrdnn.;day. Au;fust 15, 1079 / Notices MICROFILMED BY .JORM MICR+LAE3 CEDAR RAPIDS • DES MOINES I -.a a i , 47071 Federal Register States, or any of their duly authorized j representatives, shall have access to `-� any books, documents, papers, and records of The contractor which are directly pertinent to that specific contract, for the purpose of making audit, examination, excerpts, and transcriptions, Grantees shall req:'!;e contractors to maintain all required records for three years after grantees make final payments and all other pending matters are closed. I. Contracts, subcontracts, and subgrants of amounts in excess of S100,000 shall contain a provision which requires compliance with all applicable standards, orders, or requirements Issued under Section 300 of the Clean Air Act (42 U.S.C. 1857(h)), Section 508 of the Clean Woler Acl (33 U.S.C. 1308), Executive Order 11738, and Environmental Protection agency regulations (40 CFR Part 15 ), which prohibit the use under non-exempt Federal contracts, grants or loans of facilities Included on the EPA List of Violating Facilities. The provision shall require reporting of violations to the grantor agency and to the U.S.E.P.A. Assistant Administrator for Enforcement (F.N-320). J. Contracts shall recognize mandatory standards and policies relating to energy �. efficiency which are contained in the Slate energy conservation plan Issued In compliance with the Energy Policy and Conservation Act (P.L. 04-103), Grantor Agencies are permitted to require changes, remedies, changed conditions, access and record retention and suspension of work clauses approved by the Office of Federal Procurement Policy. 15. Contract Administration. Grantees shell maintain a contract administration system Insuring that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Im Dat MUM nod &'&M. 111 .ml 11U1W tODL 1110.01-, / Vol. 44. No. IGS / Wrdnn.;day. Au;fust 15, 1079 / Notices MICROFILMED BY .JORM MICR+LAE3 CEDAR RAPIDS • DES MOINES I I MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES y66 eo_�1 City of Iowa City MEMORANDUM DATE: January 1980 TO: All Departments FROM: Cathy Eisenhofer, Purchasing Agent r:l.l.I RE! Telephone/Switchboard Information SWITCHBOARD HOURS The switchboard is open between 8:00 A.M. and 5:00 P.M. I do ask that you do not burden the Police Department by promoting outside calls to come into the Civic Center before 8:00 and after 5:00. PERSONNEL CHANGES Have someone appointed (i.e. employee in charge of department personnel records), notify the operator of new employees, their extensions, and any listings to be changed or deleted. Notify new employees on how to use telephone - such as obtaining an outside line, information, how to make transfers, and Wats calls. (Attached card - additional cards at switchboard). WATS LINE USE The City has three (3) separate Wats lines: 1) Cedar Rapids, 2) Iowa, and 3) United States for long distance calls outside of Iowa. We do prefer that all long distance calls be made through a Wats line unless it's one of the four following: 1) it's an emergency and the Wats is busy, 2) after hours, 3) toll-free numbers (800), and 4) information. In these above four cases you mustuse a special billing number. Your secretary will have the number for your use. To obtain a Wats line, dial (0).. If the operator doesn't answer imme- diately, please don't hang up, outside lines are answered first. The following information, in this order, needs to be given to the operator to record on a chargeback log sheet. WATS NAME DEPARTMENT ACCOUNT N CITY PHONE N COMPANY Iowa Cathy Purchasing 1133.0 Des Moines 515-283-2121 Northwestern Eisenhofer Bell WRONG NUMBERS If you receive a misdirected call, when possible, transfer the call, then notify the operator of the correct extension. To better serve the public we request that you don't transfer a citizen all over the Civic MICROFILMED BY JORM MICR+LAR CEDAR RAPIDS • DES MOINES 8 -L- Center trying to find the information he needs. Take his/her number and find the department name and that can best answer his/her Ask them to call him/her back. Then notify the question. handles that type of call for switchboard as to who future reference. EQUIPMENT PROBLEMS If you have "drop-offs" (lose a call in the middle of a conversation), static over lines, trouble transferring or other equipment problems, Please report them to the switchboard. We do log g all problems and PHONE COVERAGE I i If the Phones in your department cannot be covered, inform the when you leave and when ou return so the calling operator The operator does assumeyotherwise that the Party can be so informed. Please verify your working hours with the operator soes lsheeisn calls to a division after of se. normal working hours. not sending j BUSY ` � When an extension is bus It will make a "B a y> the operator may "camp', e P so you will be able to tell another�Partyniscall. waiting. To prevent a cut-off when call, be i you are finished with the first sure to hams UP the receiver and wait for in. NOT the new call to ring press the buttons and then hang up. This will waiting party. ng cut off the PHONE--- --- I_ L If phone changes are required within your department please contact me order change can be implementeding days is the minimum that a phone SERVICE The switchboard is covered frequently by substitutes and keep them informed we do try to of all changes. However, if calls are misdirected, please inform them and if there L are reoccurin free to contact me. 9 problems, please feel bv3/9-10 L i 0 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES CITY TELEPHONE PROCEDURES NIANUAL I. GENIERAI, INS'1141M IONS The following instructions explain briefly how to Properly use your telephone system. It is important to wait for the dial tone and to dial as soon as the dial tone is received. I. 'I'o (all Your Switchboard Operator Remove receiver and listen for dial tone. As soon as the dial tone is heard, dial "0". 2. To Call Extension Phones Within the City Offices Remove receiver and listen for the dial tone. As soon as dial tone is heard, dial the desired extension. II. LONG DISTANCE INSTRUCTIONS Direct dialing is not available to the City of Iowa City. All long distance calls have to be placed with operator assistance, Civic Center switchboard for WA1;S line calls, Northwestern Bell operator for special billing and credit cards calls. 'The majority of all long distance calls should be made on the foreign exchange line and two (2) MRS lines. MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES /y60 3. To Call any Local Iowa City Number Remove receiver and listen for dial tone. As soon as dial tone is heard, dial 119". When the second dial tone is heard, r dial the number in the usual way.. 4. Time Out feature If you lift the receiver and do not dial within 8-15 seconds, the equipment will send a signal to the switchboard and the operator will answer. '11iis feature makes it important to dial as soon as the dial tone is heard. 5. Indication of a Call Waiting 7 A short beep tone is heard while you are talking on a call indicates there is an incoming call waiting for you. You will, however, have to hang up in order to receive the waiting call or depress switchhook button until telephone rings. II. LONG DISTANCE INSTRUCTIONS Direct dialing is not available to the City of Iowa City. All long distance calls have to be placed with operator assistance, Civic Center switchboard for WA1;S line calls, Northwestern Bell operator for special billing and credit cards calls. 'The majority of all long distance calls should be made on the foreign exchange line and two (2) MRS lines. MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES /y60 9 a• Cedar Rapids Foreign EXch �_ anee For use calling to and from Cedar Rapids. A number available to be given to companies (callers) call the City from Cedar companies is 3274, pig This ) who frequently number is 366- 6• Iowa a For calling within the state of Iowa excluding Cedar Rapids. C. Zone 5 WATS (limited states) For use calling outside the state of Iowa but within continental Unitea$tates. the A• IVATS AND FOREIGN EXCHANGE LINE I• IVATS Line Instructions t ru Fri ay, See " (8 00 A.M. to 5:00 P, hi• other than Special Billing" section for calls 8-5 hours.) a• Remove receiver and listen for dial tone. b• Dial "0"• C. Announce you want to make a IVATS line call. d• Give your name, department, and Chart ofAccounts Activity Code. (If you don't know the Account Code ask your division head or secretary,) e. Announce the city, phone number, and company You wish to call. f• After the operator confirms depress she has this information, switchhook button, release and listen for the dial tone. g• Then dial the following prefix for: Cedar Ra (limited Mate) 78• Iowa WATS 76; Zone 5 IVATS h• Listen for the dial tone, dial "1", the area code n�efferent from u wiour own [319)) and then the Exchange, uxcche ) o dial h79 onlto y ( Cedar Rapids Foreign Y, and then the seven digit IW1en you call the operator to obtain a WATS line h is busy, you may request the operator to call you back when the line is free or if it is and find use your special billing number as describedein Section II -B. (PLEASE emergency, billed for each -13• The City and Your department The Cit is minute that the WATS lines re inuse. charge Y pays for the number of hours used, not a flat be returned toneach departme ties of aonceaa momade nth.)dail Y will MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES b. Dial 111" followed by an area code (if different from our own [319]) and then the number. C. A Northwestern Bell operator will cut in and request your number; Give your special billing number (354- 1800 will not be accepted). MICROFILMED BY JORM WOR�LAEi CEDAR RAPIDS • DES MOINES /40 2. i b. Dial 111" followed by an area code (if different from our own [319]) and then the number. C. A Northwestern Bell operator will cut in and request your number; Give your special billing number (354- 1800 will not be accepted). MICROFILMED BY JORM WOR�LAEi CEDAR RAPIDS • DES MOINES /40 2. Report to Operator If the line is busy or if you received no answer so the _ Departinent will not be charged for the call. -If, for some reason you need to request or accept a collect call. Give her your billing number. -If, for some reason, a call is made outside the City and — charged to a City mber (obtain and use a credit card nu number instead). 3. Forei Exchan a Line Instructions (other than 8:00 A.M. j J to 5:00 1'. . a. 11ae foreign exchange line may be directly accessed other than 8:00 A.M. to 5:00 P.M. by dialing 79-1 �f and then the desired phone number. I i B. SPECIAL BILLING ` 1. Special Billing Numbers 7 There are mainly four (4) applications: a. Long distance calls after hours and week -ends from calls placed using a City extension. J h. '1'011 free numbers (800 prefix) - Operator will I — interrupt and request your number (354-1800 will not be accepted). J C. Calls placed requesting an out of town number 1- (area code) -555-1212. Operator will interrupt and j - request your number (354-1800 will not be accepted). — d. If it is an absolute emergency and the WATS line you need is busy, a long distance call can be made from J a City extension using your billing number. 2. Instructions a. Remove receiver and listen for dial tone. As soon _ as dial tone is heard, dial 119" and you will get a — second dial tone. b. Dial 111" followed by an area code (if different from our own [319]) and then the number. C. A Northwestern Bell operator will cut in and request your number; Give your special billing number (354- 1800 will not be accepted). MICROFILMED BY JORM WOR�LAEi CEDAR RAPIDS • DES MOINES /40 d. After operator confirms your special billing number your call will be completed. All requests for special billing numbers should be authorized by the Director of your department and processed through Account- ing, Linda Kron, ext. 227. Once a number is assigned, it is the responsibility of that individual to inspect the monthly statements that will be issued to him/her and make sure that all calls listed are authorized. There is no charge for toll free numbers or requests for out-of-town numbers. If there appears to be unauthorized use of a number, please notify the Purchasing Division immediately. C. CREDIT CARD CALLS 1. Credit Card Numbers This billing system for long distance calls is limited to those personnel who regularly make long distance calls while away from their City extension. Procedure for assignment and responsibility of the credit card numbers -is the same as for special billing numbers. PLEASE NOTE: Never use your credit card number while at your City extension. Always use a WATS line or special billing number while at your City extension. The credit card number consists of the special billing number plus a designated letter. 2. Instructions a. Remove receiver, listen for dial tone, then dial non b. A Northwestern Bell operator will answer. Tell the operator you want to make a credit card call. She will then request your credit card number and the number you wish to call. The operator will then connect you with the party you are calling. III. SPECIAL FEATURE INSTRUCTIONS A. TRANSFERRING CALLS - (incoming calls only) 1. Instructions a. Depress switchhook button once momentarily (do not hold down) b. Listen for dial tone, then dial desired extension. C. When extension answers, announce the call - Hang up. d. If busy signal, or no answer, depress switchhook again to get back to the original caller. MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES i i J �11 11 n L1 B. CONSULTATION HOLD - (incoming calls only) 1. Instructions a. Depress switchhook button once momentarily. b. Listen for dial tone, then dial extension. C. When you have the information, and called party has hung up, you are now again connected with the calling party. C. "ADD-ON CONFERENCE - (incoming calls only) 1. Instructions a. Depress switchhook button once momentarily (do not hold down). b. Listen for dial tone, then dial the extension. C. When extension answers, announce conference. d. Again, depress switchhook button momentarily (all three should now be connected). NOTE: 1. An "add-on" conference connection is limited to 2 extensions. 2. If a conference call is desired involving one outside and up to 4 extensions, dial 110" and pass the details to your operator. D. CONFERENCE CALLS (outgoing) 1. Instructions a. Dial "0" for assistance, give the operator the name and number of person to be called, and other conferees within the City. b. The operator will contact you when arrangements have been completed. E. "MEET ME" CONFERENCE - (Conference Code 1170") 1. Instructions a. A total of five (5) conferees can be connected on the conference call. Any person having a City extension number may initiate a conference call with other City extension numbers at any time without the assistance of the switchboard operator. This is done by dialing the Conference Code "70" at a predetermined time when no outside parties are involved. MICROFILMED BY .JORM MICR(DLAB CEDAR RAPIDS • DES MOINES I ALL LONG DISTANCE CALLS MUST BE MADE WITH OPERATOR ASSISTANCE. DIAL "0". 1. Give the Operator the information below in the following order: WATS - NAME - DEPT. - ACCOUNT # - CITY - PHONE # - COMPANY 2. After operator confirms information, hang up receiver or depress receiver button, then listen for dial tone and dial one of the following prefix: a) Cedar Rapids . . . .79 plus phone number b) In State . . . . . .76-1 plus Area Code (other than own) c) Out of State . . . .78-1 plus Area Code 3. Direct Dial and use SPECIAL BILLING NUMBER: a) after hours (or on weekends) b on toll free numbers c for out-of-town information (555-1212) in town (1-411) d) emergency use when Wats Lines are busy. ALL LONG DISTANCE CALLS MUST BE MADE WITH OPERATOR ASSISTANCE. DIAL "011. 1. Give the Operator the information below in the following order: WATS - NAME - DEPT. - ACCOUNT # - CITY - PHONE # - COMPANY 2. After operator confirms information, hang up receiver or depress receiver button, then listen for dial tone and dial one of the following prefix: a) Cedar Rapids .79 plus phone number b) In State . . . . . .76-1 plus Area Code (other than awn) c) Out of State . . . .78-1 plus Area Code 3. Direct Dial and use SPECIAL BILLING NUMBER: a) after hours ( or on weekends ) b on toll free numbers c for out-of-town information (555-1212) in town (1-411) d) emergency use when Wats Lines are busy. MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES MOINES I ALL LONG DISTANCE CALLS MUST BE MADE WITH OPERATOR ASSISTANCE. DIAL "0". 1. Give the Operator the information below in the following order: WATS - NAME - DEPT. - ACCOUNT # - CITY - PHONE # - COMPANY 2. After operator confirms information, hang up receiver or depress receiver button, then listen for dial tone and dial one of the following prefix: a) Cedar Rapids . . . .79 plus phone number b) In State . . . . . .76-1 plus Area Code (other than own) c) Out of State . . . .78-1 plus Area Code 3. Direct Dial and use SPECIAL BILLING NUMBER: a) after hours (or on weekends) b on toll free numbers c for out-of-town information (555-1212) in town (1-411) d) emergency use when Wats Lines are busy. ALL LONG DISTANCE CALLS MUST BE MADE WITH OPERATOR ASSISTANCE. DIAL "011. 