HomeMy WebLinkAbout2024-06-18 ResolutionItem Number: 5.c.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution to Issue Cigarette Permit Renewals (see attached list of 2025 Cigarette Renewals)
Attachments: Resolution
Prepared by: City Clerk's Office, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5043
Resolution Number: 24-158
Resolution to Issue Cigarette Permit Renewals
Whereas, the following firms and persons have made an application to renew their permit
and paid the taxes required by law for the sale of cigarettes, tobacco, nicotine and vapor
products.
Now, Therefore, be it Resolved by The City Council of Iowa City, Iowa, That: the
renewal applications be granted and the City Clerk is hereby directed to issue a permit to
the following named persons and firms to sell cigarettes, tobacco, nicotine and vapor
products:
See attached list of 2025 Cigarette Renewals.
Passed and approved this 18th day of June , 2024
l�
or
Approved by
Attest:
ity Clerk dity At orney's Office
It was moved by Harmsen and seconded by Moe
Resolution be adopted, and upon roll call there were:
Ayes: Nays:
Absent:
X
Alter
X
Bergus
X
Dunn
X
Harmsen
X
Moe
X
Salih
X
Teague
the
6,c,
Business Name
CITY LIQUOR
CROWN LIQUOR & SMOKE
DOLLAR GENERAL STORE #8137
ESSENTIALS VAPE AND SMOKE SHOP
EVERGREEN SMOKE SHOP
GOPUFF
HAWKEYE LIQUOR & TOBACCO
HAWKEYE SMOKE AND LIQUOR
LIQUOR DOWNTOWN
ND EXPRESS, INC.
SHAG
THE CROWN LIQUOR
URBAN FUEL LLC
Physical Address
425 GILBERT ST.
19 HWY 1 W.
41 HIGHWAY 1 W
568 HIGHWAY 1 W.
1661 S. FIRST AVE.
1907 STEVENS DR.
601 HOLLYWOOD BLVD STE 1
108 E. COLLEGE ST.
315 S. GILBERT ST.
2790 N DODGE ST.
465 HWY 1 W.
324 E. WASHINGTON ST.
2580 MOSS RIDGE RD.
Item Number: 6.a.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution authorizing the procurement of one (1) new aerial bucket truck.
Prepared By: Dan Striegel, Equipment Superintendent
Reviewed By: Ron Knoche, Director of Public Works
Geoff Fruin, City Manager
Fiscal Impact: $205,868.00; funds are available in account 81710520
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Altec Quote - 1607194 - LR8-58RM
Altec - Sourcewell Quote - 1607194 - LR8-58RM
Altec Contract - RFP #110421
Altec Contract - RFP #110421 -Summary
Resolution
Executive Summary:
At the June 18, 2024 City Council meeting, consideration will be given to a resolution
authorizing the procurement of one (1) new Altec aerial bucket truck for Forestry Operations.
Truck purchase includes an Altec LR8-58RM aerial body package mounted on a 2025
Freightliner M2106 Plus chassis.
Sourcewell Cooperative contract 110421 -ALT will be utilized for the procurement of the truck
from Altec Industries, Inc. Total purchase price with contract discount is $205,868.00 as per
Altec/Sourcewell quote #1607194-1 dated June 5, 2024.
Funding for this purchase is available in account 81710520.
Background /Analysis:
The Forestry Division has two aerial bucket trucks in the fleet used for tree trimming and
removal operations. This new truck will be replacing current bucket truck #491, which is a
2005 model year truck that has exceeded its life expectancy and is scheduled for
replacement. The current truck will be sold when the new truck is placed in service.
Estimated delivery lead time is 16-18 weeks after receiving the chassis.
June 5, 2024
Our 95th Year
Ship To:
CITY OF IOWA CITY
EQUIPMENT DIVISION
1200 S RIVERSIDE DR
IOWA CITY, IA 52246
US
Attn: DAN STRIEGEL
Phone:
Email: dan-striegel@iowa-city.org
Altec Quotation Number:
Account Manager:
Technical Sales Rep:
Item
Quote Number:
Altec, Inc.
Bill To:
CITY OF IOWA CITY
EQUIPMENT DIVISION
1200 S RIVERSIDE DR
IOWA CITY, IA 52246
United States
1607194-1
Kolby O'Brien
Abbott Tobin Gaddy
1607194-1
Description (Qty
Unit
1. ALTEC Model LR8-58RM Articulating Overcenter Aerial Device with an insulating lower
boom, insulating upper boom and the Altec ISO -Grip insulating system at the boom tip.
For installation over the rear axle and to include the following features:
A. Ground to Bottom of Platform Height: 57.6 feet (17.6 meters).
B. Working Height: 62.6 feet (19.1 meters).
C. Maximum reach to edge of platform with Upper Boom Non- overcenter (working
position): 42.8 feet (13.0 meters) at platform height of 27.9 feet (8.5 meters).
D. Maximum reach to edge of platform with Upper Boom Overcenter: 46.4 feet (14.2
meters) at platform height of 9.1 feet (2.8 meters).
E. Continuous Rotation.
F. Lower Boom: Articulation is from 0 to 125 degrees. Insulator provides 15 inches of
isolation in the lower boom.
G. Insulating Upper Boom: Articulation is from 0 to 270 degrees. The round filament
wound fiberglass section provides a minimum of 17 feet (5.18 meters) of isolation.
H. Chain and Rod Leveling: Platform automatically maintains level during boom
articulation by means of a high strength chain and fiberglass rods in the booms to
maintain dielectric integrity. Lifetime system requires no major preventative
maintenance. Platform level adjustment is easily accessible from external location
on lower pivot.
I. Altec Patented walking link system features uniform speed, smooth and continuous
articulation and low maintenance operation.
J. Maintenance Free Elbow: nitrided to prevent rust, increase hardness and
eliminates the need for grease at the elbow.
K. Side -by -Side Boom Stow offers low travel height and easy platform access.
L. The INSULATING UPPER CONTROL SYSTEM includes a single handle controller
incorporating high electrical resistance components that are dielectrically tested to
40 kV AC with no more than 400 microamperes of leakage. The control handle is
green in color to differentiate it from other non -tested controllers.
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Price
Page 1 of 11
Item Description
Quote Number: 1607194-1
Altec, Inc.
Qtv Price
M. The INSULATING SECONDARY CONTROL SYSTEM includes control handles
incorporating high electrical resistance components that are dielectrically tested to
40 kV AC with no more than 400 microamperes of leakage. These control handles
are green in color to differentiate it from other non -tested controllers.
N. Platform capacity: 400 lbs. (181 kilograms) standard.
O. Small Boom Tip Profile.
P. Hydraulic system: Open center (full pressure), maximum flow of 6.0 to 6.5 gpm
(22.7 to 24.6 Ipm), maximum operating pressure of 3,000 psi.
Q. Diagnostic pressure test port is located at the lower control station to allow a
technician to quickly and easily attach a test gauge to verify system and tool circuit
pressure.
R. Unit is painted with a powder coat paint process which provides a finish -painted
surface that is highly resistant to chipping, scratching, abrasion and corrosion.
Paint is electrostatically applied to the inside as well as outside of fabricated parts
then high temperature cured prior to assembly ensuring maximum coverage and
protection.
S. Unit meets or exceeds ANSI 92.2 standards.
2. Manual Upper Boom Stow Securing System with support cradle and tie down strap.
3. Pedestal
4. Single, One (1) Man, Fiberglass Platform; fixed side mounted. 24 x 24 x 39 inches.
Altec Patented ISO -Grip Insulating, Proportional Speed, Upper Control Handle - with
safety interlock and interlock guard. Located on the side of the platform nearest the upper
boom, mounted on the shaft. Forward/back operates lower boom down/up, tiller operates
rotation CW/CCW, and up/down operates upper boom up/down.
5. One (1) Platform Step - located on the side of the platform nearest the elbow in the stowed
position
6. Platform Cover - Soft vinyl 24 x 24 inch (610 x 610 mm)
7. Platform Liner, 24 x 24 x 39 inches (610 x 610 x 991 mm), 70 kV Rating
8. Hydraulic Tool Circuit at Platform: Two (2) sets of tool couplers for open center tools, one
(1) set located on each side of the platform.
9. Tool Circuit System Relief Pressure to be set to 2250 PSI
10. Secondary Stowage System: 12 VDC powered motor and pump assembly for temporary
operation of the unit in a situation wherein the primary hydraulic source fails. Electric motor
is powered by the chassis battery. Control is operated with an air plunger at the platform
and a momentary switch located at the lower controls and the outrigger controls. This
feature allows the operator to completely stow the booms, platform, and outriggers.
11. Slip Ring: Required for engine start/stop, secondary stowage system, and throttle control
options
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Page 2 of 11
Quote Number: 1607194-1
Altec, Inc.
Item Description Qtv
12. Primary A -Frame Outriggers with 5 -degree swivel shoe. For installation on a 36 to 40 inch 1
chassis frame height.
A. Maximum Spread: 140 inches to the outer edge of shoes
B. Ground Penetration: 7 to 11 inches depending on chassis frame height
C. Outrigger/Unit Selector Valve: reduces the potential for inadvertent outrigger
movement during machine operation if outrigger controls are bumped
D. Outrigger Control Valves: located on the outrigger legs
E. Outrigger Interlocks: will not allow the unit to be operated until the outriggers have
been at least partially deployed
F. Outrigger Motion Alarms
13. Auxiliary A -Frame Outriggers with 5 -degree swivel shoe. For installation on a 36 to 40 1
inch chassis frame height.
A. Maximum Spread: 140 inches to the outer edge of shoes
B. Ground Penetration: 7 to 11 inches depending on chassis frame height
C. Outrigger Interlocks: will not allow the unit to be operated until the outriggers have
been at least partially deployed
D. Outrigger Motion Alarms
14. Hydraulic Outrigger Control Valves 1
15. Insulating Aerial Device, ANSI Category C, 46kV and Below 1
16. Altec Unit Powder Painted White 1
Unit & Hydraulic Acc.
17. Subbase 1
16. Hydraulic Reservoir, 30 Gallon, Rectangular 1
19. Sight Gauge for Hydraulic Reservoir, Reservoir Mounted 1
20. Hydraulic Oil HVI-22 with Dye (Standard) 35
21. Standard Pump For PTO 1
22. Hot shift PTO for automatic transmission 1
23. Standard Altec PTO/Machine Functionality: PTO won't engage until parking brake is 1
set. -Once parking (holding) brake is set, PTO and machine functions are enabled. -If
parking (holding) brake is disengaged, both PTO and machine functions are disabled.
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Price
Page 3 of 11
Item
Description
Quote Number: 1607194-1
Altec, Inc.
Qtv Price
24. Standard PTO/Transmission Functionality for Automatic Transmissions -If chassis is in
gear, and PTO switch is activated, PTO will not engage. Chassis will remain in gear. Once
the chassis is shifted back into gear the PTO will disengage. For some truck configurations
the PTO switch must be turned off to allow the transmission to shift into gear.
Body
25. 101 inch Flatbed, suitable for installing on any 4x2 chassis with an approximate clear CA
dimension of 87-88 inches, built to the following specifications:
A. Basic flatbed fabricated from hot rolled steel.
B. Steel treated for improved primer bond and rust resistance.
C. Primer applied to exterior of flatbed.
D. Automotive undersea] applied to entire underside of flatbed.
E. Flatbed finish paint color - Jet Black.
F. All steel flatbed, 101 inches long x 96 inches wide.
G. Floor made from 10 gauge galvanneal.
H. Frame built with 4 inch high structural channel.
I. 3 inch high retaining rail installed around perimeter of flatbed.
J. 3 inch high pivot rail installed at sides and rear of flatbed.
K. Light channels installed at curbside and streetside rear.
L. LED FMVSS lights and rear strobes.
M. 25 inch high u -shaped grab handle installed at rear of flatbed.
N. Toe step installed at curbside rear.
O. Platform rest assembly installed at curbside rear.
P. Mounting provisions for E -Z step provided at the rear of flatbed.
Q. Compartment top access step installed front of curbside.
26. Altec T-40 Thru Box tool compartment 40 inches wide x 50 inches high x 96 inches long
(1016 x 1270 x 2438 mm) with 26.5 inch (673 mm) deep curb- and streetside
compartments with the following compartmentation:
A. Curbside: Single, vented compartment with two (2) vertical barn -style doors. Left
side has two (2) fixed shelves. Right side has three (3) unequal transverse
compartments open to streetside. Compartment bottom has 0.125 inch (3.175 mm)
rubber liner.
B. Streetside: Single compartment with two (2) vertical barn -style doors. Left side has
three(3) unequal transverse compartments open to curbside. Top center has two
(2) fixed shelves. Top right has three (3) swivel rope hooks (0-0-3). Compartment
bottom has .125 inch (3.175 mm) rubber.
C. Center compartment: Top -opening compartment with Flat Plate -lined lid.
Punched -metal face. Interior of compartment total volume of up to 40"W x 30"D x
29"H W/O floor.
D. Standard features: Bolt -on door locks. Gas shock door holders. Door locks are
three-point t -handle latches with lock cylinders. Finish paint interior compartments
the same as exterior. Front master locking handle. Integrated locking system
installed.
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Page 4 of 11
Quote Number: 1607194-1
Altec, Inc.
Item Description Qtv
E. Automotive undercoating applied to entire underside of body.
F. Painted White
Bodv and Chassis Accessories
27.
Cab Guard, 140" L, 12 GA Sheet Metal With Non -Skid Surface And Expanded Metal 1
Section At Front, Black Gator Hyde Coating
A. Cab Guard Mounting Kit
B. Front Supports For Cab Guard
28.
Underride Protection Bumper Installed At Rear 1
29.
Rigid Style Pintle Hitch (30,000 LB MGTW with 6,000 LB MVL), 4 -Bolt Face Mount, 1
Buyers PH 15 (T-60 Style) (Forestry Applications)
30.
Set Of D -Rings for Trailer Safety Chain, installed one each side of towing device mount. 1
31.
Cab Guard Access Stirrup Step(s) With Grab Handle(s) At Curbside Rear Of Cab Guard 1
32.
Compartment Top Access Step from Body Floor 1
33.
Retractable Ladder Step, Two Rungs, Textured Flat Black, Installed at Rear 1
34.
Platform Access Ladder from Flatbed with Grab Handle 1
35.
Platform Rest, Rigid with Rubber Tube 1
36.
No Automatic Lower Boom Stow Securing System 1
37.
Lower Boom Rest Weldment 1
38.
Wood Outrigger Pad, 19.5' x 19.5' x 1.88", With Fluorescent Orange Steel Band Around 4
The Outer Edges And Chain Handle
39.
Outrigger Pad Holder, 20" L x 20" W x 3.5 H, Fits 19.5' x 19.5' x 2.25' And Smaller Pads, 4
Bolt -On, Bottom Washout Holes, 3/4" Lip Retainer
40.
Mud Flaps With Altec Logo (Pair) 1
41.
Wheel Chocks, Rubber, 9.75' L x 7.75' W x 5.00" H, with 4" L Metal Hairpin Style Handle 1
(Pair)
42.
Wheel Chock Holders (Pair), For Installation Under Flatbed Or Dump Body 1
Price
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UTILITY EQUIPMENT AND BODIES SINCE 1929
Item Description
43. Grab Handle Installed on Top of Curbside Rear Through Box Compartment
44. U -Shaped Grab Handle
45. Small Grab Handle Installed At Rear
Quote Number: 1607194-1
Altec, Inc.
Qtv Price
2
1
1
46. Slope Indicator Assembly (Pair) For Machine With Outriggers
47. Cone Holder, Horizontal Style with Vertical Pivot (Un -folds Upwards), For Mounting On
Front Bumper (Holds up to four 15'x15' large cones)
48. Safety Harness & 4.5 FT Lanyard (Medium To X -large)
49. Driveaway Safety Kit
50. Vinyl manual pouch for storage of all operator and parts manuals
Electrical Accessories
51. Lights and reflectors in accordance with FMVSS #108 lighting package. (Complete LED,
including LED reverse lights)
52. 4 -Corner Strobe Lighting, Amber LED,Two (2) Round Lights in Front Corners of Cab
Guard and Two (2) Round Lights at Rear
53. Strobe Lights Wired Battery Hot
54. Dual Tone Back -Up With Outrigger Motion Alarm
55. PTO Hour Meter, Digital, with 10,000 Hour Display
56. 6 -Way Trailer Receptacle (Pin Type) Installed At Rear
57. Electric Trailer Brake Controller (Tekonsha Voyager #9030)
58. Altec Modular Panel System (AMPS) - Includes Mounting Panel and Accessory Switches
59. Install secondary stowage system.
60. Install Outrigger Interlock System
61. Heavy Duty Secondary Stowage Pump
62. No Upper Boom Out of Stow Indicator
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Page 6 of 11
v4m
Quote Number: 1607194-1
Altec, Inc.
Item Description Qtv
63. No Lower Boom Out of Stow Indicator 1
64. PTO Indicator Light Installed In Cab 1
Finishing Details
65.
Powder Coat Unit Altec White 1
66.
Finish Paint Body Accessories Above Body Floor Altec White 1
67.
Altec Standard; Components mounted below frame rail shall be coated black by Altec. i.e. 1
step bumpers, steps, frame extension, pintle hook mount, dock bumper mounts, D -rings,
receiver tubes, accessory mounts, light brackets, under -ride protection, etc. Components
mounted to under side of body shall be coated black by Altec. i.e. Wheel chock holders,
mud flap brackets, pad carriers, boxes, lighting brackets, steps, and ladders.
68.
Vehicle Height Placard, Installed In Cab 1
69.
Apply Non -Skid Coating to all walking surfaces 1
70.
English Safety And Instructional Decals 1
71.
Placard, HVI-22 Hydraulic Oil 1
72.
Dielectric test unit according to ANSI requirements. 1
73.
Stability test unit according to ANSI requirements. 1
74.
Focus Factory Build 1
75.
Delivery Of Completed Unit 1
76.
Inbound Freight 1
77.
As Built Electrical And Hydraulic Schematics To Be Included In The Manual Pouch 1
78.
Stock Unit 1
79.
Stock Unit Sold To Customer 1
Chassis
Price
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UTILITY EQUIPMENT AND BODIES SINCE 1929
UM
Quote Number: 1607194-1
Altec, Inc.
Item
Description
Qt(
80.
Altec Supplied Chassis
1
81.
2025 Model Year
1
82.
Freightliner M2-106
1
83.
4x2
1
84.
Chassis Cab
1
85.
Regular Cab
1
86.
Chassis Color- White
1
87.
AM/FM Radio
1
88.
Air Conditioning
1
89.
87 Clear CA (Round To Next Whole Number)
1
90.
GVWR 33,000 LBS
1
91.
13,220 LBS Front GAWR
1
92.
21,000 LBS Rear GAWR
1
93.
Cummins B6.7
1
94.
240 HP Engine Rating
1
95.
Allison 3500 RDS Automatic Transmission
1
96.
204-215 Freightliner 50 Gallon Fuel Tank (Left Hand Under Cab)
1
97.
016-1C3 - Freightliner Horizontal Exhaust (Right -Horizontal -Under Cab -Horizontal)
1
98.
No Idle Engine Shut -Down Required
1
99.
Air Brakes
1
100.
Park Brake In Rear Wheels
1
101.
Freightliner - Pre -Wire Chassis with No Cab Backwall Pass-Thru (33U-011)
1
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Price
Page 8 of 11
Item Description
Additional Pricing
Quote Number: 1607194-1
Altec, Inc.
Qtv Price
102. Standard Altec Warranty: One (1) year parts warranty, one (1) year labor warranty, ninety
(90) days warranty for travel charges, limited lifetime structural warranty
Unit / Body / Chassis Total
FET Total
Total
Altec Industries, Inc.
An
Abbott Tobin Gaddy
Notes
205,868.00
0.00
205,868.00
1 Altec will make every effort to honor this quotation, subject to the following provisions. Prices for equipment
with production start dates 12 months and beyond are budgetary only due to irregular cost inflation and
market volatility. These prices will be reviewed based on market conditions and confirmed closer to the
production date.
For a quoted chassis model year beyond the current open order bank, chassis model year, specifications and
price should be considered estimates only and subject to change. Chassis model year, specifications and
price will be reviewed and confirmed when specific model year information becomes available from the OEM.
Estimated Delivery: 4-6 months after receipt of order PROVIDING:
A. Customer supplied chassis (if applicable) is received a minimum of sixty (60) days before scheduled
delivery.
B. Customer approval drawings are returned by requested date.
C. Customer supplied accessories are received by date necessary for compliance with scheduled delivery.
D. Customer expectations are accurately captured prior to major components being ordered (body, chassis)
and line set date. Unexpected additions or changes made after this time or at a customer inspection will delay
the delivery of the vehicle.
Estimated Delivery is based on information at time of quote and is subject to change.
Altec reserves the right to change suppliers in order to meet customer delivery requirements, unless
specifically identified, by the customer, during the quote and or ordering process.
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Page 9 of 11
10
11
12
13
Quote Number: 1607194-1
Altec, Inc.
This quotation is valid until JUN 07,2024. After this date, please contact Altec Industries, Inc. for a possible
extension.
F.O.B. - Customer Site
Interest charge of 1l2% per month to be added for late payment.
FINANCING AVAILABLE: Please contact Altec Capital at (888) 408-8148 or email finance@altec.com for
more information.
Price does not reflect any local, state or Federal Excise Taxes (F.E.T). The quote also does not reflect any
local title or licensing fees. All appropriate taxes will be added to the final price in accordance with regulations
in effect at time of invoicing.
Changes made to this order may affect whether or not this vehicle is subject to F.E.T. A review will be made
at the time of invoicing and any applicable F.E.T. will be added to the invoice amount.
Any payment made by a credit card may be subject to a surcharge fee.
Altec Standard Warranty:
One (1) year parts warranty.
One (1) year labor warranty.
Ninety (90) days warranty for travel charges.
Warranty on structural integrity of the following major components is to be warranted for so long as the initial
purchaser owns the product: Booms, boom articulation links, hydraulic cylinder structures, outrigger
weldments, pedestals, subbases and turntables.
Altec is to supply a self-directed, computer based training (CBT) program. This program will provide basic
instruction in the safe operation of this aerial device. This program will also include and explain ANSI and
OSHA requirements related to the proper use and operation of this unit.
Altec offers its standard limited warranty with the Altec supplied components which make up the Altec Unit
and its installation, but expressly disclaims any and all warranties, liabilities, and responsibilities, including
any implied warranties of fitness for a particular purpose and merchantability, for any customer supplied parts
Altec designs and manufactures to applicable Federal Motor Vehicle Safety and DOT standards
Altec Extended Warranty Option:
An Altec Extended Warranty is an extension of Altec's Limited Warranty and protects you from the repair cost
associated with defects of materials and workmanship after the standard Limited Warranty expires.
Altec offers many types of coverages and coverage packages. Ask your Altec account manager for details.
Quotes are available upon request.
After the initial warranty period, Altec Industries, Inc. offers mobile service units, in -shop service and same
day parts shipments on most parts from service locations nationwide at an additional competitive labor and
parts rate. Call 877-GO-ALTEC for all of your Parts and Service needs.
Trade-in offer is conditional upon equipment being maintained to DOT (Department of Transportation)
operating and safety standards and remaining in compliance of DOT until arrival at an Altec Facility. This will
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Page 10 of 11
Quote Number: 1607194-1
Altec, Inc.
include, but is not limited to engine, tires, lights, brakes, glass, etc. All equipment, i.e., jibs, winches, pintle
hooks, trailer connectors, etc., are to remain with unit unless otherwise agreed upon in writing by both parties.
ALTEC Industries reserves the right to re -negotiate its trade-in offer if these conditions are not met.
All reasonable and necessary expenses required of ALTEC Industries to execute transportation of the
trade-in will be invoiced to the customer for payment if these conditions are not met to maintain DOT
standards.
Customer may exercise the option to rescind this agreement in writing within sixty (60) days after receipt of
purchase order. After that time ALTEC Industries will expect receipt of trade-in vehicle upon delivery of new
equipment as part of the terms of the purchase order unless other arrangements have been made.
14 The final fully loaded weight of the truck and structural ratings of the hitch assembly may reduce the towing
capacity and the vertical load capacity of the finished truck. These capacities may not match the ratings of the
chassis or hitch.
15 Altec takes pride in offering solutions that provide a safer work environment for our customers. In an effort to
focus on safety, we would encourage you to consider the following items:
Outrigger pads (When Applicable)
Fall Protection System
Fire extinguisher/DOT kit
Platform Liner (When Applicable)
Altec Sentry Training
Wheel Chocks
The aforementioned equipment can be offered in our new equipment quotations. If you find that any of these
items have not been listed as priced options with an item number in the body of your quotation and are
required by your company, we would encourage you to contact your Altec Account Manager and have an
updated quote version sent to you. These options must be listed with an item number in the quotation for
them to be supplied by Altec.
16 Altec values your data privacy. The Altec Family of Companies (including Altec, Inc., and it's subsidiaries)
may collect telematics data from the equipment you own. Please review Altec's Equipment Data Privacy
Notice on www.aftec.com for more information. By purchasing equipment from Altec, you consent to Altec's
right to collect and use such data.
17 RECOMMENDED OPTIONS AND ACCESSORIES: These options are not included in the quote total price.
Selected options will change the quote total. Any options added after initial order will be re -quoted.
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Page 11 of 11
Quoted for: City of Iowa City
Customer Contact:
Phone: / Email:
Phone: / Email:
Altec Account Manager: Kolby O'Brien
Quote Number: 1607194
,dunity Number: 24105490
Sourcewell
REFERENCE ALTEC MODEL Price
LRB56RM I Overcenter Articulatino Aerial Device Insulated $222 368
A. SOURCEWELL OPTIONS ON CONTRACT Unit
11 LR856RM-US58 58' Boom Height LR858-RM $8,018
2
31 1
4
(Al.) SOURCEWELL OPTIONS ON CONTRACT (General)
SOURCEWELL OPTIONS TOTAL: 1 $230,386
(B.) OPEN MARKET ITEMS (Customer Requested)
1
UNIT
$0
2
UNIT & HYDRAULIC ACC
$0
3
BODY
$0
4
BODY & CHASSIS ACC
$0
5
ELECTRICAL
$0
6
FINISHING
$0
7
CHASSIS 2025 M2-106 33k Chassis with Air Brakes
-$1,594
8
OTHER Altec Model Year Price Adjustment
OPEN MARKET OPTIONS TOTAL:
-$26,946
-$28,540
SUB -TOTAL FOR UNIT/BODY/CHASSIS: $201,846.00
Delivery to Customer: $4,022.00
Extended Warranty:
FET:
CA Doc/AdmiNTire Fees:
Estimated Taxes L_%):
TOTAL FOR UNIT/BODY/CHASSIS: $205,868.00
"Pricing valid for 45 days`"
NOTES
PRICING: Altec will make every effort to honor this quotation, subject to the following provisions. Prices for equipment with production
start dates 12 months and beyond are budgetary only due to irregular cost inflation and market volatility. These prices will be reviewed
based on market conditions and confirmed closer to the production date. Quotes and orders with chassis model year beyond the current
open order bank, should be considered estimates only. Altec's tum -key pricing is subject to change in accordance with chassis pricing
received from the OEM. Chassis model year, specifications and price will be reviewed and confirmed when specific model year
information becomes available from the OEM and that chassis price difference will be passed through to the Customer.
PAINT COLOR: White to match chassis, unless otherwise specified
WARRANTY: Standard Altec Warranty for Aerials and Derricks - One (1) year parts warranty One (1) year labor warranty Ninety (90)
TO ORDER: To order, please contact the Altec Account Manager listed above.
CHASSIS: Per Altec Commercial Standard
DELIVERY: No later than 4-6 months ARO, FOB Customer Location
TERMS: Net 30 days
BEST VALUE: Alum boasts the following "Best Value" features: Altec ISO Grip Controls for Extra Protection, Only Lifetime Warranty on
Structural Components in Industry, Largest Service Network in Industry (Domestic and Overseas), Altec SENTRY Web/CD Based
Training, Dedicated/Direct Gov't Sales Manager, In -Service Training with Every Order.
TRADE-IN: Please ask your Altec Account Manager for more information
BUILD LOCATION: Creedmoor
1607194 - City of Iowa City - LR8-58RM - Sourcewell 110421 -ALT Quote Template - 4-12-24 - Model Year 2027 (2)
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Sourcewell 1 -
Solicitation Number: RFP #110421
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Altec Industries, Inc., 210 Inverness Center Drive, Birmingham, AL
35242 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Public Utility Equipment with Related Accessories and
Supplies from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires December 27, 2025, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
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Supplier's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
Except as expressly agreed in the participating addendum or transaction document with the
participating entity, all Equipment and Products provided under this Contract must be new and
the current model. Supplier may offer close-out or refurbished Equipment or Products if they
are clearly indicated in Supplier's product and pricing list. Unless agreed to by the Participating
Entities in advance, Equipment or Products must be delivered as operational to the
Participating Entity's site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all new Equipment, Products, and Services furnished
(which does not include equipment or products that are solely financed) are free from liens and
encumbrances, and are free from defects in design, materials, and workmanship. In addition,
Supplier warrants the Equipment, Products, and Services are suitable for and will perform in
accordance with the ordinary use for which they are intended. Supplier's dealers and
distributors must agree to assist the Participating Entity in reaching a resolution in any dispute
over warranty terms with the manufacturer. Any manufacturer's warranty that extends
beyond the expiration of the Supplier's warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier's authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier's responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier's Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity's requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
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A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax -
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At anytime during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line -item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
• Identify the applicable Sourcewell contract number;
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• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
• Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an
amendment to this Contract and will be incorporated by reference.
S. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity's
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity's use of this Contract is at the Participating Entity's sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier's employees maybe required to perform work at government-
owned facilities, including schools. Supplier's employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
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subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
Supplier's acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry -specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum; the terms of which will be negotiated directly between the
Participating Entity and the Supplier. Any negotiated additional terms and conditions for the
direct purchase of new equipment or products must never be less favorable to the Participating
Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity's requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity's order will be determined by the Participating Entity making the purchase.
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7. CUSTOMERSERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
• Maintenance and management of this Contract;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, supply issues, customer
issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
• Participating Entity Name (e.g., City of Staples Highway Department);
• Participating Entity Physical Street Address;
• Participating Entity City;
• Participating Entity State/Province;
• Participating Entity Zip/Postal Code;
• Participating Entity Contact Name;
• Participating Entity Contact Email Address;
• Participating Entity Contact Telephone Number;
• Sourcewell Assigned Entity/Participating Entity Number;
• Item Purchased Description;
• Item Purchased Price;
• Sourcewell Administrative Fee Applied; and
• Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
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Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier's name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above "Attn: Accounts Receivable" or remitted electronically to
Sourcewell's banking institution per Sourcewell's Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract's expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier's Authorized Representative is the person named in the Supplier's Proposal. If
Supplier's Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
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C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party.For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master -servant, or principal -agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any claims or causes of action, including
attorneys' fees incurred by Sourcewell or its Participating Entities, arising out of any negligent
act or omission or willful misconduct in the performance of this Contract by the Supplier or its
agents or employees; this indemnification includes injury or death to person(s) or property
alleged to have been caused by some defect in the Equipment, Products, or Services under this
Contract to the extent the Equipment, Product, or Service has been used according to its
specifications. Sourcewell's responsibility will be governed by the State of Minnesota's Tort
Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty -free, worldwide, non-exclusive right and
license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and
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promotional materials for the purpose of marketing Sourcewell's relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty -free, worldwide, non-exclusive right and
license to use Supplier's trademarks in advertising and promotional materials for the
purpose of marketing Supplier's relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
resellers, marketing representatives, and agents (collectively "Permitted Sublicensees") in
advertising and promotional materials for the purpose of marketing the Parties' relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party's trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party's trademarks only in good faith and in a dignified manner consistent with
such party's use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims, judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell's written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
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D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party's reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
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1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non -defaulting
party may:
• Exercise any remedy provided by law or equity, or
• Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers' Compensation and Employer's Liability.
Workers' Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ("ISO") Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products -completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products -Completed operations
$2,000,000 general aggregate
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3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non -owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer's Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier's
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data — including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Supplier's commercial
general liability insurance policy with respect to liability arising out of activities, "operations," or
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"work" performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
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110421 -ALT
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
references to "federal" should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier's Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of "federally assisted construction contract" in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis -Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland "Anti -Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must 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 or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis -Bacon Act provisions.
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110421 -ALT
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. 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. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACTOR AGREEMENT. If the federal award
meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names
Rev. 3/2021 15
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110421 -ALT
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI -LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti -Lobbying Amendment (31
U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are directly pertinent to Supplier's discharge of its obligations under
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier's personnel for the purpose of
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
Rev. 3/2021 16
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110421 -ALT
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre -approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
this Contract or any purchase by an Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and
Statements) applies to the Supplier's actions pertaining to this Contract or any purchase by a
Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non -delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to
the anticipated work under this Contract raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources
and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it
will comply with applicable requirements of 2 C.F.R. § 200.216.
Rev. 3/2021 17
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110421 -ALT
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of this Contract will comply with applicable requirements of 2 C.F.R. §
200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at anytime, with or without cause, upon 60
days' written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier's
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewel I
CDoeuSgned by: � s 6 ayf,�
By:
COFD2A139DOW9...
Jeremy Schwartz
Title: Chief Procurement Officer
1/12/2022 1 12:44 PM CST
Date:
Approved:
E
DeeuSigne by:M "a �Oaa ti
By:
7E42BBF817A54CC...
Chad Coauette
Title: Executive Director/CEO
1/12/2022 1 1:06 PM CST
Date:
Altec Industries, Inc.
CDoeuSgnetl by. fnwwa
DDB79EWF5034DA...
LI
Riley Browne
Title: Contract Specialist
1/12/2022 1 1:03 PM CST
Date:
Rev. 3/2021 18
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
RFP 110421 - Public Utility Equipment with Related Accessories
and Supplies
Vendor Details
Company Name: Altec Industries, Inc.
Does your company conduct
business under any other name? If Global Rental Cc Inc, JJ Kane Auctioneers, Altec Capital, Altec Supply, Altec Sentry, Altec Service
yes, please state:
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
33 Inverness Center Pkw
Address:
Birmingham, AL 35242
Contact:
Riley Browne
Email:
riley.browne@altec.com
Phone:
205-408-2341
HST#:
Submission Details
Created On:
Thursday September 16, 2021 15:53:03
Submitted On:
Thursday November 04, 2021 12:46:34
Submitted By:
Riley Browne
Email:
riley.browne@altec.com
Transaction #:
d9f5703c-9b11-4637-9a77-a68682d8b3ec
Submitter's IP Address:
209.149.164.250
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Specifications
Table 1: Proposer Identity & Authorized Representatives
General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Do not merely attach additional documents to your
response without also providing a substantive response. Do not leave answers blank; respond "N/A" if the question does not apply to you (preferably with an
explanation).
Line
Item
Question
Response*
1
Proposer Legal Name (one legal entity only): (In the
AUtec Industnes, Inc.
event of award, will execute the resulting contract
as "Supplier")
2
Identify all subsidiary entities of the Proposer whose
AUtec Capital Services
equipment, products, or services are included in the
AUtec Service
Proposal.
JJ Kane Auctioneers
AUtec NUECO
AUtec Supply
AUtec Sentry
3
Identify all applicable assumed names or DBA names of
AUtec Industnes, Inc.
the Proposer or Proposer's subsidiaries in Line 1 or
AUtec Capital Services
Line 2 above.
AUtec Service
JJ Kane Auctioneers
AUtec NUECO
AUtec Supply
AUtec Sentry
4
Proposer Physical Address:
Aftec Industries, Inc
210 Inverness Center Drive
Birmingham, AL 35242
5
Proposer website address (or addresses):
www.alteczom
https://www.jjkane.com/
https:/Am .atec.com/altec-capital/
https:/Avww.alteacom/sewice/
https://connect.altec.com/store
hftp:/Am.atec.com/atec-nueco
hfps:/A m .altec.conVsafety/
https:/Avw .altec.com/atec-parts/
6
Proposer's Authorized Representative (name, title,
Riley Browne
address, email address & phone) (The representative
Contract Specialist
must have authority to sign the "Proposer's Assurance
nley.browne@altec.com
of Compliance' on behalf of the Proposer and, in the
205-408-2341
event of award, will be expected to execute the resulting
contract):
7
Proposer's primary contact for this proposal (name, title,
Riley Browne
address, email address & phone):
Contract Specialist
nley.browne@altec.com
205-408-2341
8
Proposer's other contacts for this proposal, if any
Breanna Kinman
(name, title, address, email address & phone):
Contract Specialist
breanna.kinman@altec.com
816-236-1296
Table 2: Company Information and Financial Strength
Line Question Response*
Item
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
9
Provide a brief history of your company, including your
Altec is a leading provider of products and services to the public utility, electric utility,
company's core values, business philosophy, and
telecommunications, tree care, lights and signs, and contractor markets. Altec Inc. is the holding
industry longevity related to the requested equipment,
company for AUtec Industries, Inc. which holds Global Rental, AUtec NUECO,, JJ Kane Auctioneers, AUtec
products or services.
Worldwide, AUtec Capital, Altec Supply, AUtec Ventures, LLC, AUtec Spray Equipment, and Altec Air. We
deliver products and services in more than 100 countries throughout the world.
Since 1929, AUtec has been a company committed to excellence in the Public Utility Equipment
industry. Our products are the industry leaders and consistently raise the bar through innovative
product design, integrated safety features, and continued dedication to total customer satisfaction.
ARec continues to pursue a singular business philosophy: To be recognized by customers as the
preferred supplier of products, services and solutions in all markets we serve. Our values sustain that
vision, our goals build upon it and our associates help us to achieve it. AUtec's values are the
cornerstone of our corporate culture and every associate is considered an integral part of Team Altec.
The history, tradition and culture of AUtec are founded on our core values (listed in alphabetical order):
Customer first
Enjoyment of work
Family
Financial stability
Integrity
People are our greatest strength
Quality
Spiritual development
Teamwork
10
What are your company's expectations in the event of
We hope to further strengthen our relationships with Sourcewell and government agencies through
an award?
cooperative purchasing. We want to achieve continued growth within our government business sectors
and be recognized as the preferred supplier of hydraulic equipment solutions for Sourcewell and its
members.
11
Demonstrate your financial strength and stability with
AUtec Industries, Inc is a financially sound and conservatively managed company and has been in
meaningful data. This could include such items as
business for 93 years under the same family ownership. Because we are privately held we do not
financial statements, SEC filings, credit and bond
disclose detailed financial data, however please reference attached files "Financial Strength - Financial
ratings, letters of credit, and detailed reference letters.
Statement Letter', "Financial Strength - Bank Statement Letter", and "Financial Strength - Dun and
Upload supporting documents (as applicable) in the
Bradstreet Screenshot" for more information regarding our financial strength and stability.
document upload section of your response.
12
What is your US market share for the solutions that
We maintain a market share of approximately 70% for our core products. Non-core products are
you are proposing?
approximately 30%.
13
What is your Canadian market share for the solutions
Canada market share is approximately 20%.
that you are proposing?
14
Has your business ever petitioned for bankruptcy
No, we have never petitioned for bankruptcy protection.
protection? If so, explain in detail.
15
How is your organization best described: is it a
Altec is a manufacturer with direct sales force. Our sales force consists of 100% direct employees of
manufacturer, a distributor/dealer/reseller, or a service
Altec. Our sales force covers all 50 States, Canada, and over 100 countries throughout the world. Our
provider? Answer whichever question (either a) or b)
service force is also 100% direct employees of Altec (both mobile service and service center
just below) best applies to your organization.
employees). We are a direct sale / service / manufacturing company and do not maintain a dealer
a) If your company is best described as a
network. Please see attached documents "Company Information - AUtec Production Facilities"
distributor/dealer/reseller (or similar entity), provide your
and "Company Information - AUtec Service Centers and Mobile Service Locations'
written authorization to act as a
distributor/dealer/reseller for the manufacturer of the
products proposed in this RFP. If applicable, is your
dealer network independent or company owned?
b) If your company is best described as a
manufacturer or service provider, describe your
relationship with your sales and service force and with
your dealer network in delivering the products and
services proposed in this RFP. Are these individuals
your employees, or the employees of a third party?
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
16
If applicable, provide a detailed explanation outlining
Altec Industries holds all credible licenses and certifications necessary for providing goods and
the licenses and certifications that are both required to
services referenced in this RFP (related to OSHA/ANSI/ASME standards for manufacturing).
Selected to Forbes list of America's Best Midsize Employers 2019
be held, and actually held, by your organization
City of Seattle (Member # 25215)
that your company has received in the past five years
(including third parties and subcontractors that you use)
We are ISO 9001:2015 certified for technical sales, application engineering, procurement, materials,
Lewis County PUD (Member # 76495)
in pursuit of the business contemplated by this RFP.
final assembly, product creation, manufacturing, quality, and general processes related to production of
electronic components, fiberglass structures and the final assembly of utility equipment at 2106
2017-2021 A1tec has been recognized as a top supplier for Avista, a US -based energy
Riverside Rd, Saint Joseph, MO and the production of aerial devices and digger derricks at 5001 E.
company serving eastern Washington, northern Idaho and parts of southern and eastern Oregon. Each
36 Hwy, Saint Joseph, MO.
Technical sales, application engineering, materials, final assembly, manufacturing, product creation,
and quality processes related to the production of specialty utility equipment at 3907 S. 48th Terr,
company.
Saint Joseph, MO.
Altec was named one of the 'Best Places to Work' for 2017 by the Birmingham Business
Manufacturing and quality processes related to the production of fiberglass structures and
electronic components at 1009 Vernon Rd, Wathena, KS.
Materials and quality processes at 5703 Mitchell Ave, Saint Joseph, MO.
Altec Mt. Airy Associates won the Chairman's Award from the United Fund of Surry for 2017
Product creation and quality processes related to design validation activities at 4906 E. 36 Hwy,
What percentage of your sales are to the
Less than 10% of our sales are to the government.
Saint Joseph, MO.
governmental sector in the past three years
Please see attached "Company Information - ISO Quality Certification" for more information
20
Employees of our plants hold welding certifications, Fluid Power Society certifications and various
Less than 1% of our sales are to the education sector.
engineering certifications, including Professional Engineering licenses
sector in the past three years
Account Managers who specialize in our Crane product lines are required to become Certified
21
List any state, provincial, or cooperative purchasing
Operators every 5 -years, through our Sentry Operator Certification training program.
ALTEC Industries, Inc. is capable of providing certification for equipment operators through our Sentry
Commonwealth of Pennsylvania (Cc -Stars): Over $1MM
training program.
volume for each of these contracts over the past three
Michigan MI Deal: Over $1MM
Motor Vehicle Dealer Licenses in each state where applicable
years?
All of our facilities employ the Atec Production System which features the Kanban system of lean
manufacturing.
State of Ohio: Over $500k
Authorized Representative Riley Browne and Government Sales Manager Elena Martinez hold Certified
List any GSA contracts or Standing Offers and Supply
GSA Contract GS30E-026GA, over $5MM annually. We also hold two DLA contracts with similar
Schedules Contracts Manager (CSCM) certifications
17
Provide all "Suspension or Debarment" information that
Altec has never been suspended or disbarred.
has applied to your organization during the past ten
annual sales volume for each of these contracts over
years.
Table 3: Industry Recognition & Marketplace Success
Line
Item
question
Response*
18
Describe any relevant industry awards or recognition
Selected to Forbes list of America's Best Midsize Employers 2019
City of Seattle (Member # 25215)
that your company has received in the past five years
Altec won Exelon's 2017 Innovation Award based on the application and acceptance of our
Lewis County PUD (Member # 76495)
Bryan Watt
JEMS product at all 4 Excelon companies.
2017-2021 A1tec has been recognized as a top supplier for Avista, a US -based energy
company serving eastern Washington, northern Idaho and parts of southern and eastern Oregon. Each
year, Avista uses a scorecard to rigorously rate suppliers' customer service and value provided to the
company.
Altec was named one of the 'Best Places to Work' for 2017 by the Birmingham Business
Journal.
Altec Mt. Airy Associates won the Chairman's Award from the United Fund of Surry for 2017
19
What percentage of your sales are to the
Less than 10% of our sales are to the government.
governmental sector in the past three years
20
What percentage of your sales are to the education
Less than 1% of our sales are to the education sector.
sector in the past three years
21
List any state, provincial, or cooperative purchasing
Texas Multiple Award Schedule (TXMAS): Over $1MM
contracts that you hold. What is the annual sales
Commonwealth of Pennsylvania (Cc -Stars): Over $1MM
volume for each of these contracts over the past three
Michigan MI Deal: Over $1MM
years?
Washington State Purchasing Cooperative: Over $500k
State of Ohio: Over $500k
22
List any GSA contracts or Standing Offers and Supply
GSA Contract GS30E-026GA, over $5MM annually. We also hold two DLA contracts with similar
Arrangements (SOSA) that you hold. What is the
combined volume
annual sales volume for each of these contracts over
the past three years?
Table 4: References/Testimonials
Line Item 23. Supply reference information from three customers who are eligible to be Sourcewell participating entities.
Entity Name * 0
Los Angeles Department of Water and Power
(Member # 40257)
Contact Name *
Joseph Ortiz
Phone Number*
213-840-8489
City of Lakeland (Member # 4862)
Dwayne Goostree
863-581-3443
City of Seattle (Member # 25215)
Guy Noren
206-684-0141
Lewis County PUD (Member # 76495)
Bryan Watt
360-748-9261
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Table 5: Top Five Government or Education Customers
Line Item 24. Provide a list of your top five government, education, or non-profit customers (entity name is optional), including entity type, the state or province the
entity is located in, scope of the project(s), size of transaction (s), and dollar volumes from the past three years.
Entity Name
Entity Type*
State l Province*
Scope of Work*
Size of Transactions*
DVolume Pas[Thr
Atec employs a direct sales force of over 100 Account Managers who are dedicated to government
and commercial sales and support within their respective territories. Their territories are established
Yearsollar
Federal
Government
Georgia - GA
Located throughout US and world,
Transaction sizes range from 1
Over $2M
Government
purchases Aerial Devices, Digger
truck to multiple trucks per PO
Agency
provide expert knowledge to Sourcewell members of their benefits and usage. Altec's Sourcewell
Derricks
Federal
Government
California - CA
Located throughout US and world,
Transaction sizes range from 1
Over $2M
Government
Dealer network or other distribution methods.
Altec is a factory direct sales / service company, we do not use dealer or distribution networks.
purchases Aerial Devices, Digger
truck to multiple trucks per PO
Service force.
Agency
Derricks, Cranes,
Atec has 44 Service Centers located throughout the United States and Canada. These facilities are
equipped with the tools, equipment, and certified hydraulic technicians needed to get your Atec unit up
Cable Pullers
Federal
Government
District of Columbia
Located throughout US and world,
Transaction sizes range from 1
Over $2M
Government
- DC
purchases Aerial Devices, Digger
truck to multiple trucks per PO
Agency
Derricks, Cranes
warranty, service and preventative maintenance solutions for our customers
Federal
Government
District of Columbia
Located throughout US and world,
Transaction sizes range from 1
Over $2M
Government
- DC
purchases Aerial Devices
truck to multiple trucks per PO
Agency
Please see attached map "Company Information - Altec Service Centers and Mobile Service Locations"
Local Government
Government
California- CA
Purchases Aerial Devices and Service
Transaction sizes generally are
Over $2M
Entity
handled by distributors, dealers or others, explain the
requirements, and an order can be sent to Altec Account Manager from customer in response to the
Bodies
greater than 5 per PO
respective roles of the Proposer and others.
Table 6: Ability to Sell and Deliver Service
Describe your company's capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable. Your response should address
in detail at least the following areas: locations of your network of sales and service providers, the number of workers (full-time equivalents) involved in each sector,
whether these workers are your direct employees (or employees of a third party), and any overlap between the sales and service functions.
Line
Item
question
Response*
25
Sales force.
Atec employs a direct sales force of over 100 Account Managers who are dedicated to government
and commercial sales and support within their respective territories. Their territories are established
based on concentration of customers, and they live in their territories. Our Account Managers spend
100% of their time; communicating, consulting and managing customer's needs. The products
represented in this RFP are core to our customers and industry, thus allowing our Account Managers to
provide expert knowledge to Sourcewell members of their benefits and usage. Altec's Sourcewell
contract is our preferred method by which to serve our government customers. There is no overlap in
our sales and service functions
26
Dealer network or other distribution methods.
Altec is a factory direct sales / service company, we do not use dealer or distribution networks.
27
Service force.
All employees in our Service Force are employed by Altec Industries.
Atec has 44 Service Centers located throughout the United States and Canada. These facilities are
equipped with the tools, equipment, and certified hydraulic technicians needed to get your Atec unit up
and running as soon as possible.
The Altec Service Group employs over 150 Mobile Service Technicians nationwide that are available to
be deployed to your location. Mobile service technicians are equipped with the trucks and tools needed
to get your equipment serviced and back on the road as soon as possible. They provide on-site
warranty, service and preventative maintenance solutions for our customers
Additionally, Atec Mobile Service has 24 hour emergency assistance, as well as emergency storm
coverage.
There is no overlap in our sales and service functions.
Please see attached map "Company Information - Altec Service Centers and Mobile Service Locations"
that illustrate our service force coverage, and locations for our service centers.
28
Describe the ordering process. If orders will be
Atec handles all quotes and orders directly. A quote will be created based on customer needs and
handled by distributors, dealers or others, explain the
requirements, and an order can be sent to Altec Account Manager from customer in response to the
respective roles of the Proposer and others.
quote. WI purchase orders are processed by Altec, as we are a factory direct company. We prefer a
process
whereas Sourcewell members issue purchase orders directly to us. Our Sourcewell quotes / orders are
flagged in our system upon creation, and a report is run each quarter to report this sales data to
Sourcewell. This process is the
responsibility of a team at our corporate office with visibility of our word wide operations. Customers
are also currently able to request quotes via our website, www.altec.com.
Atec offers parts and accessory sales via our AtecConnect online portal, https:/hmw.altec.com/altec-
connect which serves as a as a "one stop online shop" for ordering tools, supplies, accessories,
replacement parts and for managing your fleet information.
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
29
Describe in detail the process and procedure of
When you purchase from Altec, you invest in a relationship that spans the life of the equipment. Altec
your customer service program, if applicable.