1. Give the Operator the information below in the following order: WATS - NAME - DEPT. - ACCOUNT # - CITY - PHONE # - COMPANY 2. After operator confirms information, hang up receiver or depress receiver button, then listen for dial tone and dial one of the following prefix: a) Cedar Rapids .79 plus phone number b) In State . . . . . .76-1 plus Area Code (other than awn) c) Out of State . . . .78-1 plus Area Code 3. Direct Dial and use SPECIAL BILLING NUMBER: a) after hours ( or on weekends ) b on toll free numbers c for out-of-town information (555-1212) in town (1-411) d) emergency use when Wats Lines are busy. MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES MOINES r City of Iowa City MEMORANDUM Date: February 11, 1980 To: All Divisions From: Cathy Eisenhofer •�'ti� i , Re: Print Shop Introduction - The Print Shop is a service that is available to City staff for City related jobs. When fewer than ten (10) copies are needed, it is recommended that one of the convenience copiers be used, located in one of the departments listed on the attached sheet. When reproducing material in quantity (ten or more copies) use the multilith in the Print Shop. On large Print Shop jobs, please schedule them in advance with me. I prefer F not to have to shut the Print Shop down for one job for more than one day's time. Copy Preparation - Prepare your original, single side, on 20 -weight white paper, using black ink for line drawings and carbon typewriter ribbon. s Reproduction from a rag content paper has a tendency to distort. Margins should be at least V at the top, bottom, and on both sides to insure full F reproduction of original onto copy. Use 8h" x 11" paper when possible. i Preparation Problems - The Print Shop can take a properly corrected original and give good quality reproduction. Correction fluid must be i smooth, not lumpy or thick. Tape -ups must be flat and made with a transparent tape. Use the same weight of paper so the edge of the page a won't copy. If typing corrections are made, use the same type style. Originals on colored stock are difficult to reproduce because photocopier sensitivity tends to blend the type and color tone. Half -tone graphs and 1 charts can be reproduced at the Print Shop if there are enough contrast features and not heavy solid areas. The quality of duplicating is # I� directly related to the quality of the original copy submitted. If in L doubt about preparation of originals, please contact the Print Shop operator or myself for suggestions. The Print Shop operator, in the past, has taken the time to make extensive alterations to originals set up for half pages; in the future, originals will be either returned for corrections or run as they are received. In an effort to achieve quick - turnaround time the PRINT SHOP WILL ASSUME ALL ORIGINALS RECEIVED ARE IN A FORM READY TO PRINT. TPherintin Print Sg service order forms (as attached) must be filled out completely. hop must schedule the work by days and time; a form without a date and time required for printing or one stating ASAP will be returned. When possible the work will be completed before the date and time but the Print Shop cannot be responsible when no required date or time is included. Quick Printing is a service offered to Departments in the afternoons. Prin3:30tPMgifrders that are they are within nthe parameterthPrint s listedby 1:00 el w PM ,l Variations efrom -�be MICROFILMED BY JORM MICR+LAE] CEDAR RAPIDS • DES MOINES i 2 these will be handled at the discretion of the Purchasing Agent. Large projects that are in the Print Shop will be reason to bump Quick Printing but a notice will be posted by 1:00 PM on the Print Shop door so that other arrangements can be made. 1. Xerox paper - 20 lb. only - white and colors 2. 8� x 11 inch and A x 14 inch paper 3. On line collating for 8� x 11 inch paper only 4. One and two sided printing 5. Stapling but no binding, cutting or padding 6. ORIGINALS COPIES PER ORIGINAL 17-2 up to 500 3-6 up to 30 6-10 up to 15 Our intentions: I. Ten (10) copies per original and above should be done in the Print Shop and not on copiers. 2. Direct SAVINGS to Departments in cost per copy: 1.54 Print Shop vs. 54 Copier (one-sided) 2.04 Print Shop vs. 104 Copier (two-sided) Summar - The Print Shop concept is to supply quality, fast and inexpensive copy ng. The number of copies reproduced at the City continues to increase and we need your assistance to continue to serve the copying needs of the staff of the City of Iowa City. bjl/8-9 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES L MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Rev. 7/80 IW O RINT SHOP & COPIERS LOCATIONS AND SERVICES I, i S H O P 10 Cop Leal F354-180O, C O P I E R S (Maximum 10 I� Cop.iee) f Civic CenteA LOCATION - Finance: 1. Levet j Civic CenteA; UppeiL Levet; Ii Extenzion 278 Savin 880; Semi -Auto Feed Public Wonhe: i n HOURS - 8:00 - 4:00 Quick Pn,in.t 1:00 - 4:00 C.iv.ic CenteA; Lowen Levee; XeAox 3107; Ovex6 ize CopieA- 11 x 17 E 14 x 18; Reduction j ACTIVITY - Dupti.cating 61% 06.04-ig.inat Size Quick PAinting CoteattLng Potice Department: ^j S.tapti.ng Civic CenteA; Recunda Room; �J AS TIME PERMITS:Savin 780; Semi, -Auto Feed n 1 I `I Padding Davi6 Sui dbjq: Plaztic Binding Second Floor; Folding Cutting Xerox 310OLDC; Ovena.ize Cop.ien- 11 x it 8 14 x 18 RATES ON SERVICE - RecAeation Center.: —I COST PER SHEET - PAPER PROVIDED BY _ Main 066.iee; UppeA Levet; Savin 775 PRINT DEPART - SHOP hI 20p lune aided) $ .015 $ .010 .01 COPIER RATES - Pen Im neseion: p 20a (.Guu aided) .020 .015 City PERSON_AL_COPiES -� (one aided) .020 .010 110NDcptd. 110a (.two aided) .030 Stu Public .015 Letter Head .0175 .010 8" x 11 $ .05 $ .05 $ .lo 8z x 14 .05 .05 .10 .� COST FOR SERVICE - 11 x 17 14 18 .05 OS 10 t Avaieuble PRINT DEPART- NA Not x Reduction .05 .05 10 .05 .05 CI SHOP MENT .10 CoUating $ .251100 N/C S.tap ing .01 each NIC — Binding .25/100 N/C Folding .25/100 NIC Padding .25/100 N/A — Cutting .25/100 N/A I I MARGIN ON ALL SIDES FOR PRINTING MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Rev. 7/80 IW O PRINTING SERVICE ORDER l ) QUICK PP,I.9 ACTIVITY # REQUIRED: DATE TIME —_ DIVISION DELIVERED: DATE TIME EXTENSION _ TITLE OF JOB ( ) Call When Finished ( ) Will Pick Up ( ) Deliver _ TEXT PAPER COVER COLLATING BINDERY. ( ) One Sided ( ) 20 lb: ( } 8yx11 ( )-Gather Only ( ) Padded- ( ) Two Sided ( ) 110 lb. ( ) Byx14 ( ) Collate ( ) Plasti'l ( ) Return Original ( )Stationery ( ) 20 lb. ( ) Staple ( ) Size - ( ) File Original ( ) Supplied ( ) 110 lb. ( ) Cutting - ( ) 8y x 11 ( )White ( ) Supplied ( ) Color ( ) 8; x 14 ( )Color ( ) Color ( - ) Other ... NIMBER OF COPIES TO BE RUN: - - - EINWE DEET, USE QNLY- - - - - - - - NLPIBER OF ORIGINALS IN RUN:X - X = $ _ TOTAL IMPRESSIONS: - - - - - - COLLATING X STAPLING X = $ _ - ._ - BINDING X a SIZE TOTAL $ t_ PRINTING SERVICE ORDER ( ) — ACTIVITY N REQUIRED: DATE TIME - DIVISION DELIVERED: DATE TIME — EXTENSION TITLE OF JOB _ - ( ) Call When Finished ( ) Will Pick Up ( ) Deliver TEXT PAPCR COVER COLLATING BINDERY_ ( ) One Sided ( ) 20 lb: ( ) 8yx11 ( ).Gather Only ( ) Padded- ( ) Two Sided ( )110 lb. ( ) 8W4 ( ) Collate ( ) Plasti,>- ( ) Return Original ( )Stationery ( ) 20 lb, ( ) Staple ( ) Size _ ( ) File Original ( )Supplied ( ) 110 lb. ( ) Cutting _ ( ) 811 x 11 ( )White ( ) Supplied ( ) Color ( ) 81, x 14 ( )Color ( ) Color ( ) Other (AMBER OF COPIES TO BE RUN: - - - EIME DEET, USE QNLy. - - _ - - - 'IUIIBER OF O4IGINALS III RUN:X - X = $ r TOTAL IMPRESSIONS: - - - - - = COLLATING X $ = STAPLING , X = _ BINDING X $$ MICROFIL7DEK .JORM M CEDAR RAPIDS i rW, City of Iowa City MEMORANDUM Date: April 3, 1980 To: All Divisions From: Cathy Eisenhofer, Purchasing Agent Re: Handling of Internal Mail INCOMING MAIL Mail is scheduled to arrive at the switchboard by 10:00 A. M. The operator sorts the mail and then it is delivered at approximately 11:00 A.M. This schedule is kept unless it is the day after a holiday or the Post Office should deliver late. If you receive misdirected mail, please notify the switchboard and return. ALL mail is routed to the departments; switchboard does not weed out former employee mail or so-called junk mail. OUTGOING MAIL Because first class mail costs are up 50 percent since early 1974, City employees should review their mailing policies to do whatever they can to offset these postal increases. *Avoid needless mailings. *In town, use the phone. Unless a hard copy is needed, the phone is faster and cheaper. In addition, letters are a one-way communication; the phone, two-way. *Purge your mailing lists. Remove marginal names. This will not only save on postage, but also handling costs. *Don't make two mailings if material can be combined. A 154 stamp entitles you to mail one ounce; that's approximately three sheets of bond paper plus the envelope. *Use both sides of the paper; otherwise you're paying postage for the blank side. At 3:45 P.M. mail will be picked up in the Finance Department for processing. If you have a large mailing, please deliver to the mail room rather than filling upstairs mail baskets. If you find you are running late, please call ext. 229 and then deliver to the mail room. The operator must leave the building by 4:30 so please don't bring mail in at the last minute and expect it to go that day. If you can't for some reason make it by the scheduled time, the operator can put postage on envelopes or regular postage stamps are available for your convenience, and then it is your responsibility to deliver the mail to the Post Office. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /We r 2 Departments should separate the mail into one of four (4) baskets: 1. Local (includes Coralville) 2. In state 3. Out of state 4. Stamped (this includes any envelopes you are mailing with a business reply return). The operator does not go through each piece of mail and check for proper sorting. Special attention should be brought to foreign and certified mail. We ask that you paper clip the envelope if you throw a single piece in the basket and rubber band together envelopes if two (2) or more. Please don't try to stuff too much in one envelopes, the mail machine won't automatically seal them. Mail with postage already on it should be put into basket labeled "stamped" rather than by delivery point. BULK MAIL (SEE ATTACHED FORM) Separately addressed indentical pieces of mail in quantities not less than 200 mailed at one time is bulk mail. Bulk mail must be pre-printed in a certain format which is available at the Buyer's office with Permit #155 on it. A special Post Office form must be filled out before mail goes to the Post Office. This form is available in the mail room. Finance Secretary must be notified before any bulk mail goes out since a pre -paid fund is maintained at the Post Office for bulk mail purposes. This mail must be sealed, boxed and, depending on the quantity, the department may be asked to furnish help to deliver the mail to the Post Office. (Departments may utilize the mail machine for sealing envelopes - ask mail operator for assistance.) With the constant address changes due to the University, the Post Office does recommend that bulk mail be addressed to "Occupant". Personally address mail will be returned to the Post Office if the occupancy has been changed. The City is able to generate mailing labels from City utility billing on the computer. There are four mail breakdowns to focus in on: 1) residential, 2) commercial, 3) governmental, 4) industrial. Labels do cost lht each and require a minimum of two weeks notice before delivery. Any special mailing in large amounts is easier to handle if the mail room operator is notified before 2:00 P.M. I would appreciate your cooperation in this matter. Bulk rate mail will only be accepted at the Post Office between the hours of 9:00 a.m. to 4:00 p.m. Monday through Friday. Since it does not seem practical to make two trips to the Post Office, one at 3:30 and one at 4:301nor to deliver all the City mail to the Post Office at 3:30 each day. Bulk mailing forms should be - dated for the following day, i.e. delivered to the Post Office at 4:30 Monday, the Post Office will deliver Wednesday. This does not stop a department from delivering a bulk mailing itself to the Post Office before 4:00 p.m. one day and -. the Post Office will deliver the next day. /Vep MICROFILMED BY JORM MICRIf)L AB CEDAR 10I05 • OES MOINES 0 3 CERTIFIED MAIL (SEE ATTACHED FORM) Certified mail does supply a means to assure delivery but at the same time is quite costly. Evaluate your needs closely. Most postage on certified letters has been 154. If you have a thick letter, leave postage blank and the mail person will fill in the postage rate. A letter sent certified allows you to specify special services such as to whom and the date the letter was delivered. Letters sent certified require a special sticker (or use of an assigned book for high volume users) and a card to be filled out. These are available in the mail room. The charge for special services are in addition to regular postage. The following services cost you: Certified Restricted Return Receipt Postage (most Fee Delivery Service cases 154 1. Shows, Post Office did receive the letter. 804 154 2. Show to whom and date delivered. 804 454 154 3. Show to whom, date, and address of delivery 804 554 154 4. Resticted de- livery. Show to whom and date delivered. 804 804 454 154 5. Restricted de- livery. Show to whom, date, and address of delivery. 804 804 554 154 YOU THE SENDER NEED TO SUPPLY THE FOLLOWING INFORMATION: Green card (PS3811) 1. Address side. a. City address. b. Department's initials so card can be returned to you. 2. Information side. a. Return receipt service requested (check one of four and F amount). MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 4 b. Article addressed to. y C. Certified number from red receipt PS3800. (Pre -assigned # for certified book users). Red receipt (PS3800) I ! I. Sent to. !' 2. Postage. (Most cases 154) i 3. Certified fee. (804) 4. Restricted fee. {-. (if applicable, 804) e 5. Return receipt service requested. (Put in amount for one of four.) 6. Total. (if you know postage.) f? 7. Department initials so receipt can be returned to Lou. If BUSINESS REPLY MAIL I�1 Business Reply Permit #776, Utility Department, is available for departments to use when the department wants to pay for the postage on return mail. Material to be returned must be pre-printed in a certain format, obtained from the Buyer, �! with the permit number on it, and the Finance secretary needs to be notified �+ before it is used. SIZE REGULATION Effective July 15, 1979, a new minimum size standard for mailing pieces and a seven cent per piece surcharge for non-standard sizes was initiated. I. Minimum Size Standards. r. The U.S. Postal Service announced that the new size standards for u envelopes, cards and other mailing pieces became effective July 15, 1979. This means that after July 15, 1979 the Post Office did not accept cards or !1 envelopes if they were less than 3� inches high, 5 inches lo thousandths (.007) of an inch thick. ng or seven 17 2. Surcharge For Oversized and Odd Shaped Pieces of Mail. In addition to the minimum size standards, the Post Office has adopted a seven cent per piecesurchage for First Class mail weighing one ounce or less and single piece Third Class of two ounces or less that exceed any of these dimensions: 6 1/8 inches high, IN inches long, or ; inch thick. Odd shaped mailing pieces within these weight units are also subject to surcharge. ("Odd shaped mails is defined as a piece whose length is less than 1.3 times or more than 2.5 times its height.) This is to encourage the use of standard mail pieces. Exceptions to the minimum size prohibition are: If a mailing piece is more than 4 of an inch thick, it does not have to measure at least 3k inches or 5 inches MICROFILMED BY JORM MIC R+LA B CEDAR RAPIDS • DES MOINES / 60 I 0 5 long. Also exempted, from all but the minimum thickness standards are keys, identification cards and tags. The City has made efforts over the past year to put all stationery and postcard mailers within the new postal regulation size guidelines. If you have any questions about whether a mailing does comply with the new postal regulation size guidelines or surcharge please contact me or the Mail Attendant, Blythe Adams. Summary: Effective July 15, 1979, the U.S. Post Office did not accept mailing pieces that were less than 3k inches high, 5 inches long or .007 inches thick. A seven cent per piece surcharge will be assessed for over sized and odd shaped mailing pieces in the First Class and Third Class mail bracket. NOTE: All clasp envelopes are mailed 3rd Class unless otherwise noted - a clasp envelope 9"x12" plus 8 pages (8hxll) weighs a little over 2 oz. - a clasp envelope of this size with less than 8 pages will be charged a 7Q surcharge. A clasp envelop 9"x12" alone weighs 1 oz. Return Address Envelopes Central Supply stocks return address envelopes which will fit inside the City's regular N10 City of Iowa City envelopes. These have been purchased so the departments may run them through the postage machine rather than having to buy stamps and enclosing a regular sized envelope. The envelopes will have to be checked out of the supply room and then if you do want postage on them, they will have to be taken to the mail operator who will run them through the postage machine and put a meter stamp on them without a date i noted. Postal requirements will not allow a return department address on the front of the envelope so departments will have to notate the department on the flap of the return envelope. The mail room does handle a large volume and a variety of mail. I do ask that if you leave mail in the mail room that requires special attention, that you attach a note with directions and sign it. When setting up a special project, the mail operation does appreciate you asking in advance what you can do to make the final mailing of the project go out as smoothly as possible. Your cooperation in helping us meet our schedule is appreciated and if you run into an please feel free to contact me. y problems, tp/sp MICROFILMED BY JORM MIC R+LAB CEDAR RAPIDS • DES MOINES CERTIFIED LETTERS X n POSITIONING OF RED RECEIPT ON ENVELOPE (SEE ABOVE SAMPLE): Tape solid red Certified Mail label to right of address. White and red infor- mation label will cover address. GREEN CARD - C Seal envelope and attach card to back of envelope, centered by supplied adhesive strips. .dd' c',$lransEm f I. TT11 (d1D. I Tx ' r MA IrFi1E1 F 1p11e11 Efr�#aI[1. I d7 dq[r T1' 55t i� I,>•,N ❑IESTI [DDlLI W. 1. Ii,"/IIdE01tl�OE ;I I .�!rYL[ A0[11p JOT i,: ,.1 : . �y '�'� L [ OpC111/1NfN1 1 II I I �I V 1KO1M0 N0. !'. Y INO :, :MEEKR I 68d17b1,,, .; 4 3r I . � ' ' Aryl d�EPErI • � i A � �.itLKIWp�: The' AIMEE[ � f '!.. el ljgo b,A1EdFFlleaP:A Zell Krn7 i YfrPp r. ' rTt M oWvur, ! 41, •.I C�p� � 1 i • 1100111[[FT.; I i . 111 I: a. 1V6 0 . MICROFILMED OY JO RM MIC R(�LAB CEDAR RAPIDS • DES MOINES P08 6827614 RECEIPT FOR CERTIFIED MAIL NO INSURANCE COVERAGE PROVIDED– NOT FOR INTERNATIONAL MAIL ISeG RPvrrsel ' Sr riY Sn "—.— STREET ANDt.0 V0 S I A IF ANO IIf t1) DE m •.I ll.l:Y•. I'a; I -TI,. O J.) 4 O Ig51AGE L I j ,ii, I-, CEATIFIEPFEE hU t SPLOAL PILIVEIIY t W 01'.IIIICII II DEI IVEDY f?` t I'1 8 W m •NPN IN ANpV AAD t LAII f11111M as are wUlf.IWWWII1111{ F.b ADIWFSSOF rSSO g = III TVI 1 s I1D0 WAIT AAND DAR- F c PNNIIIWON 14 SIRICIEC ff II I: PVINY Al s -A ♦t LIVN lowm M11 AND ! MIMSSIP DDIvrAYm1N t E NI1.1KIVI DU WENY ` Ic TOTAL POSTAGE AND FEED { ` POSTYAAII OA DATE---- r 1 m E ��p %I r 1 P08 S 8 21614 ' i' CERTIFIED LETTERS X n POSITIONING OF RED RECEIPT ON ENVELOPE (SEE ABOVE SAMPLE): Tape solid red Certified Mail label to right of address. White and red infor- mation label will cover address. GREEN CARD - C Seal envelope and attach card to back of envelope, centered by supplied adhesive strips. .dd' c',$lransEm f I. TT11 (d1D. I Tx ' r MA IrFi1E1 F 1p11e11 Efr�#aI[1. I d7 dq[r T1' 55t i� I,>•,N ❑IESTI [DDlLI W. 1. Ii,"/IIdE01tl�OE ;I I .�!rYL[ A0[11p JOT i,: ,.1 : . �y '�'� L [ OpC111/1NfN1 1 II I I �I V 1KO1M0 N0. !'. Y INO :, :MEEKR I 68d17b1,,, .; 4 3r I . � ' ' Aryl d�EPErI • � i A � �.itLKIWp�: The' AIMEE[ � f '!.. el ljgo b,A1EdFFlleaP:A Zell Krn7 i YfrPp r. ' rTt M oWvur, ! 41, •.I C�p� � 1 i • 1100111[[FT.; I i . 111 I: a. 1V6 0 . MICROFILMED OY JO RM MIC R(�LAB CEDAR RAPIDS • DES MOINES 0 BULK MAIL R ZONE RATED MAIL USE PS FORM 3606 U.S. POSTAL SERVICE MAILER: Complete all items by typewriter, pen or PERMIT NO. STATEMENT OF MAILING indelible pencil. Prepare in duplicate if receipt is desired. WITH PERMIT IMPRINTS Check for instructions from your postmaster regarding Bulk Permit #155 box labelled "RCA Offices'. NUMBER OF POST OFFICE DATE RECEIPT NO. SACKS TRAYS OTHER Iowa Cit Post OfficeCIX4TAINE _ 0-00-00 CHECK APPLICABLE O BOX Lt a at stn to 2nd—N¢u en pcm and �plece mb g �magazlnu entered of 16 Z.. rchandbe leu than �4eh Llbnry Tromfen( rate 16 ozr. r�-1 P.11velppe ❑Internal lona) Presorted let 3rd-Clmut wand other g f ❑Specfal4th rate bOJC OClass rate .fl printed matter. 024 paean or mo e� �eed� aE ate., 1¢u than 16 ore. ❑ 41h Clan Special NAMEANDAODRESS O FPERMIT TELEPHONENO. WEIGHT OF ASINGLE NO. PIECES IN PICAHOLDER (Include ZIP Code) 354-1800 S P Efil O or. POUND0 oRkxw: atML IN MAILING RATE CHARGEABLE TOTALPOSTAGE City of Iowa City PIECES POUNDS AT #ton St. 410 E. Washin PIECE r! OO OO ❑ $POUND 084 2btal NAME ❑Check lDADDRESS O F NDI PSM FIRS -CLASS PRESORT COMPUTATION(IfaPPlicable) _ ZATION FOR WHICH MAILINGI IS UAL PREPARED PRESORTED PRESORTED NO. PIECES AT AMOUNT (f/other than permitholder) PIECES 1 $ City of Iarra City RESIDUAL NO. PIECES AT AMOUNT Division PIECES If $ _ Address TOTAL COMPUTED NET POSTAGE migo- $ 4bta1 Sfailer futher than audmrizednonprof r organization/ mus( check here whether his total maliings made of bulk thlyd.clarr rates at all post officer, under any name or permit, for the current calendar year, exceed 250,000 pieces. OYES OND SIGNATURE OF PERMIT HOLDER 0R AGENT (Both principal and agent ore Mable for any portage deflcleney)ncuned) N Activity NUmber 3 copies _ PSFurm 3602 WillEn"offal", fletlfWur o lune 1rfraudulent statements orrepnunta(lonahersonpun pr postO 916 by ltne uP to #10,000 or IMPrrzonment up to b years, or both (18 USC 1001). 1 for Isoanna MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS a DES MOINES I ^ City of Iowa City 7--- MEMORANDUM Date: July 1, 1980 To: All Departments and Divisions From: Blythe Adams Re: Supply Room Catalog - FY81 CATALOG Attached is an updated Supply Room Catalog. Note that the items are listed in numerical order, with an index to general categories. The item number is listed in the center column, with prices on the left and description on the right. The "price/package" combines the price and the number of units per package. (For example, on page 4, Item #422.0, letter size writing pad, costs $3.20 for a package of 12 pads, or 311 per pad.) The Supply Room Catalog is updated every three months and a copy of the current catalog is posted in the Supply Room. Copies will be sent to departments only at the beginning of each fiscal year. Prices actually charged may vary from prices listed here, due to size of the order, freight costs, inflation, and availability (such as the State of Iowa supplies contract.) Some listed prices may seem too high or too low compared with similar items, due to the same reasons. (For example, letter -size quadrille pads cost 981. Legal -size are $2.05, due to their availability.) SIGN -OUT CARDS Supply room cards are in order by account number. (List attached.) If you have any questions about what account number you should be charging, please contact your supervisor. When you need another card, be sure to write the account number, account name, and month at the top of the card. Do not write on back of the supply room cards. The metal file cabinet is locked. Get the key from the duplicating operating and check out supplies on your card. Also, write both the item number (including the decimal) and a brief description on the card, as a double check for billing. INCLUDE THE UNIT (EA., PAD, CTN., SHEET, OR WHATEVER) WITH THE QUANTITY. (For example, if you take a carton of correcting typewriter ribbons, sign these out as "1 box" or "2 ea." Don't just write "1".) BE SURE TO SIGN OUT ALL ITEMS YOU TAKE. SUPPLY ROOM LAYOUT Also attached is a general "map" of the supply room, which is organized according to the categories listed in the index. The wood shelves along the east wall are intended for signing out a FEW MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS OE1 MOINES 100 (rather than a full box of) paper, folders, envelopes, etc. If you want a larger quantity, please sign out a FULL box from the shelves on the south side. PLEASE DO NOT OPEN FULL BOXES. Likewise, the wood shelves on the west end of the island contain both full boxes and trays with single pens, pencils, etc. Whenever possible, please sign out full boxes of pens or pencils. If you can't find items in the supply room after a reasonable search, please ask Linda Smith for help. Or call me at extension 226. Also, Lf You take a largeg uantit of some item so there are few or none left, lease give mecell so I can reorder immediately. If possible, anticipate your needs and let me know ahead of time so the supply room won't be out of the item. NEW ITEMS Due to shortage of space, we cannot stock items used by a very limited number of staff, nor (outside) printed forms used by one division. Therefore, some items have been eliminated from - and some added to - the last Supply Room Catalog, in an effort to keep up with current needs of the City staff in general. We are open to suggestions for additional items to be stocked in the supply room, provided the item is truly a "central supply" and not a limited use item. Removed from Supply Room -. Gloves will not be reordered; 90 -minute reel-to-reel recording tap, order as needed. USED (FREE) ITEMS There are numerous used items which are FREE to any department who can use them, (e.—,folders, file guides, calendar bases, file boxes, etc.) Look for the FREE section just inside the print shop door and see if you can use some of these items. If you have items which you wish to recycle, please leave them in the FREE section. You don't need to sign out FREE items, nor will you be given credit for any items you return for "recycling." If you have questions about the supply room, please call me at extension 226. bj2/24-25 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES New I CHART OF ACCOUNTS FOR OFFICE SUPPLIES Please check with your department head if you have any questions about what account number to use for signing out supplies. FUND GENER_ AL Policy and Administration 1111.0 City Council 1112.0 City Clerk 1113.0 City Attorney 1121.0 City Manager 1122.1 Human Relations - Personnel Labor Relations 1122.2 - Training 1122.3 - Civil Rights 1123.0 Broadband Telecommunications 1131.0 Financial Administration - General Supervision 1132.0 I 1133.0 - Accounting & Reporting 1134.0 - Central Procurement & Services 1151.0 Government Buildings - Operationuand Maintenance Home and Community Environment 1211.0 P.P.D. - Administration 1212.0 - Plan Administration f 1213.0 - Development Programs 1221.0 Engineering - General Supervision 1231.0 Public Works - General Supervision 1241.0 Central Business District Maintenance - Operations 1251.0 Energy Conservation - Operations Community Protection 1311.0 Police Protection - General Supervision 1312.0 - Patrol 1313.0 1314.0 - Criminal Investigation - Records & Identification 1321.0 Fire Protection - General Supervision 1331.0 Animal Control - Operations 1342.0 H.I.S. - Building Inspection 1343.0 - Housing Inspection Transportation 1411.0 Traffic Engineering - General ervision 1421.0 Mass Transportation - General Supervision 1 i 1431.0 Street System Maintenance - Miscellaneous General Expense i I •M MICROFILMED BY .JORM MICR#LAB CEDAR RAPIDS • DES MOINES N I Physical Environment 1521.0 Cemetery/Forestry - Operations Human Development 1611.0 Recreation - General Supervision 1621.0 Parks - General Supervision 1631.1 Library - General Supervision 1651.0 Parks & Recreation Administration ENTERPRISE FUNDS 4111.0 Parking System - General Supervision 4211.0 Pollution Control - General Supervision 4311.0 Water Division - General Supervision 4411.0 Refuse Collection Operations - General Supervision 4511.0 Landfill Operations - General Supervision 4611.0 Airport - Operations INTRAGOVERNMENTAL SERVICE FUND 6220.0 Equipment Division - Operations & Maintenance 6320.0 Central Supply & Print - Duplicating 6340.0 - Word Processing 6442.0 Library Xerox 6513.2 Leased Housing Authority - Section 8 Program 6513.4 - Public Housing 6531.0 Mayor's Youth SPECIAL REVENUE FUND Community Development Block Grant 8110.0 General Program Administration 8131.1 Housing Rehabilitation Program - Administration 8141.0 Handicapped & Elderly Projects - Senior Citizen Center 8161.0 Urban Renewal Activities - Administration 8510.0 Small Cities CDBG Program - Program Administration Revised 7-1-80 i- 1-7 JPo MICROFILMED BY . JORM MICR+LAB CEDAR RAPIDS • DES MOINES E.1 u I Physical Environment 1521.0 Cemetery/Forestry - Operations Human Development 1611.0 Recreation - General Supervision 1621.0 Parks - General Supervision 1631.1 Library - General Supervision 1651.0 Parks & Recreation Administration ENTERPRISE FUNDS 4111.0 Parking System - General Supervision 4211.0 Pollution Control - General Supervision 4311.0 Water Division - General Supervision 4411.0 Refuse Collection Operations - General Supervision 4511.0 Landfill Operations - General Supervision 4611.0 Airport - Operations INTRAGOVERNMENTAL SERVICE FUND 6220.0 Equipment Division - Operations & Maintenance 6320.0 Central Supply & Print - Duplicating 6340.0 - Word Processing 6442.0 Library Xerox 6513.2 Leased Housing Authority - Section 8 Program 6513.4 - Public Housing 6531.0 Mayor's Youth SPECIAL REVENUE FUND Community Development Block Grant 8110.0 General Program Administration 8131.1 Housing Rehabilitation Program - Administration 8141.0 Handicapped & Elderly Projects - Senior Citizen Center 8161.0 Urban Renewal Activities - Administration 8510.0 Small Cities CDBG Program - Program Administration Revised 7-1-80 i- 1-7 JPo MICROFILMED BY . JORM MICR+LAB CEDAR RAPIDS • DES MOINES SUPPLY ROOM LAYOUT JULY 1, 19RO u.. c _ Qj u Y W w v n V N-. w ET IILZN PAPER PND SUPP tE5 CD N t c — M a _ >0 n o 4 T C rV- ro 3 E v — t • t a y V) L r c O CD E > c E > + ro CD O L N _ $ TYPING & WRITING o N a r SUPPLIES o v Qj NX N V1 0� a 0 O> I ¢ mm o. C3 0 m m i Y a! ro L N m ro w u L O 0 0 �-� C a 0 VI F¢- 0 U a) Nv 0 0 0 1 T w_\ 0 ^O W Y w M J J N al I L li ul fro+ 0 I dm N LY w V) 0 pw S> O • 3 _ Ocn ti •ON W O C! Z O q O d * alO C W i� T N ro +� N w'Z W O I Q W W. N .=..= L� ._ In J 3 ul I vl w wo warn _ �v7 d d'k r Q N 4 N Lll 3 d O d a� p r Q DESK ACCESSORIESCO Q Z my r o iijj o �n Index Cards 0 i°. I _ Qtr 4L .-..O ••j F J u K N Q H Q Cabinet is lacked 0 Print Shop Operator v' N has a M ^ L $ **single items MISCELLANEOUS v ar 4J — 4— _ LL° *tnvel. **Folders **Paper & Pads Photo Supplies Spiral Recording Tape o Binders m 7 r M r r Batteries w c _ h oves Flags (top shelf) MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I i v ro n L al O. ro n i v SUPPLY ROOM LAYOUT JULY 1, 19RO u.. c _ Qj u Y W w v n V N-. w ET IILZN PAPER PND SUPP tE5 CD N t c — M a _ >0 n o 4 T C rV- ro 3 E v — t • t a y V) L r c O CD E > c E > + ro CD O L N _ $ TYPING & WRITING o N a r SUPPLIES o v Qj NX N V1 0� a 0 O> I ¢ mm o. C3 0 m m i Y a! ro L N m ro w u L O 0 0 �-� C a 0 VI F¢- 0 U a) Nv 0 0 0 1 T w_\ 0 ^O W Y w M J J N al I L li ul fro+ 0 I dm N LY w V) 0 pw S> O • 3 _ Ocn ti •ON W O C! Z O q O d * alO C W i� T N ro +� N w'Z W O I Q W W. N .=..= L� ._ In J 3 ul I vl w wo warn _ �v7 d d'k r Q N 4 N Lll 3 d O d a� p r Q DESK ACCESSORIESCO Q Z my r o iijj o �n Index Cards 0 i°. I _ Qtr 4L .