Service Group backs up this promise with the most complete and comprehensive service and support
Include your response -time capabilities and
organization in the industry. We also offer the most complete line of parts for equipment repair and
commitments, as well as any incentives that help
maintenance, along with a technical support and training organization to train, educate, and problem
your providers meet your stated service goals or
solve.
promises.
As the only authorized dealer of genuine AUtec replacement parts, you can be assured that you will
receive parts that meet the required AUtec Quality and Engineering standards. Our dedicated line for
parts / service / sales needs is 877-GO-ALTEC, it is available 24 hours a day. Our objective is to
answer all parts calls in under 10 seconds. We have 35 parts experts with more than 300 years of
combined experience taking parts calls. We hold 29,000 active items on hand, and 92.5% of product
lines ship within 24 hours. Customers will never be sent to voicemail when calling 877 -GO ALTEC for
parts support.
Additionally, a customer's Account Mangers will be available via their cell phones and email whenever
needed, and during periods of natural disaster Altec will move resources into areas affected to provide
parts and service work faster.
We also offer Altec Connect, a more customer -focused experience that will allow our customers to view
and search fleet information, order replacement parts and view APNs and service requests. In
conjunction with the new Supply Store, Altec is dedicated to serving as a 'one stop online shop" for
ordering tools, supplies, accessories, replacement parts and for managing your fleet information.
https:/A m .altec.com/atec-connect
30
Describe your ability and willingness to provide your
AUtec proposes to service the entire United States and Canada (with capabilities to service
products and services to Sourcewell participating
Internationally).
entities in the United States.
31
Describe your ability and willingness to provide your
AUtec proposes to service the entire United States and Canada (with capabilities to service
products and services to Sourcewell participating
Internationally).
entities in Canada.
32
Identify any geographic areas of the United States
AUtec proposes to service the entire United States and Canada (with capabilities to service
or Canada that you will NOT be fully serving through
Internationally).
the proposed contract.
33
Identify any Sourcewell participating entity sectors
AUtec proposes to service all Sourcewell members
(i.e, government, education, not-for-profit) that you
will NOT be fully serving through the proposed
contract. Explain in detail. For example, does your
company have only a regional presence, or do other
cooperative purchasing contracts limit your ability to
promote another contract?
34
Define any specific contract requirements or
AUtec will not have contract requirements or restrictions on Sourcewell members located in Hawaii,
restrictions that would apply to our participating
Aaska, or US Territories. The only difference in quoting will be shipping cost when a machine needs
entities in Hawaii and Aaska and in US Territories.
to travel via Ocean Freight.
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Table 7: Marketing Plan
Line
Item
question
Response*
35
Describe your marketing strategy for promoting
The A1tec/Sourcewell marketing plan will include, the development of printed marketing materials, press
this contract opportunity. Upload
releases, advertisements, web -based marketing, and the attendance of trade shows. While in attendance at
representative samples of your marketing
trade shows with substantial Sourcewell eligible customers present, such as GFX A1tec will typically bring a
materials (if applicable) in the document
vehicle and display Sourcwell promotional material. The A1tec Government Sales team and Corporate
upload section of your response.
Communications Project Manager will be involved in all Sourcewell promotions corporate -wide. Altec will
continue to help create content that drives awareness of cooperative purchasing, as represented by
attached "Marketing Plan - A1tec Article". Examples of material are included "Marketing Plan - Sourcewell
Value Flyer - A1tec", as well as "Marketing Plan - GFX 2021 A1tec Booth" for reference and "Marketing
Plan - www.altec.com Sourcewell Landing Page"
Our Account Managers being comfortable with the contract and well versed in how it works, may be our most
impactful marketing strategy, as they are working with our customers regarding their equipment needs on a
daily basis. Altec employs a National sales training team, that provided initial base sales training programs
for all new Altec sales associates (both Account Managers and Technical Sales Specialists). Our Sourcewell
contract is a topic in this training, and has dedicated time assigned to it. Thereafter, focused web -training
modules and e -courses are used to provide a more procedural method for these types of sales calls. These
materials will also serve as follow-up training for all associates with 2+ years of experience. Material is
accessible 2417 on Altec's internal Sales Resource Center, please see "Marketing Plan - Internal Altec
Resources". In addition to the training team, Altec employs a Government Sales team focused on the
management of all federal, state and cooperative contracts. This team serves as the experts for the company,
for associates in the field who need on -the -fly support. The Government team in tandem with a newly formed
Contracts Steering Committee will communicate contract changes, improvements and regulations with the
National sales force regularly.
36
Describe your use of technology and digital
Website data allows Altec's marketing and IT teams the ability to measure customer activity as well as the
data (e.g, social media, metadata usage) to
health of the website in one tool.
enhance marketing effectiveness.
From a marketing perspective, we are able to analyze that our content effectively moves our users and
customers through the sales funnel to increase leads. This information also helps us confirm that our content
is satisfactory to support our traditional sales teams with accurate information that helps our customers make
informed decisions about purchases.
From an IT perspective, we are able to analyze information that relates to website health such as mobile
usage, operating system and load times. This information allows us to make informed decisions about the
priority of initiatives to improve Altec's digital presence.
We maintain an active social presence through Facebook (over 253,000 likes, over 258,000 follows), along
with other sites.
37
In your view, what is Sourcewell's role in
Our experience has been that Sourcewell provides numerous opportunities for promotion of our products via
promoting contracts arising out of this RFP?
their own web traffic, tradeshow attendance and printed marketing materials. We hope this level of support
How will you integrate a Sourcewell-awarded
will continue with this new RFP. Our Sourcewell contract is integrated into our sales process as the preferred
contract into your sales process?
method of using Cooperative Purchasing. Our sales team is required to complete training on Sourcewell and
cooperative purchasing as a whole, and new members of our team attend a live training that details the
contract and internal processes.
38
Are your products or services available
A1tec Connect provides for a more customer -focused experience that will allow our customers to view and
through an e -procurement ordering process? If
search fleet information, order replacement parts and view APNs and service requests. In conjunction with the
so, describe your e -procurement system and
new Supply Store, Altec is dedicated to serving as a "one stop online shop" for ordering tools, supplies,
how governmental and educational customers
accessories, replacement parts and for managing your fleet information. This system has been very well
have used it.
received by our customers, including governmental and educational customers because it reduces the number
of places they need to go to get access to unit -specific information, replacement parts, tools, accessories,
and service information.
A1tec manages federal customer solicitations/RFQs via the GSA E -buy system, FedBid and several other
public sites. Although, awards (POs) are still provided manually by the respective contracting officer, these
sites offer a method of standardized RFQ submissions.
Consumers are currently able to request new/used equipment, rental and leasing quotes via our website.
Table 8: Value -Added Attributes
Item
Response*
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
39
Describe any product, equipment,
Upon delivery of an Sourcewell member's completed equipment, the local Altec Account Manager provides
maintenance, or operator training
an on-site equipment orientation with the appropriate operators. This In -Service is provided free of charge.
programs that you offer to Sourcewell
Each truck is delivered with two (2) sets of operator and maintenance/parts manuals. Within the equipment
participating entities. Include details, such
manuals, the standard features, safe operation, maintenance and repair information are covered. These are
as whether training is standard or
provided flee of charge.
optional, who provides training, and any
Additionally, over 150 basic operating and safety videos are available on
costs that apply.
https://store.altecsentry.com/catalog/free flee of charge
Atec, Sentry offers a variety of Instructor -Led courses for aerials, derricks and cranes. These OSHA and
ANSI compliant courses aid in the fulfillment of employer training requirements. Many programs offer both
Operator and Train -The -Trainer Formats. Additional costs apply based on duration of training, size of class,
travel time for instructor, etc. Please navigate to https:/Avw.altec.com/safety/ for more information. The following
Instructor -Led Trainings are Available:
o Insulating Aerial Device
o Non -Insulating Aerial
o Tree Care Aerial Device
o Bucket Rescue
o Digger Derrick
o Backyard Digger
o Crane
o Wood Chipper
Atec Sentry also offers more than 80 online courses for cranes, aerial devices, digger derricks and chippers.
Through a simple dashboard and storefront, operators can receive ANSI and OSHA -compliant General Training
and Familiarization without the need for traditional classroom sessions.
Other Atec Training options (additional costs apply):
o Customized Atec equipment hydraulic maintenance training
o International Fluid Power Society (IFPS) Certification training (testing provided by third party)
o NCCCO certification programs for operators of mobile cranes and digger derricks
40
Describe any technological advances that
Our products are the industry leaders and are consistently raising the bar through innovative product design,
your proposed products or services offer.
integrated safety features, and continued dedication to total customer satisfaction. Altec showcases this through
advancements such as;
Fiber Optic Controls
Lanyard Detection System that promotes safe unit operation by helping to ensure line workers are "clipped
in" while conducting work from the platform. This operator aid helps reduce the risk of falling from the platform
by reminding users to attach their lanyard before working at height (available on select models)
Altec Load Monitoring System (ALMS) acts as an aid to provide real-time visual and audible information
about the percentage of rated load on your boom and/or platform. By actively monitoring your aerial's load
capacity with a reliable system, you can avoid accidents and enhance safety on the job site (available on
select models)
JEMS (Jobsite Energy Management System) wtih it's integrated plug-in system that uses stored electrical
energy to power the aerial device, tools and exportable power, and provides cab comfort with Lithium -Ion
batteries (available on select models)
Advanced paint systems
And many other was we keep our customers working safer and smarter
41
Describe any "green" initiatives that relate
Atec is the industry leader for sustainability efforts and is dedicated to listening and creating solutions. That's
to your company or to your products or
why we acknowledge the tremendous challenges and opportunities our customers face and aspire to responsibly
services, and include a list of the
care for the environment and the communities in which we operate. Atec's allegiance is evident in the
certifying agency for each.
development of numerous sustainability initiatives:
The Industry's First Green -Focused Facility. Located in Dixon, CA Altec products are manufactured in a
plant that features state-of-the-art sustainable construction that exceeds Title 24 energy and lighting codes. Altec
received significant guidance and support on the development of this new green -focused facility from two of its
customers — Pacific Gas & Electric Company (PG&E) and Southern California Edison. The new facility in Dixon
allows Atec the opportunity to increase manufacturing of our Green Fleet line of products --the industry's leading
energy-saving utility vehicles. Customer PG&E and Atec are in partnership to develop innovative, technologically
advanced Green Fleet utility vehicles. These energy efficient Green Fleet vehicles provide a safer work
environment for utility crews; significantly reduce emissions, and lower vehicle operating costs while extending
vehicle life.
Meeting Customer Needs. Our Green Fleet product line decreases fuel consumption and greenhouse gas
emissions, while lowering noise pollution. In partnership with the Department of Energy, Electric Partners
Research Institute, CALSTART Hybrid Truck Users Forum and others, we offer a range of hybrid/electric and Job -
site energy management systems, along with recycled lightweight materials and alternative fuels. Atec JEMS
(Jobsite Energy Management System) is an integrated plug-in system that uses stored electrical energy to
power the aerial device, tools and exportable power, and provides cab comfort. The energy storage system is
recharged by plugging into shore power or by the truck's internal combustion engine. Our JEMS product
portfolio includes:
o JEMS S
o JEMS SE
o JEMS LE
Facilities and Processes. Each Altec facility has established procedures and environmental management
programs and actively engages in recycling steel, copper and aluminum, as well as consumer recyclables. The
installation of powder coat and a -coat paint systems has substantially reduced solid waste volume and air
emissions. All facilities in the corporation, including auction yards and service centers, have converted to energy
efficient LED lighting. Al new construction is reviewed and where applicable, energy efficiency
products/construction are included (i.e., LED lighting, high efficiency gas burners, Energy Star appliances, motion
activated lighting , etc.).
Our St. Joseph, MO facility has installed solar energy on three of the buildings on campus.
Altec EcoEasy Common Sustainability Goals. Green purchasing policies using Best -Value approach
utilizing Staples' environmental office products and supplies has been implemented Corporate wide.
42
Identify any third -party issued eco -labels,
HVIP - Voucher Incentive Project for our Jobsite Energy Management System models. Visit
ratings or certifications that your company
https://califbrniahvip.orgtvehicl&category/epto/ for more information
has received for the equipment or
Industry Organizations affiliations:
products included in your Proposal related
Calstart
to energy efficiency or conservation, life-
Clean Cities
cycle design (cradle -to -cradle), or other
green/sustainability factors.
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Describe any Women or Minority
Atec recognizes that a diverse and talented workforce is a key competitive advantage. Jur business success
Business Entity (WMBE), Small Business
is reflected in the quality and skill of our people. Inclusion means understanding, valuing and respecting
Entity (SBE), or veteran owned business
workplace diversity, so that no associate is excluded from the workplace nor the opportunity to develop skills
certifications that your company or hub
and talents consistent with our values and business objectives.
partners have obtained. Upload
documentation of certification (as
Altec Industries, Inc. and its affiliates are equal opportunity employers and maintain affirmative action plans to
applicable) in the document upload
recruit, retain, develop and promote qualified individuals without unlawful consideration of race, gender, color,
section of your response.
religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other
characteristic protected by federal, state or local law.
is a National Corporate Member of the Women's Business Enterprise National Council.
As part of our commitments to holding federal contracts, Altec is annually responsible to providing a small-
business contracting plan which is reviewed and approved by one of our two federal contract agencies. Every
year, we strive to find small business suppliers who will meet the quality and liability requirements, to supply
products/services that meettexceed our manufacturing standards. Suppliers who are interested in doing
business with Altec are encouraged to register on our Supplier portal, located on our website.
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
unique attributes does your
Atec offers Sourcewell members the advantage of working with one company to manufacture, sell, engineer,
any, your products, or your services
integrate key components (unit/body/chassis), administer warranty, and provide service solutions for a full line of
to Sourcewell participating entities?
Public Utility Equipment.
makes your proposed solutions
e in your industry as it applies to
We can provide full equipment lifecycle solutions, including:
ewell participating entities?
o Atec Capital Services (ACS) - Equipment Financing
o Global Rental Company - Equipment Rentals
o Atec Supply - Tool and Accessory Sales
o Atec Sentry - Operator Safety Training
o Altec Fleet Services - Comprehensive Fleet Management Solutions
o Atec Service Group - In -shop and Mobile service and replacement parts support
o Atec NUECO Used EquipmenUTrade-In options (The only supplier of Atec Certified Pre -Owned Trucks)
o JJ Kane Auctioneers - Auctions - (Specializes in Utility Equipment)
Canadian and World Wide Availability:
o Atec Canada - Factory direct purchasing solutions for our Sourcewell Canadian customers with local
Sales, parts, shop and mobile service, rental, and financing.
o Atec Worldwide — We deliver products and services to more than 100 companies throughout the world.
Company Ownership: Altec has been a family owned and privately held manufacturing company, since 1929.
Longevity in ownership, is an assurance for our Sourcewell customers that they can rely on availability of older
Atec replacement parts, ensure Atec units are trade -worthy at a future date, and ultimately that the values and
principles Atec was founded on remain in place today - Total customer satisfaction in all aspects of the
business.
Customer Focus: Atec listens and engineers solutions for our customers and the daily challenges they face. It
is from that commitment, that innovative equipment, features and options are designed to provide equipment
that is highly productive and has a low overall cost of ownership.
Government Focused Sales: Altec is committed to assisting in the acquisition and procurement goals of each
government entity we serve. Having a team who is both engaged in the customer relationship and also
procurement process, assists Sourcewell members achieve their procurement goals effectively and efficiently.
Innovative Design: Our products are consistently raising the bar with innovative product design and integrated
safety features.
ISO Facility: Many units are designed, manufactured and final assembled in an IS09001 registered factory (St.
Joseph, MO).
Supply Chain Innitiatives: Atec continues to make significant efforts corporate -wide to reduce and contain costs
by using the Atec Production System and strengthening our supply chain.
Quality Control: Altec provides the ability to control quality by manufacturing parts for our equipment. This
allows us not only quality control but schedule control.
o Altec feels that the fiberglass boom is one of the most important components in the building of an aerial
device or a digger derrick. We don't have to rely on an outside vendor for quality control. Altec has
composite engineers on staff, we have traceability from raw material to the finished product.
o WI booms ultrasonically tested and documents maintained.
o WI fiberglass booms to have a minimum of 7 to 1 to ultimate safety factor.
o All welding to be done by AWS certified welders who meet Standard D1.1 on a 3G weld.
o All bearing surfaces to be machined after welding.
o All units with electronic circuit boards to be wave soldered
o Provide a power distribution module (PDM) in the cab as a central point for all electrical. Include
diagnostic capability with LED lights.
Mechanic Certification: All quality and final testing of equipment prior to shipment from manufacturer and final
assembler to be performed by FPS certified mechanics.
Safety Certification Training: To promote and ensure the safe operation of our equipment amongst our
Sourcewell members, Atec offers numerous OSHA based training CBTs and Trainer led safety programs. Atec
SENTRY complies and demonstrates the vital safety features necessary for the industries in which we serve.
Safety Standards: Standard Safety features are provided on every applicable unit; outrigger boom Interlock,
outrigger motion alarm, back up alarm, unit/outrigger selector, Atec ISO Grip (Insulated Control Handle, Auxiliary
Control Covers, Control Console (dashboard), Boom Tip Covers). Available tools; Lanyard interlock, Load
Monitoring Systems, Basic Operating Videos, Safety Videos, Sales Videos.
Corporate Training: People (training and certifications), process (a controlled process that provides traceability
and accountability) and technology (machinery used) makes Altec a differencing Vendor.
Most of our products have a limited lifetime structural warranty.
National Service / Support Network: As a private company dedicated to our customers and associates, Altec
leads the way in service and customer satisfaction in the markets we serve. Atec is proud to provide products
and services that help crews work safer and smarter.
o On-line ordering is available at www.altecconnect.com. Atec Connect provides easy access to ordering
Tools and Accessories or Replacement Parts, as well as detailed manuals and parts information for your units.
o Altec is committed to bringing you the services and products you need. For additional assistance with
Parts, Tools, & Accessories, Shop Service, Mobile Service, or Technical Support, call 1 -877 -GO ALTEC.
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Table 9: Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure, and overall structure. You
may upload representative samples of your warranty materials (if applicable) in the document upload section of your response in addition to
responding to the questions below.
Line Item
Question
Response*
52
45
Do your warranties cover all products, parts, and labor?
Yes, our standard warranty is 1 year parts and labor, with 90 days for travel. Additionally it
methods?
credit cards (There is a fee of 3% for credit card transactions used for the purchase of major units). Please
includes a limited lifetime warranty on most models. Please see attached "Warranty -
see attached document "Payment Terms - Customer Detail" for complete details
Documents" for more information
46
Do your warranties impose usage restrictions or other
No restrictions, however products must be operated and maintained in accordance with A1tec
Manager.
limitations that adversely affect coverage?
operators and maintenance manuals, programs, and bulletins. Please see
A1tec Industries provides Leasing and/or financing options through our subsidiary A1tec Capital. Options
use by educational or governmental entities.
attached "Warranty - Documents" for more information
47
Do your warranties cover the expense of technicians' travel
Yes, standard warranty is 90 days for travel charges.
The benefits of our Municipal Lease option include:
time and mileage to perform warranty repairs?
Finance terms to match the useful life of the equipment.
48
Are there any geographic regions of the United States or
No, A1tec employs Mobile Service Technicians in all 50 states and Canada. We own and
Canada (as applicable) for which you cannot provide a
operate 44 service facilities across the United States and Canada. It will be the member's
Match payments with budget allocations.
certified technician to perform warranty repairs? How will
decision to schedule a Mobile Service Technician to come to their site or schedule in shop
Non -appropriation language included.
Sourcewell participating entities in these regions be provided
service. In either case, 1 -877 -GO ALTEC (1-877-462-5832) is our dedicated number for
service for warranty repair?
members to speak with their local Parts, Mobile, or Shop Service representative.
49
Wil you cover warranty service for items made by other
Products not manufactured by Altec which are supplied by A1tec on special order would be
of the unit plus the lease term cannot exceed 8 years
manufacturers that are part of your proposal, or are these
covered under the manufacturer warranty. This would include items such as inverters,
warranties issues typically passed on to the original
compressors, Iifigates, generators, etc.
Credit Ratings - Baa or better
equipment manufacturer?
Contact A1tec Capital for a quote for your specific opportunity.
50
What are your proposed exchange and return programs and
Parts ordered in error or no longer needed can be returned. If it was an error on Altec's
policies?
part or otherwise not the customer's fault the 10% restocking fee will be waived. However.
Capital Services, LLC offers to our customers in an effort to become your partner.
due to the nature of our equipment and the devaluation that occurs upon title / registration,
Please feel free to visit http:/hmw.alteccapital.com for more information.
54
Describe any standard transaction documents that you
there is no exchange or return program for equipment sales.
51
Describe any service contract options for the items included
We have included in our product offering service contract packages for member
(order forms, terms and conditions, service level
ensure we are quoting in a compliant manner. Please see attached "Audit - Standard Docs - Quote Template
in your proposal.
consideration at discounted rates. These include Preventative Maintenance (PM) Inspections
Example". We will typically also include a detailed quote document, in order for customer to verify their
applicable) in the document upload section of your
at several different intervals, DOT inspections, Dielectric Tests.
Table 10: Payment Terms and Financing Options
Line
Item
Question
Response*
52
Describe your payment terms and accepted payment
Payment Terms are Net 30. We accept payment by traditional methods such as check, wire transfer, and
methods?
credit cards (There is a fee of 3% for credit card transactions used for the purchase of major units). Please
see attached document "Payment Terms - Customer Detail" for complete details
Customer payment inquiries can be sent to ARINQUIRY@4LTEC.COM or your local A1tec Account Manager.
Customer remittance information cab be sent to AEPREMITTANCE@4LTEC.COM or your local A1tec Account
Manager.
53
Describe any leasing or financing options available for
A1tec Industries provides Leasing and/or financing options through our subsidiary A1tec Capital. Options
use by educational or governmental entities.
include FMV, TRAC, and Capital leases, Equipment Finance Agreements (EFAs), and a dedicated Municipal
Lease option to meet the equipment needs of our municipal customers.
The benefits of our Municipal Lease option include:
Finance terms to match the useful life of the equipment.
Flexible lease options to shorten life cycles and decrease maintenance costs.
Conserves capital budget funds.
Match payments with budget allocations.
Non -appropriation language included.
Equipment - A1tec aerial trucks, digger derricks, cranes and miscellaneous specialty equipment. Ancillary non-
A1tec equipment will also be considered along with the leasing of Altec equipment
Lease Term - 3 years to 8 years. Please call for shorter or longer lease terms. For used equipment, the age
of the unit plus the lease term cannot exceed 8 years
Purchase rates shown on attached document "Price List - A1tec Capital Rate Matrix 11-1-2021" are good for
30 days from Date shown above.
Credit Ratings - Baa or better
Contact A1tec Capital for a quote for your specific opportunity.
Wth Altec Capital Services, there is no need to look anywhere else. Municipalities can now affordably
purchase equipment in a timely, simplified way. The municipal lease offering is another product that Altec
Capital Services, LLC offers to our customers in an effort to become your partner.
Please feel free to visit http:/hmw.alteccapital.com for more information.
54
Describe any standard transaction documents that you
Each opportunity will be quoted to customer, in compliance with Sourcewell contract terms and conditions
propose to use in connection with an awarded contract
including pricing and discount structure. A1tec has created templates to help standardize the work practice and
(order forms, terms and conditions, service level
ensure we are quoting in a compliant manner. Please see attached "Audit - Standard Docs - Quote Template
agreements, etc.). Upload a sample of each (as
Example". We will typically also include a detailed quote document, in order for customer to verify their
applicable) in the document upload section of your
requirements are being met with our proposal. This document will include additional notes at the end. Please
response.
see attached "Standard Docs - Detailed Quote Document Example".
55
Do you accept the P -card procurement and payment
Yes A1tec accepts the P -card, there is a fee of 3% for credit card transactions used for the purchase of
process? If so, is there any additional cost to
major units
Sourcewell participating entities for using this process?
Table 11: Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form.
Line
Item
question
Response*
56
Describe your pricing model (e.g., line -item discounts or product -category
Line Item Proposed Contract Pricing plus $2.20/mile delivery charge (CONUS
discounts). Provide detailed pricing data (including standard or list
only). The pricing provided includes a discount of between 3% - 5% off MSRP
pricing and the Sourcewell discounted price) on all of the items that you
depending on the model. Please see attached "Price List - ALTEC 110421 11 -4 -
want Sourcewell to consider as part of your RFP response. If applicable,
2021" for USA and 'Price List - ALTEC 110421 11-4-2021 CANADA" for
provide a SKU for each item in your proposal. Upload your pricing
Canada . NUECO pricing sheet is attached as well and represents a 3% discount
materials (if applicable) in the document upload section of your response.
off of standard pricing 'Price List - NUECO - 2021"
JJ Kane Auctioneers, an Altec company, is a full-service auction company that
specializes in the remarketing of Utility and Forestry Equipment including but not
limited to aerial lifts, cranes, digger derricks, cable placing machines, directional
drills, excavation equipment, and trenchers, is offering Sourcewell members a
28.6% savings off their typical sellers fee. Please see attached 'Price List - and
Notes JJ Kane"
Altec Capital rate sheet is attached 'Price List - Altec Capital Rate Matrix 11-1-
2021" as well as "Altec Capital Sourcewell Proposal'. These rates are based on
a credit rating of Baa or better, and are not to exceed rates.
There is no more aggressive pricing available in the country for cooperative
procurement organizations, state purchasing departments, GPOs, municipalities,
universities, or school districts.
57
Quantify the pricing discount represented by the pricing proposal in this
Line Item Proposed Contract Pricing plus $2.20/mile delivery charge (CONUS
response. For example, if the pricing in your response represents a
only). The pricing provided includes a discount of between 3% - 5% off MSRP
percentage discount from MSRP or list, state the percentage or
depending on the model. Please see attached 'Price List - ALTEC 110421 11 -4 -
percentage range.
2021" for USA and 'Price List - ALTEC 110421 11-4-2021 CANADA" for
Canada . NUECO pricing sheet is attached as well and represents a 3% discount
off of standard pricing "Price List - NUECO - 2021"
JJ Kane Auctioneers, an Altec company, is a full-service auction company that
specializes in the remarketing of Utility and Forestry Equipment including but not
limited to aerial lifts, cranes, digger derricks, cable placing machines, directional
drills, excavation equipment, and trenchers, is offering Sourcewell members a
28.6% savings off their typical sellers fee. Please see attached 'Price List - and
Notes JJ Kane"
Altec Capital rate sheet is attached 'Price List - Altec Capital Rate Matrix 11-1-
2021" as well as "Altec Capital Sourcewell Proposal'. These rates are based on
a credit rating of Baa or better, and are not to exceed rates.
There is no more aggressive pricing available in the country for cooperative
procurement organizations, state purchasing departments, GPOs, municipalities,
universities, or school districts.
58
Describe any quantity or volume discounts or rebate programs that you
For equipment purchase prices:
offer.
2-5 Units: 1% Discount from Contract Price
6-10 Units: 1.5% Discount from Contract Price
11-19 Units: 2% Discount form Contract Price
20+ Units: TBD at Time of Order
Note: Units must be identical and ordered at the same time to qualify for quantity
rebate.
59
Propose a method of facilitating "sourced" products or related services,
AUtec is offering nearly 500 of our most commonly ordered line items with specific
which may be referred to as 'open market' items or 'nonstandard
pricing for Sourcwell members. When specific customer work practice
options". For example, you may supply such items "at cost" or "at cost
requirements, customer preferences, ect, drive a need to utilize the Open Market
plus a percentage," or you may supply a quote for each such request.
section of our quote template, we will present a unique quote for each such
request for customer review that will supplement the base model and contract
items being quoted. This will all be accomplished with our standard quote template
document, and allow our customers to be able to customize their equipment as
desired.
60
Identify any element of the total cost of acquisition that is NOT included
Delivery is the only cost not included in pricing. It applies to all customers and the
in the pricing submitted with your response. This includes all additional
price is $2.20 / mile for CONUS. Quotes would need to done for anything outside
charges associated with a purchase that are not directly identified as
of the CONUS and will be priced at or below fair market value.
freight or shipping charges. For example, list costs for items like pre -
delivery inspection, installation, set up, mandatory training, or initial
inspection. Identify any parties that impose such costs and their
relationship to the Proposer.
61
If freight, delivery, or shipping is an additional cost to the Sourcewell
AUtec has a team of drivers that work for the company. We will also contract with
participating entity, describe in detail the complete freight, shipping, and
approved and vetted third party drive away companies to deliver our equipment
delivery program.
from our manufacturing facilities to the customer site. Delivery is an additional
$2.20 / mile and will be calculated at time of quote for CONUS. Anything outside
of the CONUS would be contracted through a third party company and would need
to be priced at time of initial quote to customer. Pricing will be at or below fair
market value. Al parties participating in delivery of equipment will meet certain
insurance and liability requirements.
62
Specifically describe freight, shipping, and delivery terms or programs
Canada deliveries will be driven to customer site by approved and vetted third
available for Alaska, Hawaii, Canada, or any offshore delivery.
party drive away companies. AVaska, Hawaii, and worldwide deliveries will be
contracted through a third party company and would need to be priced at time of
initial quote to customer. Price will be at or below fair market rate. Al parties
participating in delivery of equipment will meet certain insurance and liability
requirements.
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
63
Describe any unique distribution and/or delivery methods or options
Atec Industries has manufacturing facilities located throughout the country. If
64
c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing departments.
offered in your proposal.
customer has a requirement for a "regional build" they can indicate this at time of
pricing available in the country
to verify compliance with your proposed Contract with Sourcewell. This process
quote and we will be happy to accommodate, please see attached "Company
for cooperative procurement
includes ensuring that Sourcewell participating entities obtain the proper pricing,
Information - Atec Production Facilities" for locations. If customer has any unique
departments, GPOs, municipalities,
delivery requirements (such as loading equipment on a trailer for delivery, etc),
universities, or school districts.
Vendor remits the proper administrative fee to Sourcewell. Provide sufficient detail
they can also indicate at time of quote. Additionally customers are welcome to
to support your ability to report quarterly sales to Sourcewell as described in the
pickup their equipment at the manufacturing location, take a guided tour of the
Contract template.
plant, and meet the Atec team that built their truck if desired.
Table 12: Pricing Offered
Line
Item
The Pricing One in this Proposal is: *
Comments
64
c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing departments.
There is no more aggressive
Our Technical Sales Representatives that prepare Sourcewell quotes for
pricing available in the country
to verify compliance with your proposed Contract with Sourcewell. This process
our customers go through training on the Sourcewell quote process,
for cooperative procurement
includes ensuring that Sourcewell participating entities obtain the proper pricing,
organizations, state purchasing
departments, GPOs, municipalities,
internal company site. The quote template governs our pricing and ensures
universities, or school districts.
Table 13: Audit and Administrative Fee
Line
Item
question
Response*
65
Specifically describe any self audit process or program that you plan to employ
Our Technical Sales Representatives that prepare Sourcewell quotes for
to verify compliance with your proposed Contract with Sourcewell. This process
our customers go through training on the Sourcewell quote process,
includes ensuring that Sourcewell participating entities obtain the proper pricing,
requirements, and our quote template is up to date and posted on our
that the Vendor reports all sales under the Contract each quarter, and that the
internal company site. The quote template governs our pricing and ensures
Vendor remits the proper administrative fee to Sourcewell. Provide sufficient detail
we are providing contract compliant quotes. Our Account Managers must
to support your ability to report quarterly sales to Sourcewell as described in the
verify customer eligibility and flag the opportunity as a Sourcewell quote in
Contract template.
our system in order to receive Sourcewell pricing and discounts. We
currently, and will continue to run quarterly reports for orders invoiced and
flagged as Sourcewell, and compare the customers on this list with
members listed on Sourcewell's website to check again that customers
are members. The reporting and audit process is administered by Altec
Corporate, with visibility of global operations. Internally, we run reports
every month and identify any potential discrepancies before it is time to
report our quarterly numbers and pay administrative fee to Sourcewell.
Please see attached "Audit - Standard Docs - Quote Template Example".
We will typically also include a detailed quote document, in order for
customer to verify their equipment requirements are being met with our
proposal. This document may include additional notes at the end. Please
see attached "Standard Docs - Detailed Quote Document Example".
66
If you are awarded a contract, provide a few examples of internal metrics that
Monthly update on new customers using our Sourcewell contract.
will be tracked to measure whether you are having success with the contract.
Customers that use our Rental Equipment contract #062320 -ALT that we
are able to transition and fulfill other equipment needs with this new
contract. Also number and ratio of formal bids that are being requested
by our Sourcewell eligible customers. Training for 100% of Account
Managers and Technical Sales Representatives on benefits and use of
contract.
67
Identify a proposed administrative fee that you will pay to Sourcewell for
We would like to propose a 1% administrative fee payment to Sourcewell
facilitating, managing, and promoting the Sourcewell Contract in the event that
on all orders through Atec Industries, including NUECO, Service, Supply
you are awarded a Contract. This fee is typically calculated as a percentage of
and SENTRY.
Vendor's sales under the Contract or as a per-unit fee; it is not a line -item
addition to the Member's cost of goods. (See the RFP and template Contract for
Altec Capital proposes a flat $250 fee for lease transactions under the
additional details.)
Sourcewell Contract.
We propose an administrative fee of 1% of JJ Kane revenue (buyers fee
and sellers fee).
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Table 14A: Depth and Breadth of Offered Equipment Products and Services
Line
Item
question
Response*
68
Provide a detailed description of the equipment,
Altec is proposing Sourcewell members have access to essentially our full product line of equipment,
products, and services that you are offering in your
products, and services to enhance Alteds "cradle to grave' support of our products and provide
proposal.
Sourcewell members with the best possible experience. Equipment is proposed as 'turn -key". This
would include:
Insulated Aerial Devices with standard service bodies and chip dump bodies mounted on chassis
(non-overcenter, overcenter, telescopic and telescopic articulating)
Non -Insulated Aerial Devices with standard service bodies mounted on chassis (non-overcenter,
overcenter, telescopic and telescopic articulating)
FUtec's Aerial offerings include material handling and personnel only platforms, with platform
heights from 35' to 207'
Derrick Devices with standard service bodies mounted on chassis (backyard, distribution and
transmission)
Boom Truck Cranes mounted on chassis (riding seat, behind cab mount, rear mount and tractor
mount)
Knuckle Boom Cranes mounted on chassis (light, medium and large)
Knuckle Boom Crane Mounted Grapple Saws mounted on chassis
Pressure Diggers mounted on chassis (digging depth from 10-22 R)
Insulator Washers mounted on chassis and skids
Cable Placers, Stringers, Tensioners and Pullers mounted on chassis or trailers (overhead and
underground)
Wood Chippers
Spray Equipment mounted on chassis
Spray Equipment mounted on skids
Service Bodies mounted on chassis (aluminum, fiberglass and steel)
Chip Dump Bodies mounted on chassis.
Pole Trailers
Tool Trailers
Crane Bodies mounted on chassis
Altec Capital Services - financing
AUtec Service - maintenance and service work
JJ Kane Auctioneers - specializes in the remarketing of Utility Equipment
AUtec NUECO - the only supplier of Altec Certified Pre -Owned Trucks
AUtec Supply - replacement parts and accessories
AUtec Sentry - training
Please visit our website at www.altec.com for more product specific details, and see attached
file "Company Information - AUtec Subsidiary Information'.
69
Wthin this RFP category there may besubcategories
Altec Capital Services - financing
of solutions. List subcategory titles that best describe
Atec Service -maintenance and service work
your products and services.
JJ Kane Auctioneers - specializes in the remarketing of Utility Equipment
AUtec NUECO - the only supplier of Altec Certified Pre -Owned Trucks
AUtec Supply - replacement parts and accessories
AUtec Sentry - training
Please and see attached file "Company Information - Altec Subsidiary Information".
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Table 1413: Depth and Breadth of Offered Equipment Products and Services
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional comments in the text box
provided, as necessary.
Line Item
Category or Type
unerevillill
Comments
70
Telescopic, articulated, mast, and boom, aerial lifts, towers,
r Yes
Equipment is proposed as "turn -key' and
buckets, and platforms
r No
would include:
Insulated Aerial Devices with standard
service bodies and chip dump bodies
mounted on chassis (non-overcenter,
overcenter, telescopic and telescopic
articulating)
Non -Insulated Aerial Devices with
standard service bodies mounted on chassis
(non-overcenter, overcenter, telescopic and
telescopic articulating)
FUtec's Aerial offerings include material
handling and personnel only platforms, with
platform heights from 35' to 207'
71
Digger derricks, and cable placing, pulling, and tensioning
r Yes
Equipment is proposed as "turn -key' and
equipment
r No
would include:
Derrick Devices with standard service
bodies mounted on chassis (backyard,
distribution and transmission)
Cable Placers, Stringers, Tensioners and
Pullers mounted on chassis or trailers
(overhead and underground)
72
Directional drills, trenchless excavation equipment, thrust and
r Yes
Equipment is proposed as "turn -key' and
boring machines, soil piercing tools, trenchers, rock wheels,
r No
would include:
and pile drivers
Pressure Diggers mounted on chassis
(digging depth from 10-22 ft)
73
Utility locating equipment
r Yes
Atec has utility locating equipment available
r No
for purchase with new equipment, or through
Atec Supply
74
Accessories, supplies, replacement or wear parts, and
r Yes
Atec has accessory items and supplies
services related to the offering of equipment in Lines 69-72
r No
available with the purchase of new
equipment, and through Altec Supply. We
have included service contract packages for
member consideration. These include PM
Inspections at several different intervals, DOT
inspections, Dielectric Tests, with options to
pre -purchase with new equipment, or
purchase after equipment has been delivered.
Additionally training through our Sentry group
is included in our package. Due to the
complex nature of our service offerings for
repair, and the large geographic area our
facilities cover, we are not providing a repair
program offering at this time, with this
proposal offering. We are providing a
program for preventative maintenance (PM
inspections, DOT inspections, Dielectric Tests,
etc).
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Exceptions to Terms, Conditions, or Specifications Form
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in ord, Excel, or compatible formats may also be provided.
. Documents should NOT have a security password, as Sourcewell may not be able to open the file. t is your sole responsibility to ensure that the uploaded
document(s) are not either defective, corrupted or blan and that the documents can be opened and viewed by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. f you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. f the zipped file contains more than
one (1) document, ensure each document is named, in relation tothe submission format Rem responding to. For example, R responding tothe Mar efing Plan
category save the document as "Mar eting Plan"
• Pricing - Price Lists.zip- Thursday November 04, 011: 8:47
• Financial Strength and Stability -Financial Strength and Stability.zip-Thursday November 04, 0 1 1 :9:41
• Mareting Plan/Samples - Mareting Plan-Samples.zip-Thursday November04, 011:3:
• M E/M E/S E or elated Certificates (optional)
• arranty nfornation- arranty- Documents.pdf -Thursday November04, 011 :3:56
• Standard Transaction Document Samples- Standard Transaction Document Samples.zip-Thursday November04, 011:35:18
• pload Additional Document-Altec Capital Sourcewell Proposal.docx-Thursday November04, 011:35:40
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Addenda, Terms and Conditions
PROPOSER AFFIDAVIT AND ASSURANCE OF COMPLIANCE
I certify that I am the authorized representative ofthe Proposer submitting the foregoing Proposal with the legal authority to bind the Proposer to this Affidavit and
Assurance of Compliance:
1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in the jurisdiction of its
residence.
2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for contract award.
3. The Proposer, including any person assisting with the creation of this Proposal, has arrived at this Proposal independently and the Proposal has been created
without colluding with any other person, company, or parties that have or will submit a proposal under this solicitation; and the Proposal has in all respects been
created fairly without any fraud or dishonesty. The Proposer has not directly or indirectly entered into any agreement or arrangement with any person or
business in an effort to influence any part of this solicitation or operations of a resulting contract; and the Proposer has not taken any action in restraint of free
trade or competitiveness in connection with this solicitation. Additionally, if Proposer has worked with a consultant on the Proposal, the consultant (an individual
or a company) has not assisted any other entity that has submitted or will submit a proposal for this solicitation.
4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or circumstances which could give rise to
an organizational conflict of interest. An organizational conflict of interest exists when a vendor has an unfair competitive advantage or the vendor's objectivity
in performing the contract is, or might be, impaired.
5. The contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an employee or legally authorized
agent of the Proposer and will not be communicated to any such persons prior to Due Date of this solicitation.
6. If awarded a contract, the Proposer will provide to Sourcewell Participating Entities the equipment, products, and services in accordance with the terms,
conditions, and scope of a resulting contract.
7. The Proposer possesses, or will possess before delivering any equipment, products, or services, all applicable licenses or certifications necessary to deliver
such equipment, products, or services under any resulting contract.
8. The Proposer agrees to deliver equipment, products, and services through valid contracts, purchase orders, or means that are acceptable to Sourcewell
Members. Unless otherwise agreed to, the Proposer must provide only new and first -quality products and related services to Sourcewell Members under an
awarded Contract.
9. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
10. The Proposer understands that Sourcewell will reject RFP proposals that are marked "confidential" (or "nonpublic," etc.), either substantially or in their entirety.
Under Minnesota Statutes Section 13.591, subdivision 4, all proposals are considered nonpublic data until the evaluation is complete and a Contract is
awarded. At that point, proposals become public data. Minnesota Statutes Section 13.37 permits only certain narrowly defined data to be considered a "trade
secret," and thus nonpublic data under Minnesota's Data Practices Act.
11. Proposer its employees, agents, and subcontractors are not:
1. Included on the "Specially Designated Nationals and Blocked Persons' list maintained by the Office of Foreign Assets Control of the United States
Department of the Treasury found at: httos://w .treasurv.aov/ofac/downloads/sdnlist.odf;
2. Included on the government -wide exclusions lists in the United States System for Award Management found at: httos://sam.aov/SAM/; or
3. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota;
the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it
nor its principals have been convicted of a criminal offense related to the subject matter of this solicitation.
W By checking this box I acknowledge that I am bound by the terms of the Proposer's Affidavit, have the legal authority to submit this Proposal on behalf of the
Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I had hand signed the Proposal. This signature will not
be denied such legal effect, validity, or enforceability solely because an electronic signature or electronic record was used in its formation. - Riley Browne, Contract
Specialist, Altec Industries, Inc.
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the Proposer foresees an actual or
potential Conflict of Interest in performing the contractual obligations contemplated in the bid.
r Yes a No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
DocuSign Envelope ID: 8D47303F-D51 E-455F-8B26-BAAF6448C9A3
Check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.
I have reviewed the
File Name below addendum and Pages
attachments (if
applicable)
Addendum _4_Public _ Utility_Equipment_RFP_110421
Thu October 14 2021 04:33 PM
Addendum_ 3_Public _ Utility_Equipment_RFP_110421
Mon September 27 2021 05:28 PM
Addendum 2 Public Utility_Equipment_RFP_110421
Fri September 24 2021 03:55 PM
Addendum_1 _Publi c_ Utility_Equipment_RFP_110421
Mon September 20 2021 02:54 PM
Bid Number: RFP 110421 Vendor Name: Altec Industries, Inc.
5/29/24,10:18 AM
Sourcewell -Pd�M
A[tec Industries
Altec Industries: Contract 110421 -ALT I Sourcewell
Digger derricks, bucket trucks, and utility equipment
#110421 -ALT
Maturity Date: 12/27/2025
Website: altec.com/sourcewell Z
Products & Services v
Products & Services
Sourcewell contract 110421 -ALT gives access to the following types of goods and services:
o Bucket trucks & aerial devices
o Digger derricks
o Boom truck & knuckle cranes
o Service & chip dump bodies
o Cable handling
o Spray trucks & skids
o Pole trailers
o Tools & accessories
o Training
o Equipment financing
o Auction services
o Preventive maintenance
Additional information can be found on the vendor -provided, nongovernment website at:
altec.com/sourcewell Z
https://www.sourcewell-mn.gov/cooperative-purchasing/l10421-ALT 1/4
Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197
Resolution No. 24-159
Resolution authorizing the procurement of one (1) new aerial
bucket truck.
Whereas, one of the aerial bucket trucks in Forestry Operations is budgeted for replacement in
fiscal year 2025; and
Whereas, Sourcewell cooperative contract 110421 -ALT will be utilized for the procurement of the
aerial bucket truck; and
Whereas, the total purchase price of the truck is $205,868.00; and
Whereas, the amount exceeds the City Manager's spending authority of $200,000.00, thus requiring
City Council approval; and
Whereas, funds for this purchase are available in account 81710520; and
Whereas, approval of this procurement is in the public interest.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The proposed procurement as described above is approved.
2. The City Manager is authorized to take the steps necessary to effectuate the purchase and
approve any change orders that may develop during the manufacturing process.
Passed and approved this 1 sth day of .Tune , 2024.
Approved by
Attest:,r �,� A, C �---�
City Clerk City Attorney's Office - 06/13/2024
Resolution No. 24-159
Page 2
Moved by Harmsen , seconded by Moe
that the Resolution be adopted and upon roll call there were:
AYES:
NAYS: ABSENT:
X
Alter
X
Bergus
X
Dunn
X
Harmsen
X
Moe
X
Salih
X
Teague
Item Number: 6.b.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution authorizing the procurement of one (1) loader mounted snowblower.
Prepared By: Dan Striegel, Equipment Superintendent
Reviewed By: Brock Holub, Streets Superintendent
Ron Knoche, Director of Public Works
Geoff Fruin, City Manager
Fiscal Impact: $229,620.00; funds are available in accounts 81710520
and 22710335
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Quote - Larue D50 Sourcewell Purchase Proposal
Contract - 062222 - Larue SW
Contract - 062222 - Larue SW - Summary
Resolution
Executive Summary:
At the June 18, 2024 City Council meeting, consideration will be given to a resolution
authorizing the procurement of one (1) new Larue D50 wheel loader mounted snowblower for
Streets Operations.
Sourcewell Cooperative contract 062222 -JAL will be utilized for the procurement of the
snowblower from Macqueen Equipment in Ankeny, IA. Purchase price of the snowblower
with listed options and contract discount is $229,620.00 as per Macqueen
Equipment/Sourcewell quote dated May 17, 2024.
Funding for this purchase is available in accounts 81710520 and 22710335
Background /Analysis:
The Streets Division has one loader mounted snowblower in the fleet used for downtown
snow removal operations and occasionally used at the Airport runways. The current
snowblower, unit #201, is a 1998 model year which the City purchased used in 2002 and has
exceeded its life expectancy. Since the current machine was purchased used, the
replacement reserves available are below the true replacement cost. The Streets Division
has additional funding approved in fiscal year 2025 to supplement the purchase.
Estimated delivery of the new machine is fourth quarter 2024
MACQUEEN
EQUIPMENT
May 171h, 2024
Dan Striegel
Equipment Superintendent
City of Iowa City
Dan -
ENVIRONMENTAL SOLUTIONS AND SUPPORT
Per your request, a proposal has been generated and included from the Sourcewell Contract #: 062222 -JAL Bid for a
Larue D50 Snowblower with the enhancements that your public works department has deemed necessary. As you
know, the City of Iowa City is a member of the Sourcewell, Membership #: 26298.
Larue D50 Snowblower STANDARDS: Hardox 500 directional spot casting chute with 2 -section deflector, Wired
joystick control, 4.3" LCD screen, 3 engine performance modes, 2 frame -mounted LED lights, 2 chute -mounted LED
lights, Wet -type multi -disc clutch, Conveyor chain in oil bath, Hardox 550 drum, Tungsten carbide skid shoes, High
Strength steel scraper blade, Emergency stop buttons, Level indicator on the spot casting chute, Ground level fuel fill,
Mechanical components enclosed, Block heater, Shovel, 92 US gallons fuel tank, Dual 20" Augers, 40" impeller, 114"
working width minimum.
Base Unit
Larue D50 Snowblower: $184,900.00
Engine
326hp Cummins B6.7 stage V/Tier 4 Final: $2,200.00
Cab Control
18" Telescopic Hydraulic Chute Extension: $10,000.00
Wireless control system - Bluetooth@: $4,300.00
Extra 25' control cable: $900.00
Chute
Hydraulic tilting chute (right side): $6,500.00
3 -section chute deflector - Hardox@ 550 $4,200.00
Drum
Drum - 150 -degree rotation by worm gear: $2,200.00
Safety
Heated LED lights — Frame: $500.00
Heated LED Chute lights: $500.00
LED work light - Engine compartment: $1,100.00
Engine shutdown system - Includes: LED work light - Safety bolt area: $1,500.00
Indicator light on hood — snow blower engaged: $700.00
Durability & Efficiency
Ice Cutter kit for one auger: $600.00
Reverse function - Conveyor & Impeller: $900.00
Full -width skid shoe - Tungsten carbide: $3,500.00
Remote Jump start terminals: $500.00
Electronically controlled engine cooling fan: $2,700.00
Others
Quick coupler — ACS Pro -Series 2000 size 30: $7,900.00
Combined Total
Total: $235,600.00
-MINUS Sourcewell Contract Discount S%: -$11,780.00
www.macaueenciroui).com
4607 SE Rio Ct, Ankeny, IA 50021 . Bus: 515.289.9994 . Fax: 515.289.9995
Formerly Trans Iowa Equipment Part of the MacQueen Group Since 2005
LARUE)
Sourcewell Contract Price: $223,820.00
Non -Contract Items
In -Bound Freight from Quebec City, QC: $3,500.00
Machine Pre -Delivery Inspection: $900.00
Delivery to Iowa City, IA from Ankeny, IA: $850.00
On -Site Operation/Maintenance Training Iowa City, IA: $550.00
COMBINED SOURCEWELL CONTRACT PURCHASE PRICE LARUE D50: $229,620.00
-MINUS 1998 SnoGo MP -3D Snowb/ower Serial #: 3616: -$7500.00
NET SOURCEWELL BID PRICE: $222,120.00
Price Includes: Delivery to city shop and on-site training.
Warranty: 1 Year Parts/Labor
Availability: September Dependent upon Availability.
Invoice Due: 30 Days After Delivery
Terms of Sale: Proposed prices are based on current costs and therefore subject to change with written notice to
account for changes beyond seller's control.
If you have questions please call
Thank you.