-..O ••j F J u K N Q H Q Cabinet is lacked 0 Print Shop Operator v' N has a M ^ L $ **single items MISCELLANEOUS v ar 4J — 4— _ LL° *tnvel. **Folders **Paper & Pads Photo Supplies Spiral Recording Tape o Binders m 7 r M r r Batteries w c _ h oves Flags (top shelf) MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I INDEX TO SUPPLY ROOM CATALOG Effective July 1, 1980 100-149 FASTENERS 500's i 500-567 Pens, pencils, erasers, INDEX TO SUPPLY ROOM CATALOG Effective July 1, 1980 100-149 FASTENERS 500's TYPING/WRITING SUPPLIES 500-567 Pens, pencils, erasers, 101-102 Rubber bands 120-125 Clips dozen lead, & chalk 126-127 Tacks 570-571 Cleaners (hand & typewriter) 128-132 Prong & misc. fasteners 575-577 Clipboards 141-146 Staplers, staples, staple 580-587 Correction supplies remover 590-595 Typewriter ribbons 150-199 ADHESIVE PRODUCTS 600'5 DESK ACCESSORIES 151-158 Tape & dispensers 620-625 Calendars 160-161 Rubber cement 630-635 Desk organizer, bookends 165 Gummed reinforcements 640 Scissors 166 Mylar film 641 Letter opener 646 648-649 Moisteners Telephone index, holder, 200-249 ACCOUNTING SUPPLIES message book 650 Paper punch 200-201 Adding machine tape 651 Rubber fingers 205 Calculator ribbon 652-654 Rulers 210-216 Receipts & receipt carbon 661-662 Stamp pad & ink 7.50-299 LABELS/TABS/TAGS 700's FILING/BINDING SUPPLIES 700-733 Folders, pockets, wallets 260-265 Avery labels 266-268 Miscellaneous labels 740-749 Binders R related products 269-270 File and index tabs (index, lifters, sheet 272-273 Key tags protectors) 275 File signals 750-754 Storage boxes 280 Dymo label tape 761-777 Index cards, guides & boxes 780-786 Spiral & strip hindinq 300's CITY STATIONERY ITEMS Boo's MISCELLANEOUS 300-323 Letterhead & envelopes 325 Speed letter 840-941 Flags 350-351 Memo, travel request sheets 850-853 Gloves 355 Business cards 880-884 Photographic supplies 890-893 895-897 Recording tape Batteries 400'5 PADS/NOTEBOOKS ENVELOPES 900's PRINT SHOP/COPIER SUPPLIES 400-422 Columnar, legal & — quadrille pads 900-917 Copier supplies 425-436 Notebooks & looseleaf paper 940-980 Xerox, index, & chipboard 440-443 Carbon paper paper 445 Xerox transparencies 450-457 Clasp & misc. envelopes Abbreviations: c = 100 In = 1,000 bx = box pkq = package ctn = carton sh = sheet dz = dozen th = tube MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES N46 SUPPLY ROOM CATALOG Effective July 1, 1980 83/bxJ 101.0 Rubber bands - #32, 1/8" x 3" 83/bx 102.0 Rubber bands - #18, 1/16" x 3" i i .01 120.0 Ideal clip #2 1.40/12 .12 121.0 Hinder clip - medium, 5/8" capacity SUPPLY ROOM CATALOG Effective July 1, 1980 83/bxJ 101.0 Rubber bands - #32, 1/8" x 3" 83/bx 102.0 Rubber bands - #18, 1/16" x 3" MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES 60/50 .01 120.0 Ideal clip #2 1.40/12 .12 121.0 Hinder clip - medium, 5/8" capacity 1.00/12 .15 122.0 Binder clip - small, 3/8" capacity .11/c 125.0 Paper clip - N1 standard .42/c 125.2 Paper clip - giant 31/c 126.0 Thumb tack 1.70/c 127.0 Map tack 1.65/50 .04 128.0 Prong fastener - 2" capacity 1.55/50 .04 128.1 Prong fastener - 1" capacity 5.65/50 .12 129.0 Prong fastener - 31s" capacity 11.10/c .12 129.3 Prong fastener set - 8V between prongs 6.60/c .07 130.0 Prong fastener, self-adhesive (file folder) 1.75/c .02 131.0 Brass fastener, round head - 3/4" shank .09 132.0 Rook ring - 1" .13 132.1 Book ring - 2" 11.40 141.0 Stapler, standard .75/c 142.0 Staple, standard 1.45/m 144.0 Staple, heavy duty - y" 1.35/m 145.0 Staple, heavy duty - 3/8" 1.25/m 145.1 Staple, heavy duty - 1/4" .46 146.0 Staple remover 1.10 150.0 Magic tape .42 151.0 Tape dispenser - V .70 152.0 Magic tape - 3/4" .42 153.0 Tape dispenser - 3/4" 67 157.0 Masking tape - 1" k.61 1.25 156.0 Strapping tape - 3/4" 1.15 157.0 PVC wrapping tape - 1" 1.70 158.0 PVC wrapping tape - 11s" or 2" .68 160.0 Rubber cement - 4 oz. jar .30 161.0 Rubber cement - 4 oz. refill 165.0 Gummed reinforcements 166.0 Adhesive Mylar film - 24" wide MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES 0 �1 i Price/ Price/ Item Package Each # Description .17/pad 266.0 .26 200.0 Adding machine tape - 2;" Label, mailing - City of Iowa City, ., ( �) 2.50/c •32 201.0 Adding machine tape - 3" 268.0 Label, roll - gummed (file folder type) 1.83 205.0 Calculator ribbon - Black/Red (Sharp, Cannon) .. - Pressure-Stik, pre-cut, - Make Your Own, 6" (25/sheet) 2.80/25 4.95/50 Quill #E2 -137 -2 -BR or Erb's #E200 2.70.0 9.55/250 .68 210.0 211.0 Receipt carbon, machine - 5V roll, 2 -ply Continuous .10 272.0 6.00 2.15.0 register receipt - City, 3 -ply Money receipt book -4/page, 2 -part i i .37 216.0 Money receipt hook - 1/page, 2 -part i 1.65/500 2.10/m .07/sh 260,0 Label, Avery - 3/4 x lis (20/sheet) 1.30/250 .08/sh .04/sh 261.0 262.0 Label, Avery - 1 x 4 (35/sheet) Label, Avery - 1 x 3 (6/sheet) ----------------------- signal - -_- 1.91/200 2.15/150 .04/sh 263.0 Label, Avery - 14 x 3 (4/sheet) Label 16.36/m .04/sh .18/sh 264.0 264.1 Label, Avery - 2 x 4 (3/sheet) Label, Avery - 8Js x 11 sheet (for IJ 14.95/3300 .15/sh 265.0 copier), Labels Avery label (10/sheet)sheet 11 1•99/m 265.1 x (for copier), 1 x 2 3/4 label (33/sheet) 2.52/m .15/sh .10/sh 265.2 Label, Avery - round, y" (77/sheet) Label, Avery - round, 3/4" (35/sheet) .17/pad 266.0 Label, mailing - gummed (20/pad) !i .02 266.1 Label, mailing - City of Iowa City, ., ( �) 2.50/c .23 266.2 adhesive Label, name - adhesive x, 1.50/roll 92/8 268.0 Label, roll - gummed (file folder type) p 6.00/m 268.1 .15/sh 268.2 Label, binder (spine) - 1" adhesive Label, Remington Rand follow-up #1899-3 .. - Pressure-Stik, pre-cut, - Make Your Own, 6" (25/sheet) I 1.20/25 1.75/25 269.0 Tab - Pressure-Stik, pre-cut, 1" 2'24/25 269.1 269.2 Tab - Pressure-Stik, pre-cut, 14" r ! .24/2 269.3 Tab Tab - Pressure-Stik, pre-cut, - Make Your Own, 6" 2" 2.80/25 4.95/50 .12 2.70.0 Tab, strip plastic - hanging file .10 272.0 Taq, key - 1;" diameter, metal rim, snap -on •02 273.0 Tag, prewired - 4 3/4 x 2 3/8" 2.50/c 275.0 - File ----------------------- signal - -_- - 1.09 280,0 Label machine tape - nymo 3/8" MICROFILMED OY JORM MICR+LAB CEDAR RAPIDS • DES MOINES ly6o I ' I s Envelope, City letterhead - #10 i 1 Price/ Prig Package Each -3- Item # Description 12.35/500 .025 300.0 Envelope, City letterhead - #10 7.60/500 .016 301.0 regular, 25% rag, 20 lb. Envelope, City letterhead - #10 A. 50/500 .017 310.0 regular, white wove, 24 lb. Envelope, City letterhead - #10 window, 24 lb. 9.65/500 .020 311.0 Envelope, City letterhead - #7 3/4 7.60/500 .016 312.0 window, 24 lb. Envelope, City reply - #9 regular, white wove, 24 lb. 8.35/500 .017 320.0 Paper, City letterhead - 25% rag 8� x 11, 20 lb. 5.50/500 .011 321.0 Paper, City letterhead - white wove, 5.25/500 .011 323.0 Paper, stationery 2nd sheets (blank) - 25% rag, 8-S x 11, 20 lb. 14.25/250 .06 325.0 Speed letter (City heading) - 3 -part .015 350.0 Paper, City memorandum - 8� x 11 .015 351.0 Paper, City travel request form - 8� x 11 .017 355.0 Rusiness card, City of Iowa City 1.75 400.0 Columnar pad - 11 x 8y, 4 Col. 1.75 401.0 Columnar pad - 11 x BSS, 5 Col. 1.75 402.0 Columnar pad - 11 x 8h, 7 Col. 1.35 403.0 Columnar pad - 8� x 14, 6 Col. 1.35 403.1 Columnar pad - 8� x 14, 4 Col. 1.35 404.0 Columnar pad - 8� x 14, 7 Col. 1.35 405.0 Columnar pad - 14 x 8�, 10 Col. 1.35 406.0 Columnar pad - 14 x 8�, 12-13 Cal. 2.40 407.0 Columnar pad - 10� x 14, 6-7 Col. 2.65 408.0 Columnar pad - 17 x 11, 16 Col. 2.10 408.1 Columnar pad - 17 x 11, 13 Col. 11.00/c .11/sh 409.0 Columnar sheet - #10-6, 6 1/8 x 10 1/4 6.63/c .07/sh 410.0 Ledger sheet - #ND -1, 7� x 10 3/8 .98 411.0 Quadrille, pad - 84 x 11, 5 sq./in. 2.05 412.0 Quadrille, pad - 8� x 14, 5 sq./in. 3.35/12 .31 420.0 Legal pad, canary - letter size 4.45/12 .37 421.0 Legal pad, canary - legal size 2.25/12 .22 421.1 Legal pad, canary - Junior size (5 x 8) 3.20/12 .31 422.0 Legal pad, white - letter size MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES IH60 MICROFILMED BY JORM MIC R+L A9 CEDAR RAPIDS • DES MOINES A -4- ,•• - Price/ Price/ Item Package Each # Description 1.62 .33 425,0 426.0 Notebook, spiral - 815 x 11, ruled Notebook, spiral - steno, ruled j 97/c - 2.60/c •01 .03 430.0 435.0 Looseleaf paper - 815 x 11, ruled, 3 -hole Looseleaf -i 6.90/c paper, mylar edge - 815x 11, ruled, 3 -hole .03 436,0 Looseleaf paper, mylar edge - 815 x 11, I I blank, 3 -hole � 1.85/c / .02/sh 440.0 Carbon paper, electric typewriter - 2.35/c .02/sh 441.0 815 x 11 Carbon paper, electric typewriter - 5.15/c 3.50/500 .05/sh 442.0 443.0 8!5 x 14 Carbon paper, pencil - 8; x 11 .O1/sh Carbon paper sets - 8+s x 11 i20.55/c .21 445.0 Transparency sheets - 811 x 11, for - Photocopiers i 9.11/c - 6.60/c .09 07 450.0 Envelope, clasp - 715 x 101x, #75 14.50/c 451.0 452.0 Envelope, clasp - 9 x 12, #90 _ 9.35/c i '_ 16.40/c .15 .10 453.0 Envelope, clasp - 10 x 15, #98 Envelope, clasp - 111 x 1415, #105 .16 454.0 Envelope, clasp p - 12 x 1515, #110 21.55/c .68/c .22 455.0 Envelope, interdepartmental _ 37.40/m .01 04 456.0 457.0 Envelope, coin -24 x 41s#3 i -packing . Envelope, list .50 500.0 Pen, hiliter 4.02/12 .54 .35 501,0 502.0 Pen, wide marker Pen, fine -line felt tip -' 2,00 503.0 Pen, Stay -Put 1.2.4 503.1 Pen, Stay -Put refill 1.00/12 •17 09 504.0 504.1 Pen, striped, City of Iowa City - ------ .19 --- 504,2 - ------ Pen, Bic fine point Pen, clip, City of Iowa City -- .16 57.0.0 ----------------------- --------------- PcnCil clips IH60 MICROFILMED BY JORM MIC R+L A9 CEDAR RAPIDS • DES MOINES A i -5- Price/ Price/ Item Package Each # Description _ 2.30/12 2.21/12 .20 521.0 Pencil, color .18 54 522.0 522.1 Pencil, grease - Stratoline 3.31 523.0 Pencil, grease - Listo (holder) Pencil, mechanical - Pentel .5mm _ .95/dz. .95/dz. .08 524.0 Pencil - #2, medium soft 95/dz. .08 525.0 525.1 Pencil - 2.5, medium (general writing) .08 Pencil - #3, medium hard .34/tb. .37/tb. 541.0 Lead - Pentel 542.0 Lead - Listo (grease pencil) 36/12 550.0 Chalk - white .44 560.0 562.0 Eraser - Faber Castell, all-purpose .05 06 564.0 Eraser, pencil - ca Eraser, pencil R ink .55/tb. •35 565.0 566.0 Fraser, typewriter - pencil type 567.0 _ Eraser, mechanical pencil .75 Eraser, chalkboard 4.11/50 570.0 Hand cleaner - inklings 1.80 571.0 Typewriter cleaner - 6 oz. bottle .61 575.0 576.0 i Clipboard, masonite - letter size .61 .55 577.0 Clipboard, masonite - legal size Clipboard, .89 580.0 masonite - .junior size (6x9) _ Correction fluid - Liquid Paper, white 1.10 581.0 582.0 Correction fluid - Liquid Paper, co or .40 1.20 583.0 Correction fluid - thinner --' Correction fluid - Wite nut .96 584.0 Correction fluid - Liquid Paper 1.30 1.40 585.0 Just for Copies _ Correction paper - Ko-Rec Type, white j 586.0 587.0 Correction paper - Ko-Rec Type, co or .91 Correction tape - 1/61' x 600, ro1T-white 3.65/2 590.0 Ribbon, IBM film - correctable, 4.759.1016 591.1 #1299095 (Cor. Sel.) Lift-off ta) .80 592.0 Ribbon, IBMpfilm1- largeCorspool,4. 4.85/3 1.65 593.0 #10107 Ribbon60IBM fabric)- #1136138 (computer) _ .68 594.0 Ribbon, IBM film - two spools, #1136108 (Sel. 73/75) 6.00 595.0 Ribbon, IBM film (ink) - Tech III, i #1136391 (Sel. II) MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Description ilendar - #17, base ilendar - #17, refill lendar - Appointment Rook, 8� x 11 lendar - Week at a Glance sk top organizer (Extend -a -File) okend, metal - large, non-skid issors - 8" tter opener istener, finger (for paper) istener, squeeze bottle lephone holder lephone index lephone index - refill lephone message book - 2 -part carhonless ier punch - 1 hole )ber finger - sizes 11, 11�, 13 ler - 12" ler - 15" ler - 18" - roll-on, stamp pad ink pad - #1 stamp pad, felt :ter Size: e—folder, manila e folder, hanging e frame (adapter for hanging file) e folder, Kraft - Rem. Rand #50428R e folder, Kraft w, fastener - Rem. id #50428R-FB1S e folder, follow-up - Rem. Rand #50933 Smead #19022 e quide - A -Z, 1/5 cut (25/set) e pocket, expanding - 1 3/4" e pocket, expanding - 34" e wallet, expandlnq - 7.", tie string e wallet, expanding - 34", tie string /y6 o MICROFILMED BY . JORM MICR+LAB CEDAR RAPIDS • DES MOINES -7- Price/ Price/ Item - D.r4.nn Farh # Description 141CROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES I Legal Size: 7.85/c .08 720.0 T-jj`e_To_7Ter, manila 5.75/25 .30 2.57 721.0 721.1 File folder, hanging File frame (adapter for hanging file) 16.10/c .17 722.0 File folder, Kraft - Rem. Rand #5242818 16.10/c .17 722.1 File folder, Kraft w. fastener - Rem. Rand #524281R-F81S 34.75/50 .70 723.0 File folder, follow-up - Rem. Rand #52732 or #52932KL, or Smead #29022 4.25/25 .17 725.0 File guide - A-7, 1/5 cut (25/set) 22.85/25 .91 730.0 File pocket, expanding - lis" N' 26.70/25 1.10 1.65 731.0 732.0 File pocket, expanding - File wallet, expanding - 2", elastic cord 40.15/25 18.60/10 1.90 733.0 File wallet, expanding - 3V, elastic cord 740.1 Binder, Duo Tang cover with pocket - 11 x BSS .80 .90 741.0 Binder, prong fastener - Bir x 14, end -open, red .40 741.1 Binder, prong fastener - 11 x BSS, side -open, black 20.15/10 2.05 742.0 Binder, nylon post - #14-812N, 84 x 11 #14-814N, 84 x 14 20.15/10 2.05 743.0 Binder, nylon post - .80/2 .40 744.0 Binder posts, extra 2.29 745.0 Binder, looseleaf - 3 -ring, black vinyl, 1" 2" 3,87 746.0 Binder, looseleaf - 3 -ring, black vinyl, 747.0 Index sheet, ring hinder - (5/set) 11 .87/set 3.94/50 .08 748.0 749.0 Sheet protector, acetate - BSS x Sheet lifter, ring hinder - (2/set) .80/set 3.29 750.0 Box, storage - voucher, tie top, Liberty #FF6 7.00 751.0 Box, transfer case - letter (Stor Drawer #311) 7.41 752.0 Box,transfer case - legal (Stor Drawer #312) 1.00 753.0 Box, file aid - letter 1.00 754.0 Box, file aid - legal 3.30 755.0 Box, storage - Perma-Bindrs 3.55 761.0 File box, steel - 3x5x3 .30/c 762.0 763.0 Index card, blank - 3x5 Index card, ruled - 3x5 .30/c 2.86/c .03 764.0 File guide, blank - 3x5 File metal tab - 3x5 11.94/50 .25 765.0 quide, 141CROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES I Price/ Price/ Item Package Each N Description 3.40 766.0 File box, steel - 4x6x4 .62/c i 767.0 Index card, blank - 46 .62/c 768.0 Index card, ruled - 46 Price/ Price/ Item Package Each N Description MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES a r 3.40 766.0 File box, steel - 4x6x4 .62/c 767.0 Index card, blank - 46 .62/c 768.0 Index card, ruled - 46 4.87/c .05 769.0 File guide, blank - 46 9.35/50 .19 770.0 771.0 File quide, metal tah - 46 File box, steel - 5x8x8 9.50 .47/c 772.0 Index card, blank - 5x8 .47/c 773.0 Index card, ruled - 5x8 2.77/c .03 774.0 File guide, blank - 5x8 9.65/50 .20 775.0 File quide, metal tab - 5x8 1.00/c 777.0 Rotary file card, blank - 21, x 4 .16 780.0 Binding, plastic spiral - 1/4" .22 781.0 Binding, plastic spiral - 3/8" .30 782.0 Binding, plastic spiral - 4" .35 783.0 Binding, plastic spiral - 5/8" .31 784.0 Binding, plastic spiral - 3/4" .52 785.0 Binding, plastic spiral - 1" .75 785.1 Binding, plastic spiral - 14" `- .11 7860 ----------- Bindlnq, plastic spine 44.00 - 840.0 ---_--- Flag, U.S. - 5' x 8' 19.70 841.0 Flag, State of Iowa - 4' x 6' 5.00 850.0 Gloves, unlined 7.60 851.0 Gloves, lined - shearlite or foam 3.50 852.0 Gloves, waterproof 1.10 853.0 Glove liner - thermal 4.20 880.0 Film, black R white - Polaroid 107 6.70 881.0 Film, color - Polaroid 108 6.49 882.0 Film, color - Polaroid SX70 2.05/pkg. 883.0 Flash bars - 10 flashes/pkq. 1.50/pkg. 884.0 Flash cllhes - 12 flashes/pkq. Recording tape, cassette - 60 minute 1.00 890.0 1.35 891.0 Recording tape, cassette - 90 minute 2.20 892.0 Recording tape, cassette - 120 minute MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES a r -9- Price/ Price/ Item Package Each N Description 29.I7124 ries - "AA" alkaline 7.75/24 j.33 12.00/24 - "C" general purpose "D" Z896.0 !Batteries ries - general purpose 25.80/ctn 3100 developer 28.50/ctn 3100 dry imager 48.00/ctn 915.0 Xerox 4000 developer 28.50/ctn 916.0 Xerox 4000 dry imager 12.60/ctn 917.0 Xerox 4000 fuser oil Letter Size: 3.00/500 .006 940.0 aper, up icating - white 3.20/500 .007 941.0 Paper, duplicating - color 12.10/m .013 942.0 Paper, index - white 14.35/m .015 943.0 Paper, index - color 12.90/412 .032 944.0 Paper, chipboard (412/hundle) Legal Size: 3.80/500 .008 960.0 Paper, duplicating - white 4.05/500 .009 961.0 Paper, duplicating - color 19.20/m .020 963.0 Paper, index - color 12.90/412 .032 964.0 Paper, chipboard (412/bundle) Larger Size: 5.25/500 .011 980.0 aper, up icating - white, 11 x 17 7.15/500 .015 981.0 Paper, duplicating - white, 14 x 18 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS DES 1401NES i L f._ A r-� !ucliorlUIEO BY JORM MICRpLAB CEDAR RAPIDS • DES MOIIIES M6/ CITY OF IOWA CITY, IOWA CAPITAL IMPROVEMENTS PROGRAM FISCAL YEAR 1981 - 1985 CLEMENS ERDAHL ROBERT VEVERA MARY NEUHAUSER CITY COUNCIL JOHN BALMER MAYOR GLENN ROBERTS LARRY LYNCH DAVID PERRET CITY MANAGER NEAL G. BERLIN MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES i I CITY OF IOWA CITY, IOWA CAPITAL IMPROVEMENTS PROGRAM FISCAL YEAR 1981 - 1985 CLEMENS ERDAHL ROBERT VEVERA MARY NEUHAUSER CITY COUNCIL JOHN BALMER MAYOR GLENN ROBERTS LARRY LYNCH DAVID PERRET CITY MANAGER NEAL G. BERLIN MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES CAPITAL IMPROVEMENT PROGRAM FY1981-1985 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES PAGE Introduction , I , , , Fiscal Policy Considerations . . 1 Application of Funds . , , , 2 Fiscal Policy , , , , 4 Program Summary: Five Year Authorization Schedule , , , , 7 General Obligation Bond Authorization Schedule . . . . 8 Housing & Community Dev. Act 9 Federal Aid Highway Bicycle Grant Program . . . . 9 General Revenue Sharing , . . . 9 Special Assessment , . , , 9 Operating Revenue . . . . 9 State Aid , , , , 10 Federal Aid , , , , 10 Other , , , , 10 Heritage Conservation & Recreation Service Grant . . . . 10 Resolution . , . , 11 Source of Funding: Abbreviations , , . . 12 North Branch Detention Structure , , , , 13 Camp Cardinal Road Bridge . . . . 14 Iowa Avenue Bridge 15 Burlington Street Bridge 16 Benton/Riverside Intersection . . . 17 Melrose Avenue Corridor Traffic Improvements . . . . 18 Scott Boulevard -Phase II . , , . 19 Linn Street Improvements . . . . 20 CBD Alley Project . . , , 21 Dubuque & Church Signalization . . . 22 Water Plant Solids Disposal . . . , 23 East Side Water Storage Tank . . . . 24 Wastewater Treatment Facilities Improvement , , , , 25 City Share Extra -Width Paving . . . . 