Mike Osler
MacQueen Equipment
515-864-8171
www.macaueengroup.com
4607 SE Rio Ct, Ankeny, IA 50021 . Bus: 515.289.9994 . Fax: 515.289.9995
Formerly Trans Iowa Equipment Part of the MacQueen Group Since 2005
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
062222 -JAL
Sourcewell 1 -
Solicitation Number: 062222
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and J.A. Larue inc., 3003 Watt Avenue, Quebec QC, G1X 3W2 Canada
(Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Snow and Ice Handling Equipment, Supplies, and
Accessories from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires August 15, 2026, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
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Supplier's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
in Supplier's product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity's site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. Supplier's dealers
and distributors must agree to assist the Participating Entity in reaching a resolution in any
dispute over warranty terms with the manufacturer. Any manufacturer's warranty that extends
beyond the expiration of the Supplier's warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier's authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier's responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier's Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity's requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax -
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At anytime during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line -item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
• Identify the applicable Sourcewell contract number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
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• Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will become an amendment
to this Contract and will be incorporated by reference.
S. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity's
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity's use of this Contract is at the Participating Entity's sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier's employees maybe required to perform work at government-
owned facilities, including schools. Supplier's employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
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contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
Supplier's acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry -specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum, the terms of which will be negotiated directly between the
Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as
applicable. Any negotiated additional terms and conditions must never be less favorable to the
Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity's requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity's order will be determined by the Participating Entity making the purchase.
7. CUSTOMERSERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
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• Maintenance and management of this Contract;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, performance issues, supply
issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
• Participating Entity Name (e.g., City of Staples Highway Department);
• Participating Entity Physical Street Address;
• Participating Entity City;
• Participating Entity State/Province;
• Participating Entity Zip/Postal Code;
• Participating Entity Contact Name;
• Participating Entity Contact Email Address;
• Participating Entity Contact Telephone Number;
• Sourcewell Assigned Entity/Participating Entity Number;
• Item Purchased Description;
• Item Purchased Price;
• Sourcewell Administrative Fee Applied; and
• Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
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by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier's name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above "Attn: Accounts Receivable" or remitted electronically to
Sourcewell's banking institution per Sourcewell's Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract's expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier's Authorized Representative is the person named in the Supplier's Proposal. If
Supplier's Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Contract are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party. For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master -servant, or principal -agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any claims or causes of action, including
attorneys' fees incurred by Sourcewell or its Participating Entities, arising out of any act or
omission in the performance of this Contract by the Supplier or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications. Sourcewell's
responsibility will be governed by the State of Minnesota's Tort Liability Act (Minnesota
Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, maintained, or
disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty -free, worldwide, non-exclusive right and
license to use the trademark(s) provided to Supplier by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell's relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty -free, worldwide, non-exclusive right and
license to use Supplier's trademarks in advertising and promotional materials for the
purpose of marketing Supplier's relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
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resellers, marketing representatives, and agents (collectively "Permitted Sublicensees") in
advertising and promotional materials for the purpose of marketing the Parties' relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party's trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party's trademarks only in good faith and in a dignified manner consistent with
such party's use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell's written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
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15. FORCE MAJEURE
062222 -JAL
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party's reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non -defaulting
party may:
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• Exercise any remedy provided by law or equity, or
• Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers' Compensation and Employer's Liability.
Workers' Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ("ISO") Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products -completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability -completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non -owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
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062222 -JAL
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer's Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional
Liability. During the term of this Contract, Supplier will maintain coverage for all claims
the Supplier may become legally obligated to pay resulting from any actual or alleged
negligent act, error, or omission related to Supplier's professional services required
under this Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000 —annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier's
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data — including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Supplier's commercial
Rev. 3/2022 12
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general liability insurance policy with respect to liability arising out of activities, "operations," or
"work" performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
references to "federal" should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier's Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of "federally assisted construction contract" in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis -Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland "Anti -Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must 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 or she is otherwise entitled. The non-federal entity must report
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all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis -Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. 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. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACTOR AGREEMENT. If the federal award
meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
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§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI -LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti -Lobbying Amendment (31
U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are directly pertinent to Supplier's discharge of its obligations under
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier's personnel for the purpose of
interview and discussion relating to such documents.
Rev. 3/2022 16
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062222 -JAL
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre -approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
this Contract or any purchase by an Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Contract or any purchase by an authorized user.
0. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and
Statements) applies to the Supplier's actions pertaining to this Contract or any purchase by a
Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non -delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to
the anticipated work under this Contract raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources
and support to individuals and organizations associated with terrorism.
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S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it
will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of this Contract will comply with applicable requirements of 2 C.F.R. §
200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at anytime, with or without cause, upon 60
days' written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier's
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewell
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Jeremy Schwartz
Title: Chief Procurement Officer
8/11/2022 1 1:07 PM CDT
Date:
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Title: Executive Director/CEO
8/11/2022 1 2:09 PM CDT
Date:
J.A. Larue inc.
DocuBlgned by:
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By: DE32F94072D044D...
Louis Larue
Title: Vice -President
Date:
8/11/2022 1 3:06 PM EDT
Rev. 3/2022 18
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
RFP 062222 - Snow and Ice Handling Equipment, Supplies, and
Accessories
Vendor Details
Company Name:
J.A. Larue
3003 Watt Avenue
Address:
Quebec, Quebec G1X 3W2
Contact:
David Olivier
Email:
david.olivier@jalarue.com
Phone:
514-742-6660
HST#:
Submission Details
Created On:
Wednesday May 04, 2022 14:00:40
Submitted On:
Wednesday June 22, 2022 07:44:41
Submitted By:
David Olivier
Email:
david.olivier@jalarue.com
Transaction #:
a306dOea-be39-45bl-843d-677fc6917dec
Submitter's IP Address:
199.167.105.226
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Specifications
Table 1: Proposer Identity & Authorized Representatives
General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Do not merely attach
additional documents to your response without also providing a substantive response. Do not leave answers blank, respond 'N/K if the
question does not apply to you (preferably with an explanation).
Line
Item
Question
Response*
1
Proposer Legal Name (one legal entity only):
J.A. Larue inc.
(In the event of award, will execute the
resulting contract as "Supplier')
2
Identify all subsidiary entities of the Proposer
N/A
whose equipment, products, or services are
included in the Proposal.
3
Identify all applicable assumed names or DBA
N/A
names of the Proposer or Proposers
subsidiaries in Line 1 or Line 2 above.
4
Provide your CAGE code or Unique Entity
L06W8/208580092
Identifier (SAM):
5
Proposer Physical Address:
3003, Watt avenue
Quebec, QC
G1X 3W2 Canada
6
Proposer website address (or addresses):
www.jalarue.com
7
Proposers Authorized Representative (name,
Louis Larue
title, address, email address & phone) (The
Vice -President
representative must have authority to sign
Iouis.larue@jalarue.com
the `Proposers Assurance of Compliance" on
(418)-658-3003 #231
behalf of the Proposer and, in the event of
award, will be expected to execute the
resulting contract):
8
Proposer's primary contact for this proposal
David Olivier
(name, title, address, email address & phone):
Sales Manager
david.olivier@jalarue.com
(418)658-3003 #417
9
Proposers other contacts for this proposal, if
Sylvain Dion
any (name, title, address, email address &
Administration Manager
phone):
sylvain.dion@jalarue.com
(418)-658-3003 #255
Table 2: Company Information and Financial Strength
Line (Question
Item
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
10
Provide a brief history of your company,
In 1973, J.A. Larue inc. started as a repair shop for various types of heavy diesel
including your company's core values,
equipment. Later, the company specialized in rebuilding used snow removal
business philosophy, and industry longevity
equipment, until, that is, founder Andre Larue had the vision to design and
related to the requested equipment, products
manufacture a snow blower that would stand out and stand up to the worst of
or services.
winter. Nearly a half -century later the company is managed by the second
generation, Denis, and Louis Larue. And it has become one of the largest makers
of industrial snow removal equipment in the world. Founded and based in Quebec,
where snowfall has been known historically to reach up to five meters in depth,
Larue arose from a culture of snow. Snow isn't weather in Quebec, it's a way of life.
We live it, four months a year. And all of that snow has given us an expertise that
few others can claim. Our snow removal equipment is a study in continuous
refinement, relentless innovation and an ability to deliver highly customized machines
to clients around the world. Snow fears Larue. And when it comes to clearing
roads, Larue is a name you can count on.
OUR VALUES
DEDICATION
Dedication is the wellspring of quality, service, and the tireless energy needed to
meet and exceed expectations. It is the source of curiosity, which in tum, leads to
increased knowledge and expertise. Larue is dedication.
PASSION
Nothing drives dedication like passion. We don't simply build machines, we put
every last atom of ourselves, our expertise, and our obsession with being better into
each and every last one of them. Larue is passion.
RESPECT
Larue is not a monolith. If we enjoy achievement, it is because of our differences,
and our ability to channel them into innovation, quality, and service where the whole
is much greater than the sum total of its components. There is no achievement
without respect. Larue is respect.
TEAM SPIRIT
We achieve together. We pull together, we innovate together. Team spirit is the
direct byproduct of respect. One cannot exist without the other. Only a team can
build a machine good enough to wear the Larue badge. Larue is team spirit.
INNOVATION
Innovation is the star that guides us, it pushes us to do more, do better, and do
right by our clients. We have succeeded by being pioneers, not following.
Leadership is a great responsibility, but we're relentless in our efforts to set an
example and help our segment transform and embrace new ideas. Larue is
innovation.
11
What are your company's expectations in the
J.A. Larue inc. is honored to have served Sourcewell and its members who have
event of an award?
purchased Larue snow blower equipment through Sourcewell contract #080818 -JAL
since 2014. We look forward to continu to be a valued partner to your members in
providing the highest quality snow equipment solutions at the beneficial price,
through a simplified procurement process.
12
Demonstrate your financial strength and
We have included in the attached bid document the following to attest to our
stability with meaningful data. This could
financial stability and solid standing:
include such items as financial statements,
-Dun & Bradstreet report on our financial ratios,
SEC flings, credit and bond ratings, letters
-Specific reference letter from our bank,
of credit, and detailed reference letters.
-Reference letters from 4 top -tier industry suppliers as to our volume of business
Upload supporting documents (as applicable)
and excellent payment record.
in the document upload section of your
esponse.
13
What is your US market share for the
We hold a 40% market share in D -Serie and 15% in T -Serie.
solutions that you are proposing?
14
What is your Canadian market share for the
We hold a 70% market share in D -Serie and 75% in T -Serie.
solutions that you are proposing?
15
Has your business ever petitioned for
No, Larue has never been bankrupt.
bankruptcy protection? If so, explain in detail.
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
16
How is your organization best described: is
Larue is a manufacturer of snow removal equipment.
it a manufacturer, a distributor/dealer/reseller,
Describe any relevant industry awards or
We received a 94% rating from CGER for the evaluation of sales transactions. This
or a service provider? Answer whichever
Larue is a world class manufacturer which distributes products through a vast and
recognition that your company has received
question (either a) or b) just below) best
capable dealer network.
applies to your organization.
-Quality of service,
a) If your company is best described as
Larue and each dealer have signed a sales and service agreement that outlines the
-Product delivery time,
a distributor/dealer/reseller (or similar entity),
specific expectations from both parties. The Larue dealer network sells and supports
provide your written authorization to act as a
our product line. These dealers offer full sales, parts and services support including
distributor/dealer/reseller for the manufacturer
best -in -class after-sales support as required by Larue. In a broad overview, Larue
of the products proposed in this RFP. If
manufactures products and sell them to his dealer.
-Quality/price ratio.
applicable, is your dealer network
independent or company owned?
Another advantage of independently owned dealers is that they know their customers
20
b) If your company is best described as
and market well. They tailor their services specifically to their customers' needs.
a manufacturer or service provider, describe
governmental sector in the past three years
your relationship with your sales and service
Although Larue will sign this contract as a manufacturer, Larue dealer will be given
What percentage of your sales are to the
force and with your dealer network in
the opportunity to avail themselves of the sales business presented buy the contract
delivering the products and services
and will execute all transaction with governmental, educational and non-profit
proposed in this RFP. Are these individuals
customers as they do today. This includes but is not limited to consultation, quoting,
Sourcewell
your employees, or the employees of a third
accepting payment, delivery, warranty support, parts sales, and service. This is no
purchasing contracts that you hold. What is
party?
different than sales occurring outside the terms of this agreement.
the annual sales volume for each of these
Larue dealers heartily embrace Sourcewell contract #080818 -JAL, and all of them
have been trained in their use and as such will already be familiar with Sourcewell's
contract.
List any GSA contracts or Standing Offers
N/A
Larue offers specific discounts to Sourcewell members. By selling to members under
and Supply Arrangements (SOSA) that you
Sourcewell contract, participating Larue dealers agree to honor those discounts.
17
If applicable, provide a detailed explanation
To the extent of our knowledge, we are unaware of specific licences or certifications
outlining the licenses and certifications that
required to pursue the business covered by this RFP.
each of these contracts over the past three
are both required to be held, and actually
held, by your organization (including third
parties and subcontractors that you use) in
pursuit of the business contemplated by this
RFP.
18
Provide all "Suspension or Debarment"
Larue has not been suspended or disbarred in the last ten years.
information that has applied to your
organization during the past ten years.
Table 3: Industry Recognition & Marketplace Success
Line
Item
Question
Response*
19
Describe any relevant industry awards or
We received a 94% rating from CGER for the evaluation of sales transactions. This
recognition that your company has received
includes several aspects:
in the past five years
-Quality of service,
-Product delivery time,
-Quality of the product,
-Cost of the product,
-Quality/price ratio.
You will find this evaluation attached to this response.
20
What percentage of your sales are to the
90%
governmental sector in the past three years
21
What percentage of your sales are to the
0%
education sector in the past three years
22
List any state, provincial, or cooperative
Sourcewell
purchasing contracts that you hold. What is
the annual sales volume for each of these
contracts over the past three years?
23
List any GSA contracts or Standing Offers
N/A
and Supply Arrangements (SOSA) that you
hold. What is the annual sales volume for
each of these contracts over the past three
years?
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Table 4: References/Testimonials
Line Item 24. Supply reference information from three customers who are eligible to be Sourcewell participating entities.
Entity Name*
Contact Name *
Phone Number
Scope of Work*
Tehema County
Matt Silvery
530-385-1462x3034
Town of Needham
IJohn Regan
781-455-7500
Years *
City of Norfolk
Scott Smith
402-750-9439
Fleet remplacement of T80 -Self
Table 5: Top Five Government or Education Customers
Line Item 25. Provide a list of your top five government, education, or non-profit customers (entity name is optional), including entity
type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar volumes from the past three
years.
Entity Nam
Entity Type*
State /
Scope of Work*
Size ctions *
Dollar Volume Past Three
Sales at Larue is driven by a Director of Sales & Marketing based at the head
P rovi nce *
office. The director leads a team made up of estimation (1 TM), technical sales
Years *
COOT
Government
Oregon - OR
Fleet remplacement of T80 -Self
Avg transaction 550 000$
3 268 729,00 USD
Propelled Snow Blower
ea.
City of Ottawa
Government
ON - Ontario
Fleet remplacement and
20 X D60 snow blower:
3 640 000,00 CND
Standardization strategy
Fleet remplacement
AKDOT
Government
Alaska - AK
Fleet remplacement of Self
4 X T -Serie
2 510 392,00 USD
Propelled Snow Blower
Avg transaction 630 000$
ea.
City of Montreal
Government
QC - Quebec
Fleet remplacement and
21 X D65 snow blower:
2 974 267,50 CND
Standardization strategy
Fleet remplacement
QUEBEC DOT
Government
QC - Quebec
Fleet remplacement.
8 units.
1 518 466,00 CND
Each transaction was awarded to
the lowest bidder
Table 6: Ability to Sell and Deliver Service
Describe your company's capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable.
Your response should address in detail at least the following areas: locations of your network of sales and service providers, the number
of workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third
party), and any overlap between the sales and service functions.
Line
Item
Question
Response*
26
Sales force.
Sales at Larue is driven by a Director of Sales & Marketing based at the head
office. The director leads a team made up of estimation (1 TM), technical sales
representative (6 TM), sales administration (1 TM) and marketing team (2 TM) to
support the dealer networks.
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
27 (Dealer network or other distribution
Larue products are distributed by a dealer sales network.
This network is structured as follows:
Canada -West
Falcon Equipment (hftps:bWww.falconequip.com/contact)
BC : 3 locations
AB: 1 location
SK: 1 location
MB: 1 location
9 Sales reps and 3 Technical trainers
Canada -East
QC -NB -PE -NS -ON -NL -NU -NT: Larue(3 locations) Quebec, Montreal and NB (5
sales reps)
USA
Larue products are distributed in 36 States through 13 dealers:
Macqueen Equipment
IA -IL -IN -MN -NE -Wt: (4 locatons)
16 Sales reps and 5 Technical trainers
Bell Equipment
OH -MI (2 locations)
8 Sales reps and 2 Technical trainers
Viking Cives
CT -KS -KY -ME -MO -NH -NY -TN -VT (7 locations)
16 Sales reps and 2 Technical trainers
TranSource Truck & Equipment
SD (3 locations)
5 Sales reps and 1 Technical trainer
Swanston Equipment
ND (2 locations)
4 Sales reps and 1 Technical trainer
SWS
D -M T-OR-WA(3 local ons)
10 Sales reps and 11 Technical trainer
Snoquip
CA -NV (1 location)
3 Sales reps and 1 Technical trainer
Kois Brothers
CO -WY (3 locations)
9 Sales reps and 1 Technical trainer
Holland Equipment
UT ( 1 location)
4 Sales reps and 1 Technical trainer
CN Wood
CT -MA -RI (6 locations)
15 Sales reps and 1 Technical trainer
Craig Taylor Equipment
AK (4 locations)
4 Sales reps and 1 Technical trainers
H.A DeHart & Son
DE -MD -NJ -PA (3 locations)
6 Sales reps and 1 Technical trainers
hftps://vvww.jalarue.com/dealers/
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
C
force.
Larue products are supported after the sale by our dealer network. All service
partners listed below offer on-site parts inventory with next -day shipping capability,
service bays, heavy equipment technicians and mobile service units. The network
below supports Canadian and US customers.
Canada- West
BC -SK -AB -MB (6 locations)
Service bays: 40
60 technicians
Larue
QC -NB -PE -NS -ON -NL -NU -NT: (3 locations)
Service bays: 10
20 technicians
Macqueen Equipment
IA -IL -IN -MN -NE -WI: (4 locations)
Service bays: 42
65 technicians
Bell Equipment
OH -MI (2 locations)
Service bays: 16
10 technicians
Viking Cives
CT -KS -KY -ME -MO -NH -NY -TN -VT (7 locations)
Service bays: 42
65 technicians
TranSource Truck & Equipment
SD (3 locations)
Service bays: 34
45 technicians
Swanston Equipment
ND (2 locations)
Service bays: 20
26 technicians
SWS
ID -MT -OR -WA
Service bays: 14
19 technicians
Snoquip
CA -NV
Service bays: 8
10 technicians
Kois Brothers
CO -WY
Service bays: 16
9 technicians
Holland Equipment
UT
Service bays: 2
5 technicians
CN Wood
CT -MA -RI
Service bays: 20
25 technicians
Craig Taylor Equipment
AK
Service bays: 26
22 technicians
H.A DeHart & Son
DE -MD -NJ -PA
Service bays: 10
8 technicians
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
29
Describe the ordering process. If orders
Orders for Canadian and American Sourcewell members will be handled exclusively
will be handled by distributors, dealers or
through our dealer Network.
others, explain the respective roles of the
hftps://vvww.jalarue.com/dealers/
Proposer and others.
Once the dealer put a bid under contract, they send a purchase order to Larue. We
then put the order through the following process:
-Contract review and approval,
-Fabrication start,
-Water bath testing & inspection,
-Prepare for delivery;
-invoice the dealer,
-Report Sale to Sourcewell;
-Warranty-Start process once In -Service paperwork received,
-Satisfaction Survey sent.
30
Describe in detail the process and
Larue has 2 dedicated resources for customer and dealer support. We offer a 2417
procedure of your customer service
emergency phone (1-877-658-3013) for service issues to make sure our customers &
program, if applicable. Include your
dealers can reach us at any time.
response -time capabilities and
Our dealer network also maintains critical service resources and dedicated 24/7
commitments, as well as any incentives
support structures. The key benefit of a dealer network is that they have parts and
that help your providers meet your stated
technicians on hand to make repairs within 24 hours if the part is available.
service goals or promises.
Larue is located 15 minutes from a major airport (YBQ) and can therefore guarantee
24-48 hour delivery to almost anywhere in Canada or the US for critical parts.
Customer satisfaction is monitored by Larue through a customer survey process that
is sent directly to the customers. This allows monitoring dealer performance and
constructive feedback to the network for continuous improvement.
31
Describe your ability and willingness to
We are happy to serve all geographic snowed areas and all Sourcewell Member,
provide your products and services to
within the United States with our complete product line and service offering through
Sourcewell participating entities in the
Sourcewell.
United States.
Larue has successfully utilized Sourcewell to sell machines in the United States.
32
Describe your ability and willingness to
We are happy to serve all geographic areas and all Sourcewell Member, within
provide your products and services to
Canada with our complete product line and service offering through Sourcewell.,
Sourcewell participating entities in Canada.
Larue being a Canadian company, we already push to help Sourcewell gain
popularity into the market.
33
Identify any geographic areas of the United
N/A - Larue can service all North America
States or Canada that you will NOT be
fully serving through the proposed contract.
34
Identify any Sourcewell participating entity
N/A - Larue can service any Sourcewell participating entity sector requiring our
sectors (i.e., government, education, not -for-
products.
profit) that you will NOT be fully serving
through the proposed contract. Explain in
detail. For example, does your company
have only a regional presence, or do other
cooperative purchasing contracts limit your
ability to promote another contract?
35
Define any specific contract requirements
N/A - Larue would have no restriction in these areas working through our local
or restrictions that would apply to our
dealers who cover these territories.
participating entities in Hawaii and Alaska
and in US Territories.
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Table 7: Marketing Plan
Line
Item
Question
Response*
36
Describe your marketing strategy for
Larue has an active Sourcewell contract at the time of filling out this tender. We advertise
promoting this contract opportunity.
our Sourcewell partnership through many different channels such as our website, dealer
Upload representative samples of your
portal, product order forms, brochures, print advertising, Power Point training, tradeshows
marketing materials (if applicable) in
and social media. You will find marketing materials attached to this response.
the document upload section of your
network for a cost of 500$ plus fees (fee is included in the supporting documents)
response.
37
Describe your use of technology and
We use our newly designed and content -rich website to promote our Sourcewell contract
digital data (e.g., social media,
and to explain in a dedicated web page the details about what Sourcewell is and what
metadata usage) to enhance
are the benefits of using it. We also use our product order forms to remind each of our
marketing effectiveness.
customers (or dealer customers) that we have a Sourcewell contract and that they can
save money and simplify their procurement process if they use it. Please see our
attached product order form to see details. Our dealer portal is not live yet, but coming
41
Describe any technological
this summer. We will have a Sourcewell page where our dealers will find all the details
advances that your proposed
(financial, communication) in order to encourage their clients to use Sourcewell. Finally, we
products or services offer.
occasionally make a social media post to our highly engaged community about the
benefits of Sourcewell, please see examples attached.
WEBSITE: https:/tivww.jalarue.com/cooperative-purchasing/
Our website is integrated with Google Analytics and Facebook pixel technology to analyze
our data and enhance our ads. We do monthly Google Search Ads for our related snow
removal keywords, as well as Facebook, You Tube and Linkedln ads.
FACEBOOK: https:/Ayww.facebook.comAaruesnowblowers
LINKEDIN: https:/Ayww.linkedin.com/companyAaruesnowblowers/
INSTAGRAM: https:/lnstagram.comAaruesnowblowers
YOUTUBE: https://vvww.youtube.comAaruesnowblawers
DEALER PORTAL (not live yet): https://portal.jalarue.com/
38
In your view, what is Sourcewell's role
In our opinion, Sourcewell's role is to promote vendors who make quality and reputable
in promoting contracts arising out of
products while maintaining good business practices, and to facilitate/accelerate the
this RFP? How will you integrate a
purchasing process for members who need these products. It is a seal of approval in
Sourcewell-awarded contract into your
which these organizations trust to acquire the right solutions at a discounted price.
sales process?
Sourcewell is already integrated in our sales process because each of our dealers and
their customers have the opportunity to see our Sourcewell awarded contract on their
Larue equipment purchasing form, so that they can use it.
39
Are your products or services
Due to the many applications for our products and high number of options available, we
available through an e -procurement
prefer to have a consultant who can add value by providing a better adapted product
ordering process? If so, describe your
configuration in order to fully respect the customers needs according to his specific work
e -procurement system and how
environment. Performance or environmental requirements can sometimes influence the
governmental and educational
product features that we include in our proposal. For those reasons, we do not currently
customers have used it.
use an e -procurement system.
Table 8: Value -Added Attributes
Line
Item
Question
Response*
40
Describe any product, equipment,
Our dealers include a minimum OF 2 hours product orientation at time of final delivery.
maintenance, or operator training
(covering operation and maintenance)
programs that you offer to
Sourcewell participating entities.
Furthermore, we have an 8 -hour training course that can be offered through our dealer
Include details, such as whether
network for a cost of 500$ plus fees (fee is included in the supporting documents)
training is standard or optional,
who provides training, and any
Lastly, our dealer and customer portal will be launched at the end of July 2022 and will
costs that apply.
feature, among other things, Larue University which contains digital training material such as
videos, Power Points and documents. The portal will be the main access point for our
dealers and customers where they will be able to register product warranty, find product
manuals, manage inventory, order literature, order parts and find useful resources. (see print
screen)
41
Describe any technological
All Larue Products have:
advances that your proposed
Service Free blower clutch,
products or services offer.
Reversing engagement to unplug (safety)
Calibrated overload protection device,
T -Serie:
(Optional) Free vision obstruction heated glasses,
Sound proof cab having operational average level of 72 dBa.
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
42
Describe any "green" initiatives
Larue is engaged with partners on preliminary designs for electric/hydrogen apparatus to
that relate to your company or to
meet the need of moving towards green solutions.
your products or services, and
include a list of the certifying
Larue has also invested in R&D to make our equipment more efficient. Here are some
agency for each.
examples:
All, except: D40, D87, D97, T80.
Use engine with European emission certification rather than the North American
certification for less emission.
Service -free drive shaft to reduce the use of petroleum grease.
T95 : Power Management System of the dual engine increase efficiency and reduce the
fuel consumption.
D5*, D6* : (optional) 2 -speed transmission with the power Management System to minimize
the power requirement and increase the efficiency of operation to reduce the fuel
consumption.
All Model:
(optional) On demand Fan to reduce the fuel consumption and noise
We also recycle: 100% of the metal waste, paperboard and pallet wood from our
manufacturing activities and 100% of the paperboard, paper, aluminum and glass from our
administrative activities.
Larue eliminated use of plastic water bottles from our hospitality fridges.
43
Identify any third -party issued eco-
We do not have any third -party certification. However, we have integrated the vast majority
labels, ratings or certifications that
of our machines engines with European emission certification rather than North American
your company has received for
certification for lower emissions.
the equipment or products
included in your Proposal related
to energy efficiency or
conservation, life -cycle design
(cradle -to -cradle), or other
green/sustainability factors.
44
Describe any Women or Minority
N/A
Business Entity (WMBE), Small
Business Entity (SBE), or veteran
owned business certifications that
your company or hub partners
have obtained. Upload
documentation of certification (as
applicable) in the document
upload section of your response.
45
What unique attributes does your
Larue offers the industry's widest range of industrial snow blowers with 11 loader -mounted
company, your products, or your
and 5 self-propelled models. There is a Larue product designed for any type of operation
services offer to Sourcewell
and work environment. From airports, mountains, municipalities, larger cities and ski areas,
participating entities? What makes
we cover all those applications. Larue products deliver great value for money with
your proposed solutions unique in
exceptional manufacturing quality and are very easy to service, which takes care of our
your industry as it applies to
customers' bottom line. OEM parts are easily and rapidly found through our global dealer
Sourcewell participating entities?
network or sometimes through us directly. Larue also has the biggest selection of product
options which helps to provide highly customized equipment adapted to customers' specific
needs. As a family-owned business with almost 50 years of history, customer satisfaction
has always been our core philosophy and continues to guide our actions and decisions. We
dedicate a great part of our budget to product innovation and growth, as evidenced by our
recent investment in a modem facility with almost 100,000 square feet. Needless to say, we
have the capacity to supply the market and since building snow removal equipment is our
primary focus, Sourcewell's participating entities can rest assured that we will deliver.
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Table 9A: Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure,
and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document
upload section of your response in addition to responding to the questions below.
Line
Item
Question
Response*
46
Do your warranties cover all products, parts, and
For the applicable warranty period, Larue warranties its products against any
labor?
defects in material and workmanship including any parts or labor necessary
to remedy the warranty claim. Please see standard warranty policy for
Canada and the USA in supporting documents along with our certificates:
Full machine standard warranty is provided - 1 year or 2,000 hours of
operation, whichever occurs first, as outlined in the standard warranty
document. (These warranties cover parts and labor)
Engine
-two years or 2,000 hours of operation, whichever occurs first,
47
Do your warranties impose usage restrictions or
N/A
other limitations that adversely affect coverage?
48
Do your warranties cover the expense of
Larue warranty providies travel time, up to four -hours round trip, if in the
technicians' travel time and mileage to perform
opinion of the VENDOR, the product cannot
warranty repairs?
reasonably be transported to business of a LARUE authorized Service
Center or other source approved by LARUE (travel labor in excess of four -
hours round trip, any meals, mileage, lodging, etc. are the owners
responsibility)
49
Are there any geographic regions of the United
No.
States or Canada (as applicable) for which you
cannot provide a certified technician to perform
warranty repairs? How will Sourcewell
participating entities in these regions be provided
service for warranty repair?
50
Will you cover warranty service for items made by
We coordinate all warranty claims through our local dealer network. The
other manufacturers that are part of your proposal,
dealers professional service department have all the necessary relationships
or are these warranties issues typically passed on
to coordinate any and all warranty claims for the component manufacturers
to the original equipment manufacturer?
involved in the construction of the Larue product, and this, in conjunction with
Larue. This ensures a simple, single -point -of -contact for all services after the
sale.
51
What are your proposed exchange and return
Larue Raman remanufactures an extensive line of components ranging from
programs and policies?
transmission, gear box, planetary and complete engines. These products are
competitively priced and offer "Same as New" warranty. Larue Raman's
quality remanufacturing process requires that all cores be completely
disassembled, thoroughly cleaned, and inspected for damage to ensure they
meet or exceed our rigid reusability guidelines. All wear items are replaced
with new parts. Once the remanufacturing process has been completed, all
units are fully tested to ensure they meet industry standards and to provide
the customer with unequalled performance.
52
Describe any service contract options for the
Our dealer network offers preventive maintenance programs.They also offer a
items included in your proposal.
variety of preventive maintenance programs and tool tailored to each
department need. (Examples provided in the supporting documents)
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Table 10: Payment Terms and Financing Options
Line
Item
Question
Response*
53
Describe your payment terms and accepted payment
Standard payment terms for Larue product is payment NET 30
methods.
Days.
On occasion our dealers will make special term arrangement with
their customers.
54
Describe any leasing or financing options available for use
Leasing solutions are offered through our dealer.
by educational or governmental entities.
Also, we have DLL who offers wide range of products and services
includes loans and lease products.
Examples provided in supporting document. (Pricing upload)
55
Describe any standard transaction documents that you
All documentation is internal between Larue and the dealerships.
propose to use in connection with an awarded contract
However, the dealers have been trained on how to properly invoice
(order forms, terms and conditions, service level
a Sourcewell transaction to clearly show the Sourcewell contract
agreements, etc.). Upload a sample of each (as
number, as well as the Sourcewell discount, on their final invoice to
applicable) in the document upload section of your
the end customer. We have provided samples of our pricing and
response.
order form.
56
Do you accept the P -card procurement and payment
Because Larue Dealers will be receiving payments directly from
process? If so, is there any additional cost to Sourcewell
members, accepting P -card procurement will be at their discretion.
participating entities for using this process?
Many dealers do accept this method without additional fees. Some
have limitations on the amount that can be processed.
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Table 11: Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can
be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product
Change Request Form.
Line
Item
Question
Response*
57
Describe your pricing model (e.g., line -item discounts or
All pricing is communicated to the market throught our Larue
product -category discounts). Provide detailed pricing data
Pricing & Order form.
(including standard or list pricing and the Sourcewell
discounted price) on all of the items that you want
How it works:. Once the representative opens a price list, he has
Sourcewell to consider as part of your RFP response. If
access to the first tab which explains how to fill up the order. The
applicable, provide a SKU for each item in your proposal.
second tab explains what is Sourcewell and how his customers can
Upload your pricing materials (if applicable) in the
use it and take advantage of the program. In a Larue product tab
document upload section of your response.
(one tab per model), he selects wether the customer participates in
the Sourcewell program or no. If he selects Yes, the Sourcewell
discount rate will appear at the bottom of the price list. The
representative then enters the quantity of units ordered (of the same
model). The Sourcewell discounted price will appear in the
Extended column of each element. The Sourcewell discount rate will
adjust according to the conditions mentioned in the first paragraph
of this response. At the bottom of the grid, the dealer sees the
total Sourcewell discount amount and the total customer price
including the Sourcewell discount. We think we have made it very
clear for the dealer to use our price lists and to communicate the
benefits of using Sourcewell to a prospect or customer.
58
Quantify the pricing discount represented by the pricing
We are happy to offer a 5% discount off Standard List Price
proposal in this response. For example, if the pricing in
(MSRP) to our Sourcewell customers when they purchase 1 or 2
your response represents a percentage discount from
units of the same model and on the same PO.
MSRP or list, state the percentage or percentage range.
59
Describe any quantity or volume discounts or rebate
Quantity discount:
programs that you offer.
3-9 units = additional 2%
10 + =additional 5%
60
Propose a method of facilitating "sourced" products or
Sourced products will be priced using a cost-plus model. For the
related services, which may be referred to as "open
purpose of this proposal, Sourcewell members will be quoted cost
market" items or 'nonstandard options". For example, you
+ 20% through the dealer network for any item that must be
may supply such items "at cost' or "at cost plus a
sourced externally.
percentage," or you may supply a quote for each such
.request.
61
Identify any element of the total cost of acquisition that is
Dealer provided goods and services: Customer requested non -
NOT included in the pricing submitted with your response.
factory goods/services will be quoted by dealers.
This includes all additional charges associated with a
purchase that are not directly identified as freight or
Set -Up and installation fees: Dealer applies charges that cover their
shipping charges. For example, list costs for items like pre-
costs for installing and ensuring the proper operation. The set-up
delivery inspection, installation, set up, mandatory training,
fee and installation fees are quoted by the dealer.
or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
Pre -Delivery Inspection (PDI): A PDI is performed on all new
machine purchases to ensure proper fluid levels, check system
pressures, verify accurate system operation, and cleaning of the unit
prior to delivery. The cost of the PDI is quoted by the dealer and
will vary by machine models and complexity.
Taxes: Local taxes, if applicable, will be assessed.
62
If freight, delivery, or shipping is an additional cost to the
All proposed prices are FOB our factory in Quebec City, Quebec,
Sourcewell participating entity, describe in detail the
Canada. Transport costs will be arranged by the local dealer with
complete freight, shipping, and delivery program.
the end customer at the time of purchase. These amounts are
separate from the apparatus price and are not considered for
discounts or fees to Sourcewell.
63
Specifically describe freight, shipping, and delivery terms or
Please see response at 62.
programs available for Alaska, Hawaii, Canada, or any
offshore delivery.
64
Describe any unique distribution and/or delivery methods or
We offer everything from conventional truck deliverytaseo turnkey
options offered in your proposal.
solutions.( ex: we delivered to an American military bin Japan)
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Table 12: Pricing Offered
Item
Linerb.the
Pricing Offered in this Proposal is: *
Comments
65
same as the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing
Specifically describe any self -audit process or program that you
Sourcewell contract discounts will be published to our dealer
rtments.
equipment, products, and services that you
Table 13: Audit and Administrative Fee
Line
Item
Question
Response*
66
Specifically describe any self -audit process or program that you
Sourcewell contract discounts will be published to our dealer
equipment, products, and services that you
plan to employ to verify compliance with your proposed Contract
network and the dealers will be required to the references
are offering in your proposal.
municipalities, airports, contractors, government agencies and ski areas all over the
with Sourcewell. This process includes ensuring that Sourcewell
the Sourcewell contract on all related requests for quotes
world.
70
participating entities obtain the proper pricing, that the Vendor
through our Larue Pricing & Order form. Quarterly, the
subcategories of solutions. List subcategory
reports all sales under the Contract each quarter, and that the
Director of Business Development and Administrator
titles that best describe your products and
Self-propelled brooms & plows
Vendor remits the proper administrative fee to Sourcewell. Provide
Manager will extract a report of all invoices that reference
Snow Truck
sufficient detail to support your ability to report quarterly sales to
the Sourcewell contract. Larue will submit a copy of the
Sourcewell as described in the Contract template.
report along with the applicable cheque for the fee payable
Airport brooms & plows
to the Sourcewell.
Multi -Task Equipment (MTE)
67
If you are awarded a contract, provide a few examples of internal
Larue will monitor dealer performance at the bid stage to
metrics that will be tracked to measure whether you are having
give them constructive feedback on how to leverage the
success with the contract.
program with their end users.
Specific metrics that will be monitored include total number
of Sourcewell quotes per quarter, percentage of total quotes
attributed to Sourcewell, and winAoss ratio of Sourcewell
quotes vs non-Sourcewell quotes.
68
Identify a proposed administrative fee that you will pay to
Larue proposes a 2% administrative fee. This 2% fee will
Sourcewell for facilitating, managing, and promoting the Sourcewell
be calculated on the vendor's total sales.
Contract in the event that you are awarded a Contract. This fee
is typically calculated as a percentage of Vendors sales under the
Contract or as a per-unit fee; it is not a line -item addition to the
Members cost of goods. (See the RFP and template Contract for
additional details.)
Table 14A: Depth and Breadth of Offered Equipment Products and Services
Line
Item
Question
Response*
69
Provide a detailed description of the
Larue manufactures industrial snow removal equipment such as loader -mounted and
equipment, products, and services that you
self-propelled snow blowers, runway brooms and plows. Our customers are
are offering in your proposal.
municipalities, airports, contractors, government agencies and ski areas all over the
world.
70
Within this RFP category there may be
Loader mounted snow blowers
subcategories of solutions. List subcategory
Self-propelled snow blowers
titles that best describe your products and
Self-propelled brooms & plows
services.
Snow Truck
Snow Tractor
Airport snow blowers
Airport brooms & plows
Multi -Task Equipment (MTE)
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Table 1413: Depth and Breadth of Offered Equipment Products and Services
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional
comments in the text box provided, as necessary.
Line Item
Categoryor Type
Offered *
Comments
71
Plows, blades, wings, blowers, and brooms
r Yes
We offer blowers, brooms and plows.
r' No
Larue offers the largest selection of
loader -mounted and self-propelled
snow blowers, meaning you're sure
to find equipment to ft the tightest
requirements and even tighter
budgets. Our 16 different models are
designed to exceed expectations and
keep your community safe, and
mobile.
72
Spreader or sprayer systems for the application
r Yes
N/A
of de-icing or anti -icing solids or liquids and snow
r No
melters
73
Dump bodies, specialty equipment, and air or
r Yes
N/A
hydraulic systems, related to the upftting or
r No
modification primarily for snow and ice handling,
and,
74
A complementary offering of parts, supplies, and
r Yes
We offer all services listed.
accessories, related to the upkeep, repair, or
r No
maintenance of their offering of equipment as
Larue has a dedicated service parts
described in 71-73 above
warehouse of more than 10M$.
Table 15: Exceptions to Terms, Conditions, or Specifications Form
Line Item 75. NOTICE: To identify any exception, or to request any modification, to the Sourcewell template Contract terms, conditions,
or specifications, a Proposer must submit the exception or requested modification on the Exceptions to Terms, Conditions, or
Specifications Form immediately below. The contract section, the specific text addressed by the exception or requested modification,
and the proposed modification must be identified in detail. Proposers exceptions and proposed modifications are subject to review and
approval of Sourcewell and will not automatically be included in the contract.
Contract Section Term, Condition, or Specification Exception or Proposed Modification
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to
ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed
by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the
zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding
to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
. Pricina - List Price.zip - Wednesday June 22, 2022 07:30:08
. Financial Strength and Stability - Finance.zip - Thursday June 16, 2022 12:58:05
. Marketing Plan/Samples - Marketing.zip - Wednesday June 22, 2022 07:30:40
. WMBE/MBE/SBE or Related Certificates - CEGER.pdf - Monday June 20, 2022 13:09:29
. Warranty Information - Warranty.zip - Monday June 20, 2022 12:59:53
. Standard Transaction Document Samples - Larue - Equipment Pricing & Order Form 2022 USD T-Series.zip - Wednesday June
22, 2022 07:32:53
. Upload Additional Document - Support.zip - Wednesday June 22, 2022 07:31:38
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
Addenda, Terms and Conditions
PROPOSER AFFIDAVIT AND ASSURANCE OF COMPLIANCE
I certify that I am the authorized representative of the Proposer submitting the foregoing Proposal with the legal authority to bind the
Proposer to this Affidavit and Assurance of Compliance:
1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in
the jurisdiction of its residence.
2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for
contract award.
3. The Proposer, including any person assisting with the creation of this Proposal, has arrived at this Proposal independently and the
Proposal has been created without colluding with any other person, company, or parties that have or will submit a proposal under
this solicitation, and the Proposal has in all respects been created fairly without any fraud or dishonesty. The Proposer has not
directly or indirectly entered into any agreement or arrangement with any person or business in an effort to influence any part of
this solicitation or operations of a resulting contract, and the Proposer has not taken any action in restraint of free trade or
competitiveness in connection with this solicitation. Additionally, if Proposer has worked with a consultant on the Proposal, the
consultant (an individual or a company) has not assisted any other entity that has submitted or will submit a proposal for this
solicitation.
4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or
circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when a
vendor has an unfair competitive advantage or the vendor's objectivity in performing the contract is, or might be, impaired.
5. The contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an
employee or legally authorized agent of the Proposer and will not be communicated to any such persons prior to Due Date of this
solicitation.
6. If awarded a contract, the Proposer will provide to Sourcewell Participating Entities the equipment, products, and services in
accordance with the terms, conditions, and scope of a resulting contract.
7. The Proposer possesses, or will possess before delivering any equipment, products, or services, all applicable licenses or
certifications necessary to deliver such equipment, products, or services under any resulting contract.
8. The Proposer agrees to deliver equipment, products, and services through valid contracts, purchase orders, or means that are
acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first -quality products and
related services to Sourcewell Members under an awarded Contract.
9. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
10. The Proposer understands that Sourcewell will reject RFP proposals that are marked "confidential" (or "nonpublic," etc.), either
substantially or in their entirety. Under Minnesota Statutes Section 13.591, subdivision 4, all proposals are considered nonpublic
data until the evaluation is complete and a Contract is awarded. At that point, proposals become public data. Minnesota Statutes
Section 13.37 permits only certain narrowly defined data to be considered a "trade secret," and thus nonpublic data under
Minnesota's Data Practices Act.
11. Proposer its employees, agents, and subcontractors are not:
1. Included on the "Specially Designated Nationals and Blocked Persons" list maintained by the Office of Foreign Assets Control
of the United States Department of the Treasury found at: https://www.treasury.gov/ofac/downloads/sdnlist.pdf,
2. Included on the government -wide exclusions lists in the United States System for Award Management found at:
https://sam.gov/SAM/, or
3. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated
Bid Number: RFP 062222 Vendor Name: J.A. Larue
DocuSign Envelope ID: D233F7B2-9456-40FC-8FB9-47E087D59F9F
by the State of Minnesota, the United States federal government or the Canadian government, as applicable, or any
Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense
related to the subject matter of this solicitation.
P By checking this box I acknowledge that I am bound by the terms of the Proposer's Affidavit, have the legal authority to submit this
Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I
had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic
signature or electronic record was used in its formation. - David Olivier, Sales Manager, J.A. Larue inc
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/orthe
Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid.
r Yes os No
The Bidder acknowledges and agrees that the addendum/addenda below form partof the Bid Document.
Checkthe box in the column "I have reviewed this addendum" belowto acknowledge each of the addenda.
I have reviewed the
File Name below addendum and pages
attachments (if
applicable)
Addendum _3_ Snow _Ice _ Hand Ii ng_Eq u ipment_RFP _062222 r
Thu May 26 2022 01:38 PM
Addendum _2_ Snow _Ice _ Hand Ii ng_Eq u ipment_RFP _062222 P
Fri May 20 2022 02:03 PM
Addendum _1_ Snow _Ice _ Hand Ii ng_Eq u ipment_RFP _062222 P
Tue May 3 2022 03:55 PM
Bid Number: RFP 062222 Vendor Name: J.A. Larue
6/5/24, 8:41 AM
Sourcewell
J.A. La ru e
Snow and ice equipment
#062222 -JAL
Maturity Date: 8/15/2026
Website: jalarue.com Z
J.A. Larue: Contract 062222 -JAL I Sourcewell
Products & Services v
Products & Services
Sourcewell contract 062222 -JAL gives access to the following types of goods and services:
o Loader -mounted snow blowers
o Municipal snow blowers
o Self-propelled snow blowers
o Airport snow blowers
o Front -mounted brooms & sweepers
o Runway brooms & sweepers
o Frount-mounted plows
o Runway plows
Additional information can be found on the vendor -provided, nongovernment website at:
jalarue.com
Buy Sourcewell
https://www.sourcewell-mn.gov/cooperative-purchasing/062222-JAL 1/3
Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197
Resolution No. 24-160
Resolution authorizing the procurement of one (1) loader mounted
snowblower.
Whereas, the loader mounted snowblower in Streets Operations is budgeted for replacement in
fiscal year 2025; and
Whereas, Sourcewell cooperative contract 62222 -JAL will be utilized for the procurement of the
snowblower; and
Whereas, the total purchase price of the snowblower is $226,620.00; and
Whereas, the amount exceeds the City Manager's spending authority of $200,000.00, thus requiring
City Council approval; and
Whereas, funds for this purchase are available in accounts 81710520 and 22710335; and
Whereas, approval of this procurement is in the public interest.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The proposed procurement as described above is approved.
2. The City Manager is authorized to take the steps necessary to effectuate the purchase and
approve any change orders that may develop during the manufacturing process.
Passed and approved this 18th day of June , 2024.
Ma
Approved by
Attest: " � �� � �.� �? a
City Clerk City Attorney's 9ffice - 06/13/2024
Resolution No. 24-160
Page 2
Moved by Harmsen , seconded by Moe
that the Resolution be adopted and upon roll call there were:
AYES:
NAYS: ABSENT:
X
Alter
x
Bergus
X
Dunn
X
Harmsen
X
Moe
X
Salih
X
Teague
Item Number: 6.c.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution amending the AFSCME pay plan by adding the position Civilian Crime Analyst to
grade 12.
Prepared By: Denise Brotherton, Police Captain
Reviewed By: Dustin Liston, Police Chief
Geoff Fruin, City Manager
Fiscal Impact: Funds for the position were allocated to the Police
Department's budget in the FY 2025 budget. The position
falls in grade 12 of the pay plan with wages and benefits
estimated at $110,583.
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Resolution
Executive Summary:
This resolution authorizes the Police Department to proceed with hiring a Civilian Crime
Analyst, which was funded by the City Council with FY 2025 operating budget. This position
will assist in furthering goals related to policing through data -driven strategies.
Background /Analysis:
This position will use a variety of law -enforcement -related data, including computer-aided
dispatch, police reports, and mapping to determine trends and help address issues with a
data -driven approach to policing. The Civilian Crime Analyst will also collaborate with
community partners to improve communication, data sharing and cross -sector collaborations
aimed at finding solutions to challenges facing the community.
This position with be situated under the Support Services Division of the Police Department.
Prepared by Denise Brotherton, Police Captain, 410 E. Washington St, Iowa City, IA 52240 (319) 356-5271
Resolution Number 24-161
Resolution amending the AFSCME pay plan by adding the position Civilian
Crime Analyst to grade 12.
Whereas, Resolution No. 24-105 adopted by the City Council on April 16, 2024, authorized
budgeted positions in the Support Services Division of the Police Department for Fiscal Year
2025 which included the newly created position of Civilian Crime Analyst; and
Whereas, Resolution No. 23-323, adopted by the City Council on December 12, 2023,
established a classification and compensation plan for AFSCME employees for Fiscal Year
2025; and
Whereas, the duties, responsibilities and requirements of the position have been evaluated and
grade 12 of the AFSCME pay plan has been determined to be the appropriate classification.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that the
AFSCME pay plan be amended by adding the position Civilian Crime Analyst to grade 12.
Passed and approved this 18th day of June
Attest:
City Clerk
2024
Approved by
City Attorn 's Office
(Jennifer Schwickerath - 06/10/2024)
It was moved by Harmsen and seconded by Moe
adopted, and upon roll call there were:
Ayes:
Nays:
the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
M6Wr
Approved by
City Attorn 's Office
(Jennifer Schwickerath - 06/10/2024)
It was moved by Harmsen and seconded by Moe
adopted, and upon roll call there were:
Ayes:
Nays:
the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 6.d.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution authorizing agreement between the City of Iowa City and the Iowa City Association
of Professional Fire Fighters, IAFF Local #610 to be effective July 1, 2024 through June 30,
2025.
Prepared By: Karen Jennings, Human Resources Administrator
Reviewed By: Geoff Fruin, City Manager
Fiscal Impact: Wages are anticipated to fall within future budget
parameters.
Staff Recommendation: Approval
Attachments: Fire Contract Resolution - FY25
Fire contract FY25
Executive Summary:
The current Fire Union collective bargaining expires June 30, 2024. The City participated in
collective bargaining with the Fire Union in accordance with Chapter 20 of the Iowa Code.
After exchanging initial proposals on October 20, 2023 and November 13, 2023, the parties
participated in a bargaining session on February 9, 2024 and mediation on February 21,
2024. Mediation resulted in impasse and the parties proceeded to an interest arbitration
hearing on April 30, 2024. The one-year collective bargaining agreement reflects the binding
arbitration award.
Background /Analysis:
The one-year Fire contract for Fiscal Year 2025 reflects the interest arbitration award issued
by the arbitrator on May 30, 2024. The award calls for a 3.4% across the board wage
increase. All other items submitted to arbitration remain status quo. The collective bargaining
agreement, effective July 1, 2024 through June 30, 2025, is attached.
Prepared by: Karen Jennings, Human Resources Administrator, 410 E. Washington St., Iowa City, IA
52240 (319) 356-5025
Resolution no. 24-162
Resolution authorizing agreement between the City of Iowa City and the
Iowa City Association of Professional Fire Fighters, IAFF Local #610 to be
effective July 1, 2024 through June 30, 2025.
Whereas, the City of Iowa City (hereinafter the City) and the Iowa City Association of
Professional Fire Fighters, IAFF Local #610 (hereinafter the Union), through their designated
bargaining representatives, have participated in the collective bargaining process which resulted
in binding interest arbitration; and
Whereas, the award issued by the arbitrator on May 30, 2024 has resulted in the updated
collective bargaining agreement in effect from July 1, 2024 through June 30, 2025, a copy of
which agreement is attached to this resolution and by this reference made a part hereof; and
Whereas, the City desires to approve the agreement finding that it will promote efficient
municipal operations, thereby providing residents of the community with municipal services.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that:
1. The above -referenced updated Agreement between the City and the Union is hereby
approved by the City.
2. The Mayor is hereby authorized and directed to sign, and the City Clerk to attest, the
Agreement.
Passed and approved this 18th day of June _,2024
Ma
Attest:
City Clerk
It was moved by Harmsen and seconded by
adopted, and upon roll call there were:
Ayes:
x
Nays:
Approved by
,/
City Attorney' Office
(Jennifer Schwickerath - 06/04/2024)
Moe the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
14
CONTRACT BETWEEN
CITY OF IOWA CITY
AND
IOWA CITY ASSOCIATION OF PROFESSIONAL FIRE FIGHTERS
IAFF, AFL-CIO, LOCAL #610
JULY 1, 2024
TO
JUNE 30, 2025
TABLE OF CONTENTS
PAGE
Preamble........................................................................................................................................ 1
ArticleI -- Recognition....................................................................................................................
2
Article II -- Management Rights......................................................................................................
2
Article III -- No Strike - No Lockout.................................................................................................
2
ArticleIV -- Reserved.....................................................................................................................
3
ArticleV -- Hours of Work...............................................................................................................
3
ArticleVI -- Overtime......................................................................................................................
5
ArticleVII -- Special Leaves...........................................................................................................
6
ArticleVIII -- Holidays.....................................................................................................................
8
ArticleIX -- Sick Leave....................................................................................................................
9
ArticleX -- Vacations....................................................................................................................
11
Article XI -- Union Activities..........................................................................................................
11
Article XII -- Uniforms and Equipment..........................................................................................
12
ArticleXIII -- Insurance.................................................................................................................
12
Article XIV -- Duty Outside the City...............................................................................................
13
Article XV -- Training Programs....................................................................................................
13
Article XVI -- Bulletin Boards.........................................................................................................
14
Article XVII -- Personnel Transactions..........................................................................................
14
ArticleXVIII -- Discipline...............................................................................................................
14
Article XIX -- Transfer Procedures................................................................................................
15
Article XX -- Supplemental Employment......................................................................................
15
ArticleXXI -- Safety......................................................................................................................
15
Article XXII -- Grievance Procedure............................................................................................
16
Article XXIII -- General Conditions................................................................................................
18
ArticleXXIV -- Waiver...................................................................................................................
18
Article XXV -- Savings Clause......................................................................................................
19
ArticleXXVI -- Duration.................................................................................................................19
ArticleXXVII -- Wages...................................................................................................................19
Article XXVIII -- Other Compensation............................................................................................20
Article XXIX -- Use of Time Off......................................................................................................21
A
Article XXX -- Family and Parental Leave......................................................................................21
PREAMBLE
This Contract is entered into by the City of Iowa City, Iowa, referred to as the "City" and the
Iowa City Association of Professional Fire Fighters, I.A.F.F. AFL/CIO, Local 610, referred to as the
"Union", for the purpose of promoting harmonious and cooperative collective bargaining between
the parties.
The parties agree to the following specific provisions:
ARTICLE I
RECOGNITION
The City recognizes the Iowa City Association of Professional Fire Fighters, I.A.F.F.
AFUCIO, Local 610, as the exclusive bargaining agent for all permanent City of Iowa City Fire
Fighters, Lieutenants, and Captains and excluding the Fire Chief, Deputy Chief, Battalion Chiefs,
Fire Marshal, and all those excluded by Section 4 of Chapter 20 of the Code of Iowa. This
representation is based on a Decision and Order promulgated by the Iowa Public Employment
Relations Board on December 16, 1975. This Contract is not intended to bind either party with
respect to future unit determinations or rights of representation of new titles, departmental
reorganization or any other administrative variations of the present department organization.
The City agrees that it will not sponsor or promote, financially or otherwise, any other group,
individual, or labor organization, for the purpose of undermining the Union; nor will it interfere with,
restrain, coerce, or discriminate against any of its employees in connection with their membership
in the Union.
ARTICLE II
MANAGEMENT RIGHTS
Section 1. Except as limited by the express provisions of this Contract, nothing herein shall
be construed to restrict, limit, or impair the rights, powers, and authority of the City under the laws
of the State of Iowa and the City's ordinances. These rights, powers, and authority include, but are
not limited to the following:
a. To direct the work of its employees.
b. To develop, implement and enforce work rules, safety standards, performance and
productivity standards.
C. To hire, promote, transfer, assign, classify, schedule, evaluate, and retain
employees within the operation of the City government and to develop and maintain
qualification standards and procedures for employment, promotions, and transfers.
d. To discipline, suspend or discharge employees for just cause.
e. To maintain the efficiency of the governmental operation and to determine and
maintain the nature, scope and definition of City organization.
f. To relieve employees from duties because of lack of work, lack of adequate public
financing, or for other legitimate reasons.
g. To determine the amounts, methods, and procedures for compensating employees
and the definition of, necessity for, allocation of, and nature of overtime and the
method of compensating overtime.
h. To determine and implement the methods, means, tools, locations, equipment, and
assignment of personnel by which its operations are to be conducted including but
not limited to the right to contract and subcontract work.
i. To take such actions as may be necessary to carry out its mission.
j. To initiate, prepare, certify and administer its budget.
k. To exercise all powers and duties granted to it by law.
ARTICLE III
NO STRIKE --NO LOCKOUT
Section 1. No Strike. No employee covered by this Contract shall engage in any strike at
any City facility or at any location in the City where City services are performed during the life and
duration of this Contract. If any strike shall take place, the Union will immediately notify employees
engaging in such activities to cease and desist. Employees in the bargaining unit, while acting in
the course of their employment, shall not refuse to cross any picket line established by any labor
2
organization when called upon to cross such picket line in the line of duty. The City will make every
reasonable effort to assure employee safety in crossing picket lines. Any employee engaging in any
activity in violation of the Article shall be subject to immediate disciplinary action including discharge
by the City.
"Strike" means a public employee's refusal, in concerted action with others, to report to duty,
or his willful absence from his position, or his stoppage of work, or his abstinence in whole or in part
from the full, faithful, and proper performance of the duties of employment.
Section 2. No Lockout. The City agrees not to lock out employees as a result of disputes
arising out of the terms of this contract.
ARTICLE IV
RESERVED
ARTICLE V
HOURS OF WORK
Section 1. The normal work week will average fifty-six (56) hours, consisting of twenty-four
(24) hours on duty (commencing at 0700 hours), twenty-four (24) hours off duty, twenty-four (24)
hours on duty, twenty-four (24) hours off duty, twenty-four (24) hours on duty, ninety-six (96) hours
off duty, but no employee shall be guaranteed any specific number of hours in any one week.
Sworn personnel of the Fire Department bargaining unit will work in twenty-four (24) hour
shifts, except such members as assigned to other special shifts by the Chief. An adjustment in
benefits will be made for employees who are assigned to other than fifty-six (56) hour week.
Section 2. Temporary variations in shift assignment or changes in days on and off may be
made upon twenty-four (24) hours notice. No prior notice is required to change schedules in an
emergency or in the case of inclement weather.
Section 3. Trading of Time. The City will permit fire fighters to exchange work shifts within
grade and between captains and lieutenants upon the following procedures:
a. Two employees below the rank of Captain may make a mutual request in writing to
the Captains of the respective shifts 24 hours in advance except in the case of
emergency when shorter periods of notice are required. Captains will forward their
own request directly to the Fire Chief or his/her designee.
b. The Fire Chief or his/her designee will approve or deny the request, but permission
to trade will not be denied without reason.
C. The employee receiving the work shift off in the exchange shall pay back the
employee taking his/her place, as required by the law.
d. The substitution may not impose any additional costs on the Employer. In the event
the employer is required to pay any overtime because of the failure of an employee
to pay another back in timely fashion, this overtime pay shall be deducted from the
pay of the negligent employee.
Section 4. Staffing. The Chief has sole discretion to determine the number of people who
take time off in any rank as well as the level of staff for the Fire Department.
3
Section 5. Pay outside of classification. If an acting temporary appointment out of rank is
made by the Fire Chief for a period of twelve 12 or more consecutive work hours, the employee so
appointed will be paid at the rate of 4% above his/her current salary/hourly rate or at the first step
rate of the rank being replaced if they are at the top step of their permanent pay range. Such pay
adjustments will be retroactive to the original date of assignment.
If an acting temporary appointment to a Battalion Chiefs position is made by the Fire Chief
for a period of twelve (12) consecutive work hours or more, the Captain appointed will be paid at
the rate of 4% above his/her current salary/hourly rate. If a lieutenant is so appointed, they shall be
paid at a rate of 4% above the Step 1 rate for a Captain.
Overtime during any such acting temporary appointment, when worked in such acting
capacity and when compensated by overtime pay, shall be compensated at one and one-half (1%)
times the acting hourly rate. However, the Fire Chief may assign an employee who is working on
his/her regular shift to such acting capacity in order to avoid paying acting pay at the overtime rate
to an employee in overtime status.
Such appointments will be made by the Fire Chief as follows:
a. Firefighters acting out of rank: In making temporary out -of -rank assignments the Fire Chief
will look to the Firefighters assigned to the station affected. Of such Firefighters, a Firefighter
on the Lieutenant promotional list will have priority in accepting the assignment. If no
Firefighter appears on the Lieutenant promotional list, the senior Firefighter at the affected
station will have priority in accepting the assignment except that for such temporary
assignments of 72 consecutive working hours or longer, the Chief may assign any Firefighter
who is on the Lieutenant promotional list. If the Firefighters assigned to the station do not
accept the assignment, the Firefighter moving to the affected station as the replacement will
then be offered the temporary out -of -rank assignment.
Lieutenants acting out of rank: In making temporary out -of -rank assignments, the Fire Chief
will share among Lieutenants such assignments with consideration to a Lieutenant's
standing on the Captain promotional list.
The Fire Chief reserves the right to assign temporary out -of -rank assignments if no
personnel voluntarily accepts such assignment. The Fire Chief reserves the right to establish
minimum standards for persons given out -of -rank assignments.
Section 6. Excused Tardiness. Employees shall be allowed two (2) fifteen (15) minute
penalty -free tardiness' annually. This provision shall only be applicable in situations involving
unintentional tardiness.
Section 7. Administrative Duty. A continuous shift employee (56 hours/week) assigned to
administrative duty (referred to as "light duty") with a forty (40) hour work week schedule will
continue to accrue all benefits and compensation at their continuous shift rate while on the 40 hour
assignment, and will use benefits on a pro -rated basis. The ratio will be 56/40 or 1.4, and will be
used when reporting accrual usage, i.e. for every one hour of time taken, 1.4 hours will be reflected
on the accrual usage.
Work week: 56 hours/40 hour = 1.4
Annual hours worked: 2912 hours/2080 hours = 1.4
Holiday time: 135 hours/96 hour = 1.4
If an employee terminates while on a 40 hour work week schedule, their benefit payout will
be calculated on a 56 hour benefit schedule, at the 56 hour work week rate.
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When employees on administrative duty work beyond eight (8) hours per day, every effort
will be made to adjust the remainder of the work week to limit total work hours to 40 per work week.
If this is not possible, comp time will be accrued or overtime will be paid in accordance with
applicable laws. In addition, usage of time will be limited to hours absent from the 40 hour work
schedule, at the pro -rated basis.
ARTICLE VI
OVERTIME
Section 1. For purposes of this Article a "day" is defined as beginning at 7:00 A.M. and
ending twenty-four (24) hours later.
Section 2. Overtime is work performed by a permanent employee who is required to work
at the end of twenty-four (24) hour shift or who is called back to work for fire department activities.
Prior authorization from the Officer in charge is required before overtime will be credited. Employees
may be periodically required to work overtime but may request not to do so because of physical
inability as determined by the Chief or his/her designee.
Overtime is voluntary where overtime assignments are made over seventy-two (72) hours
in advance; provided, however, the right to refuse an overtime assignment shall be limited to the
first three (3) employees asked to report to work on a particular work day. Thereafter, overtime shall
be mandatory.
The Fire Chief shall make assignments as soon as he/she knows of the need. There will be
no pyramiding of overtime.
Overtime will be compensated at the rate of one and one-half (1-1/2) times the current base
hourly rate of the employee or by compensatory time off at the rate of one and one-half (1-1/2)
hours of each hour of overtime worked. Permanent employees may accumulate up to 48 hours of
compensatory time which may be taken off at times agreed upon by the employee and the
supervisor. The Chief will consider departmental staffing needs, financial considerations, and
employee preferences in determining whether overtime is paid or compensatory time given. In the
event that the Chief shall establish a standing policy that for some period of time all overtime worked
will be compensated exclusively either by pay or by compensatory time off, such policy will be
declared by written notice to the bargaining unit. Upon termination the employee will be paid for all
remaining compensatory time. If an emergency situation occurs, as determined by the Chief at the
end of a fiscal year which would result in a probable loss of compensatory time due to year end
accruals, the Chief may authorize overtime payment in lieu of compensatory time at the end of the
first full pay period of the new fiscal year.
Section 3. Minimum Call -In.
a. An employee who has completed a work day and who is called in to work in an
emergency situation without prior notice will be paid for a minimum of two (2) hours.
b. If the emergency call-in time worked exceeds two (2) hours the employee will be
compensated for time worked. Minimum call-in will be paid at the overtime rate.
c. If an employee is called in less than two hours (2) prior to the start of a regularly
scheduled duty day, time worked will not be considered minimum call-in but rather an
extension of duty. The employee will be compensated at the overtime rate for time
worked from arrival at the station until the start of the regular scheduled duty shift.
This section shall not apply to employees who are already at their place of assignment for
the purpose of reporting for regular or other previously assigned duty and who are utilized
to supplement, rather than replace, on -duty personnel.
Section 4. Calculation of Overtime. Generally, overtime will be rounded in fifteen (15) minute
increments. However, in the case of retention time, an employee will receive one (1) hour of
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overtime for any part of an hour of previously authorized work.
E.g. If a punch is registered within 7 minutes of the quarter hour (15 minutes) it will round to
the nearest quarter hour; punches within 8 minutes will result in an additional quarter hour (15
minutes).
Example: If a unit is called out at 6:30 A.M. for a fire and are unable to return to the station
until 7:20 A.M., each crew member who has received authorization to answer the call will receive
one (1) hour of overtime. In the event that the crew is required to stay until 8:20 A.M. (1 hour 20
minutes) the time in excess of one hour will be recorded to the nearest one-quarter (1/4) hour and
the employee would receive 1.25 hours of overtime.
ARTICLE VII
SPECIAL LEAVES
Section 1. On the Job Iniury. In the event of a temporary and disabling injury or disease of
an employee while at work, the City shall provide a leave of absence with pay, provided the injury
or disease is incurred in or aggravated by the actual performance of duty at some time or place.
The City shall bear any and all costs for treatment of such injury or disease.
The City's Medical Advisor shall make the initial judgment on whether time off work is
required by the injury or disease.
The allowance provided by this Section shall be administered consistent with the provisions
of Chapter 411 of the Code of Iowa.
Section 2. Funerals. An employee will be granted a maximum of two (2) shifts per incident
as determined by the Chief with no loss of compensation to attend the funeral of his/her spouse,
domestic partner as recognized by City policy, children, mother, father, stepparent, sister, brother
or grandparent.
An employee will be granted up to one (1) shift per occurrence with no loss of compensation
nor loss of accrual from sick, annual, or compensatory time to attend the funeral of his/her mother-
in-law, father-in-law, grandparent -in-law, aunt or uncle, brother-in-law, sister-in-law, or permanent
member of the immediate household. In-law relationships referred to herein shall include such
relationships through a domestic partner as recognized by City policy.
If additional time is needed, an employee shall be permitted to use up to one (1) shift of
accumulated sick leave with the approval of the Fire Chief or Battalion Chief.
Section 3. Leave of Absence Without Pay. A leave of absence without pay is a
predetermined amount of time off work, which has been requested by the employee, recommended
by the Fire Chief and approved by the City Manager. Generally, such leave shall not exceed twelve
(12) months. Upon termination of any such leave of absence, the employee shall return to work in
the same range and step as when he/she left and will receive compensation on the same basis as
if he/she had continued to work at his/her regular position without leave, provided that, during that
period, if the nature of operations has changed so that similar work does not exist the employee
may apply for vacancies in related areas or other vacancies at the City for which the employee is
otherwise qualified. If an opening for the employee no longer exists in his/her civil service rank,
he/she will be assigned to the first open position which becomes available in his/her civil service
rank, or in a lower rank, within 90 days of the termination of such leave of absence, or, -in the case
of a leave of absence necessitated by a medically certified illness or injury to the employee, within
180 days of the termination of such leave of absence. Once an employee returns to work in a
position as provided herein, that position shall become his/her permanent civil service rank.
In the event an employee fails to return to work at the end of any such leave or extension
C.
he/she shall be deemed to have voluntarily resigned or, if applicable, voluntarily retired on the last
day of work prior to such leave. During a leave of absence without pay, the employee:
a. cannot pay retirement contributions if the leave exceeds one month in duration;
b. shall not receive any other accruals or job benefits during the period of absence;
C. shall not acquire additional seniority during said leave except in the case of
temporary medical disability or where otherwise specified by this Agreement;
d. shall not earn sick, vacation, or other leave;
e. must use all accumulated leave time to which he/she is entitled prior to the time that
the leave without pay commences;
must pay prorated health, dental and life insurance premiums falling due during any
month the employee is not on the payroll, if coverage is desired and is available
subject to insurance carrier approval, as follows:
For any calendar month during which the employee is on unpaid leave not
exceeding ten calendar days and insurance coverage is desired, the City will
pay the cost of the insurance premiums for Medical, Dental and Life
insurance.
2. For any calendar month during which the employee is on unpaid leave in
excess of ten calendar days and insurance coverage is desired, the
employee must pay 1/20 of the insurance premium for each calendar day
beyond ten days that the employee is on unpaid leave of absence. The
remainder of the premium will be paid for by the City.
3. The employee may choose which insurance coverages, if any, are to be
retained during the unpaid leave of absence.
4. Payment for insurance coverages desired by the employee may be deducted
from current or future pay due to the employee. Failure to return from an
unpaid leave where insurance coverage was desired will result in the City
billing the individual for costs which would otherwise have been deducted
from the employee's pay.
The Fire Chief may waive the above conditions (a. through e.) for leaves of absence not
exceeding ten (10) calendar days.
Section 4. Jury Duty. An employee summoned for jury duty shall notify the City so that a
request to the Court in writing may be made to excuse the employee because of the nature of fire
suppression activities. In the event that no such request is made by the City or that the employee is
not excused, the employee shall receive his/her regular compensation from the City for all regular
duty time spent in jury service and the City shall receive the pay earned for such jury service.
Compensation for travel expenses may be retained by the employee. An employee shall report to
the assigned work area both before and after time spent on jury duty for regularly scheduled work
days.
Section 5. Witness Fees. An employee shall be granted leave with pay when required to be
absent from work for the purpose of testifying in court in response to legal summons, when such
appearance arises directly from his/her duties or obligations as an Iowa City firefighter, and the City
shall receive the witness fees up to the amount of compensation paid to the employee for days
testified.
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Section 6. Military Leave. The City will comply with the Code of Iowa on military leave.
Section 7. Preqnancy Leave. A pregnant employee shall be entitled to a leave of absence
with pay if she is disabled as a result of pregnancy or related cause at the exhaustion of other
accumulated leaves. All employees requiring such leave shall notify the Fire Chief prior to the
anticipated date of birth and should be able to substantiate their condition by a doctor's statement.
Employees may work during pregnancy if health permits.
Those granted leaves under this section shall present a doctor's statement as to pregnancy
disability and recovery therefrom. Within seven (7) days following birth, miscarriage, or abortion, the
employee shall advise the City of the date by which she will return to work. Unless the employee
returns to work by such date, or any other date by reason of extension granted by the City, the
employee will be considered to have voluntarily resigned or retired.
ARTICLE VIII
HOLIDAYS
Section 1. The following days shall be paid holidays for permanent employees: New Year's
Day (January 1); Martin Luther King, Jr. Day (third Monday in January); Memorial Day (last Monday
in May); Juneteenth (June 19); Independence Day (July 4); Labor Day (first Monday in September);
Veteran's Day (November 11); Thanksgiving Day (fourth Thursday in November); the Friday after
Thanksgiving; Christmas Day (December 25); and one personal leave day.
Section 2. In addition, there shall be granted to permanent employees who do not work a
continuous shift the day before or after Christmas, or the day before or after New Year's Day as an
additional holiday. The City Manager may direct that employees observe a particular day for this
holiday but if the Manager fails to make such designation by December 15 of the calendar year in
question, employees may select a particular day subject to the approval of the supervisor. If the City
Manager does not designate a day employees may choose a day between December 24 and
January 2 for this holiday with the supervisor's approval.
Section 3. Permanent employees on a continuous shift shall receive one hundred thirty-five
(135) hours of holiday credit on the first day of each fiscal year as defined in Article XXVII, Section
1, of this agreement. Any continuous shift employee who begins work after July 1 of any calendar
year will receive credit for the remaining holiday dates in the year. If an employee separates after
July 1 of any year, those holidays which have been credited but which have not yet occurred will be
deducted for the purpose of considering separation pay. Requests for use of holiday time shall be
made to the Battalion Chief who shall determine when holiday time may be taken.
For the purpose of this Article, a holiday for continuous shift employees begins at 7:00 A.M.
on the day of the holiday and continues for a period of twenty-four (24) hours thereafter.
Section 4. In lieu of overtime pay for working on a holiday, a payment of $350 ($35.00 per
holiday) for the fiscal year will be made to each permanent full-time continuous shift bargaining unit
employee. Payment will be made on the second payday of the fiscal year. Any continuous shift
employee who begins work after July 1 of any year will receive payment for the remaining holiday
dates in the year. If an employee separates after July 1, those holidays which have been paid but
which have not yet occurred will be deducted for the purpose of considering separation pay.
Section 5. Part-time employees will receive holiday pay on a pro rata basis.
Section 6. Holidays or personal leave days shall not be carried beyond the last day of any
fiscal year.as defined in Article XXVII, Section 1 of this agreement.
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Section 7. Definitions. "Continuous shift employees" as used in this article includes all
personnel who are working on twenty-four (24) hour shifts.
ARTICLE IX
SICK LEAVE
Section 1. Accumulation. Employees shall be granted twelve (12) hours of sick leave credit
per month and shall have the right to accumulate unused sick leave up to a maximum of 2,160
hours (90 shifts). Sick leave shall not be accumulated while an employee takes a leave of absence
without pay but any employee granted a City paid leave shall continue to earn sick leave.
Accumulation of sick leave shall commence on the date of first permanent employment. Additional
sick leave will not accrue while an employee is receiving pension compensation on any basis or on
an unpaid leave of absence except a temporary occupational disability. Employees on temporary
occupational disability leave shall continue to accrue sick leave during the first ninety (90) days of
such leave.
Effective July 1, 2023, an employee with sick leave accrued in excess of and including 1490
hours may elect to convert up to 745 hours of sick leave to pay at the rate of 4 hours sick leave to
1 hour of pay. If an employee elects to participate in this program, he/she must submit in writing to
Human Resources the intent to convert sick leave to pay by June 11, and the payment shall be
made in the last payroll of the fiscal year.
In addition to the above, if an employee elects to enter into a bona -fide retirement, the employee
may convert any additional sick leave over 1490 hours (not to exceed 670 hours) at the rate of 4
hours of sick leave to 1 hour of pay. The employee must elect in writing to take advantage of this
program and the payment shall be made on the date of their final paycheck. As an example, if an
employee retires with 1600 hours of sick leave accrued, the employee will be eligible to receive
213.75 hours of pay.
Section 2. Use of Sick Leave.
a. An hour of accumulated sick leave shall be used for each hour an employee is sick and off
work during a work week. A doctor's statement regarding nature of illness and recovery
therefrom may be required. Sick leave may be used on an hour -to -hour basis for doctor's
appointments or other health maintenance needs.
b. In addition to sickness of an employee, sick leave may be used for:
(1) On-the-job injury;
(2) Serious illness or hospital confinement of a spouse, domestic partner as recognized
by City policy, or child, or critical illness of the employee's mother, father, mother-in-
law, father-in-law, including mother or father of a domestic partner, brother, sister,
or grandparents, as well as any other relatives or members of the immediate
household of the employee up to a maximum of forty-eight (48) hours per
occurrence, provided the employee's presence and efforts are needed.
Critical illness is defined as a life threatening illness or malady.
Serious illness is one in which the ill person is incapacitated to such a degree that he/she
cannot alone adequately provide for his or her daily living needs.
Section 3. Notifications. An employee shall notify his/her supervisor as soon as reasonably
possible of any sickness or illness which will cause him/her to miss work and, unless such
notification is given prior to the beginning of the work day, the absence will not be charged to sick
leave, but will be charged to other accumulated leave or to leave of absence without pay. Unusual
circumstances will be evaluated and may result in charging the absence to sick leave. An employee
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who becomes sick at work will notify his/her supervisor before leaving the area. An employee who
is unable to perform any required duties as a result of illness must leave the work area and charge
the time to sick leave or other accumulated leave, or to leave without pay.
Section 4. In the event an employee is injured or disabled on the job requiring time away
from work, no deductions shall be made from the employee's accumulated sick leave or annual
leave unless such employee requires more than two (2) shifts following the day of the injury in which
to recuperate and return to work.
Section 5. While an employee is receiving sick leave pay from the City, self-employment for
pay or work for another employer for pay is expressly forbidden. A waiver of this provision shall be
given if the employee presents evidence from his/her physician to the satisfaction of the City that
the employee's medical disability would preclude fulfillment of the employee's duties with the City,
but that the nature of the disability would permit work at alternative outside employment.
Section 6. Sick Leave Bank.
a. Permanent employees in the bargaining unit may apply to the Sick Leave Bank if
they have exhausted their own sick leave accumulation and are seriously ill. Hours
of sick leave shall be contributed to the bank by bargaining unit members who have
reached the maximum accumulation of sick leave (2160 hours or 90 shifts) at the
rate of 5.54 hours per pay period. The City does not formally maintain a bank
balance; however, the City acknowledges that sufficient hours exist in the bank to
cover all requests. Contributing to the Bank does not guarantee an automatic loan
from the Sick Leave Bank.
b. Employees who use Sick Bank days will repay the bank at the regular sick leave
accrual schedule after returning to work. Employees who do not return to work or
who fail to accumulate a sufficient amount of sick leave will pay back the Bank from
other accrued leave or in cash, except for those cases where the joint City -Union
committee may waive such payback due to the death or permanent disability of the
employee.
C. A joint City -Union committee will administer the use of Sick Bank days by
employees. The committee will be made up of one Union representative, one City
representative and one person chosen by the two representatives. The Bank
Administration Committee will determine when sick leave may be used, application
procedures, the length of time which any employee may borrow, the length of the
waiting period after exhaustion of sick leave before employees may borrow time,
amount of time before which days must be paid back, and other criteria for using
Bank days.
The Committee is charged with maintaining the integrity of the Bank for serious or
catastrophic illness of individuals in the entire unit and will develop policies to protect
against abuse by individuals.
d. The City will contribute 500 hours of sick leave to the Bank as of July 1, 1987. No
individual may use more than six (6) shifts during any fiscal year under the terms of
this Agreement.
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ARTICLE X
VACATIONS
Section 1. Accumulation. Vacations shall be earned and accumulated by month according
to the following schedule:
Lenath of Service
0-5 years
5 years 1 day -10 years
10 years 1 day -15 years
15 years 1 day -20 years
More than 20 years
Hours Per Month
12 hours (6 shifts/yr)
16 hours (8 shifts/yr)
18 hours (9 shifts/yr)
20 hours (10 shifts/yr)
22 hours (11 shifts/yr)
Hours Per Year
144
192
216
240
264
The maximum number of hours eligible for carry over to a new contract benefit year as
defined in Article XXVII, Section 1, shall be three hundred twelve (312) hours. Vacation time may
be used on an hour -for -hour basis provided reasonable notice is given in advance and subject to
the Fire Chiefs approval which shall not be withheld without reason.
Section 2. Use of Vacation. An employee becomes eligible to use vacation time after he/she
has been on the payroll as a permanent full-time fire fighter for a period of six (6) continuous months.
(This may occur prior to the completion of probation.)
Between November 1 and December 31 each battalion will schedule vacations using the following
procedure:
The Chief will indicate the minimum number of persons of each rank who must be working.
Employees will indicate their first choice in the order of seniority within the department. When
the least senior person has expressed a first choice, the most senior person may indicate a
second choice, with others following in order of their turn.
Unless an employee expresses his/her choice within twenty-four (24) continuous, normally
scheduled shift hours, he/she will be considered to have forfeited a turn. The Battalion Chief
and the Union representative will monitor the procedure for choice of vacations.
Section 3. Payment of Accumulation. Upon resignation or retirement after six (6) months of
continuous service, an employee is eligible for payment of not more than two hundred eighty-eight
(288) hours of accumulated vacation leave at the current base rate of pay.
ARTICLE XI
UNION ACTIVITIES
Section 1. Union Meetings. The Union may use the Conference Room for union meetings
for three (3) hours not more often than once per month. Employees on duty may attend with the
Battalion Chiefs permission and such employees must be available for fire calls. Such meetings
will be held at times when they do not interfere with Fire Department activities. No one on duty in
outlying stations may attend except that if the Union President is assigned to an outlying station,
he/she may arrange with another bargaining unit member assigned to the central station to
temporarily trade station assignments in order to attend said meeting, subject to approval by the
Battalion Chief on duty. Employees on duty at outlying stations may participate in union meetings
via remote electronic communication with the on -duty Battalion Chiefs permission.
Section 2. Documents. Documents belonging to the Union may be stored at the Central
station in the same manner in which they are currently stored in file cabinets belonging to the Union.
These may be moved to an outlying station if the Union President is permanently assigned there.
The Union will be responsible for moving the file cabinets.
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Section 3. State Convention. Two bargaining unit members from different shifts may have
up to two shifts off duty to attend the annual meeting of the Iowa State Association of Professional
Fire Fighters Convention. The Union will designate in writing who will attend the convention ten (10)
days prior to the date of the convention. All arrangements for taking time off under this Section will
be cleared with the Chief.
Section 4. State Officers. State Officers shall be given up to two (2) shifts off duty to attend
the annual meeting of the Iowa Association of Professional Firefighters Convention. The Union shall
provide a qualified replacement, agreed to by the Chief, to work for the State Officer. The City shall
not be held liable for payment of wages or time off due to the replacement.
Section 5. Negotiations. In the event that the parties to this contract determine that future
negotiations are appropriate, not more than one (1) member of the bargaining unit may attend the
negotiations while on duty without loss of compensation. The member will remain available for
emergency calls during the negotiation period.
ARTICLE XII
UNIFORMS AND EQUIPMENT
Section 1. Uniforms. The City will provide all uniforms and safety equipment as provided for
under the Uniform Policy (GP110.05) dated November 2018.
Initial tailoring will be provided. Employees may purchase their own work shirts as long as
shirts meet general specification as to color and style.
Replacement of the above equipment will be by the City upon the Chiefs determination of
need.
The City will compensate unit employees for the replacement cost of eyeglasses which are
broken or damaged in fire fighting duties including training and inspections. The Chief will determine
the legitimacy of all claims under this section.
The City will pay each bargaining unit employee $50.00 annually toward cost of cleaning
uniforms which require dry cleaning. Such payment shall be made as of December 1 of the Contract
year.
ARTICLE XIII
INSURANCE
Section 1. Medical Health Insurance. The City will provide the health insurance policy known
as the Blue Cross/Blue Shield "Iowa 500" two-day deductible plan for employees and eligible
dependents. Employees will pay 11 % of the premium of the coverage selected in FY25. A pro rata
share of the cost of the premium will be paid for part-time employees.
A description of the provisions of the negotiated "Iowa 500" plan are set forth in Appendix
"B". Benefit coverages are based on usual, customary and reasonable rates. Disputes regarding
specific claims shall be addressed to the insurance company and are not subject to the grievance
procedure of this agreement.
The parties agree to actively pursue incentives and/or alternatives to the existing health care
plan and pledge their mutual cooperation to achieve this end. However, no such programs will be
implemented except upon mutual agreement by the City and the Union.
The City may meet with representatives of the Union for the purpose of negotiating an
alternative to the "Iowa 500." Up to three (3) Union representatives may attend such meetings
without loss of pay. Should the parties fail to agree, they will proceed to arbitration pursuant to Article
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XXII. The issue to be decided by the arbitrator is the appropriateness of such an alternative, and
whether or not it is reasonably equivalent to the "Iowa 500." If the arbitrator determines that the
alternative is not appropriate or reasonably equivalent, the "Iowa 500" plan shall remain in effect.
Section 2. Life Insurance. The City will provide a term life insurance policy for employees
the face value of which is an amount equal to the next even thousand dollars greater than annual
salary.
e.g., If an employee's annual salary is $40,240, the face value of the life insurance policy is
$41,000.
In the policy currently provided coverage does not become effective until ninety (90) days
after employment.
Section 3. Dental Insurance. The City will provide dental insurance for employees. Family
dental insurance will be made available to the employee at the employee's expense. The City will
pay $7.00 per month or full individual premium cost for employees during the term of this agreement.
The City shall not be prejudiced in future collective bargaining by paying full individual dental
insurance premium costs that are in excess of $7.00.
A description of the provisions of the negotiated Delta Dental plan is set forth in Appendix
"B". Benefit coverages are based on usual, customary, and reasonable rates. Disputes regarding
specific claims shall be addressed to the insurance company and not subject to the grievance
procedure of this agreement.
ARTICLE XIV
DUTY OUTSIDE THE CITY
In the event the City directs an employee to perform duties outside the corporate limits of
the City of Iowa City, Iowa, the employee shall receive every benefit, right, and privilege to which
he/she would have been entitled had said duties been performed within the corporate limits of Iowa
City.
ARTICLE XV
TRAINING PROGRAMS
The City and the Union agree that training and development of employees within the
bargaining unit is of primary importance to maintaining high standards of fire protection for the
citizens of Iowa City. The City agrees to assist employees in acquiring the knowledge, skills and
attitudes needed to perform the work most effectively to the extent that there is an increase in
efficiency and economy within the Fire Department. A continuous training program will be
maintained based on need as determined by the Chief. Self -development will be encouraged where
possible and will include training in management and supervisory skills as well as technical areas.
When they are required by the City to attend training activities away from the station,
employees will be reimbursed for expenses in keeping with City procedures for reimbursing such
expenses. Compensation for required training will be by prior authorization on the basis of straight
time for actual hours spent in training.
Subject to the discretion of the Fire Chief, the City recognizes the need for training in
particular areas such as EMT and will provide such training when deemed appropriate.
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ARTICLE XVI
BULLETIN BOARDS
Section 1. The City shall assign space on bulletin boards for the Union to post notices. The
Fire Chief will have final review of materials posted or displayed on walls, bulletin boards,
blackboards, and other similar surfaces in the Fire Department.
ARTICLE XVII
PERSONNEL TRANSACTIONS
Section 1. Employees shall receive a copy of payroll transactions, performance evaluations,
and other documents which will be used for purposes of promotion, evaluation or discipline within
thirty (30) days after documents are placed in their files.
Section 2. Under the supervision of an employee of the Human Resources Office and during
normal business hours, employees shall have access to their personnel files including the right to
copy the contents of the file at their own expense.
Section 3. Upon request, the City shall remove documents relating to minor disciplinary
offenses from the employee's file once per year on or about July 1. Past infractions will only be
removed if an employee goes twelve consecutive months without any disciplinary action
whatsoever noted in his/her record.
Section 4. Upon request, each employee shall receive a copy of his/herjob description upon
permanent appointment to the position in question.
ARTICLE XVIII
DISCIPLINE
Section 1. Purpose. All parties of this Contract recognize that a certain amount of discipline
is necessary for efficient operation of the City and the City has rights and responsibilities under law
in providing services in an efficient manner. These certain penalties for infractions are agreed upon
by the parties as a mode of operating and are not intended to limit the management rights of the
City as explained in Chapter 20 of the current Code of Iowa. Disciplinary actions against employees
will be taken for just cause. Employees shall elect to pursue appeals of disciplinary proceedings
either through the Civil Service Commission or through the grievance procedure in this Agreement.
The City agrees to impose discipline no later than thirty (30) days from the date it has clear notice
of the facts constituting an infraction.
Section 2. The goals of progressive discipline are to correct behavior and produce efficient
City operations rather than merely to punish wrongdoers. Disciplinary actions or measures shall
ordinarily be invoked in the order listed:
1. Oral reprimand or warning (to be accompanied by written notification of same at the
time of such disciplinary action or within one working shift after such action).
2. Written reprimand or warning.
3. Suspension with loss of pay.
4. Discharge.
Section 3. Serious violations may be dealt with by any of the above disciplinary measures
on the first or subsequent offenses.
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ARTICLE XIX
TRANSFER PROCEDURES
Section 1. Voluntary Transfers. An employee desiring to transfer to another battalion may
make written application to the Fire Chief. The Chief will review the request and will consider the
ability and experience of the member, the nature and type of work to be performed within the
battalion, and the rank and seniority of the members and the need for personnel having certain
qualifications within the battalion. Special consideration by the Chief will be given for emergency
circumstances. Generally, voluntary transfers will take place under one of two conditions:
a. Two (2) employees desire to trade battalions, OR,
b. A vacancy exists on another battalion.
Employees may not make more than one voluntary transfer per year. Nothing in this Article
limits the Chief from making involuntary transfers.
ARTICLE XX
SUPPLEMENTAL EMPLOYMENT
Section 1. Employees may have outside employment provided that such employment does
not conflict with the duty hours of the employee or with the satisfactory or impartial performance of
their duties and provided that such employment does not adversely affect the City.
Section 2. The employee agrees to notify the Fire Chief of his/her outside employment. The
employee will notify the Fire Chief when outside employment or employer changes. The Fire Chief
retains the right to disapprove such outside employment under the provisions of Section 1 of this
Article.
ARTICLE XXI
SAFETY
Section 1. The City and the Union recognize the importance of the personal safety of
individual employees on the job and recognize that fire fighting is a hazardous activity which
subjects an individual to more risks than other employment or activities.
Section 2. Periodic training in safety matters will be provided to employees who engage in
hazardous work. Employees will have access to protective gear as required by law. Employees will
use property and equipment of the City with due care appropriate to the work performed and
equipment used.
Section 3. Employees who operate equipment shall report any defect noticed by him/her in
said equipment to the immediate supervisor as soon as possible.
Section 4. Health and Safety Committee. A health and safety committee composed of
representatives of the City and the Union will act as advisors and make recommendations to the
Fire Chief in the area of health and safety. Their duties shall include but not be limited to:
a. Conducting health and safety lectures as needed.
b. Investigation of accidents and injuries and making recommendations to the Fire
Chief on steps to take to prevent a recurrence.
C. Monitoring of the testing of apparatus and equipment (testing procedures outlined in
applicable NFPA Standards).
d. Conduct safety checks in all stations and forward results to Fire Chief.
e. Conduct Committee meetings quarterly (if needed) to discuss Health and Safety and
related topics.
15
Section 5. Drug Testing. The City and the Union recognize the rights and responsibilities of
employees established by Iowa Code 730.5 (Drug testing of employees or applicants regulated).
ARTICLE XXII
GRIEVANCE PROCEDURE
Section 1. Definitions. The word "grievance" wherever used in this Contract shall mean any
dispute between the City and any employee with regard to the meaning, application or violation of
the terms and provisions of this Contract.
Section 2. Representation. An employee will not be required to be represented by a Union
representative, but has the right to be so represented if he/she chooses. In the event that the
grievance proceeds beyond Step 3, an employee may not invoke arbitration without the approval
of the Union and, in the case of an employee grievance, the Union may invoke arbitration only with
approval of the employee grievant.
Section 3. Representatives. The Union will certify to the City the names of three (3)
representatives and three (3) alternate representatives for the purpose of representing fire
department members in the investigation and presentation of grievances. Not more than one
representative will represent a grievant for any one grievance. The representative may use a
reasonable amount of duty time to investigate grievances providing that the Battalion Chief gives
permission for time to be used and provided that the grievance resolution does not interrupt regular
fire department work.
Section 4. An employee shall use this procedure for the resolution and determination of
disputes which arise under the terms of this contract. The Grievant does not lose legal rights by
initiating a grievance under this procedure. However, if the Grievant elects to proceed beyond Step
3 of the Grievance Procedure the Grievant by so doing waives the right to exercise any other
option(s) available to obtain satisfaction and the Grievant is bound by the decision of the Arbitrator.
Suspensions, demotions, discharges, and other matters under the jurisdiction of the Civil Service
Commission may be prosecuted either through the contractual grievance machinery or before the
Commission. By electing one forum, the aggrieved employee shall be held to have waived the other
forum.
Section 5. Procedure. A grievance that may arise shall be processed and settled in the
following manner:
Step 1. The grievance shall be presented orally for discussion between the employee
grievant, the representative, if applicable, and the battalion chief within nine (9) calendar
days of the event giving rise to the grievance. The battalion chief will either adjust the
grievance or verbally deliver an answer to the employee grievant or representative within
nine (9) calendar days. In the event that no response is received from the supervisor, the
grievant shall proceed to Step 2.
Step 2. If the grievance is not resolved by Step 1, the grievant or representative may, within
seven (7) calendar days following completion of Step 1, present three (3) written copies of
the grievance signed by the employee grievant. The copies are to be distributed as follows:
One copy to chief negotiator for City (or designated representative), one copy to Fire Chief
(or designated representative), and one copy to the Union. The written grievance shall
contain a statement from the employee of the facts and section of this Contract grieved and
must specify the relief or remedy desired.
The Fire Chief shall investigate and document the grievance and issue a decision in writing
to the grievant and/or representative within ten (10) calendar days. If no response is
received, the grievant shall proceed to Step 3.
16
Step 3. If the grievance is not resolved at Step 2, the grievant or representative may submit
the grievance to the City Manager or his/her designee within seven (7) calendar days of the
completion of Step 2. The City Manager will investigate and respond to the grievant within
fourteen (14) calendar days following receipt of the grievance at Step 3. The City Manager
will meet with the grievant and his/her representative if such meeting is requested in writing.
Section 6. Arbitration. Grievances not resolved at Step 3 of the Grievance Procedure may
be submitted to a third party for arbitration. A request for arbitration must be submitted by written
notice to the City within seven (7) calendar days following receipt of the City Manager's response
at Step 3. Copies of any such request by an employee will be furnished to the City and to the Union.
The arbitration proceeding shall be conducted by an arbitrator'to be selected by the City and
the Union within five (5) days after notice has been given. If the parties fail to select an arbitrator, a
request by either or both parties shall be made to the Federal Mediation and Conciliation Service to
provide a panel of five (5) prospective arbitrators. Both the City and the Union shall have the right
to strike two names from the panel. A coin toss will determine who strikes the first name. The
process will be repeated and the remaining person shall be the arbitrator.
The arbitrator shall have the power to interpret, apply, and enforce this written Contract but
shall have no power to add to, subtract from, or modify the terms thereof. The rules of evidence and
the nature of the hearing will be conducted in a manner consistent with all state and federal
legislation, applicable rules and regulations.
The decision of the arbitrator shall be issued within thirty (30) days after conclusion of the
hearing and shall be final and binding upon the parties.
The parties of the grievance, their witnesses and representatives shall have the right to be
present at the grievance arbitration in addition to the arbitrator. Other persons may be present at
arbitration hearings as the parties may mutually agree. Either party shall have the right to record
the evidence presented at the arbitration hearing. Arbitration hearings shall be closed to the public
and evidence taken shall not be revealed to any third party until such time as the decision of the
arbitrator is made unless parties agree otherwise.
The cost of arbitration and recording the same shall be divided equally between the parties
to this Contract. The cost of a certified court reporter, if requested by the arbitrator, shall be divided
equally between the parties. Each party will pay for the cost of its own case preparation and for
expenses of its witnesses.
Section 7. Grievance Committee. The Grievance Committee shall consist of three (3)
persons designated by the Union as representatives and of not more than three (3) City
representatives except by mutual agreement. The names and addresses of the parties selected
shall be certified by the Union to the City. Representatives or agents of the parties may be present
at grievance committee meetings.
The function of the Grievance Committee will be to meet and confer as needed during the
life of the contract for the purpose of discussing problems between the parties arising out of the
administration of this contract.
17
ARTICLE XXIII
GENERAL CONDITIONS
Section 1. This Contract shall be construed under the laws of Iowa.
Section 2. The City and the Union agree they will not act to discriminate because of race,
creed, color, sex, age, national origin, gender identity, disability, religion, marital status, sexual
orientation, or political affiliation unless the reason for the discrimination is job-related or otherwise
allowed by law. The parties agree that complaints alleging violation of this section shall not be
subject to the grievance/arbitration provisions of this contract but rather, shall be brought before the
appropriate state or federal forum.
Section 3. Parking. No fewer than ten (10) parking places in the Chauncey Swan Parking
Ramp located at 415 E. Washington St. will be held in the names of fire bargaining unit members
provided that fees are paid according to City procedures for the ten places. Bargaining unit
members shall pay parking fees for permits in the amount equal to that charged other City
employees who park in the Chauncey Swan Parking Ramp located at 415 E. Washington St. The
City will assume no increase in responsibility in administering use of parking permits as a result of
this Contract and any disputes over use of the ten permits must be handled by the Union
representative. Other fire department members may hold parking permits in accordance with City
procedures.
Section 4. Grocery Buyer. The grocery buyer for each shift may use a City vehicle if available
at times and in areas designated by the Fire Chief.
Section 5. The City shall make an electronic version of the collective bargaining agreement
available to all bargaining unit members in lieu of distributing paper copies.
Section 6. The City agrees to meet and confer on mandatory items (Chapter 20, Section 9)
during the course of this agreement and to notify the Association of significant changes in working
conditions as far in advance as is reasonably possible.
Section 7. Employees covered by this agreement shall be allowed to participate in the
Section 125 Pre -Tax Advantage Program as established by the City. At a minimum, said program
will allow for pre-tax payment of health insurance co -payments to the extent allowed by Federal and
State law.
Section 8. Early Retirement Incentive. The City will give the Union notice and opportunity to
discuss at a Grievance Committee meeting prior to implementing any early retirement incentive
program. Such program must be applied on a unit -wide basis and participation will be voluntary.
Section 9. Deferred Compensation. If allowable by law, the City will provide the collective
bargaining members the opportunity to contribute to a deferred compensation plan if the employee
so chooses with either a traditional contribution or a Roth contribution.
ARTICLE XXIV
WAIVER
All negotiations or bargaining with respect to the terms and conditions of this Contract shall
be conducted by authorized representatives of the Union, Local 610, and the City. Agreements
reached as a result of such negotiations shall become effective only when signed by the authorized
representatives of the parties.
The expressed written provisions of this Contract will not be modified except by authorized
representatives of the parties.
18
The Contract supersedes and cancels all previous agreements between the City and the
Union and constitutes the entire Contract between the parties and concludes collective bargaining
for its duration. All parties to this Contract waive each and every right to negotiate to which they
would otherwise be entitled under the laws of the State of Iowa for the duration except as amended.
ARTICLE XXV
SAVINGS CLAUSE
Should any Article, Section, or any portion thereof of this Contract be held unlawful and
unenforceable by operation of law or by any tribunal of competent jurisdiction, such decision shall
apply only to the specific Article, Section or portion thereof declared null and void in the decision
and the remainder of this Contract shall remain in full force and effect. Neither party shall be required
as a result of their Contract with each other to conduct themselves in a manner which would cause
them to neglect their duties under law or to engage in activities in violation of the law.
If replacement provisions are deemed necessary by the Union or the City they shall give
notice to the other party of their intent to reopen applicable portions of the Agreement. Negotiations
will begin within ten (10) days unless extended by mutual written agreement.
ARTICLE XXVI
DURATION
This Contract shall be in effect between July 1, 2024 and June 30, 2025 and shall continue
from year to year thereafter unless written notice to change or modify it is served by either party
prior to August 15 of the year preceding the expiration date of this Contract or any extension thereof.
ARTICLE XXVII
WAGES
Section 1. The effective date of compensation and benefit adjustments applicable to any
fiscal year will be the first day of the pay period which begins between the dates of June 24 and
July 7, inclusive.
Effective dates over the next four years are as follows:
July 7, 2024
July 5, 2026
July 6, 2025
July 4, 2027
Section 2. The base pay for the Iowa City Fire Department Firefighters, Lieutenants, and
Captains will be adjusted as follows: increased by three and four -tenths percent (3.4%) effective
July 7, 2024.
Copies of the pay plan for FY2025 is attached to this agreement as Exhibit A-1.
Bargaining unit members will be eligible for salary adjustments to the next step as follows:
Step 2 - after six (6) months at Step 1.
Step 3 - after six (6) months at Step 2.
Step 4 - after one (1) year at Step 3.
Step 5 - after one (1) year at Step 4.
Step 6 - after one (1) year at Step 5.
Step 7 — after six (6) years at Step 6.
Step increases shall be granted only after the employee has achieved a satisfactory rating
as determined in the discretion of the Fire Chief.
19
Bargaining unit members promoted to the ranks of Fire Lieutenant or Fire Captain shall, upon
promotion, be compensated at Step 1 of the appropriate salary range, and shall be eligible to receive
a one step increase to Step 2, six months following the promotion.
ARTICLE XXVIII
OTHER COMPENSATION
Section 1. There will be a cost of living allowance if and when and to the extent the cost of
living exceeds nine percent (9%) during the contract year subject to a maximum pay out of two
percent (2%) of an employee's base salary for the quarter in question. The method and basis for
computing the allowance will be as follows:
a. All computations will be based on changes in the revised Consumer Price Index
(CPI -W) published by the Bureau of Labor Statistics, U.S. Department of Labor,
Urban and Clerical Wage Earners, U.S. cities, 1967=100.
b. The base index month shall be as follows: May 2024 for FY25, May 2025 for FY26,
and May 2026 for FY27.
C. Cost of living computations will be made quarterly to determine the percent
difference between the CPI -W for the base index month and for August, November,
February, and May of each applicable fiscal year.
d. Quarterly cost of living allowance pay adjustments will be made effective the first
day of the month following the month in which it is determined that the cost of living
has increased in excess of nine percent (9%). However, these quarterly cost of living
payments are limited to a maximum of two percent (2%) of an employee's base
salary for the quarter in question. Furthermore, any payments made under this
Article for the final quarter described in Section (c) shall not be included in the base
salary of any employee but shall be paid on a one-time, non-recurring basis.
Payments made for the remaining three (3) quarters, if any, shall be included in the
employee's base salary.
e. No cost of living adjustment will have the effect of reducing the salary schedules set
forth in Article XXVIII, Compensation of this Agreement.
Section 2. Longevity Pay. A payment will be made to permanent full-time employees as of
December 1 of each fiscal year to reflect years of service with the City according to the following
schedule:
Length of Service on December 1
5 years 1 day - 10 years $380.00
10 years 1 day - 15 years 560.00
15 years 1 day - 20 years 720.00
20 years 1 day - 25 years 875.00
25 years 1 day + 1135.00
This payment will be prorated on the basis of monthly segments for members who retire
before December 1 in any fiscal year. Any employee who terminates after December 1 will
reimburse the City on the same proration.
Section 3. A payment of $700 will be made to each permanent full-time bargaining unit
employee as of December 1 of each fiscal year. In the event that an employee terminates for any
reason after December 1, he/she will reimburse the City from this payment on a prorated basis
20
(monthly segments). For example, an employee Who retires on January 1, will return one-half of the
December 1 payment.
Section 4. Each permanent, full-time bargaining unit employee who is a duly certified
Emergency Medical Technician -Basic as of the first day of the contract benefit period as defined in
Article XXVII, Section 1 above, shall receive a payment of four hundred seventy-five dollars
($475.00) on the second payday of each fiscal year.
Section 5. Each full-time bargaining unit employee who is duly certified as a Hazardous
Materials Technician as of the first day of the contract benefit period as defined by Article XXVII
shall receive a payment of three hundred dollars ($300.00) on the second paycheck in each fiscal
year.
ARTICLE XXIX
USE OF TIME OFF
Current policies governing the use of holiday, compensatory and vacation time will apply
uniformly on a departmental basis.
Once holiday, compensatory and vacation time is approved and scheduled, its use shall not
be denied except:
1. In emergency situations.
2. Where minimum staffing cannot be achieved due to unavailability of replacement
personnel.
Where #2 above applies, it is understood that the employer will place up to four telephone
calls to attempt to secure a replacement for an employee whose scheduled time is subject to
cancellation. If no replacement is secured, the scheduled time off is cancelled unless the affected
employee secures a replacement.
Efforts by the employer to contact replacement personnel (other than the number of
telephone call attempts) shall not be grievable under the provisions of this agreement.
The benefits to the bargaining unit of this article were agreed to by the employer in exchange
for the Union's acceptance of a salary and benefit package less than the employer would have
otherwise agreed to.
ARTICLE XXX
FAMILY AND PARENTAL LEAVE
Bargaining unit members are eligible for paid leave benefits established by the City's
Family and Parental Leave Policy. For the purpose of administering the provisions of this policy
including leave and benefit amounts, limitations, and use of other leaves, a week will be defined
as fifty-six (56) hours for employees assigned to twenty-four (24) hour shifts.
21
CITY OF IOWA CITY, IOWA
By: 1
MA
ATTEST: ' I'1i:%'�
IOWA CITY ASSOCIATION OF
PROFESSIONAL FIRE FIGHTERS,
[AFF, AFL-CIO, LOCAL #610
By:
Date: (� ` �� Date:
Approv by:
4
City Attorney's Office
22
35 FIREFIGHTER
36 FIRE LIEUTENANT
37 FIRE CAPTAIN
1
21.8545
2447.70
63640.20
29.3128
3283.03
85358.78
31.9643
3580.00
93080.00
FIRE PAY PLAN - FY25
EFFECTIVE JULY 7, 2025
2
6 MO.
22.7141
2543.98
66143.48
30.6931
3437.63
89378.38
33.4657
3748.16
97452.16
38 FIRE LIEUTENANT/TRAINING 44.7500 46.8520
3580.00 3748.16
93080.00 97452.16
Exhibit A-1
3
4
5
6
7
12 MO.
24 MO.
36 MO.
48 MO.
120 MO.
23.8401
24.6876
25.8742
26.9760
27.9325
2670.09
2765.01
2897.91
3021.31
3128.44
69422.34
71890.26
75345.66
78554.06
81339.44
IOWA 500
IOWA 500 HEALTH CARE COVERAGE
APPENDIX B
IOWA 500 coverage combines basic Blue Cross hospital, Blue Shield physician and Major Medical
coverages into a single program using deductibles and co -payments. And after the deductible and co-
payment have been satisfied, the dollar coverage and number of hospital days are unlimited except for
Nervous and Mental admissions.
In short, the Subscriber shares in the costs of the medically necessary hospital, medical and surgical
services provided. However, the Subscriber's share never exceeds the out of pocket maximum per year for
covered services, regardless of the number of family members.
IOWA 500 plan benefits encourage medical self -maintenance practices by paying for 90% of the covered
Usual, Customary and Reasonable charges for:
• One routine annual physical examination in a doctor's office or clinic
• Home and office calls needed to diagnose or treat a medical condition
• Immunizations required by a Subscriber or any person in a Subscriber's family
The idea behind IOWA 500 coverage? To encourage continuing medical self -maintenance and help reduce
the length and number of unnecessary hospital stays. These efforts, of course, can help keep health care
costs — and rates — in line.
THE IOWA 500 Plan Covers These Extensive Services:
HOSPITAL CARE 90/10 PHYSICIAN SERVICES 90/10
Inpatient
• Semi -private room and board
• Necessary services and supplies
• Operating rooms, intensive care, coronary
and burn care units
• Delivery room for normal delivery,
Caesarean section, miscarriage or
admission for false labor
• Necessary laboratory and x-ray services
Outpatient
• Surgery
• Diagnostic, x-ray and laboratory services
• Accident care
HOME HEALTH CARE 90/10
• Services provided by a Registered Nurse
• Services prescribed by a physician
• Home and office visits
• One routine annual physical exam
• Pre -natal and post -natal care in
physician's office
• Immunizations
• Hospital visits and nursing facility visits
NERVOUS AND MENTAL 90/10
Outpatient - 90/10
SKILLED NURSING FACILITY 90/10
• Unlimited Room and Board
• Services and Supplies
APPENDIX B
THE IOWA 500 PLAN COVERS THESE OTHER SERVICES:
These other services are subject to a contract deductible per calendar year
• Prescriptions Nursing Services
• Anesthetics Private -duty nursing services
• Blood plasma
• Casts Ambulance
• Crutches • Air
• Durable medical equipment • Ground
• Other supplies when ordered by a
physician
DEDUCTIBLES AND CO -PAYMENT
• Hospital — The Subscriber is responsible for the first two days of semi -private room and board.
Per Hospital Admission.
• Physician — The Subscriber pays 10% of the physician's Usual, Customary and Reasonable
charges including office calls. IOWA 500 coverage pays the remaining 90%.
• Other Supplies/Services — The Subscriber first pays the deductible per contract per calendar year
for the medical supplies and services. These may include prescription drugs, services of a
Registered Nurse, ambulance services, home health care and braces.
When the Subscriber's expenditures for hospital, physician, and/or other services reach the out of
pocket maximum per year, IOWA 500 pays 100% of all remaining charges. If the Subscriber's
expenditures for hospital, physician, and/or other services do not reach the out of pocket maximum, the
Subscriber pays 10% of all remaining charges up to a total maximum expenditure of the annual out of
pocket maximum.
CARRYOVER OF DEDUCTIBLE
Expenses for covered services incurred during the months of October, November and December and
which are used to satisfy that year's deductible can be used toward satisfying the next calendar year's
deductible.
Hospital
Physician
Other
Services
Services
Covered
Services
1 or 2 day deductible
90%/10%
Single Deductible: Family Deductible:
$800
$1600
90%/10%
until out of pocket maximum
Out of Pocket Maximum:
Single OPM:
Family OPM:
$1300
$2600
IOWA 500 PAYS
100% of
Covered Services
Delta Dental of Iowa
Employee Summary of Covered Services and Benefits
City of Iowa City - Plan 2
Deductibles, Maximums & Eligibility
Delta Dental Premier'
ndw,dual Ded,,mble
525
°a:nuy Deducunle
575
Deducaole aoo;acs t]
No
3enc::; hood Ni,;, num
51,500
`_Lgibie cntldren to age
25
Full nme (u^,mariedl ;t.,coms e = ;c .c ag•n
a9
Benefits
Check -Ups and Teeth Cleaning
C•%
(Diagnostic and Preventive Services)
Dental Cle--g
Oral Esaluaticr s
. c!uor'de ,Acpllcauoas
Y -Rays
Cavity Repair and Tooth Extractions
2O4o
(Routine and Restorative Services)
-mergencf 7;eaun,�r,
eneral it ai[nF iia/i?dali0r
Resrorauon of Decayed or :rxcn:red T err
-:,,-.ed Orclusai ad;u5tminr5
Zourtne Oral iurger,
iealam Appl:cat ons
`ioaee Vnir,miner,
po5tenor Ccmpos:t_s ::; A:rcr—Ic-oce,5.rg
Root Canals (Endodontic Services)
50%
A p.cuectomy
O'rect nolo Cap
- Puf]otcmy
'Jeri Ogr de RIIIIrg-
Soot Cana: Therapy
Gum and Bone Diseases (Periodontal Services)
20%
Lon5e Native Procedures Mon-Seri-iraii
'er:odontal Maintenance Tner;py
High Cost Restorarions (cast Restorations)
50%
Cast Restcranons
CrCttvns
slays
onlays
�osT and Cores
aFrp^-en; �^., C•n:y r.;/Inhv;; On:aye.
Dentures and Bridges (Prosthetic Services)
Not Covered
eriCge5
Dentures
Reoairs and Adjustments
Recemendng of Bridges
Straighter Teeth (O'rthodontics)
Not Covered
Additional Options
Enhanced 3zn,fj;; Proy-ran
In^,luded
-his dental plan Lncluees ;-..e Enhanccc 3enefits?rowan. ;E3p;,vhi:r-'dotes adc:trona; o._nafiis for Cevcred Pc-3n(sl w,m desigra[ed dents, or -tecleal _oeevens Pease refer to yaur cental c,refits dcc:.mert for
.,t n15
:ie pelrent3ge sn01n :s th, CL`inilrrance amourt tnat:s :he esocns'o;Irty of :f e Ccver=d Jerson
Tnr, s a general acscripuor ]f tn,erag, nc: a ;ratement ]f cur :en;r.,❑ Ao-ai .-.overage a subject to teras and •0ndnon5 sOceified n •he be-neti; : document r;;cl' and ^—Crnent reg,lar'ens un fcrce .vren me
]en,t'its become ekective Certain ,z.:vsio ns and mizatlo,, ipoly. press, r„ fer ro /oar dental be^.efits doc',,ment'ot 1 -tails
2022
Delta Dental of Iowa 9000 Northpark Dr, Johnston IA 50131 www.deltadentalia.com
SIDE LETTER OF AGREEMENT
BETWEEN
CITY OF IOWA CITY
AND
IOWA CITY ASSOCIATION OF PROFESSIONAL FIREFIGHTERS
IAFF, AFL-CIO, LOCAL 610
For contractual purposes, a Lieutenant assigned to the Training/Public Education assignment will be
defined as Lieutenant under Article I of the Collective Bargaining Agreement.
A Lieutenant (56 hours per week) assigned to the Training/Public Education assignment with a 40 hour
work week schedule, will continue to accrue vacation sick leave and holiday time at the higher shift rate
while on the 40 hour assignment, and will use benefits on a pro -rated basis. The ratio of shift (56 hours),
to regular week (40 hours), is 1.4. Therefore, this ratio will be used when reporting accrual usage; i.e.,
for every 1 hour of time taken, 1.4 hours will be reflected on the accrual usage.
Work Week: 56 hours/40 hours = 1.4
Annual Hours Worked: 2912 hours/2080 hours = 1.4
Holiday Time: 123 hours/88 hours = 1.4
If an employee assigned to a 40 hour schedule terminates employment while on this schedule, his/her
benefit payout will be calculated on a 56 hour benefit schedule, at the 56 hour work week rate.
The annual salary for a Lieutenant in the Training/Public Education assignment will be the equivalent of
pay grade 37, with the hourly rate adjusted to reflect a 40 hour work week. (Shown in the Exhibit A Pay
Plan as grade 38.)
A Lieutenant with this assignment would be placed at the same step he/she held in grade 36. He/she
would be eligible for increases in accordance with ARTICLE XXVII WAGES Section 2.
When time is worked beyond 8 hours per day every effort will be made to adjust the remainder of the
work week to limit total work hours to 40 per work week. If this is not possible, comp time will be accrued
or overtime will be paid in accordance with applicable laws.
The parties agree that this side letter take effect July 1, 2022.
CITY OF IOWA CITY
By: _"'Izo 0! '_ —
City Mana e
Date: � 0//0/2-e
IOWA CITY ASSOCIATION OF
PROFESSIONAL FIREFIGHTERS
IAFF, AFL-CIO, LOCAL #610
By:
President
Date: 6110o Z Z
Item Number: 6.e.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution approving a purchase agreement for three condominium units at 4673 Herbert
Hoover Highway.
Prepared By: Sam Turnbull, Grants Specialist
Reviewed By: Erika Kubly, Neighborhood Services Coordinator
Tracy Hightshoe, Neighborhood Development Services
Director
Fiscal Impact: The acquisition will encumber approximately $945,700 of
ARPA funds.
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: elevations (in condo declaration)
Resolution
4673 Herbert Hoover Highway purchase agreement -signed
Executive Summary:
City Council designated expansion of affordable housing as an ARPA funding priority. This
acquisition of three attached townhomes would expand the City owned housing portfolio
managed by the Iowa City Housing Authority. The 3 -bedroom townhomes would be rented to
low-income households at an affordable rate based on Fair Market Rents.
Background /Analysis:
Staff have been working to identify property to acquire using ARPA funds that would expand
the City's publicly owned housing portfolio and serve as an investment in permanent
affordable housing in our community. Considerations included selecting a property in an area
that low-income households may not otherwise be able to afford, as well as providing units
for larger sized -households.
Three attached townhome units at 4673 Herbert Hoover were selected. Each home has three
bedrooms and two bathrooms as well as an attached garage. The units are new construction
which allows some opportunity to determine what amenities to include, such as durable
flooring. Because ARPA is a one-time funding source, new construction is preferred over
older units that would have higher ongoing maintenance costs.
Units will be managed by the Iowa City Housing Authority. Rents are expected to be set at
90% of the Fair Market Rent which is currently $1,372 for a three-bedroom unit. Prioritization
is anticipated to be given to Housing Choice Voucher participants who have been issued a 3 -
bedroom voucher but are currently searching for housing. If there is no interest in that group
of clients, eligibility would be expanded.
The cost of the three units is set at $969,700 with a $24,000 credit provided at closing. A
purchase agreement is in place contingent on City Council approval. The proposed
possession date is September 16, 2024 with a Certificate of Occupancy obtained by August
30, 2024.
Staff are currently searching for additional property to invest the remaining ARPA funds
assigned to affordable housing. With a purchase of these three larger units, staff will prioritize
one -bedroom units for the remainder of the funds.
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Prepared by: Susan Dulek, Frist Assistant City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030
Resolution No. 24-163
Resolution approving a purchase agreement for three condominium
units at 4673 Herbert Hoover Highway.
Whereas, staff has negotiated the attached Residential Purchase Agreement with the owner of
4673 Herbert Hoover Highway which contains three condominiums contingent on City Council
approval; and
Whereas, City Council allocated $1.6 million in ARPA funds for affordable housing; and
Whereas, the City should acquire these units for affordable housing.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The attached Residential Purchase Agreement is approved.
2. Upon the direction of the City Attorney, the City Manager is authorized to execute all
documents necessary to purchase 4673 Herbert Hoover Highway in accordance with the
attached purchase agreement for affordable housing.
Passed and approved this 18th day of June, 2024.
ay
Approved by
Attest: �
City Clerk City Attorne s Office
(Sue Dulek — 06/11/2024)
It was moved by Harmsen and seconded by MOe the Resolution be
adopted, and upon roll call there were:
Ayes:
Nays:
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
dotloop signature verificatiorr. • • .
ML SCounter Offer Form L 121 This form approved by the Iowa City Area Association AAiation of REALTORS'
Q URBAN ACRES
QCounter Offer I Counter Offer 2 `ppo ruml HOMINGWa
ovvoaru"rtr
Address of Property: 4673 Herbert Hoover Hwy, AB, and C, Iowa City, IA 52241
In response to the Offer Counter Offer made by FO -1 Buyer FET Seller Dated: 06/05/2024
The following counter offer terms are hereby submitted:
1. Change of purchase price: $969,700.00
Change of possession/closing date: none
3. Other changes:
Seller will provide $24,000 multi unit credit at closing
Addendum #3b An allowable will be given for flooring per unit. Buyers will go to the seller's vendor to
loose their LVP option. Any cost above the allowance will be at the buyer's expense to be paid upon the
rder.
Addendum #3C—Seller agree to provide and install(material and labor) painted or stained poplar(wood)
im around all doors and baseboard. Interior doors will be white masonife.
The seller's disclosure for the building is attached.
All other terms and conditions of the initial offer and any prior counter offers to purchase shall remain the same.
Counter offer must be accepted by: 12:00 ®a.m. ®p.m. on the 7th day of June
2024 , or the original offer shall become null and void. Upon acceptance by all parties, the initial offer & accepted counter offer
becomes a binding contract for the sale and purchase of the real estate described in the referenced purchase agreement.
Seller Date Seller Date
iA, 1 6. -1- ��V I
oyer Date Buyer Date
a"COUNTER OFFER NOT ACCEPTED" F61ADDITIONAL COUNTER OFFER
Seller Date Seller Date
Buyer uate 6uyer Date
Page I of I
R vd J,dv N, 2017
Prepared by: Susan Dulek, City Attorney's Office, 410 E. Washington, Iowa City, Iowa 52240, 319-356-5030
RESIDENTIAL PURCHASE AGREEMENT
TO: Legacy Management Group LLC
The City of Iowa City, a municipal corporation of the State of Iowa (herein "City" or "Buyer")
hereby offers to buy, and the undersigned Seller, by its acceptance of this Agreement, agrees to sell the
real property situated in Iowa City, Johnson County, Iowa, locally known as 4673 Herbert Hoover
Highway, Iowa City, Iowa and legally described as follows:
Units A, B, and C, 4673 Herbert Hoover Hwy, Legacy 4 Condominiums, according to the
Declaration of Submission of Property to Horizontal Property Regime recorded in Book 6482,
Page 815-861, Records of the Recorder of Johnson County, Iowa, together with said units'
undivided interest in the common elements.
together with all the Seller's right, title and interest in all buildings and improvements, if any located on
the above-described real estate, and subject to any easements and appurtenant servitudes for the benefit of
the Seller, free and clear of all liens, encumbrances, reservations, exceptions and modifications, except for
the Permitted Exceptions, as defined below. The entirety of the above-described interests being conveyed
shall hereinafter be referred to as the "Property''.
The Property shall be conveyed with good, clear and marketable title, subject to the following Permitted
Exceptions:
1. Zoning and building laws and ordinances; and
2. Covenants, restrictions, reservations and easements of record approved by City.
In consideration of the covenants and obligations contained herein, the Seller and Buyer agree as follows:
1. PURCHASE PRICE. The Purchase Price for the Property shall be $910,000.00, to be paid as
follows, with all title objections being corrected to show marketable title: $6,000.00 upon execution of
this Agreement to be deposited in the trust account of Urban Acres to be delivered to Seller upon
performance of Seller's obligations and satisfaction of the City's contingencies and the balance of the
Purchase Price in cash at the time of closing.
2. REAL ESTATE TAXES. Seller shall pay the prorated share, based upon the date of closing, of
the real estate taxes for the fiscal year in which closing occurs, due and payable in the subsequent fiscal
year, and all unpaid taxes for prior years. Buyer shall pay all subsequent real estate taxes. Any proration
of real estate taxes on the Property shall be based upon such taxes for the year currently payable unless
the parties state otherwise.
3. SPECIAL ASSESSMENTS. Seller shall pay all installments of special assessments which have
been certified to the Johnson County Treasurer for collection before the Closing date. All charges for
solid waste removal, sewage and maintenance that are attributable to Seller's possession, including those
for which assessments arise after closing, shall be paid by Sellers. Any preliminary or deficiency
assessment which cannot be discharged by payment shall be paid by Seller through an escrow account
with sufficient funds to pay such liens when payable, with any unused funds returned to Seller.
4. RISK OF LOSS AND INSURANCE. Seller shall bear the risk of loss or damage to the Property
prior to closing or possession, whichever first occurs. Seller agrees to maintain existing insurance until
closing or possession, whichever first occurs. City may also insure the Property prior to closing or
possession. The Property shall be preserved in its present condition, ordinary wear and tear excepted, and
Seller shall deliver it intact at the time the City takes possession. Prior to the City taking possession,
Seller shall promptly give written notice to the City of any loss or damage to the Property. In the event of
loss, damage or destruction of all or part of the Property, the City shall have the option to terminate this
Agreement effective immediately. However, in the case of loss, damage or destruction of all or part of the
Property from causes covered by insurance, the City shall have the option to either 1) take possession of
the Property and accept an assignment of all Seller's right, title and interest in and to any claims Seller has
under the insurance policies covering the Property; or 2) terminate this Agreement effective immediately.
5. POSSESSION AND CLOSING. If Seller timely performs all obligations, possession of the
Property shall be delivered to City on September 16, 2024 or upon a later date mutually agreed to by the
parties, and any adjustments of rent, insurance, taxes, interest and all charges attributable to the Seller's
possession shall be made as of the date of closing. Closing shall occur after approval of title by Buyer's
attorney. Seller agrees to permit City to inspect the Property within 48 hours prior to closing to assure that
the premises are in the condition required by this Agreement. If possession is given on a day other than
closing, the parties shall make a separate agreement with adjustments as of the date of possession.
6. FIXTURES. Except as provided herein, included with the Property shall be all fixtures that
integrally belong to, are specifically adapted to or are a part of the real estate, whether attached or
detached, such as: doors, screens, water softeners, water heaters, carpeting, fencing, gates, landscaping.
7. ABSTRACT AND TITLE. Seller, at its expense, shall promptly obtain an abstract of title to the
Property continued through the date of acceptance of this Agreement, and deliver it to City's attorney for
examination. It shall show merchantable title in Seller in conformity with this Agreement, Iowa law, and
Title Standards of the Iowa State Bar Association. The Seller shall make every reasonable effort to
promptly perfect title. If closing is delayed due to Seller's inability to provide marketable title, this
Agreement shall continue in force and effect until either party rescinds the Agreement after giving ten
days written notice to the other party. The abstract shall become the property of City when the purchase
price is paid in full. Seller shall pay the costs of any additional abstracting and title work due to any act or
omission of Seller, including transfers by or the death of Seller or their assignees.
8. SURVEY. City, at City's expense, may have the Property surveyed and certified by a Registered
Land Surveyor. If the survey shows any encroachment on the Property or if any improvements located on
the Property encroach on lands of others, the encroachments shall be treated as a title defect. If the survey
is required under Chapter 354, Seller shall pay the cost thereof.
9. ENVIRONMENTAL MATTERS. (a) Seller warrants to the best of its knowledge and belief that
there are no abandoned wells, solid waste disposal sites, hazardous wastes or substances, or underground
storage tanks located on the Property, the Property does not contain levels of radon gas, asbestos or urea -
formaldehyde foam insulation which require remediation under current governmental standards, and
Seller has done nothing to contaminate the Property with hazardous wastes or substances. Seller warrants
that the Property is not subject to any local, state, or federal judicial or administrative action, investigation
or order, as the case may be, regarding wells, solid waste disposal sites, hazardous wastes or substances,
or underground storage tanks. Seller shall also provide City with a properly executed GROUNDWATER
HAZARD STATEMENT showing no wells, private burial sites, solid waste disposal sites, hazardous
waste and underground storage tanks on the Property unless disclosed here:
(b) City may, at its expense, within 10 days after the date of acceptance, obtain a report from a
qualified engineer or other person qualified to analyze the existence or nature of any hazardous materials,
substances, conditions or wastes located on the Property. In the event any hazardous materials,
substances, conditions or wastes are discovered on the Property, City's obligation hereunder shall be
contingent upon the removal of such materials, substances, conditions or wastes or other resolution of the
matter reasonably satisfactory to City. However, in the event Seller is required to expend any sum in
excess of $5,000 to remove any hazardous materials, substances, conditions or wastes, Seller shall have
the option to cancel this transaction and refund to City all Earnest Money paid and declare this Agreement
null and void. The expense of any inspection shall be paid by City. The expense of any action necessary
to remove or otherwise make safe any hazardous material, substance, conditions or waste shall be paid by
Seller, subject to Seller's right to cancel this transaction as provided above.
(c) Radon. See attached Addendum.
10. DEED. Upon payment of the purchase price, Seller shall convey the Property to City by
Warranty Deed, free and clear of all liens, restrictions, and encumbrances except as provided in this
Agreement. General warranties of title shall extend to the time of delivery of the deed excepting liens or
encumbrances suffered or permitted by City.
11. JOINT TENANCY IN PROCEEDS AND IN REAL ESTATE. If Seller, immediately preceding
acceptance of the offer, holds title to the Property in joint tenancy with full right of survivorship, and the
joint tenancy is not later destroyed by operation of law or by acts of the Seller, then the proceeds of this
sale, and any continuing or recaptured rights of Seller in the Property, shall belong to Seller as joint
tenants with full rights of survivorship and not as tenants in common; and City in the event of the death of
any Seller, agree to pay any balance of the price due Seller under this contract to the surviving Seller and
to accept a deed from the surviving Seller consistent with Paragraph 15.
12. JOINDER BY SELLER'S SPOUSE. Seller's spouse, if not a title holder immediately preceding
acceptance, executes this agreement only for the purpose of relinquishing all rights of dower, homestead
and distributive share or in compliance with Section 561.13 of the Code of Iowa and agrees to execute the
deed or real estate contract for this purpose.
13. STATEMENT AS TO LIENS. If City intends to assume or take subject to a lien on the Property,
Seller shall furnish City with a written statement prior to closing from the holder of such lien, showing the
correct balance due.
14. USE OF PURCHASE PRICE. At time of settlement, funds of the purchase price may be used to
pay taxes and other liens and to acquire outstanding interests, if any, of others.
15. APPROVAL OF COURT. If the Property is an asset of an estate, trust or conservatorship, this
Agreement is contingent upon Court approval unless declared unnecessary by City's attorney. If the sale
of the Property is subject to court approval, the fiduciary shall promptly submit this Agreement for such
approval. If this Agreement is not so approved prior to the date of closing either party may declare this
Agreement null and void, and all payments made hereunder shall be returned to City.
16. REMEDIES OF THE PARTIES. A. If City fails to timely perform this Agreement, Seller may
forfeit it as provided in the Iowa Code (Chapter 656), and all payments made shall be forfeited; or, at
Seller's option, upon thirty days written notice of intention to accelerate the payment of the entire balance
because of City's default (during which thirty days the default is not corrected), Seller may declare the
entire balance immediately due and payable. Thereafter this agreement may be foreclosed in equity and
the Court may appoint a receiver.
B. If Seller fails to timely perform this Agreement, City has the right to have all payments made
returned to them.
C. City and Seller are also entitled to utilize any and all other remedies or actions at law or in equity
available to them and shall be entitled to obtain judgment for costs and attorney fees as permitted by law.
17. NOTICE. Any notice under this Agreement shall be in writing and be deemed served when it is
delivered by personal delivery or by certified mail return receipt requested, addressed to the parties at the
following addresses: Buyer --City of Iowa City, City Clerk, 410 E. Washington, Iowa City, Iowa 52240;
Seller—Legacy Management Group, LLC, 1395 Jordan St., North Liberty, IA 52317.
18. GENERAL PROVISIONS. In the performance of each part of this Agreement, time shall be of
the essence. Failure to promptly assert rights herein shall not, however, be a waiver of such rights or a
waiver of any existing or subsequent default. This Agreement shall apply to and bind the successors in
interest of the parties. This Agreement shall survive the closing. Paragraph headings are for convenience
of reference and shall not limit or affect the meaning of this Agreement. Words and phrases herein shall
be construed as in the singular or plural number, and as masculine, feminine or neuter gender according to
the context.
19. COUNCIL APPROVAL. This agreement is contingent on the approval of the Iowa City City
Council.
20. ADDENDUM. This agreement is contingent on Seller fulfilling the obligations set forth in the
Addendum, which is attached and incorporated herein, to the satisfaction of the City. Said obligations will
survive completion of closing and transfer of possession, will inure to the benefit and bind the successors
and assigns of the City, and will be a covenant running with the title to the property.
21. CERTIFICATION. Seller certifies that it is not acting, directly or indirectly, for or on behalf of
any person, group, entity or nation named by any Executive Order or the United States Treasury
Department as a terrorist, "Specially Designated National and Blocked Person" or any other banned or
blocked person, entity, nation or transaction pursuant to any law, order, rule or regulation that is enforced
or administered by the Office of Foreign Assets Control; and are,not engaged in this transaction, directly
or indirectly on behalf of, any such person, group, entity or nation. Seller hereby agrees to defend,
indemnify and hold harmless the City from and against any and all claims, damages, losses, risks,
liabilities and expenses (including attorney's fees and costs) arising from or related to any breach of the
foregoing certification.
22. ACCEPTANCE. When accepted, this Agreement will become a binding contract. If not
accepted and delivered to City on or before June 10, 2024, at 9:00 o'clock a.m., this Agreement will be
null and void.
This Offer is presented to the Seller on this day of June, 2024.
CITY OF IOW IOWA, BUYER
BY:
Kent Ralston, Acting Director of NDS
Accepted this day of June, 2024.
BY: (print name)
on behalf of Legacy Management Group LLC (SELLER)
ADDENDUM TO PURCHASE. AGREEMENT
(4673 Herbert Hoover Highway)
1. Seller will obtain, at Seller's expense, a radon inspection in each of the 3 units after a
Certificate of Occupancy is issued. Seller will provide the City with a copy of the 3
reports. If the radon test indicates a level of 4.0 picocuries per liter (pCi/L) or higher,
Seller will install a radon mitigation system at Seller's expense.
2. Seller will obtain a Certificate of Occupancy by August 30, 2024.
Seller will modify the approved construction drawings shown on Exhibits B and C of the
Declaration of Submission of Property to Horizontal Property Regime recorded in Book 6482,
Page 815-861, Records of the Recorder of Johnson County, Iowa in all 3 units as follows:
a. Remove the fireplace;
b. Laminate floors, except for staircases, instead of carpet;
c. Wood baseboards instead of MDF baseboards; and
d. Interior entryway light at the front door to be replaced with a more durable light
fixture.
4. Seller will record an amendment to the Declaration of Submission of Property to
Horizontal Property Regime recorded in Book 6482, Page 815-861, Records of the
Recorder of Johnson County, Iowa to reflect the modifications described in Paragraph 2
above prior to closing.
Item Number: 6.f.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution Approving Final Plat of Pine Grove — Part Two Subdivision, a Resubdivision of Lot
2 of Pine Grove Subdivision, Iowa City, Iowa. (SUB24-0003)
Attachments: Staff Report
final plat
resolution
STAFF REPORT
To: City Council Prepared by: Rachael Schaefer,
Item: SUB24-0003 Associate Planner
Pine Grove - Part Two, a resubdivision Date: June 18, 2024
of Lot 2 of Pine Grove Subdivision
GENERAL INFORMATION:
Owner/Applicant:
Contact Person:
Requested Action:
Purpose:
Location:
Location Map:
Size:
Existing Land Use and Zoning:
Advantage Development, Inc.
2881 Independence Rd
Iowa City, IA 52240
info@advantagebuilt.com
Ron Amelon
MMS Consultants, Inc.
1917 South Gilbert St
Iowa City, IA 52240
r.amelon@mmsconsultants.net
Approval of final plat
Approval of Pine Grove - Part Two, a
resubdivision of Lot 2 of Pine Grove
Subdivision to create four residential lots and
one outlot.
Southwest corner of Lower West Branch Road
and Pine Grove Lane
1.06 Acres
Vacant; Medium -Density Single -Family
Residential Zoning with a Planned
Surrounding Land Use and Zoning
Comprehensive Plan:
District Plan:
Neighborhood Open Space District:
File Date:
60 Day Limitation Period:
Development Overlay (OPD/RS-8).
North: Medium -Density Single -Family
Residential Zoning with a Planned
Development Overlay (OPD/RS-8),
High -Density Single -Family
Residential with a Planned
Development Overlay (OPD/RS-12)
South: Medium -Density Single -Family
Residential Zoning with a Planned
Development Overlay (OPD/RS-8).
East: Medium -Density Single -Family
Residential Zoning with a Planned
Development Overlay (OPD/RS-8)
West: Medium -Density Single -Family
Residential Zoning with a Planned
Development Overlay (OPD/RS-8)
2-8 Dwelling Units Per Acre
Northeast
NE3
May 9, 2024
July 8, 2024
BACKGROUND INFORMATION:
The applicant, Advantage Development, Inc., has requested approval of a final plat for Pine Grove
- Part Two, a 1.06 -acre resubdivision of Lot 2, of Pine Grove Subdivision.
The property and 8.27 acres of adjacent land was rezoned (REZ15-00023, Ord. No 16-4659) on
March 23, 2016, from low density single family (RS -5) zone and medium density single family (RS -
8) zone to RS -8 with a planned development overlay (OPD/RS-8). The rezoning had no conditions.
The OPD rezoning approved the original Lot 2 for two fourplexes (eight residential units total). The
proposed resubdivision would create four residential lots where the owner is proposing to construct
four single family homes. In accordance with Section 14-8D-7 of the Zoning Ordinance, the
proposed change from two fourplexes to four single-family homes was approved administratively
as it did not significantly change the land use, street locations, or character of the development
approved by the OPD.
ANALYSIS:
The final plat is in general compliance with the subdivision regulations. The four lots have frontage
on Pine Grove Ln for vehicular access. The four lots meet the minimum lot width of 45', the minimum
frontage of 40' and the minimum lot size of 5,000 sq ft that is required for detached single family
units in the RS -8 zone.
Staff has reviewed and approved the construction documents for Pine Grove - Part Two. Legal
papers are currently being reviewed by staff. It is anticipated that these documents will be approved
prior to the June 18, 2024, City Council meeting.
Environmentally Sensitive Areas: A Final Sensitive Areas Development Plan was approved with
the original Pine Grove Subdivision to protect the pine -woodland at the southeast corner of North
3
Scott Boulevard and Lower West Branch Road. The resulting conservation easement to protect the
woodland is being maintained. A portion of this easement in on the northwest corner of lot 1.
Neighborhood Open Space: The proposed subdivision includes residential uses which typically
require neighborhood open space dedication. Fees were paid in lieu of the required open space
dedication when the property was originally platted as a portion of the Pine Grove Subdivision in
2016. Therefore, no additional open space is required as part of this subdivision.
Transportation: Outlot "A" of this plat will be dedicated to the owner of the property to the west to
allow access from Pine Grove Lane to the condominiums at 260 N Scott Boulevard. The existing
driveway entrances off the Outlot "A" drive to lots 2 and 3 will be removed. Access to all the proposed
lots is provided via Pine Grove Lane. Lot 1 shall not have direct vehicular access to Lower West
Branch Road.
An existing sidewalk on the south side of Outlot "A" provides pedestrian access from Pine Grove
Lane to the condominiums at 260 N Scott Boulevard. An additional sidewalk will be provided west
of Pine Grove Lane, adjacent to lots 1-4.
Infrastructure: Streets, sanitary sewers, water mains, and storm sewer were constructed as part
of the original Pine Grove subdivision. The resubdivision will require an extension of an existing
sanitary sewer line and new manhole; otherwise, all utility improvements will be privately owned
and maintained. Public Works staff has reviewed and approved the plans for sanitary, water, and
stormwater.
NEXT STEPS:
Once the final plat, legal documents, and construction drawings are approved the applicant can
submit building permit applications.
STAFF RECOMMENDATION:
Staff recommends approval of SU B24-0003, an application submitted by Advantage Development,
Inc., a Final Plat for Pine Grove - Part Two, a 1.06 -acre resubdivision of Lot 2, of Pine Grove
Subdivision located at the southwest corner of Lower West Branch Road and Pine Grove Lane.
ATTACHMENTS:
1. Final Plat
Approved by:
Kent Ralston, AICP, Acting Director
Department of Neighborhood and Development Services
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Doc ID: 032299760018 Type: GEN
Kind: SUBDIVISION
Recorded: 06/26/2024 at 12:15:42 PM
Fee Amt: $92.00 Page i of 18
Johnson Countv Iowa
Kim Painter County Recorder
BK6573 PG355-372
STATE OF IOWA )
) SS
JOHNSON COUNTY )
r
It
CITY F IOWA CITY
410 East Washington Street
Iowa City. Iowa 52240-1826
(3 19) 356-5000
(319) 356-5009 FAX
wwivJcgov.org
I, Kellie K. Grace, City Clerk of Iowa City, Iowa, do hereby certify that the Resolution attached hereto is a
true and correct copy of Resolution No. 24-164, which was passed by the City Council of Iowa City, Iowa,
at a regular meeting held on the 18th day of June 2024, all as the same appears of record in my office. Also
attached are the final legal documents for Pine Grove — Part Two Subdivision, Iowa City, Iowa.
Dated at Iowa City, Iowa, this S day of 2024.
Kellie It. Grace
City Clerk
\res subdivision
Prepared by: Rachael Schaefer, Associate Planner, 410 E. Washington St., Iowa City, IA 52240 (SUB24-0003)
Resolution No. 24-164
Resolution Approving Final Plat of Pine Grove — Part Two Subdivision, a
Resubdivision of Lot 2 of Pine Grove Subdivision, Iowa City, Iowa. (SUB24-
0003)
Whereas, the owner, Advantage Development, Inc., filed with the City Clerk the final plat of Pine
Grove - Part Two Subdivision, Iowa City, Iowa, Johnson County, Iowa; and
Whereas, said subdivision is located on the following -described real estate in Iowa City, Johnson
County, Iowa, to wit:
LOT 2 OF PINE GROVE TO IOWA CITY, IOWA. IN ACCORDANCE WITH THE PLAT THEREOF
RECORDED IN PLAT BOOK 60, AT PAGE 270 OF THE RECORDS OF THE JOHNSON
COUNTY RECORDER'S OFFICE. SAID LOT 2 CONTAINS 1.06 ACRES, AND IS SUBJECT TO
EASEMENTS AND RESTRICTIONS OF RECORD.
Whereas, the Neighborhood and Development Services Department and the Public Works
Department examined the proposed final plat and subdivision, and recommended approval; and
Whereas, a dedication has been made to the public, and the subdivision has been made with the
free consent and in accordance with the desires of the owners and proprietors; and
Whereas, said final plat and subdivision are found to conform with Chapter 354, Code of Iowa (2024)
and all other state and local requirements.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The said final plat and subdivision located on the above-described real estate be and the
same are hereby approved.
2. The City accepts the dedication of easements as provided by law.
3. The Mayor and City Clerk of the City of Iowa City, Iowa, are hereby authorized and directed,
upon approval by the City Attorney, to execute all legal documents relating to said
subdivision, and to certify a copy of this resolution, which shall be affixed to the final plat after
,passage and approval by law. The City Clerk shall record the legal documents and the plat at
the office of the County Recorder of Johnson County, Iowa at the expense of the
owner/subdivider.
Resolution No.24-164
Page 2
Passed and approved this
18th day of . June , 2024.
Ma
Approved by
Attest: LL _�� �f�
City Clerk
It was moved by Harmsen
adopted, and upon roll call there were:
Ayes:
pcd/templates/SUB24-0003 ResoIution.doc.doc
Z'f
City Attorney' Office
(Sara Hektoen — 06/10/2024)
and seconded by Moe
Nays:
Absent:
the Resolution be
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 6.g.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to
attest an Agreement by and between the City of Iowa City and HDR Engineering, Inc., of
Omaha, Nebraska to provide environmental compliance and engineering consultant services
for the Iowa City Landfill and Recycling Center.
Prepared By:
Joe Welter - Senior Civil Engineer
Reviewed By:
Jen Jordan - Resource Management Superintendent
Jason Havel - City Engineer
Ron Knoche - Public Works Director
Geoff Fruin - City Manager
Fiscal Impact:
$575,500; available in Landfill Engineering Services,
Account Number, 75750121 — 432090
Staff Recommendation: Approval
Attachments:
Resolution
HDR Consultant Agreement
Executive Summary:
This agenda item approves the consultant agreement to provide ongoing environmental
compliance and engineering services to comply with local, state, and federal regulations for
the Iowa City Landfill and Recycling Center through June 30, 2029.
Background /Analysis:
The Landfill Facility operates according to the following permits:
• Iowa Department of Natural Resources (DNR) Sanitary Disposal Project (SDP) Permit
Number 52 -SDP -01-72P
• DNR Compost Facility Permit Number 52 -COM -02-22
• DNR Title V Operating Permit, Air Quality Operating Permit Number 00 -TV -007R3
In addition to the requirements of these permits, some regulatory requirements for the Facility
are contained within Section 567, Environmental Protection, of the Iowa Administrative Code
(IAC). The Facility is also subject to certain federal regulations administered by the United
States Environmental Protection Agency (EPA). These regulations are under Title 40,
Protection of Environment, of the Code of Federal Regulations (CFR). As part of this project,
HDR will assist the City in environmental compliance and engineering services with local,
state, and federal regulations, through June 30, 2029.
Additionally, HDR will assist the City with:
• Preliminary design and plan for the next solid waste landfill cells located in the
Northeast Expansion Area of the Facility
• Updating the Development of Operations (DOPS) to current landfill operations and to
assist City staff in achieving the desired fill within the existing landfill cells.
• Developing a Geographic Information System (GIS) for the Facility
• Developing a plan for future landfill gas collection systems and expansions
• Assisting with permit amendments for future solid waste landfill operations of potential
acquisitions of additional properties
• Preparing the necessary applications and supporting documentation for the renewal of
the Facility's permits
Prepared by: Joe Welter, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319) 356-5144
Resolution No. 24-165
Resolution approving, authorizing and directing the Mayor to
execute and the City Clerk to attest an Agreement by and between
the. City of Iowa City and HDR Engineering, Inc., of Omaha,
Nebraska to provide environmental compliance and engineering
consultant services for the Iowa City Landfill and Recycling
Center.
Whereas, the City owns and operates the Iowa City Landfill and Recycling Center (Facility), which
has ongoing environmental compliance and engineering requirements to comply with local, state,
and federal regulations; and
Whereas, the City desires a preliminary design and plan for the next solid waste landfill cells located
in the Northeast Expansion Area of the Facility; and
Whereas, the City desires to update the Development of Operations (DOPS) to current landfill
operations and to assist City staff in achieving the desired fill within the existing landfill cells; and
Whereas, the City desires to develop a Geographic Information System (GIS) for the Facility; and
Whereas, the City desires to develop a plan for future landfill gas collection systems and
expansions; and
Whereas, the City desires to obtain permit amendments for future solid waste landfill operations of
potential acquisitions of additional properties; and
Whereas, the Consultant will provide annual environmental compliance monitoring and reporting
services to assist the City in compliance with the Facility's permits: Iowa Department of Natural
Resources (DNR) Sanitary Disposal Project (SDP) Permit Number 52 -SDP -01-72P, DNR Solid
Waste Compost Facility Permit Number 52 -COM -02-02, and Title V Operating Permit, Air Quality
Operating Permit Number 00 -TV -007R4; and
Whereas, the Consultant will prepare the necessary applications and supporting documentation for
the renewal of the Facility's permits; and
Whereas, the City desires to obtain the services of a qualified consulting firm to provide these
services between July 1, 2024 and June 30, 2029; and
Whereas, the City issued a Request for Qualifications, On -Call Professional Design and
Engineering Services (2023-2025), October 10, 2022, to private consulting firms interested in
providing design and engineering services related to public improvement projects in the City of Iowa
City; and
Whereas, submittals were received from consulting firms and evaluated by a selection committee;
and
Whereas, Consultant was selected based on qualifications, key personnel, project approach, and
fees and rates; and
Resolution No. 24-165
Page 2
Whereas, the City of Iowa City has negotiated an Agreement for said consulting services with HDR
Engineering, to provide said services; and
Whereas, it is in the public interest to enter into said Consultant Agreement with HDR Engineering;
and
Whereas, funds are available in the Landfill Engineering Services, Account Number 75750121 —
432090, and;
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The Consultant Agreement attached hereto is in the public interest, and is approved as to
form and content.
2. The Mayor and City Clerk are hereby authorized and directed to execute the attached
Consultant Agreement.
3. The City Manager is authorized to execute amendments to the Consultant Agreement as
they may become necessary.
Passed and approved this 18th day of June 20 24
r
Attest: A�L(U'
City derk
It was moved by Harmsen and seconded by
adopted, and upon roll call there were:
Ayes:
x
Nays:
Approved by
City Attorn 's Office
(Liz Craig — 06/13/2024)
Moe the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Consultant Agreement
This Agreement, made and entered.into this 18th day of June 2024 by
and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and
HDR Engineering, Inc., of Omaha, Nebraska, hereinafter referred to as the Consultant.
Whereas, the City owns and operates the Iowa City Landfill and Recycling Center (Facility), which
has ongoing environmental compliance and engineering requirements to comply with local, state,
and federal regulations; and
Whereas, the City desires a preliminary design and plan for the next solid waste landfill cells located
in the Northeast Expansion Area of the Facility; and
Whereas, the City desires to update the Development of Operations (DOPS) to current landfill
operations and to assist City staff in achieving the desired fill within the existing landfill cells; and
Whereas, the City desires to develop a Geographic Information System (GIS) for the Facility; and
Whereas, the City desires to develop a plan for future landfill gas collection systems and
expansions; and
Whereas, the City desires to obtain permit amendments for future solid waste landfill operations of
potential acquisitions of additional properties; and
Whereas; the Consultant will provide annual environmental compliance monitoring and reporting
services to assist the City in compliance with the Facility's permits: Iowa Department of Natural
Resources (DNR) Sanitary Disposal Project (SDP) Permit Number 52 -SDP -01-72P, DNR Solid
Waste Compost Facility Permit Number 52 -COM -02-02, and Title V Operating Permit, Air Quality
Operating Permit Number 00 -TV -007R4; and
Whereas, the Consultant will prepare the necessary applications and supporting documentation for
the renewal of the Facility's permits; and
Whereas, the City desires to obtain the services of a qualified consulting firm to provide these
services between July 1, 2024 and June 30, 2029; and
Whereas, the City issued a Request for Qualifications, On -Call Professional Design and
Engineering Services (2023-2025), October 10, 2022, to private consulting firms interested in
providing design and engineering services related to public improvement projects in the City of Iowa
City; and
Whereas, submittals were received from consulting firms and evaluated by a selection committee;
and
Whereas, Consultant was selected based on qualifications, key personnel, project approach, and
fees and rates; and
Whereas, funds are available in the Landfill Engineering Services, Account Number 75750121 —
432090, and;
Now therefore, it is agreed by and between the parties hereto that the City does now contract with
the Consultant to provide services as set forth herein.
Page 1
I. Scope of Services
Consultant agrees to perform the following services for the City, and to do so in a timely and
satisfactory manner.
Task Series 100 — Project Management
TASK 101 — PROJECT MANAGEMENT (FY2025 — FY2029)
The Consultant will conduct communications between City and Consultant personnel; plan,
organize, and monitor project team activities; attend meetings as requested; and prepare and
update project schedules. The Consultant will provide support and assistance to City in
communicating the key attributes of the project to members of the public and City.
Task Deliverables:
• Monthly invoices and progress reports describing work conducted during the previous
billing period and projected work to be completed within the upcoming billing period.
Planned Meetings, Key Understandings, and Assumptions:
• Meetings are identified in other tasks and will be billed under Task 301 — General
Engineering Services.
Task Series 200 — Annual Environmental Compliance Monitoring & Reporting Services
TASK 201 —GROUNDWATER MONITORING PLANNING & ASSISTANCE (FY2025 — FY2029)
In preparation for groundwater sampling field services, Consultant will provide guidance and
direction to the City's field staff who are conducting the field sampling services. The guidance
provided will include the proposed sampling and analytical program for the upcoming groundwater
sampling event. Depending on the monitoring program, monitoring schedule, and/or verification
or resampling activities, the sampling and analytical program could be altered from event to event.
Consultant will provide the City with the required monitoring program for the upcoming sampling
event and assist the City's staff in ordering the correct sampling containers for the event.
Consultant will provide the City's staff a sample order request form prior to each groundwater
sampling event. The sample order form will identify the monitoring wells proposed for
groundwater sample collection and the analytical parameters that require to be analyzed during
the sampling event. The Consultant will forward the sample order request form to the City's
subcontracted analytical laboratory (Eurofins Environmental Testing North Central, LLC.) for
compiling the required sample containers and supplies. The. subcontracted analytical laboratory
will deliver the sample containers to the City's staff for the schedule sampling event.
In addition to the sample order requests, Consultant will also provide guidance to the City's field
personnel for ancillary items related to groundwater sampling and reporting. This may include,
but is not limited to, sample collection order, adjustment of sampling protocol or techniques, or
implementing permit changes or IDNR comments related to groundwater field services.
It is anticipated the Consultant will provide planning and assistance on two compliance sampling
events (compliance) during a fiscal year. If additional sampling events occur as a result of a
monitoring program change or as a result of landfill expansion (i.e., establishing background
concentrations at new monitoring wells), additional services will be conducted on a time and
materials basis in accordance with the set rate schedule when the services are conducted or at
the fee agreed upon in a task order request.
Planned Meetings:
• No planned meetings for these services. Information will be conveyed via e-mail between
Consultant and City.
Page 2
Deliverables:
• Sample order request form prior to each groundwater sampling event (up to four [4] per
fiscal year). Forms will be forwarded to the analytical laboratory for ordering sample
bottles and supplies.
Key Understandings and Assumptions:
• Consultant will provide the sample order request forms to the City's field staff and the
analytical laboratory at a minimum one week prior to each groundwater sampling event.
The City will coordinate with the Consultant on the tentative schedule for groundwater
sampling services.
• Groundwater monitoring and sampling services will be conducted by the City's personnel.
The proposed services are for planning and assistance by the Consultant. The Consultant
will not have personnel onsite for groundwater sampling services. If the City requests the
Consultant to be onsite for groundwater sampling activities, the additional scope of
services and fees will be discussed and agreed upon prior to the Consultant's staff arriving
onsite.
TASK 202 — ANNUAL WATER QUALITY REPORTING (AWQR) (FY2025 — FY2029)
Results of groundwater monitoring and statistical analyses from the spring and fall semiannual
monitoring events will be combined into a single AWQR for submittal to DNR by February.28th of
each year. This report will provide a comprehensive evaluation of the following for the Facility:
• Summarize groundwater monitoring field services and statistical analysis of monitored
parameters;
• Summarize and recommend changes to regulatory status and/or modifications to the '
monitoring network;
• Document effectiveness of source control measures and source control monitoring
associated with the implemented corrective measures and the Corrective Action
Monitoring Program (CAMP).
The required Leachate Control System Performance Evaluation Report (LCSPER) and Gas
(Methane) Monitoring Report will also be prepared as part of this task and included within the
AWQR. Both reports will provided the following for the Facility:
• Consolidate the annual monitoring data and system inspections or maintenance
completed during the reporting period;
• Evaluate the data for trends, regulatory compliance, or gaps;
• Provide recommendations for modifications to the leachate or landfill gas management
systems based on the data evaluation.
A draft AWQR will be submitted to the City for review and comment. A meeting between the City
and Consultant will be tentatively planned to discuss details of the AWQR and address comments.
Comment resolution and preparation of the final AWQR will occur prior to the permit established
February 28' submittal deadline.
Planned Meetings:
• Draft AWQR Review Meeting with City staff (conference or virtual call).
Deliverables:
• Draft report for City's review and comment
• Final report for submittal to the City and DNR, prior to February 28th annual permit
established deadline.
Page 3
Key Understandings and Assumptions:
• Development of the AWQR shall be in accordance with Iowa Administrative Code (IAC)
Chapter 113, subrule 113.10(10) Annual waterquality reports.
• Development of the LCSPER shall be in accordance with IAC Chapter 113, subrule
113.7(5)"b"(14).
• Development of the Gas (Methane) Monitoring Report shall be in accordance with IAC
Chapter 113, subrule 113.9(2)"d".
• Site-specific requirements under SDP Permit No. 57 -SDP -01-72P shall be followed.
TASK 203 — SEMI-ANNUAL GROUNDWATER COMPLIANCE SPRING STATISTICAL
REPORT (FY2025 — FY2029)
Following the statistical methodology for organic and inorganic constituents outlined in Iowa
Administrative Code (IAC) Chapter 113, the Facility's SDP permit and applicable revisions, and
U.S. Environmental Protection Agency's (EPA's) Statistical Analysis of Groundwater Monitoring
Data at Resource Conservation and Recovery Act (RCRA) Facilities (Unified Guidance),
Consultant will complete statistical analysis and data evaluation of groundwater analytical data
using SanitasTM software within 10 business days following receipt of analytical results from the
laboratory.
If the statistical analysis indicates a verified statistically significant increase (SSI) or an
exceedance above the Ground Water Protection Standards (GWPS), a letter will be submitted to
DNR within 14 -days of confirmation of the exceedance. As with all regulatory submittals, a draft
letter will first be provided to the City for review and comment prior to final submittal to DNR,
however, due to the extremely tight regulatory timeline, the preferred two-week lead time is not
possible in these situations.
A semiannual monitoring report will be drafted for the spring semiannual groundwater compliance
sampling event. The semi-annual report will summarize the field services conducted and data
collected during the spring sampling event. The semi-annual report will also include the results
of the statistical analysis and summarize changes to the monitoring program(s) for the Facility.
Services conducted, data collected, and results received as part of the fall semiannual
groundwater compliance sampling event will be incorporated into the Annual Water Quality Report
(AWQR), which is detailed under Task 202 — Annual Water Quality Reporting.
Planned Meetings:
• Draft Spring Statistical Report Review Meeting with City staff (conference or virtual call).
Deliverables:
• Draft Spring Statistical Report for City's review and comment
• Final Spring Statistical Report for submittal to the City and DNR, prior to June 30, which
coincides with the end of the City's fiscal year.
Key Understandings and Assumptions:
• It is assumed the City does not own their own Sanitas"I software license and the license
fee will be paid by Consultant.
• Statistical analysis and data evaluation will be completed within 10 business days
following receipt of analytical results from the laboratory.
• If the statistical analysis indicates a verified SSI or an exceedance above the GWPS, a
letter will be submitted to DNR within 14 -days of confirmation of the exceedance.
• Site-specific requirements under SDP Permit No. 57 -SDP -01-72P shall be followed.
TASK 204 — MONTHLY LEACHATE LEVEL MONITORING REPORTS (FY2025 — FY2029)
Results of monthly leachate level monitoring, completed by City's staff, will be provided to
Consultant within seven (7) days of completing the monitoring event. For each event, the
Consultant will review and tabulate the collected data and complete an evaluation for compliance
Page 4
with applicable DNR regulations. Trend analyses will also be completed to evaluate overall
performance of the system.
Planned Meetings:
• None Anticipated.
Deliverables:
• Monthly Leachate Report(s) submitted to City within five (5) business days following
receipt of field measured data from the City's staff.
Key Understandings and Assumptions:
• Leachate level [field measurement] monitoring will be completed by City's staff. Monthly
report submittals will be contingent upon receipt of data from City.
TASK 205 — QUARTERLY METHANE MIGRATION MONITORING SUPPORT (FY2025 —
FY2029)
Quarterly methane migration monitoring will be conducted by the City's staff. The raw data will be
provided to the Consultant by the City for review and response following completion of the
monitoring event. The Consultant will provide a quarterly Methane Migration Report inclusive of
the methane migration monitoring requirements, results, and additional comments as necessary.
An exceedance of 25 percent of the methane lower explosive limit (LEL) in facility structures or
100 percent of the LEL at the property boundary will be reported by City's staff to Consultant
immediately following completion of the monitoring event as the first step in initiating the required
sequence of responses actions.
As required by IAC Chapter 113, Consultant will work with the City on an as-needed basis to place
a description of the detection and steps taken to protect human health and the environment into
the operating record within seven days of an exceedance, if detected, and within 60 days,
implement a gas collection system expansion or otherwise apply for a variance to this timeline
based on alternate response measures. In Consultant's experience, the act of adjusting the
landfill gas wellfield in the vicinity of the exceedance and actively communicating this response
action to DNR qualifies as an appropriate response measure, and a physical expansion of the
gas system is not typically necessary, if a response is seen at the monitoring probe.
Planned Meetings:
• None Anticipated.
Deliverables:
• Quarterly Methane Migration Report(s) submitted to City within five (5) business days
following receipt of field measured data from City's staff.
• Quarterly Reports will be incorporated in the annual Gas (Methane) Monitoring Report
submitted under Task 203 — Annual Water Quality Reporting.
Key Understandings and Assumptions:
• Methane level [field measurement] monitoring will be completed by the City's staff.
• When corrective action and additional methane monitoring is required due to a monitored
exceedance, additional response actions and regulatory correspondence performed by
Consultant will be completed on a time and materials basis in accordance with the set rate
schedule when the services are conducted or at the fee agreed upon in a task order
request.
TASK 206 — ANNUAL. GREENHOUSE GAS REPORTING (FY2025 — FY2029)
Annual greenhouse gas reporting is required for the Facility per Title 40 Code of Federal
Regulations (CFR), Part 98. The required greenhouse gas data needs to be submitted annually
via the EPA's electronic Greenhouse Gas Reporting tool (e-GGRT) by March 31s' of each year.
The City's staff will conduct the data collection and required monitoring and provide that
Page 5
information to the Consultant. The Consultant will conduct the calculations and draft the
applicable files that are required for submission via the e-GGRT system. Draft versions of the
applicable files will be provided to the City for review and comment. The Consultant will work with
the City to have an authorized individual submit the required information via e-GGRT.
Planned Meetings:
• None Anticipated.
Deliverables:
• Draft files of greenhouse gas calculations for City's review and comment by March 15tH
• Submittal of greenhouse gas calculations by either City or Consultant authorized individual
to the EPA via the e-GGRT system by March 31 St
Key Understandings and Assumptions:
• City personnel will collect the necessary greenhouse gas data and provide the data to
Consultant for review, calculation, and development of the required reporting files.
• The data collected during the monitored calendar year (January to December) will be
provided to the Consultant by the City by January 31St of the subsequent year. Draft
calculations will be prepared and submitted to the City by March 15th. The finalized
calculations and reporting will be submitted via e-GGRT by March 311
• To assist with reporting via the e-GGRT system, it is assumed the Consultant will have a
Designated Representative that can submit documents via the e-GGRT system on the
behalf of the City for the facility. The City would need to provide access to the Designated
Representative. If the City would prefer to not have a Designated Representative via the
Consultant, the Consultant would have the data calculations prepared and ready for
submittal by the City prior to March 31 St
TASK 207 — SEMIANNUAL TITLE V MONITORING DEPORTING (FY2025 — FY2020)
Semiannual monitoring reports are required by Condition G5 of the existing Title V Permit No. 00-
TV-007R4. The semiannual monitoring reports are due to DNR by March 311t and September
30th each calendar year. The six (6) month monitoring periods are July 1 St through December 31 St
and January 1St through June 30th. The semiannual monitoring reports will include all instances
of deviations from permit requirements and are required to be signed by the City's responsible
official.
A draft of each semiannual monitoring report will be provided to the City for review by March 15th
and September 15th prior to the submittal deadlines of March 311 and September 30tH
respectively. The City's comments on the draft semiannual monitoring reports will be incorporated
into the final reports for submittal to DNR. The reports will be submitted by Consultant on behalf
of the City by the respective. due date. The semiannual report for the July 1 St through December
31St period with a due date of March 31s' will be compiled with the Title V Annual Compliance
Certification Report included under Task 208 — Annual Title V Compliance Certification,
Annual Emissions Inventory, and Annual Fee Assistance.
Planned Meetings:
• None Anticipated.
Deliverables:
• Draft Semiannual Title V Monitoring Report for City's review and comment by March 15th
• Final Semiannual Title V Monitoring Report submitted to the City and DNR by March 31St
(submitted in conjunction with Title V Annual Compliance Certification Report).
• Draft Semiannual Title V Monitoring Report for City's review and comment by September
15th
• Final Semiannual Title V Monitoring Report submitted to the City and DNR by September
30tH
Page 6
Key Understandings and Assumptions:
• The City will provide the working files of the previous semiannual Title V monitoring report
to the Consultant in a timely manner.
• Site data for preparation of the semiannual Title V monitoring reports will be provided to
Consultant within three (3) weeks from the end of each reporting period.
• Wellhead readings and other field data required for reporting will be collected by City
personnel and provided to the Consultant.
• The City will provide data and measurements collected by others prior to start of services
on July 1St, 2024.
TASK 208 — ANNUAL TITLE V COMPLIANCE CERTIFICATION, ANNUAL EMISSIONS
INVENTORY, AND ANNUAL FEE ASSISTANCE (FY2025 — FY2029)
An annual compliance certification is required by Condition G4 of the existing Title V permit (No.
00 -TV -007R4). The annual compliance certification is due to DNR and EPA by March 311t and
covers services and activities conducted during the previous calendar year. The annual
compliance certifications will include discussion of the compliance status of all emissions sources
including emissions limitations, standards, and work practices in accordance with applicable
requirements. The certification for a source shall include the identification of each term or
condition of the permit that is the basis of the certification; the compliance status; whether
compliance was continuous or intermittent; the method(s) used for determining the compliance
status of the source, currently and over the reporting period consistent with all applicable
regulations and rules. The annual compliance certification is required to be signed by the City's
responsible official.
A draft of the annual compliance certification will be provided to the City for review by March 15tH
The City's comments on the annual compliance certification will be incorporated into the final
certification and be submitted to DNR and EPA Region VII by the Consultant on behalf of the City
by March 31St
An annual emissions inventory is required by Condition G6.3 of the Title V permit. The inventory
is due to DNR by March 31 St and covers the period from the previous calendar year. The inventory
will document actual emissions for the previous calendar year. The annual emissions inventory
will be reported electronically via the DNR's State & Local Emissions Inventory System (SLEIS).
The Consultant will compile and submit the inventory data via SLEIS.
The annual fee payment is required by Condition G6 of the Title V permit. The Consultant will
assist the City with submitting the required fees utilizing the information from the annual emissions
inventory.
Planned Meetings:
• None Anticipated.
Deliverables:
• Draft Annual Compliance Certification for the City's review by March 15tH
• Final Annua[Compliance Certification submitted to the City, DNR, and EPA by March 31St
• Submittal of Annual Emission Inventory Data via DNR's SLEIS by March 31St
Key Understandings and Assumptions:
• The City will provide the working files of the previous annual compliance certification to
the Consultant in a timely manner.
• Site data for preparation of the annual compliance certification and annual emission
inventory will be provided to the Consultant within three (3) weeks from the end of each
reporting period.
• The City will provide data and measurements collected by others prior to start of services
on July 1St, 2024.
Page 7
• Consultant will assist the City in calculating the annual fee based on the annual emissions
inventory. The City will directly pay the annual fee required by the Title V permit
requirements.
TASK 209 — SEMIANNUAL LANDFILL GAS COLLECTION SYSTEM (LFGCS) OPERATING
REPORT (FY2025 — FY2029)
Consultant will prepare the Semiannual LFGCS Operating Reports. These reports will comply
with the regulatory requirements outlined in New Source Performance Standards (NSPS) Subpart
XXX and National Emission Standard for Hazardous Air Pollutants (NESHAP) reporting, as
applicable. Operational data will be provided to the Consultant by City staff, as needed and
requested, for the completion of the semiannual reports.
Planned Meetings:
• None Anticipated.
Deliverables:
• Draft Semiannual LFGCS Monitoring Report for City's review and comment by February
28th
• Final Semiannual LFGCS Monitoring Report submitted to the EPA by March 31 St
• Draft Semiannual LFGCS Monitoring Report for City's review and comment by August
31 St
• Final Semiannual LFGCS Monitoring Report submitted to the EPA by September 30tH
Key Understandings and Assumptions:
• The City will provide the working files of the previous semiannual LFGCS monitoring report
to the Consultant in a timely manner.
• Site data for preparation of the semiannual LFGCS monitoring reports will be provided to
Consultant within three (3) weeks from the end of each reporting period.
• The City will provide data and measurements collected by others prior to start of services
on July 1St, 2024.
TASK 210 — COMPOST FACILITY MONITORING AND COMPLIANCE CONSULTATION
SERVICES (FY2025 — FY2029)
Per the Facility's Compost Operating Permit (No. 52 -COM -02-22), the City is required to collect
data and monitor their compost operations as well as submit annual reports to the DNR. The
Consultant understands the City is conducting these services internally. If the City requires
consultation or review of documents required by the permit, the Consultant can provide these
services at a time and materials fee based on the agreed upon fee sheet. For budgeting, the
Consultant is assuming approximately eight hours for a Solid Waste Project Manager to answer
questions and review the annual report on an annual basis. If services exceed this annual time
and materials budget, the Consultant will discuss anticipated remaining efforts with the City and
provide an updated fee for the scope of services.
Planned Meetings:
• None Anticipated.
Deliverables:
• Response e-mails for inquiries provided by the City or comments related to the review of
the annual report.
Key Understandings and Assumptions:
• The fee for these services is limited to eight hours per year for a Solid Waste Project
Manager. Depending on the magnitude of the service(s) requested additional fees may
apply. The Consultant will discuss with the City should the requested service(s) exceed
the establish annual budget and establish a revised budget prior to work proceeding.
Page 8
The City will be taking the lead on meeting the required deadlines for submittals. If the
City requests Consultant to provide consultation or review services related to this task, the
City will provide a requested response deadline to the Consultant and that it is a
reasonable timeframe for the scope of the services being requested. The Consultant will
discuss with the City on the appropriate turnaround time for services prior to initiating
activities.
TASK 211 — ANNUAL TRAINING SERVICES (FY2025 — FY2029)
The City may require general consulting for training of staff to be conducted by the Consultant for
various tasks or permit related items. For budgeting, the Consultant is assuming approximately
24 hours for a Solid Waste Project Manager to provide services related to training services on an
annual basis. If services exceed this annual time and materials budget, the Consultant will
discuss the situation with the City and provide an updated fee for the scope of services.
Planned Meetings:
• None Anticipated.
Deliverables:
• Variable depending upon requests by the City.
Key Understandings and Assumptions:
• The fee for these services is limited to 24 hours per year for a Solid Waste Project
Manager. Depending on the magnitude of the service(s) requested additional fees may
apply. The Consultant will discuss with the City should the requested service(s) exceed
the establish annual budget and establish a revised budget prior to work proceeding.
Task Series 300 — Annual Engineering Services
TASK 301 — GENERAL ENGINEERING SERVICES (FY2025 — FY2029)
Consultant will conduct general engineering services, when requested by the City. General
engineering services may include, but are not limited to:
• Miscellaneous site infrastructure monitoring, reporting, and maintenance.
• Engineering design, construction quality assurance, and construction contract
administration of small, unplanned, infrastructure projects.
• Budget and planning assistance for current and future projects.
• Meetings with regulators, governing agencies, or other related entities.
• Regulatory reviews, research, correspondence, and applicability determinations.
• Attendance of meetings, preparation of materials and presentations.
• Routine (once per quarter is assumed) site visits and associated real-time operational
planning and consulting related to normal fill operations, soil borrow operations, wet and
inclement weather fill operations, and support of fundamental support systems (storm
water management, landfill gas, leachate management, roads, electrical supply, etc.).
• On-going capital project planning and outlook over a 5 -year window:
o Soil management, storm water management, etc.
o Ancillary infrastructure.
o Define design and construction schedules and provide budgetary cost opinions.
Detailed design is not included.
• Miscellaneous site survey(s).
Task Deliverables:
• Necessary correspondence or memorandums, depending upon the requested
engineering service.
• As appropriate to requested services/tasks (Meeting notes/Minutes, observation reports,
photos, draft and final correspondence, etc.).
• Observation Reports / Summaries, provided to City
• Fill Plan updates (PDF and electronic for equipment GPS utilization)
Page 9
Planned Meetings:
• Onsite meetings, as requested.
• Assumed four (4) quarterly onsite meetings to assist operations and general site
evaluation.
Key Understandings and Assumptions:
• Necessary correspondence or memorandums, depending upon the requested
engineering service.
• Miscellaneous reimbursable expenses will be charged under this task.
TASK 302 — ANNUAL SITE SURVEY / AIRSPACE UPDATE (FY2025 — FY2029)
HDR will complete a topographic survey of Facility to include active cells and soil borrow areas
for use in completing the airspace analysis to evaluate operational performance over the prior 12 -
month period. The survey will be divided into discrete areas for normal fill operations, wet -weather
disposal operations, and soil borrow operations to allow more detailed analysis of operational
metrics. Survey data will be used to construct three-dimensional models of the existing
topographic ground surface and compared to topographic data from prior periods to calculate
consumed airspace and soil resources during the subject period. Total airspace consumption will
be divided by tonnage received as measured by scales during the subject period to calculate a
net airspace utilization factor.
In addition to an airspace utilization factor, the airspace analysis will include the following:
• Elevation isopach figures showing feet and volume of consumed airspace over the active
fill areas.
• Elevation isopach figure showing remaining airspace available between existing grade
and permitted final waste elevations, and between existing grade and top of usable
constructed airspace.
• Soil utilization consumption rate, soil excavation elevation isopach figure, and waste to
soil usage ratio.
• Trend analyses for soil utilization efficiency and airspace utilization ratio.
• Sensitivity analysis projecting depletion of usable constructed airspace over time for up to
five (5) tonnage and compaction scenarios.
• Projected schedule of airspace depletion and impact on next cell construction and capping
timelines.
• Phase site development, fill sequence, and general operational planning. Develop fill plan
updates as required, minimal assumption is twice annually to review the fill plan in
coordination with airspace survey.
Planned Meetings:
• None Anticipated.
Deliverables:
• Facility Airspace Analysis Report and associated drawings.
• Base CAD file update with current managed surface data and aerial imagery in .dwg
format.
• Facility Aerial Photography prints.
Key Understandings and Assumptions:
• City will provide all electronic files associated with most recent survey (2023 survey).
• City will provide most. recent annual airspace analysis in order for Consultant to obtain
historical tonnages, airspace consumed, soil usage, etc.
• Airspace reporting and analysis will be provided within 30 days of receipt of survey
deliverables from subconsultant.
Page 10
Topographic survey will be obtained by aerial drone surveying services, subcontracted by
HDR with no markup. Survey services include:
o UAV data collection over approx. 650 acres (active disposal and soil borrow
areas).
o High resolution digital orthographic GeoTIFF photo of survey area.
o Low resolution digital orthographic GeoTIFF photo for CAD plan set background.
o DWG file with X -referenced low resolution orthophoto.
o HDR, or additional subconsultant, to survey targets for ground control points (GCP)
and provide a CSV file with GCP data and topo check shots.
o Flight date within the last week of June or the first week of July of each year.
TASK 303 — FINANCIAL ASSURANCE UPDATE (FY2025 — FY2029)
HDR will use results of previously completed airspace analysis completed in Task 302 — Annual
Site Survey / Airspace Update, as well as changes to the Facility infrastructure and/or
environmental monitoring requirements from the prior calendar year, to update the closure and
post -closure care financial assurance estimates by no later than August 31s', prior to the City's
fall auditing. Financial assurance estimates will be further refined based on consumer price index
changes from the preceding calendar year and/or other applicable changes to market dynamics,
which are otherwise not considered in the prior year's estimates. In accordance with IAC rule 567
— 113.14(455B), HDR will provide a summary letter and detailed cost estimates sealed by an
Iowa -licensed professional engineer (PE) for the City's use in submitting the annual financial
assurance documentation and payment.
Planned Meetings:
• None Anticipated.
Deliverables:
• Iowa -licensed PE stamped letter and cost estimates for closure and post -closure care of
Facility.
Key Understandings and Assumptions:
• The cost estimates will be based on current dollars for the cost to close the Facility as
currently permitted. Annual adjustments for inflation, typically provided by the DNR, will
be included.
TASK 304 - GIS DATABASE MANAGEMENT AND MAINTENANCE (FY2025 — FY2029)
HDR will host and conduct management and maintenance of the ArcGIS Online platform, a web -
based GIS software content management system, for the Facility. The online GIS platform will
be the central repository for data and applications for both Consultant and City users. Consultant
will assist in the continued configuration and management of the database.
Consultant will integrate applicable ESRI Field Applications (Collector, Survey123, Field Maps)
with current operational efforts to support data collection and management by City staff. The
applications will be configured to include data that can be edited and updated with little to no GIS
experience. Applications can be used on mobile devices or tablets, in addition to desktop
functions, to enable editing workflows in the field.
HDR will document data management workflows to City users and provide a virtual training
session with associated application user guides. The Consultant will be available for user support
for data and application support throughout the duration of this Agreement.
Planned Meetings:
• None Anticipated.
Page 11
Deliverables:
Data editing applications using ArcGIS Online technology (Collector, Survey123, Field
Maps)
Monthly Data Backup of geodatabases provided to City via maintained SharePoint site.
Data Management Plan (yearly update) that includes best management practices and
Consultant workflow for maintaining the ArcGIS Online Database/Mapping.
Key Understandings and Assumptions:
• Annual ESRI licensing costs are the responsibility of City. Current annual subscription fee
is $500 per user for an editor license.
• City participation in determining data types and fields to include in Geospatial Repository.
• City will provide feedback for application functionality and content.
Task Series 400 — Northeast Expansion Area Evaluation & Permit Amendment
Development
TASK 401 - PERMIT AMENDMENT DEVELOPMENT —(NORTHEAST EXPANSION AREA;
GCCS MASTER PLANNING (FY2026)
The objective of this task is to complete permit drawings, calculations, and a narrative. These
documents will be compiled into a permit amendment application to revise the Northeast
Expansion Area, which includes incorporation of a perimeter access road and stormwater
features, base grade revisions, and final cover updates. The permit amendment is anticipated to
include proposed phasing and the design of an overliner system. The application will be submitted
to the DNR as a minor permit modification.
Permit calculations will be updated as needed where the proposed design differs from current
design parameters. Calculations that will be checked and may be updated as part of this task
include: EPA's Hydrologic Evaluation of Landfill Performance (HELP) Modeling, sump sizing,
leachate pipe sizing/crushing calculations, pump calculations, and soil quantities.
Permit calculations will be updated as needed for the revised final cover layout. This will include
the following:
• Stormwater calculations for the revised terrace layout and access road stormwater
conveyance.
• GCCS Design Plan update to take into consideration location of the final cover access
road and revised base grades. It is anticipated that the GCCS Design Plan will be
evaluated with this task and prior to completion of the permit renewal.
Included in this item is an update to the site financial assurance and the closure plan to include
updated quantities and design features.
Also included in this item is the development of a working masterplan for the GCCS at the site in
order to properly design and plan integration of the GCCS system into the northeast expansion
and further development of the existing landfill footprint. The intent is to develop a forward-looking
plan for responsible gas control, and allow for upgrade and expansion of the GCCS at the site as
a function of the planned site growth. This planning will provide for the collection, transport and
control of the LFG generated in at the landfill. Consultant will draw on design and operational
experience at multiple sites to develop a GCCS masterplan that will allow for responsible growth
and easy planning for future operations. Specifically, the following design aspects will be
addressed:
• Calculation of maximum LFG flow rate (generation and collection);
• Radius of influence/well spacing/well types;
• Wellhead and valving typical design;
Page 12
• Header pipe sizing and phasing;
• General piping and wellfield phased layout;
• Condensate generation;
• Air and condensate forcemain piping and phased layout; and,
• Gas mover and control device equipment sizing.
As part of the Masterplan, HDR will develop a drawing set that will include the following:
• Existing conditions and GCCS
• Future landfill grades and phasing sheets (sourced from City and/or northeast expansion
plans)
• Correlated GCCS layout overlay and phasing sheets with wells, headers, sumps, flare
station upgrades and planning windows.
• Typical vertical/horizontal well details.
• Typical header, sub -header, lateral, airline and condensate return piping typical details.
• Typical sump/gravity drain details.
• General flare station orientation or relocation if necessary.
Planned Meetings:
• One (1) kick-off meeting attended by three (3) HDR professionals.
Deliverables:
• Northeast Expansion
o Draft designs and order -of -magnitude cost estimates for movement of
infrastructure and initial cell(s).
o A permit amendment application to be submitted to DNR as part of the next permit
renewal process (FY2026-FY2027).
• GCCS Masterplan
o Draft Masterplan document, attachments and drawings
o Final Masterplan document, attachments and drawings
Understandings and Assumptions:
• Permit application fees are not included in this scope of work.
Task 500 — Permit Renewals
TASK 501 — DNR COMPOST OPERATING PERMIT RENEWAL (FY 2025 — FY2026)
The current Compost Operating Permit No. 52 -COM -02-22 for the Facility expires on January 9,
2026. With a 90 -day required review period, the renewal application should be submitted to DNR
no later than October 11, 2025.
The Consultant will review the existing permit components and amendments to identify changes,
consolidations, modifications, refinements, or upgrades to the current permit. A proposed layout
of permit documents which are anticipated to be updated may include, but is not limited to:
• DNR Permit Application Form 50A
• Executive Summary
o Provide an outline of DNR Form 50A requirements.
o Provide a brief Site Background.
o Discuss Permit Document modifications.
o Outline previous Permit Amendments.
o Outline Special Provisions.
Page 13
o Outline Permit Amendment Requests and/or Equivalency Review Requests.
• Appendix A — Site Development Drawings
o Update to include the following:
■ Current topography.
■ Current active compost areas.
• Appendix B — Site Operation Plan
o Evaluate and update current site operation plans.
• Appendix C — Operator Certifications
o Update to reflect current operator certificates.
• Appendix D — Closure Plan
o Update closure plan for compost area.
• Appendix E — Financial Assurance
o Evaluate financial assurance calculations based on closure of the compost area.
Planned Meetings:
• One (1) kick-off meeting attended by two (2) HDR professionals.
Deliverables:
• Draft (90%) Permit Renewal Application for City's review and comment
• Final Permit Renewal Application for submittal to DNR
o Submittal to DNR prior to October 11, 2025
o Response to DNR comments/questions on initial submittal package
Key Understandings and Assumptions:
• DNR's Electronic Document Retrieval System will be used to secure the revisions to the
existing permit.
• The City and/or City's Consultants to provide existing permit documents.
• Permit Drawings are to be updated as part of this task and will require electronic file
transfer from the City and/or City's Consultants.
• Consultant will compile updated drawings, plans, and revisions into one submittal
package. The permit application package will include applicable DNR forms, past
amendment requests, and new requests.
• A 90% draft will be provided to the City for review prior to submittal at least one month
prior to submittal. Consultant will submit the package with any revisions to the DNR.
• Application fees will be paid directly by the City.
• Included in this task is an informational response to comments from DNR.
o Design changes due to comments are not included in this proposal due to the
difficulty to predict the scope of comments. Consultant has budgeted 16 hours of
professional time to respond to DNR comments.
TASK 502 — DNR SDP PERMIT RENEWAL (FY2027 — FY2028)
The current SDP Permit No. 52 -SDP -01-72P for the Facility expires on December 19, 2027. With
a 90 -day required review period, the renewal application should be submitted to DNR no later
than September 20, 2027. The Consultant will review the existing permit components and
amendments to identify changes, consolidations, modifications, refinements, or upgrades to the
current permit.
The Consultant will reorganize the overall structure of City's previous permit application document
to be more concise and transparent permit renewal application. In Consultant's experience, the
following structure has helped to minimize potential comments from DNR during their review and
provides a concise and usable document for the City. A proposed layout of permit documents
which are anticipated to be updated may include, but is not limited to:
• DNR Permit Application Form 50
• Executive Summary
Page 14
o Provide an outline of DNR Form 50 requirements.
o Provide a brief Site Background.
o Discuss Permit Document modifications.
o Outline previous Permit Amendments.
o Outline Special Provisions.
o Outline Permit Amendment Requests and/or Equivalency Review Requests.
• Appendix A — Site Development Drawings
o Update to include the following:
■ Current topography.
■ Current active waste areas.
■ Current Gas Collection and Control System design.
■ Current HMSP Monitoring Network
■ Current Methane Monitoring Network
• Appendix B — Development & Operations Plan (DOPs)
o Evaluate and update current site operations plans.
• Appendix C — Construction Quality Assurance (CQA) Plan
o Evaluate and update current and future construction quality control/quality
assurance plan.
• Appendix D — Emergency Response and Remedial Action Plan (ERRAP)
o Evaluate and update the current ERRAP documents to ensure inclusion of
amendments and/or anticipated/desired alterations.
• Appendix E — Hydrologic Monitoring System Plan (HMSP)
• Appendix F — Methane Migration Monitoring Plan
o Update the Methane Migration Monitoring Plan to reflect previous amendments
and evaluate current/proposed monitoring and reporting techniques.
• Appendix G — Organizational Chart
o Update to reflect current organizational chart.
• Appendix H — Operator Certifications
o Update to reflect current operator certificates.
• Appendix I — Weigh Scale Certification
o Update to reflect current weigh scale certifications.
• Appendix J — Household Hazardous Waste (HHW) Collection Operational Plan
o Update to reflect the most recent HHW certificate.
• Appendix K — Closure/Post-Closure
o Evaluate proposed costs and calculation techniques associated with closure and
pos-closure construction and care.
• Appendix L — Financial Assurance
o Evaluate financial assurance calculations based on closure/post-closure
calculations and site life projections.
A draft of the permit renewal application will be provided to the City for review at least one (1)
month prior to application due date. The Consultant will facilitate a permit renewal application
review conference call with the City, if desired.
Planned Meetings:
• One (1) kick-off meeting attended by two (2) HDR professionals.
• Draft application review meeting with the City?
Deliverables:
• Draft (90%) Permit Renewal Application for City's review and comment
• Final Permit Renewal Application for submittal to DNR
o Submittal to DNR prior to September 20, 2027
o Response to DNR comments/questions on initial submittal package
Page 15
Key Understandings and Assumptions:
• DNR's Electronic Document Retrieval System will be used to secure the revisions to
the existing permit.
• The City and/or City's Consultants to provide existing permit documents.
• Permit Drawings are to be updated as part of this task and will require electronic file
transfer from the City and/or City's Consultants.
• Documentation of site investigations, location standards and calculations as required
by 567 IAC 113 has been provided in previous permit renewal and modification
applications. These documents are not anticipated to change. They include the
following:
o Site Legal Description
o Hydrogeologic Investigation Reports
o Locational Criteria
o Leachate Collection System Description
o Stormwater Run-on/Run-off Calculations
• Major modification is anticipated in order to amend the permit to update the Northeast
Expansion Area grading during this permit renewal application.
• The Consultant will compile updated drawings, plans, and revisions into one submittal
package. The permit application package will include applicable DNR forms, past
amendment requests, and new requests.
• A 90% draft will be provided to the City for review at least one month prior to submittal.
• The Consultant will submit the package with any revisions to the DNR.
• Application fees will be paid directly by the City.
• Included in this task is an informational response to comments from DNR.
o Design changes due to comments are not included in this proposal due to the
difficulty to predict the scope of comments. The Consultant has budgeted 25 hours
of professional time to respond to DNR comments.
TASK 503 — TITLE V OPERATING PERMIT RENEWAL (FY2028 — FY2029)
The current Title V Operating Permit No. 00 -TV -007R4 for the Facility expires on January 24,
2029. With a 6 -month required review period, the renewal application should be submitted to
DNR no later than July 24, 2028. Consultant will meet with City personnel at the Facility for a
permit renewal kick-off meeting and conduct a limited site inspection and review of emission
sources. The meeting will include discussions regarding any changes to the facility that need to
be incorporated into the permit renewal application.
Consultant will prepare a renewal application in accordance with IAC rule 567-22.105(4556). The
application will include all emission points, emission units, air pollution control equipment, and
monitoring devices at the facility. All emissions generating activities, including fugitive emissions,
will be included in the application.
The renewal application will include narrative text, emission calculations, and completion of forms
required by DNR. A draft of the permit renewal application will be provided to the City for review
at least one (1) month prior to application due date. The Consultant will facilitate a permit renewal
application review conference call with the City, if desired. Comments on the draft renewal
application will be incorporated into the final application and be submitted to DNR and the EPA
Region VII by the Consultant on behalf of the City. Upon DNR issuance of the draft permit, HDR
will review the draft Title V Permit Renewal for conditions that may be unfavorable to City
operations and provide comments if needed.
Planned Meetings:
• One (1) kick-off meeting attended by two (2) HDR professionals
• Draft Title V Permit Renewal Application Review Meeting (conference call)
Page 16
Deliverables:
Draft (90%) Permit Renewal Application for City's review and comment
Final Permit Renewal Application for submittal to DNR and EPA Region VII
o Submittal to DNR and EPA Region VII prior to July 24, 2028
o Response to DNR and EPA Region VII comments/questions on initial submittal
package (see assumptions)
Comments on draft permit renewal as issued by DNR.
Key Understandings and Assumptions:
• The kick-off meeting will be attended by two (2) Consultant personnel and will be held at
the facility.
• The draft permit renewal review meeting will be attended by two (2) Consultant personnel
and will be held via conference call.
• The City and/or City's Consultants to provide existing permit documents.
• A 90% draft will be provided to the City for review prior to submittal. Consultant will submit
the package with any revisions to the DNR and EPA Region VII.
• Application fees will be paid directly by the City.
• Significant emissions units (equipment list consisting of 6 listed emission units) will remain
unchanged for the permit renewal.
• Included in this task is an informational response to comments from DNR and EPA Region
VII.
o Consultant has budgeted 12 hours of professional time to respond to DNR and
EPA Region VII comments.
OWNER'S RESPONSIBILITIES:
The City and others will provide Consultant with all necessary documents and records pertinent to the
project in general accordance with applicable regulatory deadlines.
Time of Completion
The Consultant shall complete the following phases of the Project in accordance with the schedule
shown. Services will occur from July 1, 2024, through June 30, 2029, which corresponds to the
City's 2025, 2026, 2027, 2028, and 2029 fiscal years.
101 — Project Management
201 — Compliance Groundwater Monitoring Planning
& Assistance
202 — Annual Water Quality Reporting
203 — Semi -Annual Compliance Groundwater
Monitoring Spring Statistical Report
204 — Monthly Leachate Level Monitoring Reports
205 — Quarterly Methane Migration Monitoring
Support
206 — Annual Greenhouse Gas Reporting
Minimum one (1) week prior to anticipated sampling event (each year)
February 7 (each year) February 28 (each year) February 28 (each year)
July 7 (each year) July 31 (each year) July 31 (each year)
Within five (5) business days of receipt of field measured data (each year)
Within rive (5) business days of receipt of field measured data (each year)
March 15 (each year) March 31 (each year) March 31 (each year)
207 — Sem-Annual Title V Monitoring Reporting March 15 (each year) March 31 (each year) March 31 (each year)
September 15 (each year) September 30 (each year) September 30 (each year)
208 — Annual Title V Compliance Certification, Annual March 15 (each year) March 31 (each year) March 31 (each year)
Emissions Inventory, and Annual Fee Assistance
209 — Semiannual Landfill Gas Collection System February 28 (each year) March 31 (each year) March 31 (each year)
(LFGCS) Operating Report August 31 (each year) September 30 (each year) September 30 (each year)
Page 17
'" .t t: -.d 1 111
11' ' W . .
210 - Compost Facility Monitoring and Compliance
As needed and arranged by the City.
Consultation Services
$4,750
211 -Annual Training Services
''i
As needed and arranged by the City
301 - General Engineering Services
Quarterly meeting or as needed and arranged by the City.
302 - Annual Site Survey / Airspace Update
July 15 (each year) August 15 (each year)
303 - Financial Assurance Update
August 15 (each year) August 31 (each year) March 31 (each year)
304 - GIS Database Management & Maintenance
As needed and arranged by the City.
i
$9,375
. ..
or
401 - Northeast Expansion Area Evaluation & Permit
Amendment Development
August 1, 2026 August 20, 2026 Submittal with SDP (2027)
`r i
$7,057
501 - IDNR Compost Permit Renewal
September 11, 2027 October 11, 2027 October 11, 2027
502 - IDNR SDP Solid Waste Permit Renewal
August 20, 2027 September 20, 2027 September 20, 2027
503 - Title V Air Permit Renewal
June 24, 2028 July 24, 2028 July 24, 2028
III. Compensation for Services
Compensation shall be based on the rates and fees shown on the attachment. The breakdown of
costs in the table below is for project management and budget tracking purposes. The total cost of
services shall not exceed $575,500.
a M1111- .now
,.
Task Series 100 - Project Management
Task 101 - Project Management
Task Series 100 Subtotal
Task Series 200 - Annual Environmental Compliance
Monitoring & Reporting Services
201 - Compliance Groundwater Monitoring Planning &
Assistance
203 - Annual Water Quality Reporting
202 - Semi -Annual Compliance Groundwater Monitoring
Spring Statistical Report
204 - Monthly Leachate Level Monitoring Reports
205 - Quarterly Methane Migration Monitoring Support
206 - Annual Greenhouse Gas Reporting
207 - Semi -Annual Title V Monitoring Reporting
208 - Annual Title V Compliance Certification, Annual
Emissions Inventory. and Annual Fee Assistance
209 - Semiannual Landfill Gas Collection System (LFGCS)
Operating Report
210 - Compost Facility Monitoring and Compliance
Consultation Services
211 -Annual Training Services
Task Series 200 Subtotal
Task Series 300 - Annual Engineering Services
301 - General Engineering Services
FY211125. I FY2Q26
$4,750
$5,000
$5.000
$5,250
$5,500
$4,750
$5,000
$5,000
$5,250
$5,500
$1,802
$1,865
$1,930
$1,998
$2,068
$8,734
$9.178
$9,375
$9,575
$9,778
$7,047
$6.811
$6,934
$7,057
$7,180
$3,306
$3,422
$3,541
$3,665
$3,794
$3,659
$3,788
$3,920
$4,057
$4,199
$3,185
$3,296
$3.412
$3,531
$3.655
$5,716
$5,916
$6,008
$6.099
$6,312
$4,939
$5,112
$5,291
$5,596
$5,668
$8,269
$8.335
$8,511
$8.689
$8.870
$1.372
$1,420
$1,470
$1,522
$1,575
$4,970
$5,357
$5,607
$5,711
$5,902
$53,000
$54,500
$56,000
$57,500
$59,000
$10.246
$10,555
$10,839
$11,098
$11.332
Page 18
302 - Annual Site Survey / Airspace Update
303 - Financial Assurance Update
304 - GIS Database Management & Maintenance
Task Series 300 Subtotal
Task Series 400 - Northeast Expansion Area Evaluation &
Permit Amendment Development with GCCS Expansion
Planning
401 - Northeast Expansion Area Evaluation & Permit
Amendment Development with GCCS Expansion Planning
Task Series 400 Subtotal
Task Series 500 - Permit Renewals
501 - DNR Compost Permit Renewal
502 - DNR SDP Solid Waste Permit Renewal
503 - Title V Air Permit Renewal
f
Task Series 400 Subtotal
IV. General Terms
A. The Consultant shall not commit any of the following employment practices and
agrees to prohibit the following practices in any subcontracts.
1. To discharge or refuse to hire any individual because of their race, color,
religion, sex, national origin, disability, age, marital status, gender identity, or
sexual orientation.
2. To discriminate against any individual in terms, conditions, or privileges of
employment because of their race, color, religion, sex, national origin,
disability, age, marital status, gender identity, or sexual orientation.
B. Should the City terminate this Agreement, the Consultant shall be paid for all work
and services performed up to the time of termination. However, such sums shall not
be greater than the "not -to -exceed" amount listed in Section III. The City may
terminate this Agreement upon seven (7) calendar days' written notice to the
Consultant.
C. This Agreement shall be binding upon the successors and assigns of the parties
hereto, provided that no assignment shall be without the written consent of all Parties
to said Agreement.
D. It is understood and agreed that the retention of the Consultant by the City for the
purpose of the Project shall be as an independent contractor and shall be exclusive,
but the Consultant shall have the right to employ such assistance as may be required
for the performance of the Project.
E. It is agreed by the City that all records and files pertaining to information needed by
the Consultant for the project shall be available by said City upon reasonable request
to the Consultant. The City agrees to furnish all reasonable assistance in the use of
these records and files.
F. It is further agreed that no Party to this Agreement shall perform contrary to any
state, federal, or local law or any of the ordinances of the City of Iowa City, Iowa.
G. At the request of the City, the Consultant shall attend meetings of the City Council
relative to the work set forth in this Agreement. Any requests made by the City shall
be given with reasonable notice to the Consultant to assure attendance.
Page 19
$11,473 $11,874
$12,290
$12,720 $13,165
$2,670 $2,763
$2,860
$2,960 $3,063
$5,612 $5,809
$6,012
$6,222 $6,440
$ 30,000 $31,000
$32,000
$33,000 $34,000
-- $40,000
-
- -
- $40,000
-
- -
- $12,500
-
- -
- -
$39,500
- -
- -
-
$18,000 -
- $12,500
$39,500
$18,000 -
A. The Consultant shall not commit any of the following employment practices and
agrees to prohibit the following practices in any subcontracts.
1. To discharge or refuse to hire any individual because of their race, color,
religion, sex, national origin, disability, age, marital status, gender identity, or
sexual orientation.
2. To discriminate against any individual in terms, conditions, or privileges of
employment because of their race, color, religion, sex, national origin,
disability, age, marital status, gender identity, or sexual orientation.
B. Should the City terminate this Agreement, the Consultant shall be paid for all work
and services performed up to the time of termination. However, such sums shall not
be greater than the "not -to -exceed" amount listed in Section III. The City may
terminate this Agreement upon seven (7) calendar days' written notice to the
Consultant.
C. This Agreement shall be binding upon the successors and assigns of the parties
hereto, provided that no assignment shall be without the written consent of all Parties
to said Agreement.
D. It is understood and agreed that the retention of the Consultant by the City for the
purpose of the Project shall be as an independent contractor and shall be exclusive,
but the Consultant shall have the right to employ such assistance as may be required
for the performance of the Project.
E. It is agreed by the City that all records and files pertaining to information needed by
the Consultant for the project shall be available by said City upon reasonable request
to the Consultant. The City agrees to furnish all reasonable assistance in the use of
these records and files.
F. It is further agreed that no Party to this Agreement shall perform contrary to any
state, federal, or local law or any of the ordinances of the City of Iowa City, Iowa.
G. At the request of the City, the Consultant shall attend meetings of the City Council
relative to the work set forth in this Agreement. Any requests made by the City shall
be given with reasonable notice to the Consultant to assure attendance.
Page 19
H. The Consultant agrees to furnish, upon termination of this Agreement and upon
demand by the City, copies of all basic notes and sketches, charts, computations,
and any other data prepared or obtained by the Consultant pursuant to this
Agreement without cost, and without restrictions or limitation as to the use relative
to specific projects covered under this Agreement. In such event, the Consultant
shall not be liable for the City's use of such documents on other projects.
I. The Consultant agrees to furnish all reports, specifications, and drawings with the
seal of a licensed professional as required by Iowa law.
J. The City agrees to tender the Consultant all fees in a timely manner, excepting,
however, that failure of the Consultant to satisfactorily perform in accordance with
this Agreement shall constitute grounds for the City to withhold payment of the
amount sufficient to properly complete the Project in accordance with this
Agreement.
K. Should any section of this Agreement be found invalid, it is agreed that the remaining
portion shall be deemed severable from the invalid portion and continue in full force
and effect.
L. Original contract drawings shall become the property of the City. The Consultant
shall be allowed to keep reproducible copies for the Consultant's own filing use.
M. Fees paid for securing approval of authorities having jurisdiction over the Project will
be paid by the City.
N. Upon signing this Agreement, Consultant acknowledges that Section 362.5 of the
Iowa Code prohibits a City officer or employee from having an interest in a contract
with the City, and certifies that no employee or officer of the City, which includes
members of the City Council and City boards and commissions, has an interest,
either direct or indirect, in this Agreement, that does not fall within the exceptions to
said statutory provision enumerated in Section 362.5.
O. Indemnification
1. To the full extent permitted by law, Consultant agrees to defend, indemnify,
and hold harmless the City against any and all claims, demands, suits, loss,
expenses, including attorney's fees, and for any damages which may be
asserted, claimed or recovered against or from the City by reason of
personal injury, including bodily injury or death, and property damages,
including loss of use thereof, caused by Consultant's negligent acts, errors
or omissions in performing the work and/or services provided by Consultant
to the City pursuant to the provisions of this Agreement.
2. Consultant assumes full responsibility for any and all damage or injuries
which may result to any person or property by reason of Consultant's
negligent acts, errors or omissions in connection with the work and/or
services provided by Consultant to the City pursuant to this Agreement, and
agrees to pay the City for all damages caused to the City's premises resulting
from the negligent acts, errors or omissions of Consultant.
3. The Consultant's obligation to indemnify the City shall not include the
obligation to indemnify, hold harmless, or defend the City against lability,
claims, damages, losses, or expenses, including attorney fees, to the extent
caused by or resulting from the negligent act, error, or omission of the City.
4. For purposes of this paragraph, the term "Consultant" means and includes
the Consultant, its officers, agents, employees, sub -Consultants, and others
for whom Consultant is legally liable, and the term "City" means and includes
the City of Iowa City, Iowa its Mayor, City Council members, employees, and
volunteers.
P. Insurance
1. The Consultant agrees at all times material to this Agreement to have and
maintain professional liability insurance covering the Consultant's liability for
the Consultant's negligent acts, errors and omissions in the sum of
Page 20
$1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000
Combined Single Limit. To the fullest extent permitted by applicable state
law, a Waiver of Subrogation Clause (endorsement) shall be added.
2. Consultant agrees to provide the City a certificate of insurance evidencing
that all coverages, limits and endorsements required herein are maintained
and in full force and effect, and certificates of Insurance shall provide a
minimum thirty (30) day endeavor to notify, when available by Consultant's
insurer. If the Consultant receives a non -renewal or cancellation notice from
an insurance carrier affording coverage required herein, or receives notice
that coverage no longer complies with the insurance requirements herein,
Consultant agrees to notify the City within five (5) business days with a copy
of the non -renewal or cancellation notice.
Q. Standard of Care
1. The Consultant shall perform services for, and furnish deliverables to, the
City pertaining to the Project as set forth in this Agreement. The Consultant.
shall possess a degree of learning, care and skill ordinarily possessed by
reputable professionals, practicing in this area under similar circumstances.
The Consultant shall use reasonable diligence and professional judgment in
the exercise of skill and application of learning.
2. Consultant represents that the Services and all its components shall be free
of defects caused by negligence; shall be performed in a manner consistent
with the standard of care of other professional service providers in a similar
Industry and application; shall conform to the requirements of this
Agreement; and shall be sufficient and suitable for the purposes expressed
in this Agreement.
3. All provisions of this Agreement shall be reconciled in accordance with the
generally accepted standards of the Engineering Profession.
4. Consultant's obligations under this Section shall exist without regard to, and
shall not be construed to be waived by, the availability or unavailability of any
insurance, either of City or Consultant.
R. There are no other considerations or monies contingent upon or resulting from the
execution of this Agreement, it is the entire Agreement, and no other monies or
considerations have been solicited.
S. This Agreement shall be interpreted and enforced in accordance with the laws of the
State of Iowa. Any legal proceeding instituted with respect to this Agreement shall
be brought in a court of competent jurisdiction in Johnson County, Iowa. The parties
hereto hereby submit to personal jurisdiction therein and irrevocably waive any
objection as to venue therein, including any argument that such proceeding has
been brought in an inconvenient forum.
Page 21
For the City
By:
Title: Mayor
Date: June 18, 2024
Attest: �- 6a �7lCt u
For the Consultant
By:
a ,7�_.c.e
Title: Senior Vice President
Date: J u n 13, 2024
Approved by:
/ � r
City Attorney's Office \
Ll" l
Date
Page 22
Item Number: 6.11h.
CITY OF OF IOWA CITY
�fil COUNCIL ACTION REPORT
June 18, 2024
Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a
contract for construction of the Asphalt Resurfacing 2024 Project.
Prepared By:
Marri Van Dyke - Civil Engineer
Reviewed By:
Jason Havel - City Engineer
Ron Knoche - Public Works Director
L.L. Pelling Company, Inc.
Geoff Fruin - City Manager
Fiscal Impact:
$1,250,543.00 available in the Annual Pavement
Rehabilitation account #S3824.
Staff Recommendation:
Approval
Attachments: Resolution
Executive Summary:
The Asphalt Resurfacing 2024 Project generally includes asphalt milling and overlay on Park
Road and East Benton Street, and chip sealing on Taft Avenue.
One (1) bid was submitted prior to the June 11, 2024 deadline:
Bidder Name
City
Bid
Engineer's Estimate
$ 1,350,000.00
L.L. Pelling Company, Inc.
North Liberty, IA
$ 1,250,543.00
L.L. Pelling Company, Inc. of North Liberty, Iowa submitted the lowest responsive,
responsible bid of $1,250,543.00. Staff recommends awarding the Contract for the Asphalt
Resurfacing 2024 Project to L.L. Pelling Company.
Background /Analysis:
The Asphalt Resurfacing 2024 Project includes work at the following locations:
Asphalt Resurfacing
• Park Road — Rocky Shore Drive to Riverside Drive
• East Benton Street — Gilbert Street to Van Buren Street
Chip Seal
• Taft Avenue — Herbert Hoover Highway to American Legion Road
Project Timeline:
Construction — July to November 2024
Prepared by: Marri VanDyke, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5044
Resolution No. 24-166
Resolution awarding contract and authorizing the Mayor to sign
and the City Clerk to attest a contract for construction of the
Asphalt Resurfacing, 2024 Project.
Whereas, L.L. Pelling Company, Inc. of North Liberty, Iowa has submitted the lowest responsive,
responsible bid of $1,250,543.00 for construction of the above-named project; and
Whereas, funds for this project are available in the Annual Pavement Rehabilitation account
#S3824.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The contract for the construction of the above-named project is hereby awarded to L.L.
Pelling Company, Inc., subject to the condition that awardee secure adequate
performance and payment bond, insurance certificates, and contract compliance program
statements.
2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for
construction of the above-named project, subject to the condition that awardee secure
adequate performance and payment bond, insurance certificates, and contract compliance
program statements.
3. The City Engineer and City Manager are authorized to execute change orders according
to the City's Purchasing Policy as they may become necessary in the construction of the
above-named project.
Passed and approved this 18th day of June , 2024
Attest :),,L-, P�
City Clerk
M
Approved by
City Attorney' Office
(Liz Craig - 06/13/2024)
It was moved by Harmsen and seconded by
adopted, and upon roll call there were:
Ayes: Nays:
X
X
X
X
X
Moe
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
the Resolution be
E
Item Number: 6.i.
CITY OF OF IOWA CITY
�� COUNCIL ACTION REPORT
June 18, 2024
Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a
contract for construction of the Fire Station 1 Apparatus Bay Slab Reconstruction Project.
Prepared By:
Ben Clark - Senior Engineer
Reviewed By:
Jason Havel — City Engineer
Fort Dodge, Iowa
Ron Knoche — Public Works Director
Tricon Construction
Geoff Fruin — City Manager
Fiscal Impact:
$239,100 available in the Fire Station 1 Apparatus Bay Sab
West Liberty, Iowa
Reconstruction account #Z4409
Staff Recommendation:
Approval
Attachments: Resolution
J & L Construction
Executive Summary:
This agenda item awards the construction contract for the Fire Station 1 Apparatus Bay Slab
Reconstruction Project. Five (5) bids were submitted prior to the June 12, 2024 deadline:
Bidder Name
City
Bid Amount
Woodruff Construction
Fort Dodge, Iowa
$239,100
Tricon Construction
Cedar Rapids, Iowa
$253,000
All American Concrete
West Liberty, Iowa
$264,784
McComas Lacina Construction
Iowa City, Iowa
$281,400
J & L Construction
Washington, Iowa
$312,000
Engineer's Estimate
$300,000
Staff recommends awarding the contract for a total of $239,100 for the Fire Station 1
Apparatus Bay Slab Reconstruction Project to Woodruff Construction of Fort Dodge, Iowa.
Background /Analysis:
The slab in the apparatus bay of Fire Station 1 has reached the end of its useful lifespan and
needs replacement.
This project includes replacing the front half of the slab with structural concrete, installing new
floor drains and a code required sand/oil separator with connection to the sanitary system
and associated exterior pavement replacement.
Project Timeline:
Construction: July — August 2024
Prepared by: Ben Clark, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5436
Resolution No. 24-167
Resolution awarding contract and authorizing the Mayor to sign
and the City Clerk to attest a contract for construction of the Fire
Station 1 Apparatus Bay Slab Reconstruction Project.
Whereas, Woodruff Construction of Fort Dodge, Iowa has submitted the lowest responsive,
responsible bid of $239,100 for construction of the above-named project; and
Whereas, funds for this project are available in the Fire Station 1 Apparatus Bay Slab
Reconstruction account #Z4409.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The contract for the construction of the above-named project is hereby awarded to
Woodruff Construction of Fort Dodge, Iowa, subject to the condition that awardee secure
adequate performance and payment bond, insurance certificates, and contract compliance
program statements.
2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for
construction of the above-named project, subject to the condition that awardee secure
adequate performance and payment bond, insurance certificates, and contract compliance
program statements.
3. The City Engineer and City Manager are authorized to execute change orders according
to the City's Purchasing Policy as they may become necessary in the construction of the
above-named project.
Passed and approved this 18th day of
Attest :"--�p �L (1), 0 & ''
City Clerk
June 20 24
;�—T—eo�
Mayor
Approved b
City A rney's Office
(Liz Craig - 06/13/2024)
It was moved by Harmsen and seconded by
adopted, and upon roll call there were:
Ayes:
X
X
X
X
Nays:
Moe the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 6.j.
CITY OF OF IOWA CITY
�� COUNCIL ACTION REPORT
June 18, 2024
Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a
contract for construction of the Landfill Equipment Building Replacement Project.
Prepared By: Joe Welter - Senior Engineer
Reviewed By: Jason Havel - City Engineer
Ron Knoche - Public Works Director
Geoff Fruin - City Manager
Fiscal Impact: $3,594,000 available in the Landfill Equipment Building
Replacement Account Number L3328
Staff Recommendation: Approval
Attachments: Resolution
Executive Summary:
This agenda item awards the Landfill Equipment Building Replacement Project. Seven (7)
bids were submitted prior to the June 12, 2024 deadline.
Bidder Name
City
Bid Amount
Peak Construction Group
North Liberty, IA
$3,594,000
Point Builders LLC
Cedar Rapids, IA
$3,800,000
Knutson Construction
Iowa City, IA
$3,845,000
Woodruff Construction
Fort Dodge, IA
$3,873,000
Merit Construction
Cedar Rapids, IA
$4,100,000
Tricon Construction
Cedar Rapids, IA
$4,243,000
City Construction
Iowa City, IA
Non -Responsive
Engineer's Estimate
$4,650,000
Peak Construction Group of North Liberty, IA submitted the lowest responsive, responsible
bid of $3,594,000. Staff recommends awarding the contract for the Landfill Equipment
Building Replacement Project to Peak Construction Group.
Background /Analysis:
At the Landfill, there are two existing buildings used for maintenance and storage of
equipment and materials as well as the operator breakroom, locker room, and restroom. The
equipment maintenance and storage areas are undersized and the breakroom, locker room,
and general use areas are not adequate and need to be replaced. This project generally
includes demolition of one of the older buildings, construction of a new equipment building,
and renovations to the Scale House Building. The new building will include storage bays for
equipment and vehicles, maintenance areas, an interior wash bay, two offices, breakroom,
mudroom/locker room, and restrooms/shower. Additionally, this project will construct an
exterior bulk water filling station for the public.
Project Timeline:
Construction Start — July 2024
Final Completion — May 2025
Prepared by: Joe Welter, Engineering Division, 410 East Washington Street, Iowa City, Iowa 52240 (319) 356-5144
Resolution No. 24-168
Resolution awarding contract and authorizing the Mayor to sign .
and the City Clerk to attest a contract for construction of the
Landfill Equipment Building Replacement Project
Whereas, Peak Construction Group Inc. of North Liberty, Iowa has submitted the lowest responsive,
responsible bid of $3,594,000 for construction of the above-named project; and
Whereas, funds for this project are available in the Landfill Equipment Building Replacement,
Account Number L3328.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The contract for the construction of the above-named project is hereby awarded to Peak
Construction, Group Inc, subject to the condition that awardee secure adequate performance
and payment bond, insurance certificates, and contract compliance program statements.
2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for
construction of the above-named project, subject to the condition that awardee secure
adequate performance and payment bond, insurance certificates, and contract compliance
program statements.
3. The City Engineer and City Manager are authorized to execute change orders according to
the City's Purchasing Policy as they may become necessary in the construction of the
above-named project.
Passed and approved this 18th day of June 12024
Attest :.�� ('
City Clerk
M
Approved by ,
City Attorney's Office
(Liz Craig - 06/13/2024)
It was moved by Harmsen and seconded by Moe the Resolution be
adopted, and upon roll call there were:
Ayes:
i7
X
X
X
X
X
X
Nays:
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Zo
Item Number: 6.k.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution accepting the work for the City Hall Housing Authority Front Area Remodel Project.
Prepared By: Marri Van Dyke - Civil Engineer
Reviewed By: Jason Havel - City Engineer
Ron Knoche - Public Works Director
Geoff Fruin - City Manager
Fiscal Impact: None
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Engineer's Report
Resolution
Executive Summary:
The project has been completed by Reed Construction LLC of Bettendorf, Iowa, in substantial
accordance with the plans and specifications. The Engineer's Report is on file with the City
Clerk.
• Project Estimated Cost: $ 31,000.00
• Project Bid Received: $ 34,000.00
• Project Actual Cost: $ 36,221.67
Background /Analysis:
This project included removal of the desk, counter, and sliding glass window in the front area
of the City Hall Housing Authority office, as well as installation of a new custom ADA counter,
standing height counter, seated desk, sliding glass transaction windows, and associated
electrical work. These updates made the Housing Authority reception desk wheelchair
accessible.
ENGINEER'S REPORT
June 12, 2024
City Clerk
Iowa City, Iowa
RE: City Hall Housing Authority Front Area Remodel Project
Dear City Clerk:
I r t
CITY OF IOWA CITY
UNESCO CITY OF LITERATURE
410 East Washington Street
Iowa City, Iowa 52240-1826
319-356-5000
www.icgov.org
I hereby certify that the City Hall Housing Authority Front Area Remodel Project has been
completed by Reed Construction LLC of Bettendorf, Iowa, in substantial accordance with the
plans and specifications prepared by Shive-Hattery Inc., of Iowa City, Iowa.
The project was bid as a lump sum contract and the final contract price is $36,221.67.
There was a total of one (1) change order for the project as described below:
01 Maintenance bond, continuous window header, and $2,221.67
fiberglass panel painting
I recommend that the above -referenced improvements be accepted by the City of Iowa City.
Sincerely,
Jason Havel, P.E.
City Engineer
Prepared by: Marri VanDyke, Engineering Division, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5044
Resolution No. 24-169
Resolution accepting the work for the City Hall Housing Authority
Front Area Remodel Project
Whereas, the Engineering Division has recommended that the work for construction of the City
Hall Housing Authority Front Area Remodel Project, as included in a contract between the City of
Iowa City and Reed Construction LLC of Bettendorf, Iowa, dated March 27, 2024, be accepted;
and
Whereas, the Engineer's Report has been filed in the City Clerk's office; and
Whereas, funds for this project are available in the Housing Authority Admin Account, account
#79490110;and
Whereas, the final contract price is $36,221.67
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said
improvements are hereby accepted by the City of Iowa City, Iowa.
Passed and approved this 18th day of June 2024
Ma
Attest: � . , <A,
City 6erk
Approved by
City Attorne s Office — 06/13/2024
It was moved by Harmsen and seconded by Moe the Resolution be
adopted, and upon roll call there were:
Ayes:
Nays:
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
r,�
Item Number: 6.1.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution accepting the work for the Fairchild Street Reconstruction Project.
Prepared By: Alin Dumachi - Sr. Civil Engineer
Reviewed By: Jason Havel - City Engineer
Ron Knoche - Public Works Director
Geoff Fruin - City Manager
Fiscal Impact: None
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Engineer's Report
Resolution
Executive Summary:
Work on the project was recently completed by Bockenstedt Excavating, Inc. of Iowa City,
Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and
Performance and Payment bonds are on file with the City Clerk.
• Project Estimated Cost: $ 1,610,000.00
• Project Bid Received: $ 1,553,689.75
• Project Actual Cost: $ 1,553,974.00
There were four (4) change orders on this project, which included water main fitting revisions,
manhole modifications and an additional sanitary sewer lateral.
Background /Analysis:
Due to severe deterioration of the brick surface of Fairchild Street, from Clinton Street to Linn
Street, reconstruction of Fairchild Street was included in the 2021 Capital Improvement Plan.
The project includes the following design elements:
• Salvage and reinstallation of existing brick pavers
• 7" concrete base
• New 6" concrete curb and gutter.
• New curb ramps at Dubuque/Fairchild and Linn/Fairchild Street intersections to meet
ADA compliance
• 8" water main replacement between Clinton Street and Dubuque Street, and between
Dubuque Street and Linn Street to replace existing 1900's -1920's water main
• Replacement of existing storm sewer system, with new storm sewer pipes and intakes
CITY OF IOWA CITY
410 FastwashiuSton Street
town City, breva 52240 -1826
(319) 356 - ,$006
(319) 356 - 500911AX
ENGINEER'S REPORT Wwwdegovorg
June 4, 2024
City Council
Iowa City, Iowa
Re: 2023 Fairchild Street Reconstruction Project
Dear City Council:
I hereby certify that the 2023 Fairchild Street Reconstruction Project has been completed by
Bockenstedt Excavating, Inc. of Iowa City, Iowa, in substantial accordance with the Project
Manual developed by Shive Hattery.
The project was bid as a unit price contract and the final contract price is $1,553,974.00.
There were four change orders on this project, as follows:
1. Add an item for Solid Sleeve Connection Fitting to replace the item for Tapping Valve
Assembly (-$18,200.00).
2. Manhole modification ($4,000.00)
3. New Sanitary Sewer Lateral ($40,000.00)
4. Adjustment for final quantities (-$75,358.67).
Total Cost Difference for Change Orders: -$49,558.67
I recommend that the above -referenced improvements be accepted by the City of Iowa City.
Sincerely,
Jason Have
City Engine
Prepared by: Alin Dumachi, Sr. Civil Engineer, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5143
Resolution No. 24-170
Resolution accepting the work for the Fairchild Street
Reconstruction Project
Whereas, the Engineering Division has recommended that the work for construction of the Fairchild
Street Reconstruction Project, as included in a contract between the City of Iowa City and
Bockenstedt Excavating, Inc. of Iowa City, Iowa, dated October 101, 2022, be accepted; and
Whereas, the Engineer's Report and the performance, payment and maintenance bond have been
filed in the City Clerk's office; and
Whereas, funds for this project are available in the Fairchild Street Reconstruction Project account
# S3965; and
Whereas, the final contract price is $1,553,974.00.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said
improvements are hereby accepted by the City of Iowa City, Iowa.
Passed and approved this 18th day of June , 2024
Mayor
L
Attest: ��
City Clerk
It was moved by Harmsen
adopted, and upon roll call there were:
Ayes:
and seconded by
Nays:
Approved by
City Attorney' Office — 06/13/2024
Moe the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 6.m.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution accepting the work for the North First Avenue Improvements Project.
Prepared By: Marri Van Dyke - Civil Engineer
Reviewed By: Jason Have - City Engineer
Ron Knoche - Public Works Director
Geoff Fruin - City Manager
Fiscal Impact: None
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Engineer's Report
Resolution
Executive Summary:
The project has been completed by Streb Construction Co., Inc., of Iowa City Iowa, in
substantial accordance with the plans and specifications. The Engineer's Report and
Performance and Payment bonds are on file with the City Clerk.
• Project Estimated Cost: $ 475,000.00
• Project Bid Received: $ 389,778.55
• Project Actual Cost: $ 428,005.25
There was one (1) change order on the project that included additional storm sewer intake
work and additional flaggers.
Background /Analysis:
This project included complete roadway reconstruction of North First Avenue between Stuart
Court and Hickory Trail, as well as sidewalk curb ramp improvements and minor storm sewer
improvements. This section of North First Avenue was deteriorated beyond the point of
rehabilitation, and complete reconstruction was necessary to improve pavement conditions.
The roadway width and alignment were not changed with this project.
IAMel IkqIAAokmOki ZZ0]I:AI
June 12, 2024
City Clerk
Iowa City, Iowa
RE: North First Avenue Improvements Project
Dear City Clerk:
1 r
:gym
CITY OF IOWA CITY
UNESCO CITY OF LITERATURE
410 East Washington Street
Iowa City, Iowa 52240-1826
319-356-5000
www.icgov.org
I hereby certify that the North First Avenue Improvements Project has been completed by Streb
Construction Co., Inc., of Iowa City, Iowa, in substantial accordance with the plans and
specifications prepared by Shive-Hattery Inc., of Iowa City, Iowa.
The project was bid as a unit price contract and the final contract price is $428,005.25.
There was a total of one (1) change order for the project as described below:
01 Storm sewer intakes and intersection flaggers
$35,450.86
I recommend that the above -referenced improvements be accepted by the City of Iowa City.
Sincerely,
Jason Havel, P.E.
City Engineer
Prepared by: Marri VanDyke, Engineering Division, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5044
Resolution No. 24-171
Resolution accepting the work for the North First Avenue
Improvements Project
Whereas, the Engineering Division has recommended that the work for construction of the North
First Avenue Improvements Project, as included in a contract between the City of Iowa City and
Streb Construction Co., Inc. of Iowa City, Iowa, dated September 21, 2023, be accepted; and
Whereas, the Engineer's Report and the performance, payment and maintenance bond have
been filed in the City Clerk's office; and
Whereas, funds for this project are available in the Annual Pavement Rehabilitation account
#S3824; and
Whereas, the final contract price is $428,005.25
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said
improvements are hereby accepted by the City of Iowa City, Iowa.
Passed and approved this 1 kith day of ,Tune , 2024
Ma
Attest:
City blerk
It was moved by Harmsen and seconded by
adopted, and upon roll call there were:
Ayes:
Nays:
Approved by
City Attorney' Office - 06/13/2024
Moe the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 6.n.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution accepting the work for the Riverside Drive Pedestrian Improvements Project.
Prepared By:
Scott Sovers - Assistant City Engineer
Reviewed By:
Jason Havel - City Engineer
Ron Knoche - Public Works Director
Geoff Fruin - City Manager
Fiscal Impact:
None
Staff Recommendation: Approval
Attachments:
Engineer's Report
Resolution
Executive Summary:
Work on the project was recently completed by All American Concrete, Inc. of West Liberty,
Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and
Performance and Payment bonds are on file with the City Clerk.
• Project Estimated Cost: $ 520,000.00
• Project Bid Received: $ 603,707.49
• Project Actual Cost: $ 684,851.31
There were two (2) change orders on this project. They generally included the installation of
a combined sidewalk retaining wall, additional traffic control, additional sanitary sewer bypass
pumping and bedrock excavation.
Background /Analysis:
This project generally included the installation of sidewalk on the west side of Riverside Drive
under the Iowa Interstate Railroad Bridge, as well as the installation of street and pedestrian
level lighting and street trees from Benton Street to the Iowa Interstate Railroad.
The project also included upgrades to the Riverside Drive storm sewer and sanitary sewer
systems between the Iowa Interstate Railroad and Myrtle Avenue as necessary to support
the Riverfront West Development.
► ,r 1
CITY OF IOWA CITY
UNESCO CITY OF LITERATURE
410 East Washington Street
ENGINEER'S REPORT Iowa City, Iowa 52240-1826
319-356-5000 1 www.icgov.org
June 11, 2024
City Clerk
Iowa City, Iowa
Re: Riverside Drive Pedestrian Improvements Project
Dear City Clerk:
I hereby certify that the construction of the Riverside Drive Pedestrian Improvements Project has
been completed by All American Concrete, Inc. of West Liberty, IA in substantial accordance with
the plans and specifications prepared by Foth Infrastructure and Environment LLC.
The project was bid as a unit price contract and the final contract price is $ 684,851.31.
There were two (2) change or extra work orders for the project as described below:
Change Order Description Net Contract Change
1. Adjustment to the final completion date $0.00
2. Installation of a combined sidewalk retaining wall, additional
traffic control, additional sanitary sewer bypass pumping and
bedrock excavation $ 66.751.02
TOTAL $ 66,751.02
I recommend that the above -referenced improvements be accepted by the City of Iowa City.
Sincerely,
Jason Havel,
City Engineer
P. E.
Prepared by: Scott Sovers, Engineering Division, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5142
Resolution No. 24-172
Resolution accepting the work for the Riverside Drive Pedestrian
Improvements Project
Whereas, the Engineering Division has recommended that the work for construction of the
Riverside Drive Pedestrian Improvements Project, as included in a contract between the City of
Iowa City and All American Concrete, Inc. of West Liberty, Iowa, dated July 10, 2023, be
accepted; and
Whereas, the Engineer's Report and the performance, payment and maintenance bond have
been filed in the City Clerk's office; and
Whereas, funds for this project are available in the Myrtle/Riverside Intersection Signal account #
S3933; and
Whereas, the final contract price is $684,851.31.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said
improvements are hereby accepted by the City of Iowa City, Iowa.
Passed and approved this 18th day of June , 20 24
M
Attest:c,
-�-1 i ( . - , �-), , i
City lerk
It was moved by Harmsen and seconded by
adopted, and upon roll call there were:
Ayes:
x
Nays:
Approved by
City Attorn 's Office
(Liz Craig - 06/13/2024)
Moe the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
YL
Item Number: 6.o.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution accepting the work for the Willow Creek Trail Replacement Project.
Prepared By: Tyler Olson - Civil Engineer
Reviewed By: Jason Havel - City Engineer
Ron Knoche - Public Works Director
Geoff Fruin - City Manager
Fiscal Impact: None
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Engineer's Report
Resolution
Executive Summary:
Work on the Willow Creek Trail Replacement Project was recently completed by Metro
Pavers, Inc. of Iowa City, Iowa, in substantial accordance with the plans and specifications.
The Engineer's Report and Performance and Payment bonds are on file with the City Clerk.
• Project Estimated Cost: $ 720,500.00
• Project Bid Received: $ 537,548.26
• Project Actual Cost: $ 534,571.35
Background /Analysis:
The project included the replacement of approximately 0.9 miles of the Willow Creek Trail
from Benton Street to Willow Creek Drive, including a spur of the trail connecting to Aber Ave
and several connecting sidewalks and curb ramps. The trail was constructed of concrete
pavement and occupies nearly the same footprint as the previous trail pavement.
CITY OF IOWA CITY
UNESCO CITY OF LITERATURE
410 East Washington Street
Iowa City, Iowa 52240-1826
319-356-5000 I www.icgov.org
June 4, 2024
City Clerk
Iowa City, Iowa
Re: Willow Creek Trail Replacement Project
Dear City Clerk:
I hereby certify that the Willow Creek Trail Replacement Project has been completed by Metro
Pavers, Inc. of Iowa City, Iowa in substantial accordance with the plans and specifications
prepared by Shive Hattery, of Iowa City, Iowa.
The project was bid as a unit price contract and the final contract price is $534,571.35.
There were three (3) change orders for the project as described below:
1.) Additional manhole abandonment $2,928.50
2.) Irrigation system repairs $909.14
3.) Additional working day $0.00
TOTAL
$3,837.64
I recommend that the above -referenced improvements be accepted by the City of Iowa City.
Sincerely,
Jason Havel, PE
City Engineer
Prepared by: Tyler Olson, Engineering Division, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5149
Resolution No. 24-173
Resolution accepting the work for the Willow Creek Trail
Replacement Project
Whereas, the Engineering Division has recommended that the work for construction of the Willow
Creek Trail Replacement Project, as included in a contract between the City of Iowa City and
Metro Pavers, Inc. of Iowa City, Iowa, dated April 4, 2023, be accepted; and
Whereas, the Engineer's Report and the performance, payment and maintenance bond have
been filed in the City Clerk's office; and
Whereas, funds for this project are available in the Willow Creek Trail Replacement Project
account # R4387; and
Whereas, the final contract price is $534,571.35.
Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said
improvements are hereby accepted by the City of Iowa City, Iowa.
Passed and approved this i sth day of
M
Attest: ' ' - ` " Y
City Clerk
2094
Approved by
zl=�
City Attorn 's Office — 06/13/2024
It was moved by Harmsen and seconded by Moe the Resolution be
adopted, and upon roll call there were:
Ayes:
A
x
x
Nays:
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 7.a.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution setting a public hearing on July 16, 2024 on project manual and estimate of cost for
the construction of the City Hall Roof Replacement Project, directing City Clerk to publish
notice of said hearing, and directing the City Engineer to place said project manual on file for
public inspection.
Prepared By: Ben Clark — Senior Engineer
Reviewed By: Jason Havel — City Engineer
Josh Worrell — Facilities Manager
Juli Seydell Johnson — Parks & Recreation Director
Geoff Fruin — City Manager
Fiscal Impact: $545,000 available in the City Hall Improvements account
#R4129
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Resolution
Executive Summary:
This agenda item begins the bidding process for the construction of the City Hall Roof
Replacement Project.
Background /Analysis:
The roofing systems at City Hall have reached the end of their useful lifespan and need
replacement.
This project includes replacing five areas of existing roof with a 90 -mil EPDM roof membrane
system. The areas to be replaced generally include police, fire, lobby and council chamber
roofs. The project also includes masonry repairs and Exterior Insulation Finishing System
repairs. Alternate bids include coating the east wing and north court addition roofs to extend
their lifespan until budget allows for a complete replacement.
Project Timeline:
Public Hearing — July 16, 2024
Bid Letting —August 13, 2024
Award Date — August 20, 2024
Construction — September - November 2024
Prepared by: Ben Clark, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5436
Resolution No. 24-174
Resolution setting a public hearing on July 16, 2024 on project
manual and estimate of cost for the construction of the City Hall
Roof Replacement Project, directing City Clerk to publish notice
of said hearing, and directing the City Engineer to place said
project manual on file for public inspection.
Whereas, funds for this project are available in the City Hall Improvements account #R4129.
Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that:
A public hearing on the project manual and estimate of cost for the construction of the
above-mentioned project is to be held on the 16th day of July, 2024, at 6:00 p.m. in the
Emma J. Harvat Hall, City Hall, Iowa City, Iowa, or if said meeting is cancelled, at the next
meeting of the City Council thereafter as posted by the City Clerk.
2. The City Clerk is hereby authorized and directed to publish notice of the public hearing for
the above-named project in a newspaper published at least once weekly and having a
general circulation in the City, not less than four (4) nor more than twenty (20) days before
said hearing.
3. A copy of the project manual and estimate of cost for the construction of the above-named
project is hereby ordered placed on file by the City Engineer in the office of the City Clerk
for public inspection.
Passed and approved this 18th day of June , 2024
I///nnAA
Mabo)
Attest: , �-
City tlerk
It was moved by Harmsen
adopted, and upon roll call there were:
Ayes:
Approved by /
G '
rne
City Atto' Office - 06/13/2024
and seconded by
Nays:
Moe the Resolution be
Absent:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 7.b.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution of intent to consider the proposed conveyance of an underground utility easement
to MidAmerican Energy Company across Lot 174, Whispering Meadows Subdivision, Part
Two, and setting a public hearing thereon for July 16, 2024.
Prepared By: Sara Hektoen, Assistant City Attorney
Reviewed By: Jason Havel, City Engineer
Ron Knoche, Director of Public Works
Geoff Fruin, City Manager
Fiscal Impact: None
Attachments: Resolution
Easement Agreement
Executive Summary:
MidAmerican Energy Company would like to extend its electric transmission and distribution
line across 2551 Nevada Avenue, a single-family residence owned by the City. They have
offered to pay fair market value for the this easement. Staff recommends approval.
Prepared by: Sara Hektoen, Assistant City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030
Resolution No. 24-175
Resolution of intent to consider the proposed conveyance of an underground
utility easement to MidAmerican Energy Company across Lot 174,
Whispering Meadows Subdivision, Part Two, and setting a public hearing
thereon for July 16, 2024.
Whereas, MidAmerican Energy Company desires to extend its electric utility transmission and
distribution lines over and across a portion of real estate owned by the City, legally described as
Lot 174, Whispering Meadows Subdivision, Part Two, and locally known as 2551 Nevada
Avenue, Iowa City, Iowa; and
Whereas, MidAmerican has offered to pay fair market value for this easement; and
Whereas, it is in the public interest to convey an underground utility easement to MidAmerican
Energy Company for this purpose.
Now, therefore, be it resolved by the City Council of Iowa City, Iowa, that:
1. The City Council does hereby declare its intent to consider the conveyance of an
underground utility easement to MidAmerican Energy Company over and across a portion of
Lot 174, Whispering Meadows Subdivision, Part Two in the form of the attached easement
agreement for $3,187.70.
2. A public hearing on said proposal is hereby set for July 16, 2024, at 6:00 p.m. in Emma Harvat
Hall, City Hall, 410 E. Washington St., or if said meeting is cancelled, at the next meeting of
the City Council thereafter as posted by the City Clerk, and that the City Clerk be and is
hereby directed to cause notice of said public hearing to be published as provided by law.
Passed and approved this 18th day of June , 2024.
M R
Approved by _
ATTEST: � ,SCP✓
G CITY CLERK
City Attor y's Office
(Sara Hektoen — 06/13/2024)
Resolution No. 24-175
Page 2
Moved by Harmsen , seconded by Moe
that the Resolution be adopted and upon roll call there were:
AYES: NAYS
x
x
x
x
x
x
ABSENT:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Prepared by and return to: Joshua T. Morse 563-333-8520
MIDAMERICAN ENERGY ATTN: RIGHT-OF-WAY SERVICES PO Box 4350-DV10, Davenport, IA 52808
MIDAMERICAN ENERGY COMPANY
UNDERGROUND ELECTRIC EASEMENT
State of Iowa
Folder No. 125840 County of Johnson
Work Req. No. DR3053696 Section 23
Project No. A1156 Township 79 North
Range 6 West of the 511' P.M.
1. For and in consideration of the sum of $1.00, and other valuable consideration, in hand paid by
MIDAMERICAN ENERGY COMPANY, an Iowa corporation, receipt of which is hereby acknowledged, the
undersigned owner(s) The City of Iowa City, Iowa, a municipal corporation, its successors and assigns
("Grantor"), does hereby grant to MIDAMERICAN ENERGY COMPANY, its successors and assigns
("Grantee"), a perpetual, non-exclusive easement to construct, reconstruct, operate, maintain, replace or
rernove underground conduits, wires and cables for the transmission and distribution of electric energy and
for communication and electrical controls, including other reasonably necessary equipment incident thereto
(collectively "Facilities") under and on the surface of the ground, through and across certain property
described below, together with the right of ingress and egress to and from the same, and all the rights and
privileges incident and necessary to the enjoyment of this easement ("Easement Area").
DESCRIPTION OF PROPERTY CONTAINING EASEMENT AREA:
Lot 174, Whispering Meadows Subdivision, Part Two to Iowa City, Iowa, according to the plat thereof
recorded in Book 34, Page 99, Plat Records of Johnson County, Iowa.
EASEMENT AREA:
An underground electric easement described as follows:
The West Ten (10) feet more or less of the above described property, more accurately depicted on Exhibit
A, attached hereto and made a part hereof.
2. Additionally, Grantee shall have the right to rernove frorn the Easement Area described above, any
obstructions, including but not limited to, trees, plants, undergrowth, buildings, fences and structures that
interfere with the proper operation and maintenance of said Facilities and equipment.
3. Grantor agrees that it will not construct or place any permanent or temporary buildings, structures,
fences, trees, plants or other objects on the Easement Area described above or make any changes in
ground elevation without written permission frorn Grantee indicating that said construction or ground
elevation changes will not result in inadequate or excessive ground cover, or otherwise interfere with the
I'agc I
Cumom 2021
Grantee's rights to operate and maintain its Facilities.
4. In consideration of such grant, Grantee agrees that it will repair or pay for any damage which may
be caused to crops, fences, or other property, real or personal of the Grantor by the construction,
reconstruction, maintenance, operation, replacement or removal of the Facilities (except for damage to
property placed subsequent to the granting of this easement) that Grantee determines interferes with the
operation and maintenance of the Facilities and associated equipment. The cutting, recutting, trimming and
removal of trees, branches, saplings, brush or other vegetation on or adjacent to the Easement Area is
expected and not considered damage to the Grantor.
5. Additionally, when Grantor provides or installs duct/conduit for said Facilities, this grant shall cover
and include all Facilities installed as a part of the Easement Area.
6. Grantor certifies that it is not acting, directly or indirectly, for or on behalf of any person, group,
entity or nation named by any Executive Order or the United States Treasury Department as a terrorist,
"Specially Designated National and Blocked Person" or any other banned or blocked person, entity, nation
or transaction pursuant to any law, order, rule or regulation that is enforced or administered by the Office
of Foreign Assets Control; and are not engaged in this transaction, directly or indirectly, on behalf of, any
such person, group, entity or nation. Grantor hereby agrees to defend, indemnify and hold harmless the
Grantee from and against any and all claims, damages, losses, risks, liabilities and expenses (including
attorney's fees and costs) arising frorn or related to any breach of the foregoing certification.
7. Each of the provisions of this easement shall be enforceable independently of any other provision
of this easement and independent of any other claim or cause of action. In the event of any matter of
dispute arising out of or related to this easement, it is agreed between the parties that the law of the
jurisdiction and location where this easernent is recorded (including statute of limitation provisions) will
govern the interpretation, validity and effect of this easement without regard to the place of execution or
place of performance thereof, or any conflicts of law provisions.
8. Grantor hereby relinquishes all rights of dower, homestead and distributive share in and to the
property and waives all rights of exemption as to any of the property. Grantor understands that homestead
property is in many cases protected from the claims of creditors and exempt from judicial sale; and that by
signing this easement, voluntarily gives up any right to this protection for this property with respect to claims
based upon this easement.
9. Grantor warrants to Grantee that,Grantor holds title to the Easement Area in fee simple and
Grantor has good and lawful authority to grant the rights provided in this easernent.
10. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed
an original for all purposes and all of which together shall constitute one and the same instrument. Parties
may sign and deliver this Agreement by facsimile, electronic, or PDF signatures, each such signature to
be treated as an original.
11. It is mutually understood and agreed that this Agreement covers all of the agreements and
stipulations between the parties and that no representations or statements, oral or written, have been
rnade modifying or changing the terms hereof.
Page 2
Custom 2024
Dated this day of .20.
CITY OF IOWA CITY
By:
Brucc Tcague, Mayor
STATE OF IOWA
A'T'TEST:
Kellie K. Fruehling, City Clerk
)ss.
COUNTY OF JOHNSON )
On this day of , 20_, before me, a notary public in and for said
county, personally appeared Bruce Teague and Kellie K. Fruehling, respectively as Mayor and City Clerk
of the City of Iowa Cily, Iowa.
Signature of Notary Public
Inge 3
Cumom 2Ob1
Dated this clay of ISA V' , 20
MIDAMEICAN ENERGY COMPANY
Jason Ewers
Title:Mae President, Electric Distribution
ACKNOWLEDGEMENT
STATE OF IOWA )
SS
COUNTY OF POLK ) /�
This record was acknowledged before me on Mu ra R U .20q, by Jason
Ewers as Vice President, Electric Distribution of I}�•dAmerica nergy_Company.
Public
=ENA A WASHINGTON
Notarial Seal - Iowa
Commission Number 832218
My Commission Expires Jun 1, 2024
EXHIBIT ""Au"
Legend
- Subject Property Line & ROW
-Easement area
Parcel Legal Description:
Lot 174, Whispering Meadows Subdivision, Part Two to
Iowa City, Iowa, according to the plat thereof recorded in
Book 34, Page 99, Plat Records of Johnson County, Iowa.
Easement Area:
The West Ten (10) feet more or less of the above
described property.
77,NUDAMERICAN Customer: City of Iowa City
NERGYCOMPAN'!
�`—----,-- Address: 2551 Nevada Avenue
City: Iowa City State: IA
)b Desc: Underground Electric Easement
10'
Whispering Meadow Drive
Folder No. 125840
Scale: Not to Scale Date: 12/15/2023
SW 114 S23 T79N R6W 5th PM
Item Number: 9.a.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution to vacate a sewer easement in Barker's Second Subdivision.
Prepared By: Susan Dulek, First Ass't. City Attorney
Reviewed By: Geoff Fruin, City Manager
Josh Slattery, Sr. Engineer
Fiscal Impact: none
Staff Recommendation: Approval
Commission Recommendations: N/A
Attachments: Resolution
Executive Summary:
The City has a sewer easement in Barker's Second Subdivision (properties along Willow
Creek Dr.). Since 2000 the City has considered the easement to be abandoned, that is the
City has not used the easement area for a sewer. Staff recommends vacating the easement.
Background /Analysis:
Recently a party with a purchase agreement for a lot on Willow Creek Dr. submitted a site
plan for a new building. The proposed building is to be constructed over the abandoned
easement, and City staff has approved the site plan contingent on the vacation of the
easement. The area along Willow Creek Drive in Barker's Second Subdivision is serviced by
the Willow Creek Interceptor sewer that was installed in 1998-1999.
IP -
11111111 111111 III VIII (IIII IIII) VIII VIII VIII VIII VIII IIID IIID (IIII IIII III)
Doc ID: 032299750006 Type: GEN
Kind: RESOLUTION
Recorded: 06/26/2024 at 12:13:09 PM
Fee Amt: $32.00 Page i of 6
Johnson county Iowa
Kim Painter County Recorder
BK5573 PG349-354
STATE OF IOWA )
) SS
JOHNSON COUNTY )
� r
CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240-1826
(319) 356-5000
(319) 3S6-5009 FAX
www.icgov.org
I, Kellie K. Grace, City Clerk of Iowa City, Iowa, do hereby certify that the attached hereto is
a true and correct copy of:
• Resolution 24-155 which was passed by the City Council of Iowa City, Iowa, at a
regular meeting on the 4th day of June 2024.
• Proof of Publication for the Notice of Public Hearing which was published in the
Press Citizen on the 10th day of June 2024.
• Resolution 24-176 which was passed by the City Council of Iowa City, Iowa, at a
regular meeting on the 18th day of June 2024.
Dated at Iowa City, Iowa, this 25th day of June 2024.
,fz
,
Kellie K. Grace
City Clerk
\res
Prepared by: Susan Dulek, First Ass't. City Atty, 410 E. Washington St., Iowa City, IA 52240; 319/356-5030
Resolution No. 24-176
Resolution to vacate a sewer easement in Barker's Second
Subdivision.
Whereas, the City of Iowa City is grantee of a sewer easement recorded February 5, 1965, in
Book 230, Pages 338-339 in the Office of the Johnson County Recorder on property located in
Barker's Second Subdivision; and
Whereas, since 2000 the City has considered the easement to be abandoned, that is the City
has never used the easement area for a sewer; and
Whereas, staff recommends approval of the vacation of the easement; and
Whereas, following the public hearing on the proposed vacation, the City Council finds that it is
in the public interest to vacate the easement.
Now, therefore, be it resolved by the City Council of Iowa City, Iowa, that:
1. The City Council does hereby vacate the easement recorded February 5, 1965, in Book
230, Pages 338-339 in the Office of the Johnson County Recorder.
2. The City Clerk is directed to record in the Office of the Johnson County Recorder this
resolution, proof of publication of the public hearing, and the resolution setting the public
hearing at City expense.
Passed and approved this 18th day of June, 2024.
yor
Attest: Pkv ', -f --p A I h a (!�-e,
City tlerk
Approved by:
City Attorn y's Office
(Sue Dulek — 06/11/2024)
It was moved by
Salih
and seconded by
Be adopted, and upon roll call there were:
AYES:
x
x
NAYS:
Alter the Resolution
ABSENT:
Alter
Bergus
Dunn
Harmsen
Moe
Salih
Teague
Item Number: 9.b.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution adopting Iowa City's FY25 Annual Action Plan which is a subpart of Iowa City's
2021-2025 Consolidated Plan (City Steps 2025)
Prepared By: Erika Kubly, Neighborhood Services Coordinator
Reviewed By: Tracy Hightshoe, Neighborhood and Development Services
Director
Fiscal Impact: Iowa City has been allocated $716,206 in CDBG funds and
$384,280.57 in HOME funds for FY25 which will be used in
conjunction with program income and any uncommitted or
returned funds.
Staff Recommendation: Approval
Commission Recommendations: The Housing and Community Development Commission
will make a recommendation on the FY24 Annual Action
Plan at their June 13, 2024 meeting.
Attachments: FY25 Final Staff Scores and Recommendations
HCDC 3.21.24 minutes
Resolution
HCDC Appendix B
Executive Summary:
A public meeting and resolution considering approval of the FY25 Annual Action Plan, which
formally allocates the City's CDBG and HOME funds, will be held at the City Council meeting
on June 18, 2024. The City receives Community Development Block Grant (CDBG) and
HOME Investment Partnership Program (HOME) funds annually from the U.S. Department of
Housing and Urban Development (HUD). To receive these funds, the City must submit an
Annual Action Plan, describing the projects and activities proposed for funding. The complete
draft FY25 Annual Action Plan is available at www.icgov.org/actionplan and a summary of the
funded activities is attached to the resolution as Appendix B.
Background /Analysis:
A competitive funding round was held this past winter with applications due at the end of
January for an estimated $754,000 in CDBG and HOME funds. Iowa City received
applications from seven outside agencies for CDBG and HOME funds as well as an internal
program application. Two of the applications were determined ineligible for review as the
projects did not meet federal requirements.
The following projects were recommended for funding by the Housing and Community
Development Commission (HCDC) at their March 21, 2024 meeting:
• The Housing Fellowship — Acquisition of two 3 -5 -bedroom single family homes to serve
as affordable rental for larger households.
• Iowa City Housing Authority — Tenant -Based Rental Assistance (TBRA) for elderly and
disabled households in Iowa City under 30% AMI currently on the waiting list for a
Housing Choice Voucher.
• Shelter House — Renovations at Cross Park Place.
• Neighborhood Centers of Johnson County — Facility improvements at the Pheasani
Ridge Neighborhood Center.
As part of the allocation process, staff scored each application and made a funding
recommendation to HCDC ahead of their March meeting. Based on scoring, risk assessment,
and information provided, staff did not recommend funding Shelter House's application as
submitted. The applicant has a number of federally funded projects currently underway which
may affect the applicant's capacity to undertake a new project. At the time of application, a
delayed FY22 HVAC project at the emergency shelter, funded with $225,000 of CDBG funds,
was still in progress. The project is now near close-out. Another large renovation project is
underway at their emergency shelter which involves $120,000 in FY24 CDBG funds and
$623,620 in State CDBG-CV funds administered through the city. Additional projects are
underway using HOME -ARP and ARPA funds for provision of services.
Staff also had concerns about the eligibility of the project as proposed based on federal
funding regulations. The applicant submitted the proposal as a rental rehab project, however,
portions of the project would be considered public facility improvements. Rental rehab and
public facility projects have different eligibility requirements that cannot be addressed through
a single project. As a result, the HCDC recommended funding is only for costs associated
with the rental units.
Since the HCDC review, staff has received further guidance on the project's eligibility. A
portion of the funding request is for carpet replacement which is considered maintenance and
therefore ineligible under CDBG. The project has also been considered under HOME but
does not meet underwriting standards as proposed. Based on project eligibility and capacity
concerns with the number of projects underway, staff recommends that Shelter House re-
apply in a future funding round and work with staff prior to submission to determine which of
their needs would be eligible.
Staff proposes that the $85,327 in CDBG funds allocated by HCDC to Shelter House be
shifted to the Housing Fellowship for their affordable rental acquisition projects. The Housing
Fellowship was funded by HCDC at $334,673 which is $85,327 less than their total request of
$420,000. This application received the third highest score from HCDC after Iowa City
Housing Authority and Shelter House.
A rental new construction project from DVIP as well as additional funds for a UAY acquisition
project were not recommended for FY25 funding by staff and HCDC. Staff comments for
these projects can be found in the attached memo to HCDC dated March 1, 2024.
The draft FY24 Annual Action Plan was made available for public comment on May 17, 2024.
HCDC is expected to review and recommend approval of the draft at their June 13, 2024
meeting. At the time of this submission, the City has not received any comments. The Annual
Action Plan is due to HUD by July 6, 2024.
Note that Appendix A is reserved for public comments.
I f i
CITY OF IOWA CITY
UNESCO CITY OF LITERATURE
CITY OF IOWA CITY
MEMORANDUM
Date: March 1, 2024
To: Housing and Community Development Commission
From: Brianna Thul, Community Development Planner
Erika Kubly, Neighborhood Services Coordinator
Re: FY25 Staff Funding Recommendations
Summary of Staff Scores & Funding Recommendations for CDBG/HOME:
'Includes CHDO reserve funds
Staff Comments on Funding Recommendations for CDBG/HOME:
General Comments
The City received six eligible submissions for CDBG/HOME funds. Each proposal clearly explains
how the project will address a specific goal from the City's consolidated plan, City Steps 2025. Each
project addresses a high priority need. Staff recommendations consider scores as well as key
information identified during the risk assessments.
DVIP — Rental New Construction
Staff do not recommend funding at this time due to the large CDBG project currently pending
completion. If the project is awarded HOME -ARP funds by the Iowa Finance Authority, the addition of
regular HOME funds from the City would impose restrictions on the project that would prohibit some of
the flexibilities that the HOME -ARP program provides. Staff recommend that the applicant apply for
local affordable housing funds through the Housing Trust Fund of Johnson County to retain HOME -
ARP flexibility.
Score
Applicant and Project
(340
Request
HOME
CDBG
Total
Points
Funding
Funding
Funding
Total)
DVIP
258
$304,250
$0
$0
Rental New Construction
76%
ineli ble
Iowa City Housing Authority
320
$300,000
$300,000
NA
$300,000
Tenant Based Rental Assistance
94%
ineligible
Neighborhood Centers of
Johnson County
76 %
$65,000
ineligible
$34,000
$34,000
Public Facility Improvements
Shelter House
270
$93,523
$0
$0
$0
Rental Rehab
79%
The Housing Fellowship
287
$420,000
$230,000'
$190,000
$420,000
Rental Acquisition
84%
United Action for Youth
na
Acquisition of Transitiol
62%
$200,000
$0
$0
$0
Housing
Total
$1,382,773
$530,000
1 $224,000
1 $754,000
'Includes CHDO reserve funds
Staff Comments on Funding Recommendations for CDBG/HOME:
General Comments
The City received six eligible submissions for CDBG/HOME funds. Each proposal clearly explains
how the project will address a specific goal from the City's consolidated plan, City Steps 2025. Each
project addresses a high priority need. Staff recommendations consider scores as well as key
information identified during the risk assessments.
DVIP — Rental New Construction
Staff do not recommend funding at this time due to the large CDBG project currently pending
completion. If the project is awarded HOME -ARP funds by the Iowa Finance Authority, the addition of
regular HOME funds from the City would impose restrictions on the project that would prohibit some of
the flexibilities that the HOME -ARP program provides. Staff recommend that the applicant apply for
local affordable housing funds through the Housing Trust Fund of Johnson County to retain HOME -
ARP flexibility.
March 1, 2024
Page 2
Iowa City Housing Authority — Tenant Based Rental Assistance
As the highest scoring proposal, staff recommend full funding. Over the last several years, the
Housing and Community Development Commission has expressed interest in finding a way to provide
additional rent assistance to address the Housing Choice Voucher waiting list and staff feel that the
project helps address the issue.
Neighborhood Centers of Johnson County (NCJC) — Public Facility Improvements
Staff recommend partial funding to NCJC to assist with the eligible portions of the proposal. The
applicant has experience successfully completing project of similar scale.
Shelter House — Rental Rehab
Staff do not recommend funding at this time due to the number of federally funded projects
administered by the City that are currently pending completion:
• FY22 CDBG Public Facilities ($224,000) — underway
• FY24 CDBG Public Facilities ($120,000) — not started
• IEDA CDBG-CV Public Facilities ($623,620) —not started
The Housing Fellowship (THF)
THF is the City's only active Community Housing Development Organization (CHDO). Maintaining
CHDO status requires annual certification. CHDOs are a critical component of the HOME program as
HUD requires a minimum of 15% of the City's annual HOME grant to be set aside for CHDO activities,
a portion of funds known as the CHDO reserve. THF has a long history of successfully undertaking
federally funded activities of similar scale and scope. Staff recommend fully funding the proposal from
the following sources:
• $77,000 HOME CHDO Reserve
• $153,000 HOME
• $190,000 CDBG
United Action for Youth — Acquisition of Transitional Housing
In FY24, UAY requested $400,000 of federal funding for the same project before identifying an
address. Staff did not recommend funding at the time due to the low score (197 out of 340) and noted
in the March 3, 2023 memo to HCDC that the application as submitted would not pass HOME
underwriting requirements (the applicant did not submit a pro forma with the FY24 application which is
necessary to demonstrate the viability of a proposed project). Staff also expressed concerns
regarding the complexity of applicable regulations. HCDC ultimately decided to recommend $110,000
to UAY.
The applicant identified a property on Cayman in December of 2023 and is requesting additional FY25
funding of $200,000 to close the budget gap. The units on Cayman are occupied by tenants which
triggers the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (URA).
URA requirements are extremely complicated and add additional costs to the project that must be
paid out of the HOME award (up to $7,200 per unit). They also require a subrecipient to have a robust
set of policies, administrative capacity, and adequate time to properly perform each step in the
process (e.g., notices to displaced tenants, advisory services for displaced tenants, payments,
replacement housing, navigating appeals, etc.).
The timeline for this project has generated staff concerns:
• The application notes a closing date as close to July 31 as possible. Due to the challenges
reaching a federal budget, it is highly unlikely that grant funds will be available until the fall.
Last year the City did not receive CDBG/HOME funds until September.
March 1, 2024
Page 3
The City cannot enter into an agreement with UAY for this project until the FY25 Annual Action
Plan is approved, all funding sources are committed, and the underwriting process is
complete.
UAY cannot spend HOME funds for relocation or other project costs until there is an
agreement between the City and UAY. There are key deadlines in the relocation process that
must be met (such as 90 -day notice to tenants).
Staff do not recommend funding for this project due to the low score, lack of experience with URA,
and feasibility of the timeline. Staff continue to have concerns about the applicant's ability to meet
underwriting standards.
Summary of Staff Funding Recommendations for of Emerging Aid to Agencies (EA2A):
Applicant and Project
Request
Recommendation
Escucha Mi Voz
Public services — operational support for refugee housing
$15,000
$7,500
and migrant health services
Healthy Kids School Based Clinics
Public services - operational support for health services
$15,000
$0
to uninsured or underinsured children
Immigrant Welcome Network of Johnson County
Public services - operational support for immigrant and
$15,000
$0
refugee services (housing, school enrollment, etc.
Iowa City Compassion
Public services — operational support for refugee and
$15,000
$7,500
immigrant services (employments, career support, etc.
Iowa City Hospice
$15,000
$5,500
Public services — operational support for hospice services
Iowa City Sober Living
Public services — operational support for agency's
$10,000
$5,000
Recovery Fund at sober living home
Iowa Legal Aid
$12,500
$0
Public services — operational support for legal services.
TRAIL
Public services — operational support for low-income
$12,000
$6,000
seniors (transportation, medical, etc.
Visiting Nurses Association
Public services - operational support to provide health
$15,000
$5,500
services and bridge the Medicaid financial gap
Total
$124,500
$37,000
Staff Comments on EA2A:
Staff prepared recommendations with the maximum EA2A budget. If the Commission wishes to
recommend funding fewer Emerging Agencies, the remaining money will be prorated for Legacy
Agencies at the previously determined budget amounts.
Staff recommend funding at about 50% of the requests received. A lower percentage is recommended
for Iowa City Hospice and Visiting Nurses Association (about 36% of each request) as they share a
board and are part of the same organization. Staff considered the following in developing
recommendations:
March 1, 2024
Page 4
• consistency with needs identified in City Steps 2025
• impact for low to moderate income residents
• demand for services
• use of funds
• agency capacity and ability to complete the proposed project in the required timeframe
• coordination of efforts with other established agencies
• uniqueness of services provided (avoiding duplication of existing services)
• overall quality of submissions
Funding was not recommended to all agencies.
Healthy Kids School Based Clinics
In general, staff do not recommend funding any applicant through this program for more than two
years as EA2A is not intended to be an ongoing funding source.
Immigrant Welcome Network of Johnson County
Staff feel that this applicant is too new to evaluate and encourage the applicant to reapply in the
future.
Iowa Legal Aid
Staff do not recommend funding as the applicant is receiving other City funding for legal services
through HOME -ARP ($200,000).
Next Steps
Commissioners are reminded that score sheets for CDBG/HOME proposals and funding
recommendations for EA2A are due to staff by March 13, 2024. Staff will compile data and prepare a
summary for review ahead of the March 21, 2024 HCDC meeting to aid in the development of funding
recommendations.
MINUTES
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
MARCH 21, 2024- 6:30 PM
FORMAL MEETING
111:I=1111d=1.1111=1Jil=lwillill:AZdJi
FINAL
MEMBERS PRESENT: Kaleb Beining, Maryann Dennis, Becci Reedus, Denise Szecsei, Kyle
Vogel
MEMBERS ABSENT: Horacio Borgen, Karol Krotz, Kiran Patel, James Pierce
STAFF PRESENT: Erika Kubly, Brianna Thul, Rachel Carter
OTHERS PRESENT: Crissy Canganelli (Shelter House), Will Kapp (Immigrant Welcome
Network of Johnson County), Emily Sinnwell (Escucha Mi Voz), Ninosko
Campos (Escucha Mi Voz), Jane Noble Davis (Catholic Worker House),
Bob Untiedt (TRAIL), Jim Kringlen (Iowa Legal Aid), Sara Krieger
(VNA/lowa City Hospice), Merrilee Ramsey (Iowa City Sober Living),
Genevieve Anglin (UAY), Simon Andrew (The Housing Fellowship),
Kristie Doser (DVIP), Marguerite Oetting (Healthy Kids School Based
Clinics), Jessica Andino (Johnson County Affordable Housing Coalition)
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 4-1 (Reedus dissenting) the Commission recommends the following recommendations for
Emerging Aid to Agencies:
FY25
Staff
HCDC Average
March EA2A Group
Agency/Project
Request
Recommendations
Recommendations
Funding
Recommendations
Iowa City
$15,000
$7,500
$6,583
$6,000
Compassion
TRAIL
$12,000
$6,000
$5,500
$5,500
Escucha Mi Voz
$15,000
$7,500
$5,167
$8,000
Iowa City Sober
$10,000
$5,000
$4,583
$7,500
Living
Visiting Nurses
$15,000
$5,500
$4,167
$0
Association
Iowa City
$15,000
$5,500
$3,750
$5,000
Hospice
Immigrant
$15,000
$0
$2,500
$0
Welcome
Network of
Johnson County
Healthy Kids
$15,000
$0
$2,167
$5,000
School Based
Clinics
Iowa Legal Aid
$12,500
$0
$1,500
$0
Total
00
$37,000
$36,917
$37,000
Housing and Community Development Commission
March 21, 2024
Page 2 of 8
By a vote of 5-0 the Commission recommends the following recommendations for CBDG/HOME funds:
CALL MEETING TO ORDER:
Beining called the meeting to order at 6:39 PM.
WELCOME NEW MEMBER:
Deferred — new member was not in attendance.
CONSIDERATION OF MEETING MINUTES: NOVEMBER 16,2023:
Vogel moved to approve the minutes of November 16, 2023. Dennis seconded the motion. A vote was
taken and the minutes were approved 5 -0 -
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
Ninosko Campos and Emily Sinnwell introduced the recent health equity report focused on immigrant and
refugee worker health in Johnson County. Copies of the report Salud, Techo, YTrabajo: A Health Equity
HCDC
Request
Staff Recommendations
Individual
March HCDC Meeting
Score
Recommendations
Summary
Staff
Staff
HCDC
HCDC
HCDC
Agency/Project
FY25
Staff
CDBG
HOME
Average
CDBG
HOME
Request
Score
Funding
Funding
Score
Funding
Funding
Rec.
Rec.
Rec.
Rec.
Iowa City
Housing
Authority -
$300,000
320
NA-
$300,000
295
NA
$300,000
Tenant Based
94%
ineligible
ineligible
Rental
Assistance
Shelter House -
$93,523
270
$0
$0
272*
$0
$857327
Rental Rehab
79%
The Housing
Fellowship -
$4207000
287
$1907000
$2307000
267
$1907000
$1447673
Rental
84%
Acquisition
Neighborhood
Centers of
NA -
Johnson County
$657000
76 %
$347000
ineligible
261
$34,000
$0
- Public Facility
Improvements
DVIP - Rental
New
$3047250
76°o
ineligible
$0
252
$0
$0
Construction
United Action
for Youth -
$200,000
211
$0
$0
236
$0
$0
Rental
62%
Acquisition
Total
$1,382,773
NA
$224,000
$630,000
NA
$224,000
$530,000
CALL MEETING TO ORDER:
Beining called the meeting to order at 6:39 PM.
WELCOME NEW MEMBER:
Deferred — new member was not in attendance.
CONSIDERATION OF MEETING MINUTES: NOVEMBER 16,2023:
Vogel moved to approve the minutes of November 16, 2023. Dennis seconded the motion. A vote was
taken and the minutes were approved 5 -0 -
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
Ninosko Campos and Emily Sinnwell introduced the recent health equity report focused on immigrant and
refugee worker health in Johnson County. Copies of the report Salud, Techo, YTrabajo: A Health Equity
Housing and Community Development Commission
March 21, 2024
Page 3 of 8
Report or Policymakers, Community Organizations, Workers and Everyday People was provided to the
commission.
Ninosko Campos stated she was from Honduras and is an asylum seeker and a member of a Escucha Mi
Voz. This month, they're going to be sharing a report that they did for City Council and the Johnson
County Supervisors about public health where they surveyed 481 immigrant workers in Johnson County.
Ninosko shared a copy of the report with the Commission and offered to come to a future meeting to
present on the report.
DISCUSS FY25 EMERGING AID TO AGENCIES (EA2A) FUNDING REQUESTS AND CONSIDER
BUDGET RECOMMENDATION TO CITY COUNCIL:
Reedus noted there was comment in the staff recommendations regarding an agency shouldn't receive
funds more than two years, but she could not find any documentation that was a rule so if it wasn't a
written/published rule she doesn't think it should be something they adhere to. Kubly replied she it isn't a
formal rule rather it is something they use to determine their recommendation.
Reedus stated that if they are going to use that type of thing, it should be a published rule as it helps keep
things transparent and helps in making decisions. She doesn't want agencies applying for money and
spending all that time doing applications if they're not eligible. Kubly noted in the application there is the
language that states the funding is not intended to be an ongoing source of funding. Thul stated that the
memo includes staff recommendations — the issue is not that they are ineligible. If the Commission wants
to recommend funding they certainly could.
Dennis asked if agencies not funded could then apply for Legacy funding. Reedus replied no and stated
then that's the problem. There's a funding cliff. If they get funds for Emerging Agencies for two years, they
die on the cliff unless they're accepted to be a Legacy Agency. She noted they have three organizations
offering services to immigrants, non -documented folks, which is becoming quite an issue. If they were to
receive funds for two years, what happens in another two years and they have no place else to go? They
don't have the ability to get Emerging Agency funds and the Legacy group is a closed group.
Vogel stated on the other side, he likes it as a guideline and they have to put a limit on what an Emerging
Agency needs to be and at what point are they no longer Emerging. He noted in Iowa City there are
hundreds of organizations and agencies that exist and could obviously use some assistance and there's
absolutely a finite amount of funds, both in Legacy and Emerging. Yes there is a cliff, but the cliff is
supposed to be, here's the City helping organizations get started. Then they have a couple years of being
able to hire the people and get to the next point where they need to do fundraising and find private donors
or other grant opportunities. The City is helping organizations get started but there isn't just an ongoing
source of funds.
Reedus stated it takes a whole lot more than two years to develop the resources to be able to raise
money in a nonprofit organization, to have one development director for an organization is going to be
upwards of $50,000 plus benefits. Additionally, the resources and raising money in Iowa City and
Johnson County is not easy.
Reedus stated she will not pull back her recommendation for Healthy Kids School-based Clinics because
she thinks it's a needed organization. Next month they will have a report from the subcommittee that's
been working on Aid to Agencies funding and they need to take a look at the cliff and need to work further
and decide if they're going to keep the closed group of Legacy Agencies or if they're going to change the
whole thing. Cutting an organization off after two years with no other resources is going to be problematic.
These organizations are asking for money for issues that aren't going to go away in the community, and
they aren't likely to be able to develop the resources to raise the money that they're going to need.
Dennis noted staff shared the rankings of who got the highest rankings and HCDC has to provide a
recommendation based on the information they have. She noted if the minimum allocation is $5,000 then
they could just allocate $5,000 to the top seven or so.
Housing and Community Development Commission
March 21, 2024
Page 4 of 8
Szecsei asked if there are updates to see where agencies are that did receive funding for two years and
then were cut off - do they actually find funding elsewhere to stay alive? Kubly stated they do collect
semiannual reports from these agencies funded. Staff could do a better job providing those to the
Commission. Szecsei stated she like to see a report two years after they receive funding to see if they
actually do succeed or fall off the cliff.
Vogel stated the $5,000 minimum needs to change, if they give the top seven $5,000 then that leaves
$2,000 for someone else and that's below the minimum.
Dennis noted the number one ranking was Iowa City Compassion so they could give them $6,000, and
the next highest (TRAIL) $5,500, and Escucha Mi Voz and Sober Living $5,000 each.
Reedus asked about the Visiting Nurses Association, when the Commission was discussing Legacy
Agencies it was stated they didn't want to get into third party revenue organizations. She stated Visiting
Nurses Association is not one of those organizations, they get a lot of revenue and feels HCDC
allocations can't make a dent into making up for lost funds for the Visiting Nurses Association because
they're not getting reimbursed enough. They're a pretty large organization and she thinks they need to put
more money into programs that are helping the immigrant population. Reedus also thinks Healthy Kids
should receive $5,000.
Vogel noted additionally with Iowa Legal Aid, they get quite a bit of other assistance through the City and
most of their assistance is from State funding. They do great work but they're not really an Emerging
Agency - they're a well-established agency.
Dennis stated the National Visiting Nurses Association has also been around for about a hundred years.
Reedus noted in the staff recommendation there was a comment about the Immigrant Welcome Network
of Johnson County being too new and asked when they incorporated. Kubly replied she is not sure, but it
was sometime last summer. Reedus asked same with Iowa City Sober Living, when did they incorporate.
Again, Kubly is not sure, but they did apply for Emerging Agency funds last year..
The Commission continued to discuss the organizations and possible allocations.
Vogel asked if the $5,000 minimum was a decision made by HCDC or if it was a statutory thing. Kubly
replied that it is in the rules that have been adopted by Council but did come from a recommendation from
HCDC.
Beining would like to see more funds going to immigrant organizations as that is so needed in the
community. Additionally, he supports Sober Living and the health benefits they support, it's a newer
organization and just starting.
Vogel moved to recommend the following recommendations for Emerging Aid to Agencies:
FY25
Staff
HCDC Average
March EA2A Group
Agency/Project
Request
Recommendations
Recommendations
Funding
Recommendations
Iowa City
$15,000
$7,500
$6,583
$6,000
Compassion
TRAIL
$12,000
$6,000
$5,500
$5,500
Escucha Mi Voz
$15,000
$7,500
$5,167
$8,000
Iowa City Sober
$10,000
$5,000
$4,583
$7,500
Living
Housing and Community Development Commission
March 21, 2024
Page 5 of 8
Visiting Nurses
$15,000
$5,500
$4,167
$0
Association
Iowa City
$15,000
$5,500
$3,750
$5,000
Hospice
Immigrant
$15,000
$0
$2,500
$0
Welcome
Network of
Johnson County
Healthy Kids
$15,000
$0
$2,167
$5,000
School Based
Clinics
Iowa Legal Aid
$12,500
$0
$1,500
$0
Total
$124,500
$37,000
$36,917
$37,000
Dennis seconded the motion.
A vote was taken and the motion passed 4.1 (Reedus dissenting).
Reedus noted the staff report with the risk factors being reported was really good, however, it didn't have
a place in the scoring so she would recommend that it go into scoring. She stated if there's no risk, an
organization should gain points, but if they do have risk factors that the City has identified, there should
be a negative impact to the score. That would make the risk factor scoring meaningful.
Vogel acknowledged this year seemed easier than previous years as far as the scoring, likely due to
some of the change implemented that came from discussions with the subcommittee and making those
sections clearer on age groups and percentages.
Dennis noted it's really interesting that a lot of the scores were very similar from staff and from the
Commissioners who scored.
Reedus does think that the final scores should mean something in terms of the funds awarded and stated
Iowa City Housing Authority has the highest score, then Shelter House for Commissioners and staff
scored the Housing Fellowship higher than Shelter House.
The Commissioners discussed the distribution of the HOME funds first awarding Iowa City Housing
Authority —Tenant Based Rental Assistance the full request of $300,000. For Shelter House
commissioners asked what portion of the project is not eligible for HOME funds. Thul responded and the
commission settled on an award of $85,327 leaving $144,673 for The Housing Fellowship. Although
United Action for Youth was eligible for HOME funds, they scored the lowest, across the board, so the
commission did not give them funding.
Moving on to CDBG funding, Vogel noted the Neighborhood Centers of Johnson County is asking for
$65,000 but staff only recommended $34,000. Thul explained there was a portion of the project that
would be ineligible for CDBG.
The Commission again discussed United Action for Youth and were generally in agreement to not fund
them this round.
Housing and Community Development Commission
March 21, 2024
Page 6 of 8
The Commission agreed to fund Neighborhood Centers of Johnson County the $34,000. That left
$190,000 to allocate and it was decided to allocate it to The Housing Fellowship. Beining noted its
increasing the actual base of affordable housing. Reedus agreed and stated the community has a need
for housing for larger families, that's been identified for a couple of years.
The Commission also decided not to fund DVIP as they are in the middle of a big project and it's going to
be tough for DVIP to get all that done.
Vogel moved to recommend to Council the following recommendations for CDBG/HOME funds:
Reedus seconded the motion.
A vote was taken and the motion passed 5.0.
STAFF & COMMISSION UPDATES:
Thul stated next month's meeting will be April 18 and will include a presentation from the Aid to Agency
subcommittee which will be the final report. Also, every March there is a spending deadline for projects
that were funded with CDBG so if there are projects that are behind schedule, staff will bring those
updates to the Commission for review.
HCDC
Request
Staff Recommendations
Individual
March HCDC Meeting
Score
Recommendations
Summary
Staff
Staff
HCDC
HCDC
HCDC
Agency/Project
FY25
Staff
CDBG
HOME
Avrage
CDBG
HOME
Request
Score
Funding
Funding
Sceore
Funding
Funding
Rec.
Rec.
Rec.
Rec.
Iowa City
Housing
Authority -
$300,000
320
NA-
$300,000
295
NA
$300,000
Tenant Based
94%
ineligible
ineligible
Rental
Assistance
Shelter House -
$93,523
270
$0
$0
272*
$0
$857327
Rental Rehab
79%
The Housing
Fellowship -
$4207000
287
$1907000
$2307000
267
$1907000
$1447673
Rental
84%
Acquisition
Neighborhood
Centers of
NA-
NA -
Johnson County
$657000
76 %
$347000
ineligible
261
$34,000
ineligible
- Public Facility
Improvements
DVIP - Rental
New
$304,250
76°o
ineligible
$0
252
ineligible
$0
Construction
United Action
for Youth -
$200,000
211
$0
$0
236
$0
$0
Rental
62%
Acquisition
Total
$1,382,773
NA
$224,000
$530,000
NA
$224,000
$530,000
Reedus seconded the motion.
A vote was taken and the motion passed 5.0.
STAFF & COMMISSION UPDATES:
Thul stated next month's meeting will be April 18 and will include a presentation from the Aid to Agency
subcommittee which will be the final report. Also, every March there is a spending deadline for projects
that were funded with CDBG so if there are projects that are behind schedule, staff will bring those
updates to the Commission for review.
Housing and Community Development Commission
March 21, 2024
Page 7 of 8
Thul stated there are three people on the Commission that have terms ending in June: Reedus, Beining
and Krotz. If they want to reapply for the Commission they can do so online.
Kubly stated they found out this week that the HOME -ARP allocation plan was finally approved after
several amendments, HUD approved it on Monday so they are excited to start those projects with Legal
Aid, DVIP and Shelter House.
Kubly noted that Thul just received a promotion that was approved by Council this week as a Senior
Planner. Kubly also wanted to share they have a couple of vacant positions in their division, there is a
vacancy for the housing rehab specialist who administers CDBG and HOME funds for owner occupied
rehab, as well as a housing inspector or rental inspector position will be posted soon.
Beining plans to attend the Johnson County Affordable Housing Coalition affordable housing project bus
tour and can give an update in April.
ADJOURNMENT:
Reedus moved to adjourn, Dennis seconded the motion, a vote was taken and the motion passed 5-0.
Housing and Community Development Commission
March 21, 2024
Page 8 of 8
Housing and Community
Development Commission
Attendance Record 2023-2024
Name
Terms Exp.
1/19
2/16
3/30
4/20
5/18
7/20
9/21
10/19
11/16
3/21
Beining, Kaleb
6/30/24
X
O/E
X
X
O/E
X
X
X
X
X
Dennis, Maryann
6/30/25
X
X
X
O/E
X
X
O/E
X
X
X
Haylett, Jennifer
6/30/25
X
X
O/E
X
O/E
O/E
X
X
X
O/E
Krotz, Karol
6/30/24
X
O/E
X
X
X
X
Mohammed, Nsar
6/30/23
X
X
X
O/E
O/E
X
X
X
X
Reedus, Becci
6/30/24
X
X
X
X
X
X
Vogel, Kyle
6/30/26
O/E
X
X
O/E
X
X
X
O/E
X
X
Eckhardt, Michael
6/30/25
X
X
X
X
O/E
O/E
X
O/E
X
O/E
Patel, Kiran
6/30/26
O/E
X
X
X
X
X
X
X
O/E
Pierce, James
6/30/26
X
Szecsei, Denise
6/30/25
--
--
--
--
--
--
X
X
Borgen, Horacio
6/30/25
--
--
--
--
--
--
O/E
Resigned from Commission
Key--
X
ey:
X = Present
O = Absent
O/E = Absent/Excused
--- = Vacant
Prepared by: Erika Kubly, Neighborhood Services, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5230
Resolution No. 24-177
Resolution adopting Iowa City's FY25 Annual Action Plan which is a sub-
part of Iowa City's 2021-2025 Consolidated Plan (City Steps 2025)
Whereas, the U.S. Department of Housing and Urban Development (HUD) requires the City of
Iowa City, Iowa, to prepare and submit the FY25 Annual Action Plan as part of the City's 2021-
2025 Consolidated Plan (City Steps 2025) to plan the use of federal funds to assist lower
income residents with housing, jobs, public facilities, and public services; and
Whereas, the Iowa City Housing and Community Development Commission has held a series of
meetings regarding the use of federal Community Development Block Grant (CDBG) and
HOME Investment Partnerships Program (HOME) funds for City of Iowa City FY25; and
Whereas, the City has disseminated information, solicited public input, and held a public
meeting on the FY25 Annual Action Plan; and
Whereas, the FY25 Annual Action Plan contains the allocation of CDBG and HOME funds
attached hereto as Appendix B; and
Whereas, the Iowa City Housing and Community Development Commission has recommended
that Appendix B be approved; and
Whereas, adoption of the FY25 Annual Action Plan will make Iowa City eligible for federal and
state funds administered by the U.S. Department of Housing and Urban Development; and
Whereas, the City Council finds that the public interest will be served by the adoption of the
FY25 Annual Action Plan and submission to the U.S. Department of Housing and Urban
Development.
Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that:
1. The City of Iowa City FY25 Annual Action Plan, containing the allocation of CDBG and
HOME funds attached hereto as Appendix B, is hereby approved and adopted.
2. The City Manager is hereby designated as the Chief Executive Officer and authorized to
act on behalf of the City of Iowa City in connection with the FY25 Annual Action Plan.
3. The City Manager of Iowa City is hereby authorized and directed to submit the City of
Iowa City FY25 Annual Action Plan to the U.S. Department of Housing and Urban
Development, and is further authorized and directed to provide all the necessary
certifications or documents required by the U.S. Department of Housing and Urban
Development.
4. The City Manager is hereby authorized to execute, terminate, or amend CDBG and
HOME Agreements executed in connection with the allocation of public funds with sub-
Resolution No. 24-177
Page 2.
recipients, Community Housing Development Organizations (CHDOs), or other legal
entities.
Passed and approved this 18th day of June 2024.
Mayor
Attest:' ', .
C y Clerk City Attorney' Office
(Sue Dulek — 06/12/2024)
It was moved by Moe and seconded by Bergus the
Resolution be adopted, and upon roll call there were:
AYES:
NAYS: ABSENT:
x
Alter
x
Bergus
x
Dunn
x
Harmsen
x
Moe
x
Salih
X
Teague
INSERT Appendix B
Appendix B
FY25
Homeowner/Rental Housing Comprehensive Rehabilitation
Rehabilitation p $ 235,000 $ 90,000 22
Other Housing Activities Tenant Based Rental Assistance - Iowa City Housing Authority $ - $ 300,000 80
CHDO Operations NA $ 19,000 NA
Community Housing
CDBG
HOME
Persons /;Households /..
Project -`_
'Planned°activities
Award '
Award
Facilities As'sisted
Public Service Activities
Aid to Agencies - DVIP
$
60,000
NA
1,002
Economic Development
Aid to Agencies - Neighborhood Centers of Johnson County
$
64,000
NA
2,460
Public Facility Activities
Pheasant Ridge Facility Improvements - Neighborhood Centers
$
158,000
NA
NA
of Johnson County
$
35,000
NA
1,600
Neighborhood and
Total $
919,719
$ 634,281
5,468
Benefits
Neighborhood Improvement ProgramArea
$
75,000
NA
300
Homeowner/Rental Housing Comprehensive Rehabilitation
Rehabilitation p $ 235,000 $ 90,000 22
Other Housing Activities Tenant Based Rental Assistance - Iowa City Housing Authority $ - $ 300,000 80
CHDO Operations NA $ 19,000 NA
Community Housing
Development Organization
Rental Acquisition - The Housing Fellowship
Activities
Project includes CHDO Reserve
$
242,719
$ 177,281
2
Economic Development
Economic Development Program
$
50,000
NA
2
Administration & Planning
CDBG Administration
$
158,000
NA
NA
HOME Administration
NA
$ 48,000
NA
Total $
919,719
$ 634,281
5,468
9,10
Appendix B
FY25 (FFY24
Tenant Based Renta ssistance - wa City Housing Authority $ _ $ 300,000 80
Other Housing Activities Rental Rehab - Shelter Ho
$ 85,327 - 24
CHDO Operations $ 19,000 NA
Development Organization
Rental Acquisi ' n - The Housing Fe wship
CD BG
HOME •
ersons / Households F•
;Project =
Planned activitles:
$
Award
rd
'Facilities, Assisted
Public Service Activities
Aid to Agencies - DVIP
$
60,0
NA
1,002
Administration & Planning
id to Agencies - Neighborhood Centers of Johnson County
$
,000
NA
2,460
Public Facility Activities
Pheasant Ridge Facility Improvements - Neighborhood Centers
NA
$ 48,000
NA
of J nson County
$
35,000
NA
1,600
Neighborhood and
. Neigh bo ood Improvement Program
$
75,000
NA
300
Area Benefits
Homeowner/Rental Housing
Comprehensiv Rehabilitation
$
235,000 $
90,000
22
Rehabilitation
Tenant Based Renta ssistance - wa City Housing Authority $ _ $ 300,000 80
Other Housing Activities Rental Rehab - Shelter Ho
$ 85,327 - 24
CHDO Operations $ 19,000 NA
Development Organization
Rental Acquisi ' n - The Housing Fe wship
Activities
Project includ CHDOReserve
$
157,392
$ 177,281
2
Economic Development
Econo 'lc Development Program
$
50,000
NA
2
Administration & Planning
CqErG Administration
$
158,000
NA
NA
OME Administration
NA
$ 48,000
NA
Total $
919,719
$ 634,281
4,490
Total project budgets match r commendations made by the Housing and Community Develonent Commission, however, funding sources may be
different due to variances, final grant allocation from HUD and program income.
Item Number: 9.c.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
June 18, 2024
Resolution allocating human services Aid to Agencies funding for Fiscal Year 2025, July 1,
2024 - June 30, 2025.
Prepared By: Erika Kubly, Neighborhood Services Coordinator
Reviewed By: Tracy Hightshoe, Neighborhood and Development
Services
Fiscal Impact: $770,445 in FY25; $650,445 from the General Fund and
$120,000 from Community Development Block Grant funds
Staff Recommendation: Approval
Commission Recommendations: The Housing and Community Development Commission
recommended funding for Emerging Agencies on March
21, 2024.
Attachments: HCDC 3.21.24 minutes
Resolution
FY25 A2A Exhibit A
Executive Summary:
The City annually budgets financial aid to human service agencies serving Iowa City
residents. FY25 is an application carryover year for Legacy Agency awards so recipients will
receive renewed funding allocations that are prorated based on the FY25 budget. HCDC
reviewed and formulated a funding recommendation for Emerging Agencies at their March
21, 2024 meeting.
Background /Analysis:
Iowa City provides funding for operating costs of local nonprofits serving low-income
residents through its Aid to Agencies (A2A) program. Staff and the Housing and Community
Development Commission (HCDC) review applications and formulate a funding
recommendation to City Council. The A2A program provides funding to both Legacy
Agencies, as identified in City Steps 2025, and Emerging Agencies, which includes any
nonprofit agency that is not receiving Legacy funding in a given year.
Legacy Agencies submit applications through the United Way Joint Funding process, in
which Johnson County human services agencies request funding from United Way, Johnson
County, and the Cities of Iowa City and Coralville on a single application. Iowa City
applications are on a two-year cycle and FY25 is the second year of the current cycle. As
such, the FY25 Legacy Agency funding allocations are to be renewed at prorated amounts
based on the FY25 budget. Funding distributions for Legacy Agencies have been updated
based on the FY25 budget as shown in Exhibit A.
Emerging Agencies submit shorter applications directly to the City on an annual basis.
Applications were due at the end of January and the City received nine submissions
requesting $124,500. HCDC reviewed Emerging Agency applications at their March 21, 2024
meeting and recommended funding six applicants for a total of $37,000, which is 4.8% of the
FY25 A2A budget. Up to 5% of the total A2A budget is set-aside for Emerging Agencies. If
those funds are not fully allocated, the remaining dollars get added to the Legacy Agency
funds. Minutes for the March HCDC meeting are attached along with the FY25 Emerging
Agency funding recommendations and Legacy Agency funding distributions.
Staff will enter into agreements with agencies after the start of the new fiscal year. Legacy
Agencies receive four quarterly payments and report on outcomes and accomplishments at
the end of each quarter. Emerging Agencies receive two payments and provide
two reports throughout the year.
MINUTES
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
MARCH 21, 2024- 6:30 PM
FORMAL MEETING
111:I=1111d=1.1111=1Jil=lwillill:AZdJi
FINAL
MEMBERS PRESENT: Kaleb Beining, Maryann Dennis, Becci Reedus, Denise Szecsei, Kyle
Vogel
MEMBERS ABSENT: Horacio Borgen, Karol Krotz, Kiran Patel, James Pierce
STAFF PRESENT: Erika Kubly, Brianna Thul, Rachel Carter
OTHERS PRESENT: Crissy Canganelli (Shelter House), Will Kapp (Immigrant Welcome
Network of Johnson County), Emily Sinnwell (Escucha Mi Voz), Ninosko
Campos (Escucha Mi Voz), Jane Noble Davis (Catholic Worker House),
Bob Untiedt (TRAIL), Jim Kringlen (Iowa Legal Aid), Sara Krieger
(VNA/lowa City Hospice), Merrilee Ramsey (Iowa City Sober Living),
Genevieve Anglin (UAY), Simon Andrew (The Housing Fellowship),
Kristie Doser (DVIP), Marguerite Oetting (Healthy Kids School Based
Clinics), Jessica Andino (Johnson County Affordable Housing Coalition)
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 4-1 (Reedus dissenting) the Commission recommends the following recommendations for
Emerging Aid to Agencies:
FY25
Staff
HCDC Average
March EA2A Group
Agency/Project
Request
Recommendations
Recommendations
Funding
Recommendations
Iowa City
$15,000
$7,500
$6,583
$6,000
Compassion
TRAIL
$12,000
$6,000
$5,500
$5,500
Escucha Mi Voz
$15,000
$7,500
$5,167
$8,000
Iowa City Sober
$10,000
$5,000
$4,583
$7,500
Living
Visiting Nurses
$15,000
$5,500
$4,167
$0
Association
Iowa City
$15,000
$5,500
$3,750
$5,000
Hospice
Immigrant
$15,000
$0
$2,500
$0
Welcome
Network of
Johnson County
Healthy Kids
$15,000
$0
$2,167
$5,000
School Based
Clinics
Iowa Legal Aid
$12,500
$0
$1,500
$0
Total
00
$37,000
$36,917
$37,000
Housing and Community Development Commission
March 21, 2024
Page 2 of 8
By a vote of 5-0 the Commission recommends the following recommendations for CBDG/HOME funds:
CALL MEETING TO ORDER:
Beining called the meeting to order at 6:39 PM.
WELCOME NEW MEMBER:
Deferred — new member was not in attendance.
CONSIDERATION OF MEETING MINUTES: NOVEMBER 16,2023:
Vogel moved to approve the minutes of November 16, 2023. Dennis seconded the motion. A vote was
taken and the minutes were approved 5 -0 -
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
Ninosko Campos and Emily Sinnwell introduced the recent health equity report focused on immigrant and
refugee worker health in Johnson County. Copies of the report Salud, Techo, YTrabajo: A Health Equity
HCDC
Request
Staff Recommendations
Individual
March HCDC Meeting
Score
Recommendations
Summary
Staff
Staff
HCDC
HCDC
HCDC
Agency/Project
FY25
Staff
CDBG
HOME
Average
CDBG
HOME
Request
Score
Funding
Funding
Score
Funding
Funding
Rec.
Rec.
Rec.
Rec.
Iowa City
Housing
Authority -
$300,000
320
NA-
$300,000
295
NA
$300,000
Tenant Based
94%
ineligible
ineligible
Rental
Assistance
Shelter House -
$93,523
270
$0
$0
272*
$0
$857327
Rental Rehab
79%
The Housing
Fellowship -
$4207000
287
$1907000
$2307000
267
$1907000
$1447673
Rental
84%
Acquisition
Neighborhood
Centers of
NA -
Johnson County
$657000
76 %
$347000
ineligible
261
$34,000
$0
- Public Facility
Improvements
DVIP - Rental
New
$3047250
76°o
ineligible
$0
252
$0
$0
Construction
United Action
for Youth -
$200,000
211
$0
$0
236
$0
$0
Rental
62%
Acquisition
Total
$1,382,773
NA
$224,000
$630,000
NA
$224,000
$530,000
CALL MEETING TO ORDER:
Beining called the meeting to order at 6:39 PM.
WELCOME NEW MEMBER:
Deferred — new member was not in attendance.
CONSIDERATION OF MEETING MINUTES: NOVEMBER 16,2023:
Vogel moved to approve the minutes of November 16, 2023. Dennis seconded the motion. A vote was
taken and the minutes were approved 5 -0 -
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
Ninosko Campos and Emily Sinnwell introduced the recent health equity report focused on immigrant and
refugee worker health in Johnson County. Copies of the report Salud, Techo, YTrabajo: A Health Equity
Housing and Community Development Commission
March 21, 2024
Page 3 of 8
Report or Policymakers, Community Organizations, Workers and Everyday People was provided to the
commission.
Ninosko Campos stated she was from Honduras and is an asylum seeker and a member of a Escucha Mi
Voz. This month, they're going to be sharing a report that they did for City Council and the Johnson
County Supervisors about public health where they surveyed 481 immigrant workers in Johnson County.
Ninosko shared a copy of the report with the Commission and offered to come to a future meeting to
present on the report.
DISCUSS FY25 EMERGING AID TO AGENCIES (EA2A) FUNDING REQUESTS AND CONSIDER
BUDGET RECOMMENDATION TO CITY COUNCIL:
Reedus noted there was comment in the staff recommendations regarding an agency shouldn't receive
funds more than two years, but she could not find any documentation that was a rule so if it wasn't a
written/published rule she doesn't think it should be something they adhere to. Kubly replied she it isn't a
formal rule rather it is something they use to determine their recommendation.
Reedus stated that if they are going to use that type of thing, it should be a published rule as it helps keep
things transparent and helps in making decisions. She doesn't want agencies applying for money and
spending all that time doing applications if they're not eligible. Kubly noted in the application there is the
language that states the funding is not intended to be an ongoing source of funding. Thul stated that the
memo includes staff recommendations — the issue is not that they are ineligible. If the Commission wants
to recommend funding they certainly could.
Dennis asked if agencies not funded could then apply for Legacy funding. Reedus replied no and stated
then that's the problem. There's a funding cliff. If they get funds for Emerging Agencies for two years, they
die on the cliff unless they're accepted to be a Legacy Agency. She noted they have three organizations
offering services to immigrants, non -documented folks, which is becoming quite an issue. If they were to
receive funds for two years, what happens in another two years and they have no place else to go? They
don't have the ability to get Emerging Agency funds and the Legacy group is a closed group.
Vogel stated on the other side, he likes it as a guideline and they have to put a limit on what an Emerging
Agency needs to be and at what point are they no longer Emerging. He noted in Iowa City there are
hundreds of organizations and agencies that exist and could obviously use some assistance and there's
absolutely a finite amount of funds, both in Legacy and Emerging. Yes there is a cliff, but the cliff is
supposed to be, here's the City helping organizations get started. Then they have a couple years of being
able to hire the people and get to the next point where they need to do fundraising and find private donors
or other grant opportunities. The City is helping organizations get started but there isn't just an ongoing
source of funds.
Reedus stated it takes a whole lot more than two years to develop the resources to be able to raise
money in a nonprofit organization, to have one development director for an organization is going to be
upwards of $50,000 plus benefits. Additionally, the resources and raising money in Iowa City and
Johnson County is not easy.
Reedus stated she will not pull back her recommendation for Healthy Kids School-based Clinics because
she thinks it's a needed organization. Next month they will have a report from the subcommittee that's
been working on Aid to Agencies funding and they need to take a look at the cliff and need to work further
and decide if they're going to keep the closed group of Legacy Agencies or if they're going to change the
whole thing. Cutting an organization off after two years with no other resources is going to be problematic.
These organizations are asking for money for issues that aren't going to go away in the community, and
they aren't likely to be able to develop the resources to raise the money that they're going to need.
Dennis noted staff shared the rankings of who got the highest rankings and HCDC has to provide a
recommendation based on the information they have. She noted if the minimum allocation is $5,000 then
they could just allocate $5,000 to the top seven or so.
Housing and Community Development Commission
March 21, 2024
Page 4 of 8
Szecsei asked if there are updates to see where agencies are that did receive funding for two years and
then were cut off - do they actually find funding elsewhere to stay alive? Kubly stated they do collect
semiannual reports from these agencies funded. Staff could do a better job providing those to the
Commission. Szecsei stated she like to see a report two years after they receive funding to see if they
actually do succeed or fall off the cliff.
Vogel stated the $5,000 minimum needs to change, if they give the top seven $5,000 then that leaves
$2,000 for someone else and that's below the minimum.
Dennis noted the number one ranking was Iowa City Compassion so they could give them $6,000, and
the next highest (TRAIL) $5,500, and Escucha Mi Voz and Sober Living $5,000 each.
Reedus asked about the Visiting Nurses Association, when the Commission was discussing Legacy
Agencies it was stated they didn't want to get into third party revenue organizations. She stated Visiting
Nurses Association is not one of those organizations, they get a lot of revenue and feels HCDC
allocations can't make a dent into making up for lost funds for the Visiting Nurses Association because
they're not getting reimbursed enough. They're a pretty large organization and she thinks they need to put
more money into programs that are helping the immigrant population. Reedus also thinks Healthy Kids
should receive $5,000.
Vogel noted additionally with Iowa Legal Aid, they get quite a bit of other assistance through the City and
most of their assistance is from State funding. They do great work but they're not really an Emerging
Agency - they're a well-established agency.
Dennis stated the National Visiting Nurses Association has also been around for about a hundred years.
Reedus noted in the staff recommendation there was a comment about the Immigrant Welcome Network
of Johnson County being too new and asked when they incorporated. Kubly replied she is not sure, but it
was sometime last summer. Reedus asked same with Iowa City Sober Living, when did they incorporate.
Again, Kubly is not sure, but they did apply for Emerging Agency funds last year..
The Commission continued to discuss the organizations and possible allocations.
Vogel asked if the $5,000 minimum was a decision made by HCDC or if it was a statutory thing. Kubly
replied that it is in the rules that have been adopted by Council but did come from a recommendation from
HCDC.
Beining would like to see more funds going to immigrant organizations as that is so needed in the
community. Additionally, he supports Sober Living and the health benefits they support, it's a newer
organization and just starting.
Vogel moved to recommend the following recommendations for Emerging Aid to Agencies:
FY25
Staff
HCDC Average
March EA2A Group
Agency/Project
Request
Recommendations
Recommendations
Funding
Recommendations
Iowa City
$15,000
$7,500
$6,583
$6,000
Compassion
TRAIL
$12,000
$6,000
$5,500
$5,500
Escucha Mi Voz
$15,000
$7,500
$5,167
$8,000
Iowa City Sober
$10,000
$5,000
$4,583
$7,500
Living
Housing and Community Development Commission
March 21, 2024
Page 5 of 8
Visiting Nurses
$15,000
$5,500
$4,167
$0
Association
Iowa City
$15,000
$5,500
$3,750
$5,000
Hospice
Immigrant
$15,000
$0
$2,500
$0
Welcome
Network of
Johnson County
Healthy Kids
$15,000
$0
$2,167
$5,000
School Based
Clinics
Iowa Legal Aid
$12,500
$0
$1,500
$0
Total
$124,500
$37,000
$36,917
$37,000
Dennis seconded the motion.
A vote was taken and the motion passed 4.1 (Reedus dissenting).
Reedus noted the staff report with the risk factors being reported was really good, however, it didn't have
a place in the scoring so she would recommend that it go into scoring. She stated if there's no risk, an
organization should gain points, but if they do have risk factors that the City has identified, there should
be a negative impact to the score. That would make the risk factor scoring meaningful.
Vogel acknowledged this year seemed easier than previous years as far as the scoring, likely due to
some of the change implemented that came from discussions with the subcommittee and making those
sections clearer on age groups and percentages.
Dennis noted it's really interesting that a lot of the scores were very similar from staff and from the
Commissioners who scored.
Reedus does think that the final scores should mean something in terms of the funds awarded and stated
Iowa City Housing Authority has the highest score, then Shelter House for Commissioners and staff
scored the Housing Fellowship higher than Shelter House.
The Commissioners discussed the distribution of the HOME funds first awarding Iowa City Housing
Authority —Tenant Based Rental Assistance the full request of $300,000. For Shelter House
commissioners asked what portion of the project is not eligible for HOME funds. Thul responded and the
commission settled on an award of $85,327 leaving $144,673 for The Housing Fellowship. Although
United Action for Youth was eligible for HOME funds, they scored the lowest, across the board, so the
commission did not give them funding.
Moving on to CDBG funding, Vogel noted the Neighborhood Centers of Johnson County is asking for
$65,000 but staff only recommended $34,000. Thul explained there was a portion of the project that
would be ineligible for CDBG.
The Commission again discussed United Action for Youth and were generally in agreement to not fund
them this round.
Housing and Community Development Commission
March 21, 2024
Page 6 of 8
The Commission agreed to fund Neighborhood Centers of Johnson County the $34,000. That left
$190,000 to allocate and it was decided to allocate it to The Housing Fellowship. Beining noted its
increasing the actual base of affordable housing. Reedus agreed and stated the community has a need
for housing for larger families, that's been identified for a couple of years.
The Commission also decided not to fund DVIP as they are in the middle of a big project and it's going to
be tough for DVIP to get all that done.
Vogel moved to recommend to Council the following recommendations for CDBG/HOME funds:
Reedus seconded the motion.
A vote was taken and the motion passed 5.0.
STAFF & COMMISSION UPDATES:
Thul stated next month's meeting will be April 18 and will include a presentation from the Aid to Agency
subcommittee which will be the final report. Also, every March there is a spending deadline for projects
that were funded with CDBG so if there are projects that are behind schedule, staff will bring those
updates to the Commission for review.
HCDC
Request
Staff Recommendations
Individual
March HCDC Meeting
Score
Recommendations
Summary
Staff
Staff
HCDC
HCDC
HCDC
Agency/Project
FY25
Staff
CDBG
HOME
Avrage
CDBG
HOME
Request
Score
Funding
Funding
Sceore
Funding
Funding
Rec.
Rec.
Rec.
Rec.
Iowa City
Housing
Authority -
$300,000
320
NA-
$300,000
295
NA
$300,000
Tenant Based
94%
ineligible
ineligible
Rental
Assistance
Shelter House -
$93,523
270
$0
$0
272*
$0
$857327
Rental Rehab
79%
The Housing
Fellowship -
$4207000
287
$1907000
$2307000
267
$1907000
$1447673
Rental
84%
Acquisition
Neighborhood
Centers of
NA-
NA -
Johnson County
$657000
76 %
$347000
ineligible
261
$34,000
ineligible
- Public Facility
Improvements
DVIP - Rental
New
$304,250
76°o
ineligible
$0
252
ineligible
$0
Construction
United Action
for Youth -
$200,000
211
$0
$0
236
$0
$0
Rental
62%
Acquisition
Total
$1,382,773
NA
$224,000
$530,000
NA
$224,000
$530,000
Reedus seconded the motion.
A vote was taken and the motion passed 5.0.
STAFF & COMMISSION UPDATES:
Thul stated next month's meeting will be April 18 and will include a presentation from the Aid to Agency
subcommittee which will be the final report. Also, every March there is a spending deadline for projects
that were funded with CDBG so if there are projects that are behind schedule, staff will bring those
updates to the Commission for review.
Housing and Community Development Commission
March 21, 2024
Page 7 of 8
Thul stated there are three people on the Commission that have terms ending in June: Reedus, Beining
and Krotz. If they want to reapply for the Commission they can do so online.
Kubly stated they found out this week that the HOME -ARP allocation plan was finally approved after
several amendments, HUD approved it on Monday so they are excited to start those projects with Legal
Aid, DVIP and Shelter House.
Kubly noted that Thul just received a promotion that was approved by Council this week as a Senior
Planner. Kubly also wanted to share they have a couple of vacant positions in their division, there is a
vacancy for the housing rehab specialist who administers CDBG and HOME funds for owner occupied
rehab, as well as a housing inspector or rental inspector position will be posted soon.
Beining plans to attend the Johnson County Affordable Housing Coalition affordable housing project bus
tour and can give an update in April.
ADJOURNMENT:
Reedus moved to adjourn, Dennis seconded the motion, a vote was taken and the motion passed 5-0.
Housing and Community Development Commission
March 21, 2024
Page 8 of 8
Housing and Community
Development Commission
Attendance Record 2023-2024
Name
Terms Exp.
1/19
2/16
3/30
4/20
5/18
7/20
9/21
10/19
11/16
3/21
Beining, Kaleb
6/30/24
X
O/E
X
X
O/E
X
X
X
X
X
Dennis, Maryann
6/30/25
X
X
X
O/E
X
X
O/E
X
X
X
Haylett, Jennifer
6/30/25
X
X
O/E
X
O/E
O/E
X
X
X
O/E
Krotz, Karol
6/30/24
X
O/E
X
X
X
X
Mohammed, Nsar
6/30/23
X
X
X
O/E
O/E
X
X
X
X
Reedus, Becci
6/30/24
X
X
X
X
X
X
Vogel, Kyle
6/30/26
O/E
X
X
O/E
X
X
X
O/E
X
X
Eckhardt, Michael
6/30/25
X
X
X
X
O/E
O/E
X
O/E
X
O/E
Patel, Kiran
6/30/26
O/E
X
X
X
X
X
X
X
O/E
Pierce, James
6/30/26
X
Szecsei, Denise
6/30/25
--
--
--
--
--
--
X
X
Borgen, Horacio
6/30/25
--
--
--
--
--
--
O/E
Resigned from Commission
Key--
X
ey:
X = Present
O = Absent
O/E = Absent/Excused
--- = Vacant
Prepared by: Erika Kubly, Neighborhood Services, 410 E. Washington St., Iowa City, IA 52240 319-356-5230
Resolution No. 24-178
Resolution allocating human services Aid to Agencies funding for Fiscal Year
2025, July 1, 2024 — June 30, 2025.
Whereas, the City of Iowa City budgeted for aid to local human services agencies; and
Whereas, assistance to human services agencies who serve low-income residents of the Iowa City is
considered a benefit to the community as a whole; and
Whereas, the amount of aid proposed to be allocated, $770,445, is budgeted as Aid to Human Service
Agencies ($650,445) and, Community Development Block Grant funds ($120,000) in the FY25 Budget;
and
Whereas, FY24 Legacy Agency funding allocations are renewed for FY25 based on a two-year funding
cycle in accordance with City Steps 2025; and
Whereas, the Housing and Community Development Commission recommended FY25 allocations of
Emerging Aid to Agencies funding at its March 21, 2024 meeting; and
Whereas, the funds as recommended to be allocated herein are a public purpose.
Now, Therefore, be it resolved the by City Council of the City of Iowa City, Iowa, that:
1. The funding recommendations, Exhibit A, are hereby adopted.
2. The City Manager is hereby authorized to execute agreements for Aid to Agencies with the
organizations identified in Exhibit A.
Passed and approved this 18th day of June
Ma r
Attest:'L:4 L �
Chy Clerk
2024.
Approved by
City Attorn 's ffice
(Sue Dule - 06/12/2024)
Resolution No. 24-178
Page 2
Moved by Alter , seconded by Bergus ,
that the Resolution be adopted and upon roll call there were:
AYES: NAYS: ABSENT: ABSTAIN:
X Alter
X Bergus
X Dunn
X Harmsen
X Moe
X Salih
g Teague
EXHIBIT A
Legacy• to Agency
Funding FY25 Allocation
Shelter House
$100,647
Neighborhood Centers of Johnson County
$70,601
CommUnity Crisis Center and Food Bank
$69,679
Free Medical Clinic
$40,344
Domestic Violence Intervention Program
$60,515
United Action for Youth
$34,796
Table to Table
$40,344
Big Brothers Big Sisters
$27,358
Iowa Valley Habitat for Humanity
$27,261
4Cs Community Coordinated Child Care
$28,240
Pathways Adult Day Health Center
$15,129
Houses into Homes
$15,129
Rape Victim Advocacy Program
$28,240
Horizons
$38,326
Inside Out Reentry
$31,266
Arc of Southeast Iowa
$22,592
HACAP
$27,504
Dream City
$25,215
Free Lunch Program
$15,129
Center for Worker Justice
$15,129
Total $733,444
Emerging Aid to Agency
Agency/Project
Funding
FY25 Allocation
Escucha Mi Voz
$8,000
Iowa City Sober Living
$7,500
Iowa City Compassion
$6,000
TRAIL
$5,500
Healthy Kids School Based Clinics
$5,000
Iowa City Hospice
$5,000
Immigrant Welcome Network of Johnson Count
$0
Iowa Legal Aid
$0
Visiting Nurses Association
$0
Total $37,000