26 South Branch Detention Structure 27 Bus Stop Shelters 28 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES J I Civic Center Heating Ventilation & Air Conditioning. . . Civic Center Roof Repair . . . . Lower Ralston Creek Channeli- zation & Facility Improvement . . . Rocky Shore Bikeway . . . . City Park Bikeway . . . . Bikeway/Pedestrian Trail River Corridor Buffer & Trail System . . . Swimming Pool . . . . Pending List Ralston Creek Channel Impr. . . . . Transit Service . . , Traffic Signal, Ia/Gilbert . . . . Equipment Service Bldg. . . . . Gilbert Street RR Crossing . . . . Administrative Office Space . . . . Training Tower Facility . . . . Animal Shelter . . . . Outdoor Police Firing Range . Rec. Center Addition . . . . Swimming Pool -City Park Southwest Park . . . . Miller Park . . . . Prairie Du Chien Park . . . . Scott Park Foster Road Park . . . . Index . . . . MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 PAGE 29 30 31 32 33 34 35 36 37 37 37 38 38 38 38 38 39 39 39 40 40 40 40 40 41 N161 9 T I I u' I— d I Civic Center Heating Ventilation & Air Conditioning. . . Civic Center Roof Repair . . . . Lower Ralston Creek Channeli- zation & Facility Improvement . . . Rocky Shore Bikeway . . . . City Park Bikeway . . . . Bikeway/Pedestrian Trail River Corridor Buffer & Trail System . . . Swimming Pool . . . . Pending List Ralston Creek Channel Impr. . . . . Transit Service . . , Traffic Signal, Ia/Gilbert . . . . Equipment Service Bldg. . . . . Gilbert Street RR Crossing . . . . Administrative Office Space . . . . Training Tower Facility . . . . Animal Shelter . . . . Outdoor Police Firing Range . Rec. Center Addition . . . . Swimming Pool -City Park Southwest Park . . . . Miller Park . . . . Prairie Du Chien Park . . . . Scott Park Foster Road Park . . . . Index . . . . MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 PAGE 29 30 31 32 33 34 35 36 37 37 37 38 38 38 38 38 39 39 39 40 40 40 40 40 41 N161 9 r CAPITAL IMPROVEMENT PROGRAM I. INTRODUCTION In the FY81-85 CIP, the City Council determined what projects can be realistically accomplished in the next several years on the basis of anticipated revenues, City priorities and the Council's willingness to issue essential corporate purpose bonds or seek voter approval of general corporate purpose bond issues. The City Council first determined which projects it would like to see funded in FY81. Secondly, all projects not funded in FY81 were automatically shifted to the next fiscal year unless the Council designated a specific year for the project or desired to eliminate j the project from the five year plan. If the Council needed additional information (construction cost, design planning or t .. financial data) or if the funding for the project was not firm the project was placed on a pending list (see pages 37-40). The final CIP document therefore reflects a five year plan for providing capital improvements commensurate with the fiscal policy and the needs of Iowa City. In fiscal year 1981, authorizations of $1,676,153 in essential corporate purpose bonds are proposed. Capital improvement programming is the planning, coordination, and scheduling of public fiscal improvements for a community over a - period of years. The scheduling is developed according to priorities based on need, desire and importance of such improvements to the community within the constraints of the City's ability to finance as well as having the staffing to design and administer the projects. Essentially, the CIP is a legislative and management tool to facilitate the scheduling, planning and execution of a series of public improvements over a five year period. Usually the development of a CIP begins with the proceeds from a current or recently updated comprehensive plan. On May 30, 1978 the City Council adopted the Comprehensive Plan for Iowa City. This plan presents an analysis of -- needs and desires of the community over an intermediate to long-range time span, and translates these needs and desires into prescribed action programs and services that can be performed by City government. The fiscal year 1981-85 capital improvement projects are in keeping with the direction and programs of this Comprehensive - Plan. II. FISCAL POLICY CONSIDERATIONS A concept of sound financial planning is of equal importance to fiscal planning, and is critical for the success of any program whether it be public or private. As a result, the Capital Improvement Program is a determination of 1) the levels of capital MICROFILMED BY DORM MICR+LAB CEDAR RAPIDS • DES MOINES projects, and 2) the sources of financing those projects. In for completion within the determining the scheduling of programs to deal with the City's financial next five years, it was necessary State limitations; both those that have been established resource he Cityby law, and those that have been adopted as policy by It is the as a guide to future City expenditure and indebtedness. Council addressed itselfin gat latter limitation to which the city formal adoption of a fiscal policy that by the controlling and regulating the property tax levy for debt service on capital expenditures. The general obligation bonds used to finance fiscal provides a more comprehensive method of 1979 revised policy financing the many capital projects which the City needs. Adherence to the following to this fiscal policy can be expected provide advantages: 1. Investors interested in City of Iowa City bonds can refer to a in decisions on whether to _ fiscal policy and rely on it making of the City and in determining the interest rate buy obligations that they will bid. A formally approved fiscal policy has a improve on strong bearing on the City's ability to maintain and its credit rating. 2. The property tax levy for debt service on which there is no be and regulated to State imposed maximum limit can projected constant or to increase at an even l either remain relatively controlled rate. 4.. 3. Planning for public improvements normally takes place over a funds are spent for engineering period of years. Nearly always, to the years in which actual p and right-of-way prior takes place. The fiscal policy can establish construction amounts of money which will be spent for several years in the best improvement facilities planning and make future for public it to concentrate time and funds on those priority the r possible projects which can be financed and constructed within _ City's financial limitations. 4. A very significant advantage of a formal fiscal policy is to in future demonstrate the need for additional revenue sources indebtedness permitted by years by matching expenditures and fiscal against a much greater need for additional such a policy public improvements. III. APPLICATION OF FUNDS The funding of the projects included in the FY81-85 CIP can be categorized into the four major categories of: 2 MICROFILMED BY JORM MICR�ILAB CEDAR RAPIDS • OES MOINES 1. operating revenue 2. bond issues (general obligation, revenue and special assessment) 3. State and Federal grants for assistance 4. special revenue (revenue whose use is restricted to specific types of projects). The City strives to secure and utilize funds other than operating revenue and general obligation bonds to the maximum extent practical, and utilize general obligation debts within the parameters of the fiscal policy. As the "FY81-85 CIP Summary" charts on pages 8-10 illustrates, operating revenue and general obligation debts account for 26.1 percent of the funding for the five year FY81- 85 CIP. Of the remaining sources, State and Federal grants account for 73.8 percent of the five year total, revenue bonds account for 2.7 percent, and miscellaneous revenue accounts for the remaining .1 percent of the projected five year total of $67,239,850. I- 3 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES 416 / FISCAL POLICY ANNUAL OPERATING EXPENDITURES 1. BALANCED BUDGET: The budget of the City of Iowa City shall be drawn so that es- timated revenues and anticipated expenditures are equal. (State law requirement) 2. TAX CEILING: The budget of the City of Iowa City shall be drawn so that tax revenue in the general operating fund does not require a tax levy in excess of the limit established by State law. CAPITAL EXPENDITURES 1. DEFINITION: A. Capital Improvements - Capital items of a relatively permanent nature, such as buildings, and other attachments or improvements to land which are intended to remain so _ attached such as storm drains, sewers. and streets. Capital improvements fiave four characteristics: (1) They last a long time. (2) They are relatively expensive. —i (3) They usually don't recur annually. (4) They result in fixed assets. B. Capital Expenditures - Those expenditures for public improvements and their preliminary studies and the acquisition of property or equipment for new public improvements. Capital expenditures are expenditures for capital improvements and shall be financed under the provisions of this fiscal policy and planned in terms of the five year Capital Improvement Program. Excluded from capital expenditures are operating expenditures; those annual expenditures which are necessary to the maintenance of the city, the rendering of services, and providing for - normal operations. 2. PROJECT ANALYSIS: Capital improvement projects for the five year period shall be analyzed for the following: (1) Compatibility with the Comprehensive Plan. (2) Revenue source - A clear distinction shall be made between tax supported and self -supported bonds (G.O, versus revenue bonds). All projects supported by revenue bonds must 1 4 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES B Every effort shall be made to seek out state or federal grants or assistance to offset a portion of the cost of capital projects. 5 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES I demonstrate ability to develop sufficient income to repay their costs and costs associated with financing. In — addition, proposed revenue sources shall be analyzed in terms of whether the revenue can be used for the proposed project and the probability that the revenue will be — available. (3) Compatibility with the City Council's goals. 3. MAXIMUM LIMITATIONS ON GENERAL OBLIGATION BONDS: - The following two maximum limitations shall apply to PP Y general — obligation bonds: ` A. Debt Limit: Debt incurred as a general obligation of the City of Iowa City shall not exceed constitutional or statutory liiits: 1 ^ presently 5% of the market value of the taxable property within the corporate limits as established by the City Assessor. (State law requirement) B. Borrowing Reserve: J A minimum of 20% borrowing reserve, or debt margin, shall be maintained to meet emergencies, and if so used, the bonds shall be retired as soon as reasonably possible in _ accordance with the provisions of this fiscal policy. 4. CEILING ON DEBT SERVICE: Debt service charges payable from the general tax levy shall not exceed 25% of that levy in any one fiscal year. ` 5. FINANCING: — As a general rule financing of capital improvements shall meet — the following guidelines: A: General property tax and operating revenues, to the extent _.. available, shall be used for capital project financing. B. When general property tax and operating revenues are not — available under ,the maximum tax rates permitted by law or deemed advisable by the Council, financing of capital -- projects and replacements may be accomplished by the use of bonds as outlined in Section 6 hereof. Every effort shall be made to seek out state or federal grants or assistance to offset a portion of the cost of capital projects. 5 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES I r, 6. BOND ISSUES: I A. General obligation bonds - Bonds shall be pf a serial type and general obligations of the City of Iowa City. They shall have a maximum maturity of 20 years. The maturity schedule shall provide for level principal amortization payments insofar as practicable. B. Revenue Bonds - Revenue bond financing shall be determined after first reviewing whether the use of revenue bonds could be more advantageous than financing with general obligation bonds. Revenue Bonds shall be issued in accordance with the following: (1) Amortization of principal and interest shall require no more, including reserves, than approved estimates will provide from net revenues to be available. (2) In so far as possible, debt service, after the project has been completed and in operation for one full fiscal year, shall be level within practical constraints each year. (3) All revenue bonds for public purposes shall be sold at public competitive bidding in accordance with the requirements of Chapter 76, Code of Iowa as amended. The first fiscal policy was adopted by motion of the City Council at its regular meeting on June 5, 1973. This revised policy was adopted by Council motion on June 19, 1979. J MICROFILMED BY .JORM MICR(DLAB CEDAR RAPIDS • DES MOINES 1 RESOLUTION NO. 80-254 /--N RESOLUTION APPROVING CAPITAL IMPROVEMENTS PROGRAM FOR THE CITY OF IOWA CITY, IOWA, FOR THE FISCAL YEARS 1981 THROUGH 1985. WHEREAS, the City Council of the City of Iowa City, Iowa, deems it in the public interest and in the interest of good and efficient government for the City of Iowa City, Iowa, to adopt certain capiLal improvements planning, subject to annual review and revision: NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA: 1. That the City Council of the City of Iowa City, Iowa, does hereby adopt as its Capital Improvements Program for the fiscal years 1981 through 1985, the Capital Improvements Program which is attached to this Resolution and by this reference made a part hereof. It is understood by the City Council of the City of Iowa City, Iowa, that the 1981 through 1985 Capital Improvements Program is subject to annual review and revision consistent with good planning and operating practices of the City of Iowa City, Iowa; that this resolution is an expression of the Council's legislative intent for future projects and planning for the City of Iowa City, Iowa; and the anticipated means of financing said projects, subject to applicable laws and elections upon financing by the voters of the City of Iowa City, Iowa. 2. The City Clerk is hereby authorized and directed to certify copies of this Resolution and the appropriate Capital Improve- ments Program adopted to all governmental agencies as required by law. it was moved by Neuhauser and seconded by Lynch that the Resolution be adopted and upon roll call there were: AYES: MAYS: ABSENT: X __.. 13ALIIER x EROAHL, x LYNCH X- _ _ _ NEUIIAUSER x- PERRET x ROL'r.RTS X VIVERA Passed and approved this 1st day of Jud 1980, ATTEST: �i,/J C TI Y CLERK4'1A Hca/R,`.':'. :.. MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS - DES MOINES C CITY OF IOWA CITY FY1981-1985 CAPITAL IMPROVEMENTS PROGRAM SUMMARY A. FIVE YEAR AUTHORIZATION SCHEDULE 0 FY81 TOTAL FY83 FY81-85 North Branch Detention Structure $ 909,450 Camp Cardinal Road Bridge 216,000 Iowa Avenue Bridge 800,000 Burlington Street Bridge 900,000 Benton/Riverside Intersection 825,000 Melrose Avenue Traffic Improvement 250,000 Scott Boulevard -Phase II 450,000 Linn Street Improvements 175,000 CBD Alley Project 110,000 Dubuque & Church Signalization 15,000 Water Plant Solids Disposal 880,000 East Side Water Storage Tank 770,000 Wastewater Treatment Fac. Improvement 57,905,000 City Share Extra -Width Paving 30,000 South Branch Detention Structure 608,400 Bus Stop Shelters 24,000 Civic Center Air Conditioning 155,000 Civic Center Roof Repair 88,000 Lower Ralston Creek Channelization 1,470,000 Rocky Shore Bikeway 120,000 City Park Bikeway 25,000 Bikeway/Pedestrian Trail 30,000 River Corridor Buffer & Trail System 234,000 Swimming Pool-City/School 250,000 -- $67,239,850 0 FY81 FY82 FY83 FY84 FY85 $ 909,450 $ -- $ -- $ -- $ -- -- -- -- 216,000 -- -- 60,000 740,000 -- -- -- -- 80,000 820,000 -- -- -- -- 275,000 550,000 250,000 -- -- -- -- 150,000 300,000 -- -- -- -- 175,000 -- -- -- 30,000 40,000 40,000 -- -- 15,000 -- -- -- -- -- -- -- 880,000 -- -- -- -- -- 770,000 3,405,000 25,700,000 19,200,000 9,600,000 -- 30,000 -- -- -- -- 608,400 -- -- -- -- 24,000 -- -- -- -- 155,000 -- -- -- -- 88,000 -- -- -- 775,000 695,000 -- -- -- 120,000 -- -- -- -- 25,000 -- -- -- -- -- -- 30,000 -- -- -- 42,000 65,000 75,000 52,000 -- 250,000 -- -- L6,584,850 127,262,000 $20,155,000 $11,866,000 $ 1,372,000 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES �r ur.l CITY OF IOWA CITY FY1981-1985 CAPITAL IMPROVEMENTS PROGRAM SUMMARY B. GENERAL OBLIGATION BOND AUTHORIZATION SCHEDULE MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES TOTAL FY81-85 FY81 FY82 FY83 FY84 FY85 North Branch Detention Structure $ 520,153 $ 520,153 $ -- S -- $ __ $ Camp Cardinal Road Bridge 108,000 -- 108,000 Iowa Avenue Bridge 800,000 -- 60,000 740,000 -- -- n Burlington Street Bridge 900,000 -- -- 80,000 820,000 -- Benton/Riverside Intersection 412,500 -- -- 137,500 275,000 Melrose Avenue Traffic Improvement 250,000 250,000 -- -- __ Scott Boulevard -Phase II 450,000 150,000 300,000 -- -- -- Linn Street Improvements 175,000 -- 175,000 -- CBD Alley Project tO 110,000 30,000 40,000 40,000 Dubuque & Church Signalization 15,000 15,000 -- -- __ Water Plant Solids Disposal 880,000 -- -- -- 880,000 -- East Side Water Storage Tank Lower Ralston Creek Channeliaation 770,000 11,581,000 681,000 5,140,000 3,840,000 1,920,000 770,000 Joint City -School Pool 250,000 -- 250,000 -- -- City Share Extra -Width Paving 30,000 30,000 -- -- -- __ River Corridor Buffer 154,500 -- 42,000 29,000 57,500 26,000 $17,406,153 $ 1,676,153 $ 6,007,000 $ 4,729,000 $ 3,923,000 $ 1,071,0 " MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES CITY OF IOWA CITY FY1981-1985 CAPITAL IMPROVEMENTS PROGRAM SUMMARY TOTAL FY81-85 FY81 FY82 FY83 FY84 FY85 C. HOUSING & COMMUNITY DEVELOPMENT ACT North Branch Detention South Branch Detention Lower Ralston Creek Channelization Rocky Shore Bikeway City Park Bikeway D. FEDERAL AID HIGHWAY BICYCLE GRANT PROGRAM Rocky Shore Bikeway Bikeway Pedestrian Trail 0 $ 389,297 $ 389,297 $ -- $-- 608,400 608,400 -- -- -- -- 1,470,000 775,000 695,000 -- -- -- 20,000 20,000 -- -- -- -- 25,000 25,000 -- -- -- -- $ 2,512,697 $ 1,817,697 $ 695,000 $-- $ 90,000 $ 90,000 $ -- $ -- $-- 21,000 -- -- 21,000 -- -- $ 111,000 $ 90,000 $ -- $ 21,000 $ E. GENERAL REVENUE SHARING Civic Center Heating & Air Conditioning $ 155,000 F. SPECIAL ASSESSMENT Camp Cardinal Road Bridge $ 108,000 G. OPERATING REVENUE Bus Stop Shelters $ 19,200 Civic Center Roof Repair 88,000 Bikeway Predstrian Trail 7,000 $ 114,200 $ 155,000 $ ---- $ 108,000 S -- $ 19,200 $ -- $ -- $ -- $ -- 88,000 -- -- -- -- -- -- 7,000 -- -- 5 107,200 $ -- $ 7,000 $ -- $ -- I MICROFILMED BY r . JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 H. STATE AID Benton/Riverside Intersection Wastewater Treatment Facility Bus Stop Shelters I. FEDERAL AID Wastewater Treatment Facility Bus Stop Shelters TOTAL FY81-85 FY81 FY82 FY83 FY84 FY85 $ 412,500 S -- S -- $ -- $ 137,500 $ 275,000 2,895,250 170,250 1,285,000 960,000 480,000 2,400 2,400 -- __ _ $ 3,310,150 $ 172,650 $ 1,285,000 $ 960,000 $ 617,500 $ 275,000 $43,428,750 2,400 $43,431,150 J. OTHER Bikeway Pedestrian Trail (Univ. of Ia.) $ 2,000 Rocky Shore (Project Green) 10,000 $ 12,000 K. HERITAGE CONSERVATION & RECREATION SERVICE GRANT River Corridor Buffer & Trail System $ 79,500 S 2,553,750 $19,275,000 $14,400,000 $ 7,200,000 $ -- 2,400 $ 2,556,150 $19,275,000 $14,400,000 $ 7,200,000 $�� ` $ -- $ -- $ 2,000 $ -- $ -- 10,000 $ 10,000 $ -- $ 2,000 $ -- $ -- $ 36,000 $ 17,500 $ 26,000 C GRAND TOTAL $49,833,697 41908,697 21 255,000 15 426,000 $ 7,943,000 $ 301,000 MICROFILMED BY .DORM MICR+LAB CEDAR RAPIDS • DES MOINES it aoue;sL.ssV ;isueJl sseW uegJn VIM weJ60Jd ;ue,ag ato,foig SU46 W PjV teJapaj M8 uatu -dotanap k4pnwwo0�gV6uisnoH OH PSV a3eIS VS Pw LeJapaj VA anuanaa 6ut;e.Aad0 a0 xel as0 peon LnH (we kt.lawlo}) 4uPJ9 00LAJ0S not;eaJoaa 8 uoi;eAJasuoO a6e4iJaH S80H ;uawssassV leioadS dS 6u. 4S anuanaa teJauag Sao puog uot4e6itg0 LeJauag 00 a;eatpuL but SL L ;oaCOA ay; uo Jeadde yoigM suoi;e,l6uLunAaPgge 10 aoins q3 lLoa 3 41 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES N I I _1 I� 1 r ' MI I i 't i � I 1 it aoue;sL.ssV ;isueJl sseW uegJn VIM weJ60Jd ;ue,ag ato,foig SU46 W PjV teJapaj M8 uatu -dotanap k4pnwwo0�gV6uisnoH OH PSV a3eIS VS Pw LeJapaj VA anuanaa 6ut;e.Aad0 a0 xel as0 peon LnH (we kt.lawlo}) 4uPJ9 00LAJ0S not;eaJoaa 8 uoi;eAJasuoO a6e4iJaH S80H ;uawssassV leioadS dS 6u. 4S anuanaa teJauag Sao puog uot4e6itg0 LeJauag 00 a;eatpuL but SL L ;oaCOA ay; uo Jeadde yoigM suoi;e,l6uLunAaPgge 10 aoins q3 lLoa 3 41 MICROFILMED BY .JORM MICR+LAB CEDAR RAPIDS • DES MOINES N RETAKE OF PRECEDING DOCUMENT 0 r ■ tT MICROFILMED BY JORM MIC R�LAB CEDRR RRPIDS DES I401NES JORM MICROLAB TARGET SERIES 0 t General Obligation Bond FA Federal Aid i General Revenue Sharing SA State Aid SP Special Assessment HC Housing & Community Develop- HCRS Heritage Conservation & ment Act Recreation Service Grant (formerly BOR) BW Federal Aid Highway Bicycle RUT Road Use Tax UMTA Grant Program Urban Mass Transit Assistance I Operating Revenue 1 The following abbreviations which appear on the project listing indicate the source of funding: GO General Obligation Bond FA Federal Aid GRS General Revenue Sharing SA State Aid SP Special Assessment HC Housing & Community Develop- HCRS Heritage Conservation & ment Act Recreation Service Grant (formerly BOR) BW Federal Aid Highway Bicycle RUT Road Use Tax UMTA Grant Program Urban Mass Transit Assistance OR Operating Revenue 12 MICROFILMED BY JORM MICR+LAO CEDAR RAPIDS • DES MOINES 0 I NORTH BRANCH DETENTION STRUCTURE PROJECT DESCRIPTION: This project is a dry bottom detention structure with a height 30 feet above the creek bank. The length of the structure is 580 feet and the width at the top is 16 feet. The average width at the base is 240 feet. The structure will reduce peak flows from 3,703 cubic feet per second to 264 cubic feet per second in the 100 year storm. RELATIONSHIP TO COMPREHENSIVE PLAN: This project was included as an integral part of the Comprehensive Plan and is specifically recommended under environmental goals and objectives (page 49, B.3). FUTURE YEAR BUDGET IMPACTS: For the first two years the dam and adjacent area will require extensive watering to ensure growth of the grass and tree and brush plantings. Estimated cost is approximately $6,000 per year. A slight increase in operating budget will be needed for Pollution Control to clean the pipe. This is approximately $1,000 per year. PRIOR COUNCIL ACTION: Continue with this project using a combination of general obligation bonds and HCDA funds. YEAR $ SOURCE OF FUNDING Prior FY81 110,350* FY81 909,450 G.O./H.C. FY82 FY83 FY84 FY85 After FY85 Total 904,450 *Prior years cost not included in total. 13 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I _ I I• NORTH BRANCH DETENTION STRUCTURE PROJECT DESCRIPTION: This project is a dry bottom detention structure with a height 30 feet above the creek bank. The length of the structure is 580 feet and the width at the top is 16 feet. The average width at the base is 240 feet. The structure will reduce peak flows from 3,703 cubic feet per second to 264 cubic feet per second in the 100 year storm. RELATIONSHIP TO COMPREHENSIVE PLAN: This project was included as an integral part of the Comprehensive Plan and is specifically recommended under environmental goals and objectives (page 49, B.3). FUTURE YEAR BUDGET IMPACTS: For the first two years the dam and adjacent area will require extensive watering to ensure growth of the grass and tree and brush plantings. Estimated cost is approximately $6,000 per year. A slight increase in operating budget will be needed for Pollution Control to clean the pipe. This is approximately $1,000 per year. PRIOR COUNCIL ACTION: Continue with this project using a combination of general obligation bonds and HCDA funds. YEAR $ SOURCE OF FUNDING Prior FY81 110,350* FY81 909,450 G.O./H.C. FY82 FY83 FY84 FY85 After FY85 Total 904,450 *Prior years cost not included in total. 13 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES f I i I i NORTH BRANCH DETENTION STRUCTURE PROJECT DESCRIPTION: This project is a dry bottom detention structure with a height 30 feet above the creek bank. The length of the structure is 580 feet and the width at the top is 16 feet. The average width at the base is 240 feet. The structure will reduce peak flows from 3,703 cubic feet per second to 264 cubic feet per second in the 100 year storm. RELATIONSHIP TO COMPREHENSIVE PLAN: This project was included as an integral part of the Comprehensive Plan and is specifically recommended under environmental goals and objectives (page 49, B.3). FUTURE YEAR BUDGET IMPACTS: For the first two years the dam and adjacent area will require extensive watering to ensure growth of the grass and tree and brush plantings. Estimated cost is approximately $6,000 per year. A slight increase in operating budget will be needed for Pollution Control to clean the pipe. This is approximately $1,000 per year. PRIOR COUNCIL ACTION: Continue with this project using a combination of general obligation bonds and HCDA funds. YEAR $ SOURCE OF FUNDING Prior FY81 110,350* FY81 909,450 G.O./H.C. FY82 FY83 FY84 FY85 After FY85 Total 904,450 *Prior years cost not included in total. 13 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES CAMP CARDINAL ROAD BRIDGE PROJECT DESCRIPTION: This project would completely replace the existing bridge on Camp Cardinal over Clear Creek. RELATIONSHIP TO COMPREHENSIVE PLAN: Camp Cardinal Road is projected as a collector from 218/6 to Melrose Avenue in the Comprehensive Plan. The transportation goals and objectives state that trafficway improvements should be made which will facilitate the safe uncongested flow of traffic (page 24, A.1; page 26, B.1). FUTURE YEAR BUDGET IMPACTS: None. PRIOR COUNCIL ACTION: The decision was to continue ahead with this project. Staff is to investigate the possibility of a special assessment process for the property owners and report the results to the Council. For long-range, consider deannexing this area. YEAR $ SOURCE O�DING Prior FY81 FY81 FY82 FY83 FY84 216,000 G.O./S.P. FY85 After FY85 Total 216,000 14 MICROFILMED BY JORM MICR¢LAB CEDAR RAPIDS • DES MOINES . I _ I I I U r -1 i I I , i I IOWA AVENUE BRIDGE PROJECT DESCRIPTION: This project would completely rehabilitate the existing Iowa Avenue bridge over the Iowa River. RELATIONSHIP TO COMPREHENSIVE PLAN: This bridge is located at the intersection of Iowa Avenue, and Riverside Drive (Highway 218 and 6). Burlington Street and Riverside Drive are existing arterial streets and are shown as such in the Comprehensive Plan. FUTURE YEAR BUDGET IMPACTS: An expenditure of this amount will reduce the maintenance cost in the future. PRIOR COUNCIL ACTION: Continue with this project as YEAR $ Prior FY81 FY81 FY82 60,000 FY83 740,000 FY84 FY85 After FY85 Total 800,000 15 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES BURLINGTON STREET BRIDGE PROJECT DESCRIPTION: This project will provide for a study to determine needs and subsequent design and reconstruction of the eastbound bridge over the Iowa River on Burlington Street. RELATIONSHIP TO COMPREHENSIVE PLAN: This bridge is located at the intersection of Burlington Street, Grand Avenue, and Riverside Drive (Highway 218 and 6). Burlington Street and Riverside Drive are existing arterial streets while Grand Avenue is projected as an arterial street in the Comprehensive Plan. FUTURE YEAR BUDGET IMPACTS: There will be a reduction in future year maintenance costs. PRIOR COUNCIL ACTION: Continue with this project as is. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 FY83 80,000 G.O. FY84 820,000 G.O. FY85 After FY85 Total 900,000 16 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES r, 1 j i BURLINGTON STREET BRIDGE PROJECT DESCRIPTION: This project will provide for a study to determine needs and subsequent design and reconstruction of the eastbound bridge over the Iowa River on Burlington Street. RELATIONSHIP TO COMPREHENSIVE PLAN: This bridge is located at the intersection of Burlington Street, Grand Avenue, and Riverside Drive (Highway 218 and 6). Burlington Street and Riverside Drive are existing arterial streets while Grand Avenue is projected as an arterial street in the Comprehensive Plan. FUTURE YEAR BUDGET IMPACTS: There will be a reduction in future year maintenance costs. PRIOR COUNCIL ACTION: Continue with this project as is. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 FY83 80,000 G.O. FY84 820,000 G.O. FY85 After FY85 Total 900,000 16 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES BENTON/RIVERSIDE INTERSECTION PROJECT DESCRIPTION: This project provides for turn lanes and resignalization of the Benton/Riverside intersection. the Comprehensive Plan's transportation goals and objectives, policy and recommendations of providig trafficway improvements which facilitate the safe, uncongested flow of traffic (page 24, A.1 and B.2; page 25, B.1; page 26, B. 1). FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Proceed with this project with the State J providing this prof ct and the State wpercent funding. ill do right -Of -way s f acquisition. work forff J YEAR $ SOURCE OF FUNDING Prior FY81 ul FY81 t FY82 FY83 `I 275,000 FY84 G.O./S.A. FY85 550,000 . G.O./S.A. After FY85 Total 825,000 — I— i i 17 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I MELROSE AVENUE CORRIDOR TRAFFIC IMPROVEMENTS PROJECT DESCRIPTION: This project provides two lanes ineach direction between Woolf Avenue and Riverside Drive by improvements to Melrose (widen to four lanes between Woolf and South Grand); widen for a third lane on South Grand (between Melrose and Grand); and Byington/Grand intersection as scheduled in the FY80 budget. RELATIONSHIP TO COMPREHENSIVE PLA and T Zoningo,specific Commission and is recommendation of the Planning consistent t�afficway Comprehensive improvements which transportation the safe, providing 26, B.1). uncongested, flow of traffic (page FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Continue with this project as is. $ SOURCE OF FUNDING YEAR Prior FY81 G.O. FY81 250,000 FY82 FY83 FY84 FY85 After FY85 Total—su,-96— -� I i i.. i F 18 �' I I I MELROSE AVENUE CORRIDOR TRAFFIC IMPROVEMENTS PROJECT DESCRIPTION: This project provides two lanes ineach direction between Woolf Avenue and Riverside Drive by improvements to Melrose (widen to four lanes between Woolf and South Grand); widen for a third lane on South Grand (between Melrose and Grand); and Byington/Grand intersection as scheduled in the FY80 budget. RELATIONSHIP TO COMPREHENSIVE PLA and T Zoningo,specific Commission and is recommendation of the Planning consistent t�afficway Comprehensive improvements which transportation the safe, providing 26, B.1). uncongested, flow of traffic (page FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Continue with this project as is. $ SOURCE OF FUNDING YEAR Prior FY81 G.O. FY81 250,000 FY82 FY83 FY84 FY85 After FY85 Total—su,-96— MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES -� I i i.. i I 18 �' MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES rm, Y SCOTT BOULEVARD - PHASE 11 PROJECT DESCRIPTION: This project would improve Scott Boulevard to 31 feet wide, between Muscatine and Court and Court between old Scott Boulevard and new Scott Boulevard. RELATIONSHIP TO COMPREHENSIVE PLAN: This project is a specific recommendation of the Comprehensive Plan to develop a truck routing network around Iowa City (page 25, B.2). FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Continue ahead as the project had been scheduled in the CIP for FY80-85. Phase I would be the immediate construction of Scott Boulevard from Highway 6 to American Legion Road. Phase II will provide for a road from American Legion Road to Court Street. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 150,000 G.O. FY82 300,000 G.O. FY83 FY84 FY85 After FY85 Total IT 19 /YGl MICROFILMED BY JORM MIORf�LAB CEDAR 1A1111 • 111 MOINES I I i I ' � I +r li .. ij 1J I I �1 \ I— i _ I I_ rm, Y SCOTT BOULEVARD - PHASE 11 PROJECT DESCRIPTION: This project would improve Scott Boulevard to 31 feet wide, between Muscatine and Court and Court between old Scott Boulevard and new Scott Boulevard. RELATIONSHIP TO COMPREHENSIVE PLAN: This project is a specific recommendation of the Comprehensive Plan to develop a truck routing network around Iowa City (page 25, B.2). FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Continue ahead as the project had been scheduled in the CIP for FY80-85. Phase I would be the immediate construction of Scott Boulevard from Highway 6 to American Legion Road. Phase II will provide for a road from American Legion Road to Court Street. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 150,000 G.O. FY82 300,000 G.O. FY83 FY84 FY85 After FY85 Total IT 19 /YGl MICROFILMED BY JORM MIORf�LAB CEDAR 1A1111 • 111 MOINES LINN STREET IMPROVEMENTS PROJECT DESCRIPTION: This project would provide a modest amount of curbline changes and an asphalt overlay on Linn Street between Burlington and Washington. Sidewalks would be repaired by property owners, while the City would install some amenities and street lights. RELATIONSHIP TO COMPREHENSIVE PLAN: It is consistent with the Comprehensive Plan since it is a part of the Urban Renewal Plan as well as being a collector street which will service the proposed library, hotel, and parking ramp. FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Continue project as is. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 175,000 G.O. FY83 FY84 FY85 After FY85 Total 175,000 20 MICROFILMED BY JORM MIC RLAB CEDAR RAPIDS • 0ES Id0IMES --. CBD ALLEY PROJECT PROJECT DESCRIPTION: This project will replace and/or resurface alleys in blocks 61, 62, 65, 81, and 82. RELATIONSHIP TO COMPREHENSIVE PLAN: This project is consistent with the stated goals and objectives of the Urban Renewal Plan - which is a part of the City's adopted plan. FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Continue project as is. YEAR $ SOURCE OF FUNDING Prior FY81 10,000* FY81 30,000 G.O. FY82 40,000 G.O. FY83 40,000 G.O. FY84 FY85 After FY85 Total 110,000 *Prior years cost not included in total. 21 MICROFILMED BY DORM MICR+LAB CEDAR RAPIDS • DES MOINES /left i I DUBUQUE AND CHURCH SIGNALIZATION PROJECT DESCRIPTION: This project provides for the installation of a traffic signal at Dubuque and Church. RELATIONSHIP TO COMPREHENSIVE PLAN: N/A. FUTURE YEAR BUDGET IMPACTS: This project will provide for a modest increase in energy cost and personnel cost for maintenance of signals. PRIOR COUNCIL ACTION: Continue this project as is. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 15,000 G.O. FY82 FY83 FY84 FY85 After FY85 Total 15,000 22 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES WATER PLANT SOLIDS DISPOSAL PROJECT DESCRIPTION: This project provides for the construction of two holding tanks to equalize flow for the alum sludge discharge and filter back wash discharge waste generated by the water treatment plant. These tanks will discharge alum waste to the river corridor sanitary sewer and filter back wash will be recycled through the water treatment plant. RELATIONSHIP TO COMPREHENSIVE PLAN: This project relates to the environmental goals and objectives of the Comprehensive Plan in providing a stable and healthful environment and specifically to preserve streams and channels and control water pollution (page 48 A.1 and B.2). FUTURE YEAR BUDGET IMPACTS: Operation and maintenance cost for handling of the allum sludge at the sewage treatment plant is estimated to be $40,000 per year. There will be no impact on the Water Division's operating budget. PRIOR COUNCIL ACTION: Continue this project as is. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 FY83 FY84 880,000 G.O. FY85 After FY85 Total 880,000 23 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES A EAST SIDE WATER STORAGE TANK PROJECT DESCRIPTION: This project provides for the construction of a 2,000,000 gallon water tank on the north side of Rochester at Post Road. RELATIONSHIP TO COMPREHENSIVE PLAN: This project is consistent with the community facilities goals and objectives of the Comprehensive Plan in providing adequate community facilities in suitable locations to meet the needs of residents providing adequate fire protection by maintaining appropriate facilities, and to efficiently provide utility services (page 35, A.1, B.4, and B.8). FUTURE YEAR BUDGET IMPACTS: This project will have a small positive effect on the operating budget and energy usage. Water can be pumped to the storage tank during the nighttime hours and pressure will be maintained in the area by a small auxilliary pump at the tank site rather than maintaining pressure with the high head pumps at the water plant. PRIOR COUNCIL ACTION: Continue this project as is. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 FY83 FY84 FY85 770,000 G.O. After FY85 Total 770,000 24 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES \1 I , EAST SIDE WATER STORAGE TANK PROJECT DESCRIPTION: This project provides for the construction of a 2,000,000 gallon water tank on the north side of Rochester at Post Road. RELATIONSHIP TO COMPREHENSIVE PLAN: This project is consistent with the community facilities goals and objectives of the Comprehensive Plan in providing adequate community facilities in suitable locations to meet the needs of residents providing adequate fire protection by maintaining appropriate facilities, and to efficiently provide utility services (page 35, A.1, B.4, and B.8). FUTURE YEAR BUDGET IMPACTS: This project will have a small positive effect on the operating budget and energy usage. Water can be pumped to the storage tank during the nighttime hours and pressure will be maintained in the area by a small auxilliary pump at the tank site rather than maintaining pressure with the high head pumps at the water plant. PRIOR COUNCIL ACTION: Continue this project as is. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 FY83 FY84 FY85 770,000 G.O. After FY85 Total 770,000 24 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES *Prior years cost not included in the total. 25 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES AW NJ WASTEWATER TREATMENT FACILITIES IMPROVEMENT PROJECT DESCRIPTION: This project is the revision of a previously submitted CIP based on the most recent cost data provided by Veenstra and Kimm for our Sewer Improvement Project. RELATIONSHIP TO COMPREHENSIVE PLAN: This project is specifically recommended in the Comprehensive Plan under Community Facilities (page 37, H.1). FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Continue this project as is. YEAR $ SOURCE OF FUNDING Prior FY81 820;000* FY81 3,405,000 G.O./F.A./S.A. FY82 25,700,000 G.O./F.A./S.A. FY83 19,200,000 G.O./F.A./S.A. FY84 9,600,000 G.O./F.A./S.A. FY85 After FY85 Total 9U57,00 *Prior years cost not included in the total. 25 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES AW NJ CITY SHARE EXTRA -WIDTH PAVING PROJECT DESCRIPTION: This project provides for extra -width paving of selected streets. RELATIONSHIP TO COMPREHENSIVE PLAN: On an individual basis, each application for over -width paving must be reviewed and found consistent with the Comprehensive Plan. The City's participation in the cost of over -width paving is established by the ordinance and is, therefore, consistent with current City policies. FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: In FY81, $30,000 will be budgeted to bring some extra -width paving in existing subdivisions to a logical end point. In the future all streets will be posted no parking along one side and the City will not pay for extra -width paving. An ordinance change will be required. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 30,000 G.O. FY82 FY83 FY84 FY85 After FY85 Total 30,000 26 ,1 CITY SHARE EXTRA -WIDTH PAVING PROJECT DESCRIPTION: This project provides for extra -width paving of selected streets. RELATIONSHIP TO COMPREHENSIVE PLAN: On an individual basis, each application for over -width paving must be reviewed and found consistent with the Comprehensive Plan. The City's participation in the cost of over -width paving is established by the ordinance and is, therefore, consistent with current City policies. FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: In FY81, $30,000 will be budgeted to bring some extra -width paving in existing subdivisions to a logical end point. In the future all streets will be posted no parking along one side and the City will not pay for extra -width paving. An ordinance change will be required. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 30,000 G.O. FY82 FY83 FY84 FY85 After FY85 Total 30,000 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES 26 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES SOUTH BRANCH DETENTION STRUCTURE PROJECT DESCRIPTION: This project provides for the construction of a bottomdry alston Creek at Scott B ulevard. The structure ure across ewilltbesouhbanncearraho hRfilled embankment approximately 19 feet above the creek bed. The dam will be 71 feet wide at the top and approximately 190 feet wide at the bottom with 4:1 side slopes. RELATIONSHIP TO COMPREHENSIVE PLAN: This project was included as an integral part of the Comprehensive Plan and is specifically recommended under environmental goals and objectives (page 49, B.3). FUTURE YEAR BUDGET IMPACTS: The discharge pipe under the dam will need occasional cleaning. This work will be done by the Pollution Control Division of the Department of Public Works. A slight increase in operating budget (;1,000 plus or minus) will be needed to cover personnel costs, materials, and motor vehicles. The impoundment area upstream from the dam will be planted with a low fertility grass. The area will not be mowed or manicured and will serve as open space. PRIOR COUNCIL ACTION: Continue with this project with the funding being 100 percent HCDA funds. YEAR $ SOURCESOURCE=ING Prior FY81 597,303* FY81 608,400 H.C. FY82 FY83 FY84 FY85 After FY85 Total 608,400 *Prior year cost not included in total. 27 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS , DES MOINES IV61 I — I i SOUTH BRANCH DETENTION STRUCTURE PROJECT DESCRIPTION: This project provides for the construction of a bottomdry alston Creek at Scott B ulevard. The structure ure across ewilltbesouhbanncearraho hRfilled embankment approximately 19 feet above the creek bed. The dam will be 71 feet wide at the top and approximately 190 feet wide at the bottom with 4:1 side slopes. RELATIONSHIP TO COMPREHENSIVE PLAN: This project was included as an integral part of the Comprehensive Plan and is specifically recommended under environmental goals and objectives (page 49, B.3). FUTURE YEAR BUDGET IMPACTS: The discharge pipe under the dam will need occasional cleaning. This work will be done by the Pollution Control Division of the Department of Public Works. A slight increase in operating budget (;1,000 plus or minus) will be needed to cover personnel costs, materials, and motor vehicles. The impoundment area upstream from the dam will be planted with a low fertility grass. The area will not be mowed or manicured and will serve as open space. PRIOR COUNCIL ACTION: Continue with this project with the funding being 100 percent HCDA funds. YEAR $ SOURCESOURCE=ING Prior FY81 597,303* FY81 608,400 H.C. FY82 FY83 FY84 FY85 After FY85 Total 608,400 *Prior year cost not included in total. 27 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS , DES MOINES IV61 BUS STOP SHELTERS PROJECT DESCRIPTION: This project provides for the erection of small neighborhood shelters at ten locations throughout Iowa City. RELATIONSHIP TO COMPREHENSIVE PLAN: This project is consistent with. the Comprehensive Plan transportation goal, objectives and policy of increasing the use of mass transit, maximizing its utilization, and encouraging to the maximum extent possible the use of the mass transit system (page 24, A.4 and B.1; page 26, A.1).' FUTURE YEAR BUDGET IMPACTS: This project encourages transit use, therefore it should reduce overall community energy consumption. This project will increase the operating budget by perhaps $1,000 per year, as shelters will have to be periodically maintained. PRIOR COUNCIL ACTION: Continue with this project as is. YEAR $ SOURCE 0— NG Prior FY81 FY81 24,000 F.A./S.A./O.R. FY82 FY83 FY84 FY85 After FY85 Total 24,000 28 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES CIVIC CENTER HEATING VENTILATION AND AIR CONDITIONING PROJECT DESCRIPTION: This project will complete renovation of the Civic Center air conditioning and heating system as well as modifications to the control systems. RELATIONSHIP TO COMPREHENSIVE PLAN: This project relates to the community facilities objective of the Comprehensive Plan in making necessary improvements to the Civic Center to facilitate government functions (page 35, B.7). FUTURE YEAR BUDGET IMPACTS: It is anticipated that there will be a decrease in the operating budget if this project is approved. PRIOR COUNCIL ACTION: Council is to review the consultant's report and make decisions on the option available. $155,000 in G.R.S. has been allocated for this project. Any additional costs would require a decision on a funding source. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 155,000 G.R.S. FY82 FY83 FY84 FY85 After FY85 Total 155,000 I MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES 141 9 CIVIC CENTER ROOF REPAIR PROJECT DESCRIPTION: This project would repair the roof vicinity of the City Clerk's office. in the RELATIONSHIP the commun tyOfaccilities5 objective OMPEHENIVE PLAN: Psthe s projComprehensivetPlan sof making necessary improvements to the Civic Center to facilitate government functions (page 35, 8.7), i FUTURE YEAR BUDGET IMPACTS: N/A, I I ImoI, r' I^ I i L r• i PRIOR COUNCIL ACTION: Continue this project as is. YEAR $ SOURCE FUNDING Prior FY81 FY81 88,000 O.R. FY82 FY83 FY84 FY85 After FY85 30 MICROFILMED BY JORM MICR+LAE3 CEDAR RAPIDS • DES MOINES I 1 i 1 � CIVIC CENTER ROOF REPAIR PROJECT DESCRIPTION: This project would repair the roof vicinity of the City Clerk's office. in the RELATIONSHIP the commun tyOfaccilities5 objective OMPEHENIVE PLAN: Psthe s projComprehensivetPlan sof making necessary improvements to the Civic Center to facilitate government functions (page 35, 8.7), i FUTURE YEAR BUDGET IMPACTS: N/A, I I ImoI, r' I^ I i L r• i PRIOR COUNCIL ACTION: Continue this project as is. YEAR $ SOURCE FUNDING Prior FY81 FY81 88,000 O.R. FY82 FY83 FY84 FY85 After FY85 30 MICROFILMED BY JORM MICR+LAE3 CEDAR RAPIDS • DES MOINES 0 ,31 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I LOWER RALSTON CREEK CHANNELIZATION AND FACILITY IMPROVEMENT i PROJECT DESCRIPTION: This project provides for the acquisition of property along the west bank of Ralston Creek from Harrison Street to Kirkwood Avenue. It will provide for the relocation of residences and 17 businesses in order to clear properties. It would also provide for the excavation and expansion of the west bank of the creek and the construction of a new railroad bridge at Lafayette Street, and the construction of a new culvert at Benton Street. RELATIONSHIP TO COMPREHENSIVE PLAN: It would implement recommendations found in the Ralston Creek Watershed Management Plan. FUTURE YEAR BUDGET IMPACTS: The creek channel improvements will require periodic maintenance costs which at this point are unknown. Energy consumed in periodic cleanup operations, as are p^esently experienced, will likely be reduced. v PRIOR COUNCIL ACTION:' Continue with this project as is with all 7 funding being provided by the Small Cities Comprehensive Grant from HUD. -� YEAR $ SOURCE OF FUNDING Prior FY81 FY81 775,000 H.C. y FY82 695,000 H.C. FY83 FY84 FY85 After FY85 Total 1,470,000 ,31 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I a ROCKY SHORE BIKEWAY PROJECT DESCRIPTION: This project will provide for the construction of a bikeway on the west side of Rocky Shore Drive to connect Finkbine Bikeway, Normandy Drive and City Park Bikeway. RELATIONSHIP TO COMPREHENSIVE PLAN: 1) It conforms with the bikeways and walkways transportation policy of the Comprehensive Plan; 2) it implements the bikeway segment recommended in the preliminary bikeway plan and proposed Iowa City Bikeways Report 'and Plan. FUTURE YEAR BUDGET IMPACTS: This project will require maintenance as with other park facilities, and it may encourage use of bicycles as alternative transportation. PRIOR COUNCIL ACTION: These projects will be left in the CIP as scheduled with the stipulation that federal funding will be necessary for each project. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 120,000 B.W./H.C./* FY82 FY83 FY84 FY85 After FY85 *Project GREEN Tot al—Tro 796— 32 MICROFILMED BY JORM MICR+LA© CEDAR RAPIDS • DES MOINES I 1 a ROCKY SHORE BIKEWAY PROJECT DESCRIPTION: This project will provide for the construction of a bikeway on the west side of Rocky Shore Drive to connect Finkbine Bikeway, Normandy Drive and City Park Bikeway. RELATIONSHIP TO COMPREHENSIVE PLAN: 1) It conforms with the bikeways and walkways transportation policy of the Comprehensive Plan; 2) it implements the bikeway segment recommended in the preliminary bikeway plan and proposed Iowa City Bikeways Report 'and Plan. FUTURE YEAR BUDGET IMPACTS: This project will require maintenance as with other park facilities, and it may encourage use of bicycles as alternative transportation. PRIOR COUNCIL ACTION: These projects will be left in the CIP as scheduled with the stipulation that federal funding will be necessary for each project. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 120,000 B.W./H.C./* FY82 FY83 FY84 FY85 After FY85 *Project GREEN Tot al—Tro 796— 32 MICROFILMED BY JORM MICR+LA© CEDAR RAPIDS • DES MOINES ria CITY PARK BIKEWAY PROJECT DESCRIPTION: 'this project will provide for the completion of a bikeway in the west part of City Park. RELATIONSHIP TO COMPREHENSIVE PLAN: 1) Conforms with "bikeways and walkways" transportation policy of the Comprehensive Plan; 2) implements bikeway segment recommended in the Preliminary Bikeway Plan and Proposed Iowa City Bikeways Report and Plan. FUTURE YEAR BUDGET IMPACTS: This project will require maintenance costs as with other park facilities, and may encourage use of bicycles as alternative transportation. PRIOR COUNCIL ACTION: These projects will be left in the CIP as scheduled with the stipulation that federal funding will be necessary for each project. YEAR S SOURCE OF FUNDING Prior FY81 FY81 25,000 H.C. FY82 FY83 FY84 FY85 After FY85 Total 25,000 33 MICROFIL14ED BY JORM MICR+LAS CEDAR RAPIDS • DES MOINES IV61 i i f— r i �r LJ s I _ I J i I ria CITY PARK BIKEWAY PROJECT DESCRIPTION: 'this project will provide for the completion of a bikeway in the west part of City Park. RELATIONSHIP TO COMPREHENSIVE PLAN: 1) Conforms with "bikeways and walkways" transportation policy of the Comprehensive Plan; 2) implements bikeway segment recommended in the Preliminary Bikeway Plan and Proposed Iowa City Bikeways Report and Plan. FUTURE YEAR BUDGET IMPACTS: This project will require maintenance costs as with other park facilities, and may encourage use of bicycles as alternative transportation. PRIOR COUNCIL ACTION: These projects will be left in the CIP as scheduled with the stipulation that federal funding will be necessary for each project. YEAR S SOURCE OF FUNDING Prior FY81 FY81 25,000 H.C. FY82 FY83 FY84 FY85 After FY85 Total 25,000 33 MICROFIL14ED BY JORM MICR+LAS CEDAR RAPIDS • DES MOINES IV61 i BIKEWAY/PEDESTRIAN TRAIL PROJECT DESCRIPTION: This project will provide for the construction of a trail from Madison Street north to University of Iowa music school foot bridge, along the east side of the river. RELATIONSHIP TO COMPREHENSIVE PLAN: 1) It conforms with "bikeways and walkways" transportation policy of the Comprehensive Plan; 2) it implements bikeways segment recommended in the Preliminary Bikeway Plan and Proposed Iowa City Bikeway Report*and Plan; 3) it implements the general recommendations for linear trail systems found in the River Corridor Plan. FUTURE YEAR BUDGET IMPACTS: This project will require maintenance as with any other street facility and will impact energy usage by encouraging more bicycle use. *Private donation - University of Iowa. PRIOR COUNCIL ACTION: These projects will be left in the CIP as scheduled with the stipulation that federal funding will be necessary for each project. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 FY83 30,000 B.W./O.R./* FY84 FY85 After FY85 *University of Iowa Total—ya-,70u— 34 MICROFILMED BY JORM MICR�LA6 CEDAR RAPIDS • DES MOINES 9 1 i i i BIKEWAY/PEDESTRIAN TRAIL PROJECT DESCRIPTION: This project will provide for the construction of a trail from Madison Street north to University of Iowa music school foot bridge, along the east side of the river. RELATIONSHIP TO COMPREHENSIVE PLAN: 1) It conforms with "bikeways and walkways" transportation policy of the Comprehensive Plan; 2) it implements bikeways segment recommended in the Preliminary Bikeway Plan and Proposed Iowa City Bikeway Report*and Plan; 3) it implements the general recommendations for linear trail systems found in the River Corridor Plan. FUTURE YEAR BUDGET IMPACTS: This project will require maintenance as with any other street facility and will impact energy usage by encouraging more bicycle use. *Private donation - University of Iowa. PRIOR COUNCIL ACTION: These projects will be left in the CIP as scheduled with the stipulation that federal funding will be necessary for each project. YEAR $ SOURCE OF FUNDING Prior FY81 FY81 FY82 FY83 30,000 B.W./O.R./* FY84 FY85 After FY85 *University of Iowa Total—ya-,70u— 34 MICROFILMED BY JORM MICR�LA6 CEDAR RAPIDS • DES MOINES 9 MICROFILMED BY JORM MICRt�LAB CEDAR RAPIDS • DES MOINES M RIVER CORRIDOR BUFFER & TRAIL SYSTEM PROJECT DESCRIPTION: The project would provide along the Iowa River a continuous trail south of Iowa Avenue. (With bikeway trails on Rocky Shore Drive, City the construction of n I Park Trail, there will be a continuous trail north of and the East River Iowa Avenue). Some funds (approximately 5100,000) for this project may be iFederal Aid Highway Bikeway monies and "BOR" funds. available from r RELATIONSHIP TO COMPREHENSIVE PLAN: N/A. FUTURE YEAR BUDGET IMPACTS: N/A. PRIOR COUNCIL ACTION: Staff is to investigate federal funding for this the possibility of ias project. The project will originally scheduled. be left in the CIP YEAR $ Prior FY81 SOURCE OF FUNDING FY81 _I FY82 42,000 G.O. i - FY83 65,000 G.O./H.C.R.S. FY84 75,000 G.O./H.C.R.S. J FY85 52,000 G.O./H.C.R.S. I After FY85 21,000 * G.O./H.C.R.S. Total i- *Costs after FY85 not included in total. i I— 35 trip MICROFILMED BY JORM MICRt�LAB CEDAR RAPIDS • DES MOINES M SWIMMING POOL PROJECT DESCRIPTION: This project is an indoor swimming pool to be located on the west side existing pools. of the city to geographically balance maintenance costs). (City to pay one-fourth of construction and RELATIONSHIP TO COMPREHENSIVE PLAN: This project is consistent with the stated goals and objectives of the Comprehensive Plan for community facilities (page 35, A, 8.1 and 6.2). FUTURE YEAR BUDGET IMPACTS: If the City only operates the pool in the summer the impact on energy usage will be small. Pool revenues should pay a major portion of the operating expenses. PRIOR COUNCIL ACTION: Continue this project as is with the City's share of the project being one-fourth of the total cost and to be funded by general obligation bonds. YEAR $ SOURCES pp— Prior FY81 FY81 FY82 250,000 FY83 G.O. FY84 FY85 After FY85 Total250— 00p 36 MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES MOINES I, PENDING LIS1 r� _ PROJECT TOTAL PROJECT COST RALSTON CREEK CHANNEL IMPROVEMENTS Description - Construction of two dry -bottom detention ponds on the 2,091,000 north branch and south branch of Ralston Creek will reduce flood flows on the creek. The existing channel must be improved to handle the remaining flows after storage of a major portion of storm water runoff. These channel improvements will improve the carrying capability of the creek so that it can carry the ten year flood in most locations — and the 100 year flood in that section of the creek from Glendale Court to Sheridan Avenue and from the river to Gilbert Street. — Prior Council Action - This project is to be placed on a pending list until the completion of the north and south branch dam. r TRANSIT SERVICE INCREASE/FACILITIES AND COACHES Description - This project is construction of a new transit facility 3,869,400 and purchase of 12 buses to allow 15 minute time periods between buses. This project will allow the citizens of Iowa City to choose the mode of transportation in Iowa City for many years to come. The project proposal would double rush hour J service during peak hours and would provide one-half hour headways, as we now have, during off-peak hoursThis program for foot�bus transdes sua. it facilitypto store 34 buses jof and purchase 12 new coaches. The operating budget of transit would increase by approximately $200,0001300,000 per year. Because adequate Federal funding for this project probably will be delayed at least several years, the City Council may wish to submit this proposal to the vote of the electorate. If approved by the voters, the project could be expedited. Prior Council Action - The City should continue to investigate federal funding. When federal funding is available the project will be included in the year CIP. next five _ TRAFFIC SIGNAL AT IOWA AND GILBERT Description - This signal needs the standard justification for installation 15,000 J of a traffic signal based on the number of pedestrians crossing the street. Pedestrian signals are available on Gilbert Street both one block north and south of this particular intersection. If adequate road use tax funds are available, to signalize, the project should be done. If adequate funds '-' are not available, the project can be deferred or eliminated since other signals _ i I - are available for a safe pedestrian crossing. 37 Inf/ MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES PFNnTNG IT5T PROJECT EQUIPMENT SERVICE BUILDING IMPROVEMENT PROEJCT Description - Development of the equipment service building garage at the Riverside Drive site began over 20 years ago. As the equipment fleet has increased in size, the facility has continued to be used with only minor modification. The City's fleet has increased three times in size while the maintenance facility has remained the same. This project will remedy safety deficiencies, poor working conditions, lack of storage, lack of the physical facilities needed to repair equipment, and lack of warehouse and office facilities. GILBERT STREET RAILROAD CROSSING PROTECTION Description - Installation of flashing light protection for the railroad crossing on Gilbert Street just south of Lafayette Street. ADMINISTRATIVE OFFICE SPACE Description - This project has two alternatives. The first alternative is an addition to the Civic Center and the second alternative is remodeling of the old library. The choice depends upon whether it is impossible to sell the old library. If the library is sold the addition would be added to the Civic Center. If the library does not sell it could be used for expanding office space. TRAINING TOWER FACILITY Description - This project is designed to provide training in all aspects of fire fighting, essentially multi -story and high rise buildings, where the need is greatest. Prior Council Action - Staff is to provide an updated estimate of cost and more details on what options are available in training towers. This project will be placed on a CIP pending list. ANIMAL SHELTER Description - This project provides for construction of a new Animal Shelter facility. If constructed the shelter should meet the minimum standards for such structures and be in conformance with regulations set forth in the State Code. The proposed facility will double the present capacity for holding animals (32 dog runs and 24 cat cages). In addition, the proposed shelter will provide isolation areas for diseased and injured animals. It is recommended that with some earthen filling, the proposed facility could be located near the site of the present shelter. Prior Council Action - Staff is to investigate the possibility of using the old sewer plant buildings or adding an addition to the current animal shelter. This project will be placed on a CIP pending list. W1 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES TOTAL PROJECT COST 1,066,000 40,000 600,000 i 300,000 r 243,500 i �, i PENDING LIST PROJECT OUTDOOR POLICE FIRING RANGE Description - This facility would provide an adequate facility to train Iowa City police officers in the proper and safe use and handling of police arms. The range would be used for police qualification firing and would include target frames; hardware; cement and earthen work; range house; control tower; electrical work; fencing and parking. Land acquisition would also have to be considered unless City property might become available. The Department has the personnel and ability to properly train in this and all aspects of police work but surely needs this facility. Prior Council Action - Staff is to investigate the possibility of a joint project between the City, County, University and Coralville. In addition, the possibility of doing this project in phases over a period of several years, with the possibility of land and labor for the project being donated, should be reviewed by staff. This I project will be placed on a CIP pending list. n J ADDITION TO RECREATION CENTER Description - This project would provide for the design and construction of four racquetball/handball courts, each 20' x 40', as an addition to the Recreation Center. Additional handball courts are the most needed sports facility for Iowa City, as identified by citizen and user surveys, and comments to the staff. The addition can be heated by the existing boilers. The site must be secured from the Rock Island Railroad. Some of the existing parking spaces would be eliminated, and the addition would need to be flood -proofed since it is in the Ralston Creek flood plain. Prior Council Action - Place this project on the CIP pending list until land ownership is settled. SWIMMING POOL - CITY PARK Description - This project would replace the existing pool at City Park with a new outdoor pool. The existing pool is 31 years old, and has been leaking water badly. The normal life of an outdoor pool is 25-30 years. At any time, a major breakdown, such as collapse of return pipe, which is under the center of the pool, or failure of the filter system (which was replaced in 1957) could make it impractical to repair, and re -open the pool. Prior Council Action - Place this project on a CIP pending list. 39 MICROFILMED 0Y JORM MICR�LAO CEDAR 1API05 • OES MOINES TOTAL PROJECT COST 144,500 150,000 750,000 /y6/ PENDING LIST — PROJECT TOTAL PROJECT COST NEW SOUTHWEST PARK Description - This project is needed to provide a new 80,000 neighborhood park and sports field in an area of the City that is rapidly expanding. Because of the nature of the Willow Creek Park, it is preferable to have open field sports activities in another location. MILLER PARK Description - This project would provide a new neighborhood 90,000 park west of Miller Avenue, between Highway #1 and Benton. ^ There is no park in this area to serve residents. This would serve existing residents, and the proposed high density area south of Benton and west of Miller. Some of the proposed park has existing shade, and could become an "instant park". i PRAIRIE OU CHIEN PARK Description - This project would provide a new neighborhood 70,000 park in northeast Iowa City, east of Caroline Court, 1� blocks east of Prairie du Chien. There is no park in this area to srve wildlife residents. T�mostly ldlifehabitat. An excelle excellent wooded retraia trail could be developed here. A small area of the park should be developed as a playground, and the balance preserved for its ecological j significance. SCOTT PARK Description - This project is needed to provide a new 100,000 neighborhood park approximately 5/8 mile east of Mercer Park. The park is located west of Scott Boulevard, and approximately 1,100 ft. north of the railroad tracks. The area between the park and railroad tracks is a proposed storm water detention area for Village Green South. There is no park in the immediate area, the closest being Mercer Park, which is over used. The area would serve as a neighborhood park and sports field. _ FOSTER ROAD PARK Description - This project is needed to provide a new 80,000 neighborhood park north of the proposed Foster Road extension, and south of I-80, west of Prairie du Chien. There is no neighborhood park in the area at present. The park contains some existing shade and is well suited for a neighborhood park — containing open play fields. 40 MICROFI LMEO aY JORM MIC R(�LAB CEDAR RAPIDS • DES MOINES i n J i V r n u INDEX 41 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES y6/ 1 PAGE Administrative Office Space 38 Animal Shelter 38 Benton/Riverside Intersection 17 Bikeway/Pedestrian Trail 34 Burlington Street Bridge 16 Bus Stop Shelters 28 CBD Alley Project 21 Camp Cardinal Road Bridge 14 City Park Bikeway 33 City Share Extra -Width Paving 26 Civic Center Air Conditioning 29 Civic Center Roof Repair 30 Dubuque & Church Signalization 22 East Side Water Storage Tank 24 Equipment Service Building 38 Foster Road Park 40 Gilbert Street RR Crossing 38 Iowa Avenue Bridge 15 Linn Street Improvements 20 Lower Ralston Creek Channelization 31 Melrose Avenue Traffic Improvement 18 Miller Park 40 North Branch Detention Structure 13 Outdoor Police Firing Range 39 Prairie DuChien Park 40 Ralston Creek Channel Improvement 37 Recreation Center Addition 39 River Corridor Buffer & Trail System 35 Rocky Shore Bikeway 32 Scott Boulevard -Phase II 19 Scott Park 40 South Branch Detention Structure 27 Southwest Park 40 Swimming Pool -City Park 39 Swimming Pool-City/School 36 Traffic Signal, Iowa/Gilbert 37 Training Tower Facility 38 Transit Service 37 Wastewater Treatment Facility Improvement 25 Water Plant Solids Disposal 23 41 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES y6/ 1 yo WA ���arrr/iirrir/ rI ' The Honorable John R. Balmer Mayor of Iowa City Civic Center 410 E. Washington Street Iowa City, IA 52240 Dear Mayor Balmer: 0`� _ T"r-llyyl_D JUI 1 I,; X93() SIAII CAP1101 Illi M11101'i, IIIWA yLl Ol July 24, 1980 360 Johnson Co. Art. 518 In reply to your June 23 letter regarding the delayed construction on Arterial 518, please be advised that this "rumor" is evidently based on information shown in a preliminary draft of the 1982-1986 Program prepared by staff. The only action our Commissioners have taken on this preliminary draft has been to authorize staff discussion at public meetings held in cooperation with the Citizen Advisory Councils. It is not an approved program nor has it been reviewed by the Commission. We too entered our agreement in good faith. We too believed that the Department of Transportation could comply with all agreements and under- standings concerning this construction. As Mr. Rigler noted in his reply, we are in a financial crisis, and continuing curtailments by the federal government have further complicated the crisis. Arterial 518 is in the only presently approved program (released December, 1919). As the—Commission proceeds through the programming process, many things will receive attention based on our financial capability, and you can be assured that existing agreements will not be shunted aside. Historically, the Commission has taken all realistic steps to live up to agreements entered in good faith, even at the sacrifice of other more needed projects. We can appreciate your concerns, Mayor, and they certainly will be addressed as the future program is developed. Very truly yours, ,Raymond L. Y,as.sel Director RLK/jas cc: Robert R. Rigler, Chairman Iowa DOT Commission COMMISSIONEIS JULES M. BUSKER BARBARA DUNN C AGGER FAIR pONALO K,OARONER SIP., Coy Du Mwes Dxrnnp.,n C.O., R,pld, WILLIAM F. MCOAATN ROBERT RIGLEA MAP,,, NAW N,mPlnll MICROFILMED BY DORM MICR+LAB CEDAR RAPIDS A DES MOINES IIOUf,T N VANIT JIM 111Aig a nh The Honorable John Balmer Page 2 ' July 24, 1980 cc: John R. Hughes, President Hills Bank & Trust Co. Hills, Iowa C. I. MacGillivray, Director Planning & Research Division Iowa DOT D. E. McLean, Director Highway Division Iowa DOT MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES