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Home My WebLink About2025-01-07 ResolutionItem Number: 5.b. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution approving applications for retail tobacco, tobacco products, alternative nicotine products, vapor products, and device retailer permits, as required by Iowa Code 453A.47A and Senate File 345. Prepared By: Kellie Grace, City Clerk Reviewed By: Jennifer Schwickerath, Assistant City Attorney Fiscal Impact: N/A Staff Recommendation: Approval Attachments: Resolution Executive Summary: Pursuant to Iowa Code §453A.47A, a retail permit is required to sell tobacco, tobacco products, alternative nicotine products, or vapor products at any place of business or through delivery sales. All permits provided for in Iowa Code §453A.47A expire on June 30 of each year and require payment of the applicable fee established in Iowa Code §453A.47A(7). The Iowa Department of Revenue implements the retail permit requirements of Iowa Code §453A.47A. The City Clerk's Office issues all permits for retailers located within city limits. As part of the retail permit process, the Iowa Department of Revenue requires applications be approved by the City Council once the City receives the completed application and appropriate fee is paid. Background / Analysis: During the 2024 legislative session, the Iowa legislature enacted Senate File 345, which regulates and taxes the sale of devices effective January 1, 2025. Per the legislation, a "device" is defined as any equipment or product, made in whole or in part of glass or metal, that is designed for use in inhaling through combustion tobacco, hemp, other plant materials, or a controlled substance. A device retailer shall only display and sell devices in a location of a retail outlet where the device retailer ensures that the devices are not visible to a person younger than twenty-one years of age and where no person younger than twenty-one years of age is present or permitted to enter at any time. Based on this legislation, we have included 'device' in the permit approval resolution and will indicate the permit type for which each business has applied. � r t �g A' rN City Council Supplemental Meeting Packet rt.as._ CITY OF IOWA CITY January 6, 2025 Information submitted between distribution of the meeting packet on Thursday and 3.30 pm on Monday. Late Handout(s) 5.b. Tobacco and Device Retailer Permits - New - See revised resolution. January 6, 2025 City of Iowa City --�f5.6 Late Handouts Distributed Prepared by: Wendy Mayer, License Specialist, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5042 Resolution Number: (Date) Resolution approving applications for retail tobacco, tobacco products, alternative nicotine products, vapor products, and device retailer permits, as required by Iowa Code 453A.47A and Senate File 345. Whereas, applications for Tobacco/Tobacco Products/Alternative Nicotine Products/ Vapor Products/Device Retail permits have been submitted and filed with the City Clerk; and Whereas, the applicants have filed the proper application and fees as required by the Iowa Department of Revenue; and Whereas, applications are presented to City Council for approval. Now, Therefore, be it Resolved by The City Council of Iowa City, Iowa, That: Section 1. The City Clerk is hereby authorized and directed to issue a permit to the following named applicants and locations to sell the following products: Effective from: January 8, 2025 to June 30, 2025. Business Name Business Address Permit Type Case 's #4589 2790 N Dodge St Retail Tobacco Up In Smoke 208 N Linn St. Device Retailer Passed and approved this Mayor Attest: City Clerk day of 20 Approved by City Attorney's Office (Jennifer Schwickerath — 1/06/2025) 5.b Prepared by: Wendy Mayer, License Specialist, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5042 Resolution Number: Res o tion approving applications for retail tobacco, to�bao products, alterna 've nicotine products, vapor products, andice retailer permits, required by Iowa Code 453A.47A and S ate File 345. Whereas, applic ions for Tobacco/Tobacco Prod ucts/Alterna ' e Nicotine Products/ Vapor Products/D ice Retail permits have been sub mitted nd filed with the City Clerk; and Whereas, the applicants ave filed the proper appl/oond fees as required by the Iowa Department of Reve e; and Whereas, applications are Now, Therefore, be it Resolved Section 1. The City Clerk is hereby following named applicants and loc Effective from: January 8, to City C9Gncil for approval. ncil of Iowa City, Iowa, That: rized and directed to issue a permit to the ,to sell the following products: June 3& 2025. Business Name usiness AddrAt Permit Type Case 's #4589 2790 N Dodge St Retail Tobacco Almost Paradise Vapor & Tobacco 355 S Linn St Device Retailer 20 Approved by City Attorney'XOffice (Jennifer Schwickerath 12/31/2024) Prepared by: Wendy Mayer, License Specialist, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5042 Resolution Number: 25-01 Resolution approving applications for retail tobacco, tobacco products, alternative nicotine products, vapor products, and device retailer permits, as required by Iowa Code 453A.47A and Senate File 345. Whereas, applications for Tobacco/Tobacco Products/Alternative Nicotine Products/ Vapor Products/Device Retail permits have been submitted and filed with the City Clerk; and Whereas, the applicants have filed the proper application and fees as required by the Iowa Department of Revenue; and Whereas, applications are presented to City Council for approval. Now, Therefore, be it Resolved by The City Council of Iowa City, Iowa, That: Section 1. The City Clerk is hereby authorized and directed to issue a permit to the following named applicants and locations to sell the following products: Effective from: January 8, 2025 to June 30, 2025. Business Name Business Address Permit Type Case 's #4589 2790 N Dodge St Retail Tobacco Up In Smoke 208 N Linn St. Device Retailer Passed and approved this 7 th day of Janua Mayor pro TeMZ Attest: l ' ! ' �_ City Clerk 2025 Approved by / G ' City Attorne s Office (Jennifer Schwidkerath—1/06/2025) Resolution No. 25-01 Page 2 It was moved by MOe and seconded by Alter the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus Vacant x Harmsen x Moe x Salih X Teague Item Number: 6.b. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution approving eligibility for a tax exemption on an improvement project on commercial property located at 1650 Willow Creek Drive, Iowa City, Iowa, pursuant to the Highway Commercial Urban Revitalization Plan. Prepared By: Rachel Kilburg Varley, Economic Development Coordinator Reviewed By: Geoff Fruin, City Manager Eric Bigley, Assistant City Attorney Fiscal Impact: 100% tax exemption on the new value added for a period of three years, subject to the determination of eligibility by the City Assessor. Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Application - 1650 Willow Creek Dr Min. Assessment Agreement Executive Summary: In spring of 2021, City Council adopted the Highway Commercial Urban Revitalization Plan which allows for tax abatement on the improvement value of commercial property if that improvement adds at least 15% in new taxable value to the property. The property owner of 1650 Willow Creek Drive began construction of two new 10,500sf and 12,OOOsf commercial flex buildings in November 2024 and estimates construction completion in February 2025. The property owner has applied for City Council approval of these improvements so that it may be eligible for the 3-year property tax abatement allowed under the Plan. Background / Analysis: The Highway Commercial Urban Revitalization Plan was adopt ed to encourage the revitalization of commercial activity in the Revitalization Area by creating property tax incentives to reinvest in non-residential commercial activities through rehabilitation, additions or new construction. The Area is along the highway corridors, not typically incentivized through urban renewal efforts such as TIF. Eligible applications for tax abatement receive a 100% tax abatement on the new value created for 3 years, after which the full property tax bill will ensue. The goal of the program was to spur reinvestment in older building stock and new construction while incentivizing property owners and building the tax base. Property owners will still pay property taxes on land value and any building value prior to the improvement. Eligible projects must be approved by the City Council. Mark Lynch, owner of 1650 Willow Creek Drive, is seeking approval of his project which will construct a 10,500sf commercial flex building and a 12,OOOsf commercial flex building. One building will serve Anaman Concierge as the tenant, enabling this local business' regional growth. The owner expects to invest approximately $2.4 million into the project and will receive a 3- year 100% tax exemption only on any new value of the building generated by the improvements. The exemptions remain subject to the determination by the City Assessor that the improvements increased the real estate value by at least 15% and constitute "Qualified Real Estate" as defined in the Plan. However, the Minimum Assessment Agreement, as required by State law for any commercial property seeking tax abatement, sets the minimum actual value at no less than $2,587,500, including $241,000 for the land and $2,346,500 for the building improvements. The property owner will still be responsible for property taxes on the land value for those 3 years, and after 3 years, will pay full taxes on both land and improvements. Prepared by: Rachel Kilburg Varley, Econ. Development Coordinator, 410 E. Washington St, Iowa City, IA 52240 (319) 356-5248 Resolution No. 25-02 Resolution approving eligibility for a tax exemption on an improvement project on commercial property located at 1650 Willow Creek Drive, Iowa City, Iowa, pursuant to the Highway Commercial Urban Revitalization Plan. Whereas, the City has adopted the Highway Commercial Urban Revitalization Plan, pursuant to Chapter 404 of the Code of Iowa, designating the Highway Commercial Urban Revitalization Area ("Revitalization Area") as an economic development area appropriate for commercial and industrial enterprises; (Resolution 21-106, passed April 20, 2021, and recorded in Book 6213, Page 179-230 of the records of the Johnson County, Iowa Recorder); and Whereas, the primary objective of the Plan is to encourage the revitalization of commercial activity in the Revitalization Area by creating a property tax exemption incentive to reinvest in non- residential commercial activities through rehabilitation, additions or new construction; and Whereas, the Plan allows for a three year property tax exemption on actual valued added to Qualified Real Estate by Eligible Improvements that result in at least a 15% increase in the actual value of the real estate, as defined and detailed in the Plan; and Whereas, pursuant to the Plan, an application shall be filed for each new exemption claimed and be approved by the City Council; and Whereas, Mark Lynch (Owner) is the owner of commercial property locally known as 1650 Willow Creek Drive, located within the Highway Commercial Urban Revitalization Area, upon which Owner will construct two new flex buildings (10,500sf and 12,000sf) to serve Anaman Concierge; and Whereas, the estimated cost of the improvement project is $2,400,000, with the project completed in 2025 and fully assessed as of January 1, 2026; and Whereas, Owner and the City of Iowa City have entered into a Minimum Assessment Agreement providing that upon substantial completion of the Eligible Improvements, the Minimum Actual Value fixed for assessment purposes for the Eligible Improvements and the Property (building and land value) in the aggregate shall be not less than $2,587,500, before rollback, including a minimum assessment of $2,346,500 on the improvements (land value not included). Whereas, this property is not located within an Urban Renewal Area and has not received either direct or indirect benefits financed through a tax increment financing program. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: Section 1. The improvement project described in the attached application is in conformance with the Highway Commercial Urban Revitalization Plan and Iowa Code Chapter 404, is located within the Revitalization Area, and the improvements will be completed while the Revitalization Area was so designated. The improvements described in the application are Resolution No. 25-02 Page 2 hereby approved as being eligible for a tax exemption under said Plan subject to the physical review of the property and determination by the City Assessor that the completed project increases the value of the real estate by at least the requisite 15% in accordance with the Minimum Assessment Agreement and constitutes Qualified Real Estate, as defined in and required by the Plan and Iowa Code Chapter 404. Section 2. The attached Minimum Assessment Agreement for 1650 Willow Creek Drive is hereby approved in substance, and the Mayor is hereby authorized to execute and the City Clerk to attest to said Agreement. Section 3. The City Clerk shall forward a certified copy of this resolution to the City Assessor by March 1, 2025, indicating that the Plan authorizes all Qualified Real Estate to be eligible to receive a one hundred percent exemption from taxation on the actual value added by the improvements for a period of three years, all as indicated in Iowa Code Section 404.3(3) and the Plan. Passed and approved this 7th day of January 12025 Attest: City Clerk Approved: . City Attor y (Eric Bigley — 12/06/2024) It was moved by Moe and seconded by Alter be adopted, and upon roll call there were: AYES: NAYS: ABSENT: the Resolution X Alter x Bergus Vacant X Harmsen X Moe X Salih X Teague Application Date 11115/2024 Owner Information Name* Mark Lynch Address* Street Address 2530 Corridor Way Suite 200 Address Line 2 City State / Province / Region Coralville IA Postal / Zip Code Country 52241 United States Email * markedlynch@hotmail.com Phone 3193310409 Tenant Information Name* Felix Anaman Address* Street Address 2461 10th St Suite 308 Address Line 2 State / Province 1 Region City Coralville IA Postal / Zip Code Country 52246 Johnson Email * anamaning@gmail.com Phone (319) 382-5839 Will this tenant 6e required to vacate the premises during the project?* Yes No Will this tenant return to the property upon completion of the project? Yes No Project Information Address of Property Seeking Exemption* Street Address 1650 Willow Creek Drive Address Line 2 City Iowa City Postal I Zip Code 52246 Estimated or actual project start date* 11 /1 /2024 Estimated or actual date of completion: 2/28/2025 Estimated or actual cost of improvements* $ 2,400,000.00 Have you obtained building permits?* Yes No State / Province / Region IA Country Johnson Applicants must obtain all necessary permits and ensure all inspections are conducted and passed. If your project is complete, all permits must have a passing final inspection. ifyou have questions on building permits, please call Building Services at 31 G-356-5122. Building Improvements* Please describe project in general Two new construction flex buildings. Please check any of these specific energy efficiency measures you are making LEED (Leadership in Energy and Environmental Design) construction Investment in renewable energy (e.g., solar, wind geothermal) Use of electric appliances and equipment in lieu of natural gas where possible Please describe any other energy efficiency improvements that you will be making I certify that all information in this application is true and complete to the best of my knowledge, and that I have read and understand the Highway Commercial Revitalization Plan* Acknowledge Signature * sgr2i.� l��k MINIMUM ASSESSMENT AGREEMENT THIS MINIMUM ASSESSMENT AGREEMENT _C'Minimum Assessment Agreement" or "Assessment Agreement") is dated as of 5 2024; 5y and behveen the CITY OF IOWA CITY, Iowa (the 'City"), an Iowa municipal corporation; MARK LYNCH. PROPERTY OWNER OF 1650 WILLOW CREEK DRIVE, IOWA CITY, IOWA 52246 ('Owner'); and the CITY ASSESSOR of the City; of Iowa City ("Assessor") 'Alhereas, consistent with the provisions of the City's Highway Commercial Urban Revitalization Plan (the "Plan"), the Owner has submitted an Application for `fax Exemption dated as of November 15, 2024 (the "Application") regarding certain commercial real estate owned by Owner and located in the Highway Commercial Revitalization Area, which real estate is legally described as follows: Lot 6, Barker's Second Subdivision, Iowa City. Iowa, according to the plat thereof recorded in Book 17, Page 62, Plat Records of Johnson County, Iowa. excepting therefrom those portions described as Auditor's Parcel 98064 recorded in Book 39, Page 29, and as Auditor's Parcel 990?1 recorded in Book 40, Page 302, Records of Johnson County, Iowa; (the 'Properly"); Whereas, the Application describes certain improvements that have been or are proposed to be constructed cr the Property the "Eligible Improvements"), and lNfhereas, pursuant to lov a Code Section 404.3C, the City and Owner desire to establish a Minimum Actual Value for the Eligible Improvements and Property following completion of the Eligible Improvements for the duration of the tax exemption requested by the Owner by submission of the Application, under the provisions of the Plan; and Whereas, the Iowa City Assessor has reviewed the preliminary plans and specifications for the Eligible Improvements that are contemplated to be constructed. Now, therefore, the parties to this Minimum Assessment Agreement, in consideration of the promises, covenants and agreements made by each other, do hereby agree as follows: Upon substaritial completion of construction of the Eligible Improvements, but in no event later than January 1 of the first full Assessment Year after construction improvements have been completed, the Minimum Actual Value fixed for assessment purposes for the Eligible Improvements and the Property (building and land value) in the aggregate shall be not less than $2,587,500, before rollback, including a minimum assessment of $2,346,500 on the improvements (land value not included). The parties hereto acknowledge and agree that subject to the occurrence of any Unavoidable Delay construction of the Minimum Improvements will be substantially completed on or before December 31, 2025. The Minimum Actual Value shall terminate and be of no further force or effect as of December 31 three years after the first Assessment Year this Minimum Assessment Agreement takes effect ("Assessment Termination Date"). Upon the Assessment Termination Date, this Minimum Assessment Agreement shall no longer control the assessment of the Property. 2. This tlinimum Assessment Agreement shall be promptly recorded by the City with the Recorder of Johnson County, Iowa. Such filing shall constitute notice to any subsequent encumbrancer of the Property for part tnereof;, whether voluntary or involuntary, and this Minimum Assessment Agreement shall be binding and enforceable :n its entirety against any such subsequent encumbrancer, including the holder of any mortgagc Owner shall pay all costs of recording. 3. This Minimum Assessment Agreement shall be binding upon and inure to the benefit of and be enforceable by the parties hereto and their respective successors and permitted assigns. 4 Nothing herein shall be deemed to prohibit the City Assessor from assigning a higher actual value to the eligible Improvements and the Property. nor to waive the rights of Owner from seeking administrative or legal remedies to reduce the actual value assignment made by the Assessor in excess of the Minimum Actual Value established herein. In no event, however. shall Owner seek to reduce the actual value to an amount below the Minimum Actual Value established herein during the term of this .Agreement This Minimum Assessment Agreement may be amended or modified and any of its tz,rrns, GOvenants, representations, warranties or conditions waived, only by a vrritten instrument executed by the parties hereto, or in the c se of a waiver, by the party waiving compliance 5 Owner contemplates that a portion of the Property will be submitted to the horizontal property regime as condominium units Owner agrees that at the time of the execution of the declaration required by Chapter A99B of the Code of Iowa, an attachment to the declaration will be executed by Owner, the City, and the City Assessor allocating a portion of the Minimum Actua Value to each unit. 6. If any term, condition or provision of this Minimum Assessment .Agreemen- is for an reason held to be illegal, invalid or inoperable, such illegality, invalidity or inoperability shall not affect the remainder hereof. which shall at the time be construed and enforced as if such illegal or invalid or inoperable portion were not contained herein i. Unavoidable Delay means delays resulting from acts or occurrences outside the reasonable control of the party claiming the delay including but not limited to storms, floods, fires, explosions or other casualty losses, unusual weather conditions, strikes, boycotts; lockouts or other labor disputes, litigation commenced by third parties, or the acts of any federal, state. or local governmental unit (other than the City with respect to the City's obligations). 8. The Minimum Actual Value hereir established shall be of no further force and effect and this Minimum Assessment Agreement shall terminate pursuant to the Assessment Termination Date se` forth in Section 1 above (Signature pates follovil) PROPERTY OWNER Mark Lynch, OWNER BY:`�- OWNER ACKNOWLEDGEMENT S, ATE OF --- j1 ) SS COUNTY OF s� IYI�CCf1 ) This record was acknowledged before mr: on this J �_- day of _ 2024, by Y'\-- ) as the OWNER of the PROPERTY., on behalf of whom the record was executed. 17 ' � I S T I N A 3 U R N S-.._.._._. �-.� _....._ i --- ---•� � s� �Notary Public in and for said sate A -n•gsionNumber B45670 a .�mmiss:on Expires nnrary 02. 2026 CERTIFICATION OF ASSESSOR The undersigned, having reviewed the plans and specifications for the Eligible Improvements to be constructed, and being of the opinion that the minimum actual value contained in the foregoing Minimum Assessment Agreement appears reasonable, hereby certifies as fo€lOWS: The undersigned Assessor, being legally responsible for the assessment of the above described property upon completion of the improvement to be made on it, certifies that the actual value assigned to that land and improvements upon completion shall be not less than $2,587,500, Of this amount, $241.000 is determined to be the value of the land and $2,346,500 the value of the buildings thereon until terminatiom of this min mum Assessment Agreement pursuant to the terms hereof. Iowa City Assessor Date 51fA7 E OF IOWA j )SS COUNTY OF [COUN T yj j Subsvribed and sworn to before me by Iowa City Assessor, on this v Via° ` day of Notary public for the State_ of Iowa v CA.Ni)y J SLLERY Camm'Mion tltumber770288 My Commission E*ires �oa� OcWbar24,2026 Consistent with Iowa Code §404.3C, a copy of Iowa Code §404.3C is attached, as follows 1.For revitalization areas establislled under this chaptor url or after tie Uffcctve date of this division of this Act and `or first -year exemption applications for properly located In a revitalization area in existence on the effective dal= of this division of this Act filed on of after the affective date of this division of this Act, commercial property shall not receive a lax exemption under this chapter unle.sa the city or county, as applicable, and the owner of the qualified real estate enter into a written assessment ayraarnent specifying a minimum „dual value until a specified Iwrnrnation dale for the duration of the exemption period. 2 a. The assessment agreement shall be presented to the appropriate assessor. The assessor shall revie-w the plans and specifications for the improvem-e is to be made to the property and if the minimum act_ -al value contained in tle assessment agreement appears tc be ressor.able, the assessor shall execute tale follo+vinq cerii7caliorl upon the agreement The undersigned assessor, being legally responsible for the ass-2ssmeni of the above desciibed properly upon. corrrpie[ion of the improvements th be mado on it. certifies that :he actual value assigned to that land and improvements upon completioli shall not ba less lhanS ......... b. The assessment agreement vilth vie ceiikcalion of the assessor and a copy of this subsection shall be filed in the office of the county r oorcier of the county where the property is located Upon cornpletion of the improvemenis, the assessor shall vaiuo the property as required by low, e>.cept that the actual v;xlile shall not be less than the minimum actual value contained in the assessment agrennient. This subsection does not prohibit the assessor tronl assigning e hiofter actual valuo to the property or prohibit the ovnlcr from :.eeking adttlinistrativo or legal remedies to reduce the actual value assigned except that the actual value shall not be reduced betew the minimum actual value GJntainad in the assessment ngreemenl. An assessor, courity audiloi, buard of review, direcicr of revenua, or rouri of this state shall not reduce or ordar the reduction of the actual value beluod the minimum actual value in the agreement during the tem-, of the agfecrniant rEgardle,SS of the actual value. Which slay result front the; incomplete construction all iniproveftlents, destruction or dirNnutior by any cause, insured or uninsured, except in the case of acquisition of reacquisition of the properly by a public entity. Recording of an assessment aereement :;omplyitie with this subsection: constitutes notice of the assessniarlt agreement to a subseeuent purchaser or encumbrancer of the land or any part of it, whelher voluntary or involuntary and is bin°dirg upon a subsequent purchaser or encumbrancer 022 17327-1 i595C4;-0'J9 CITY OF IOWA CITY, IOWA Uy------�.w�a Mayor Pro Tem ATTEST: ey Kell e Grace,' City Cleric CITY OF IOVdA CITY ACKN'011-EGGEMENT STATE OF IOWA ? iSS COUNTY OF JOHNSON i Ori this 7th day of January _, 20 before me a Notary Public in and for said State, personally appearedjA"a ,5d �, `t to Grace, to me petsonally known, who being duly sworn, did say that they are the Mayo 9n ' i y Clerk. respectively, of the City of Iowa City, Iowa. a ±jjunicipality created and existing under the laws cf the State of Iowa, and that the seal affixed to the foregoing instrument is the sea' of said IV:unicipaliiy, and that said instrument vas signed and s ale on behalf of said Municipality by authority and resolution of its City Council, and said May o�ni y Clerk acknowledged said instrument to be the free act and deed of said Municipality by it voluntarily axecuteJ e Notary Public in and for the State of low tio CONNIE MCCURDY z Commission Number B00 855110 My Commission Expires A0104, 2027 Item Number: 6.c. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for Bradford Drive Water Main Replacement Project. Prepared By: Alin Dumachi - Senior Civil Engineer Reviewed By: Jason Havel - City Engineer, Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $780,559.00 available in the Bradford Drive Water Main Replacement Project account #W3300 Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item awards the construction contract for the Bradford Drive Water Main Replacement Project. Five (5) bids were received prior to the December 19, 2024 bid date: Bidder Name City Bid Iron X, LLC Riverside, IA $780,559.00 Lynch's Excavating, West Branch, $817,837.00 Inc. IA Concise Earth Iowa City, IA $865,509.06 Construction, LLC Tschiggfrie Excavating Dubuque, IA $874,962.90 Co. Portzen Construction, Dubuque, IA $1,053,329.00 Inc. $900,000 Engineer's Estimate Staff recommends awarding the Project to Iron X, LLC of Riverside, Iowa. Background / Analysis: The existing water main dates back to 1956 and has reached the end of its useful life, having experienced 18 water main breaks. The project generally includes the replacement of water main on Bradford Drive between 1st Avenue and Arthur Street, on Louise Street between Bradford Drive and Wayne Avenue, and on Wayne Avenue between Wade Street and Arthur Street. Additionally, this project will install new ADA compliant curb ramps along Bradford Drive and Wayne Avenue. Project Timeline: Construction: April 2025 — September 2025 %I C', Prepared by: Alin Dumachi, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5143 Resolution No. 25-03 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Bradford Drive Water Main Replacement Project Whereas, Iron X, LLC of Riverside, Iowa, has submitted the lowest responsible bid of $780,559.00 for construction of the above -named project; and Whereas, funds for this project are available in the Bradford Drive Water Main Replacement Project account #W3300. 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 Iron X, LLC 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 7 th Attest day of January , 2025. Mayor Pro em Approved by L�=, ,A,-C"e� City Jerk It was moved by Moe and seconded by adopted, and upon roll call there were: City Attorneo O Ice-12/31/2024 Alter the Resolution be Ayes: Nays: Absent: X Alter _X Bergus Vacant X Harmsen X Moe X Salih X Teague Item Number: 6.d. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Court Street Reconstruction Project. Prepared By: Ethan Yoder - Civil Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $8,946,858.28 available in the Court Street Reconstruction account #S3946 Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item awards the Court Street Reconstruction Project. Three (3) bids were submitted prior to the December 18, 2024 deadline. Bidder Name City Bid Amount All American Concrete, Inc. West Liberty, IA $8,946,858.28 Portzen Construction, Inc. Dubuque, IA $9,973,255.75 Shekar Engineer, P.L.C. Des Moines, IA $10,907,568.74 Engineer's Estimate $9,600,000.00 All American Concrete, Inc. of West Liberty, Iowa submitted the lowest responsive, responsible bid of $8,946,858.28. Staff recommends awarding the contract for the Court Street Reconstruction to All American Concrete, Inc. Background / Analysis: Court Street is an important collector street that connects the east side of Iowa City to the downtown area. The project will replace aging street and sidewalk pavement that is in poor condition and upgrade public utilities. Project Timeline: Construction: February 2025 - Fall 2027 y4 Prepared by: Ethan Yoder, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5145 Resolution No 25-04 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Court Street Reconstruction Project Whereas, All American Concrete, Inc. of West Liberty, Iowa has submitted the lowest responsive, responsible bid of $8,946,858.28 for construction of the above -named project; and Whereas, funds for this project are available in the Court Street Reconstruction account # S3946. 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 All American Concrete, 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 7th day of January 1 , 20 25 . Mayor Pro T Attest: City Clerk (Approved by G City Attorne s Office -12/31 /2024 It was moved by floe and seconded by Alter the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: X Alter X Bergus Vacant X Harmsen X Moe X Salih X Teague Item Number: 6.e. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Fire Station 1 and City Hall 3rd Floor Renovation Project. Prepared By: Michelle Riedinger - Senior Facilities Design and Construction Manager Reviewed By: Jason Havel - City Engineer Juli Seydell Johnson - Parks and Recreation Director Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $575,000 available in the Rehab of Sleeping Areas and Alerting System Station 1 account #Z4413 and the City Hall — Other Projects account #R4129. Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item awards the Fire Station 1 and City Hall 3rd Floor Renovation Project. Five (5) bids were submitted prior to the December 19, 2024 deadline: Bidder Name Swanson Construction Co Selzer Werderitsch Associates Tricon Construction Reed Construction DSM Property Services Engineers Estimate City Bettendorf, Iowa Iowa City, Iowa Dubuque, Iowa DeWitt, Iowa Urbandale, Iowa Bid Amount $575,000.00 $698,240.00 $725,000.00 $790,000.00 Non -Responsive $900,000 Swanson Construction Co of Bettendorf, Iowa submitted the lowest responsive, responsible bid of $575,000.00. Staff recommends awarding the contract for the Fire Station 1 and City Hall 3rd Floor Renovation Project to Swanson Construction Co. Background / Analysis: To increase privacy and wellbeing for staff, the City desires to update Fire Station 1 sleeping areas, restroom facilities and wellness room. All other Iowa City fire stations have individual private sleeping areas for members. Additionally, as the Fire Station 1 facilities have aged, maintenance costs have increased. The 3rd Floor of City Hall was originally constructed in the late 1990s and has not been renovated since it was originally constructed. As the Engineering Division has grown, the space has become inadequate for current staffing levels. The proposed project will convert existing Engineering Division storage space into 4 offices, as well as new paint and carpet throughout the 3rd Floor. The project will also replace the current fluorescent lights with LED lights in accordance with the City of Iowa City Climate Action and Adaptation Plan. Project Timeline: Construction: January 2025 - July 2025 Prepared by: Michelle Riedinger, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5188 Resolution No. 25-05 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Fire Station 1 and City Hall 31 Floor Renovation Project Whereas, Swanson Construction Co of Bettendorf, Iowa has submitted the lowest responsive, responsible bid of $575,000.00 for construction of the above -named project; and Whereas, funds for this project are available in the Rehab of Sleeping Areas and Alerting System Station 1 account # Z4413 and the City Hall - Other Projects account # R4129. 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 Swanson Construction Co, 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 7th day of January A 20 25 Mayor Pro TfApproved by Attest City dlerk City Attor y's Office (Liz Craig - 01/02/2025) It was moved by Moe and seconded by Alter the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter X Bergus Vacant X Harmsen X Moe x Salih x Teague Item Number: 6.f. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Court Hill Trail — Beech to Scott Project. Prepared By: Tyler Olson - Civil Engineer Reviewed By: Jason Havel - City Engineer Juli Seydell Johnson - Parks and Recreation Director Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $211,747.47 available in the Court Hill Trail - Beech to Scott Replacement Project account #R4397 Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item awards the construction contract for the Court Hill Trail — Beech to Scott Replacement Project. This project generally includes the replacement of the existing trail between Beech Street and Scott Boulevard. The new trail would be constructed of concrete pavement, meet current ADA criteria, and provide many more years of continued use of the trail. Eleven (11) bids were submitted prior to the December 11, 2024 deadline: Bidder Name City Bid Amount All American Concrete West Liberty, Iowa $211,747.47 Eggleston Concrete Cedar Rapids, Iowa $214,996.05 Contractors Eastern Iowa Excavating & Cascade, Iowa $218,363.10 Concrete LLC Boomerang Corp. Anamosa, Iowa $237,815.96 Feldman Concrete Dyersville, Iowa $241,056.90 McComas-Lacina Iowa City, Iowa $242,631.00 Construction J&L Construction Washington, Iowa $245,806.45 Midwest Concrete Inc. Peosta, Iowa 1$249,208.58 C-2 Creative Concrete DeKalb, Illinois $258,774.47 Tschiggfrie Excavating Dubuque, Iowa $280,444.65 Streb Construction Coralville, Iowa Non -Responsive Engineers Estimate $265,283.50 All American Concrete of West Liberty, Iowa submitted the lowest responsive, responsible bid of $211,747.47. Staff recommends awarding the contract for the Court Hill Trail — Beech to Scott to All American Concrete. Background / Analysis: This Project will replace approximately '/4 mile of the Court Hill Trail from Beech Street to Scott Boulevard. This existing segment of trail is in poor condition and quickly approaching a state where it will become hazardous due to cracking and uneven surfacing. The new trail will replace the aged asphalt pavement with a full 10-ft wide concrete pavement. Improvements in storm water drainage will also be made with the addition of storm sewers and intakes to mitigate storm water and snow melt water flowing over the new trail. Improvements also include the reconstruction of the street and sidewalk connections at Beech Street and Scott Boulevard. Project Timeline: Construction: March 2025 - September 2025 Prepared by: Tyler Olson, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5146 Resolution No. 25-06 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Court Hill Trail — Beech to Scott Project Whereas, All American Concrete of West Liberty, Iowa has submitted the lowest responsive, responsible bid of $211,747.47 for construction of the above -named project; and Whereas, funds for this project are available in the Court Hill Trail - Beech to Scott account #R4397. 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 All American Concrete, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. 2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for construction of the above -named project, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. 3. The City Engineer and City Manager are authorized to execute change orders according to the City's Purchasing Policy as they may become necessary in the construction of the above -named project. Passed and approved this 7th day of January , 2025 Mayor Pro Attest City Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: Nays: Approved by City Atto ey's Office (Liz Craig - 01/02/2025) Alter the Resolution be Absent: X Alter X Bergus Vacant x Harmsen X Moe X Salih x Teague Item Number: 6.g. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution amending the budgeted positions in the Neighborhood Services Division of the Neighborhood and Development Services Department by adding one full-time Family Self - Sufficiency Coordinator position. Prepared By: Rachel Carter, Housing Administrator Reviewed By: Tracy Hightshoe, Director, Neighborhood and Development Services Erika Kubly, Neighborhood Services Coordinator Fiscal Impact: The annual cost of the position including salary and benefits is expected to be $107,267. Federal HUD FSS and Housing Choice Voucher Program administrative funds will cover the increased staffing costs. Staff Recommendation: Approval Commission Recommendations: NA Attachments: Resolution Executive Summary: The City has been awarded an increase in Family Self -Sufficiency (FSS) Program funds to expand the supportive services and case management provided to FSS participants. The current and projected FSS caseload requires staff time that cannot be absorbed at current staffing levels. Neighborhood Services is requesting a 1.0 FTE Family Self -Sufficiency Coordinator to administer the FSS program. Background / Analysis: The Family Self -Sufficiency Program through the Department of Housing and Urban Development (HUD) provides funding for FSS Coordinators to promote the development of local strategies to assist Housing Choice Voucher Program (HCVP) and Public Housing participants through case management and provision of resources. HUD also provides approximately $750,000 annually in escrow savings for Iowa City Housing Authority FSS participants to promote their self-sufficiency goals. The City of Iowa City's FSS Program currently has 130 participants. These participants are active HCVP clients who are working toward self-sufficiency goals such as completing higher education or job training, purchasing a home or vehicle, and other goals set with the FSS Coordinator annually. As their income increases, HUD matches the amount they pay for rent and that match is placed in a savings account. Participants can access those savings accounts once they meet their case management goals, and in some instances, during participation to remove barriers to achieving these goals for expenses such as car repairs, tuition, or employment costs. The FSS Coordinator provides resource referral and case management support in navigating the barriers participants may face. The City of Iowa City currently receives funding for two FSS Coordinators. In recent years, the FSS program participation rates have been significantly higher than are typical for two FSS Coordinators. With this increased staffing level, an additional 50-75 households will be served in the FSS Program annually. HUD has recommended expansion to three Coordinators and accordingly increased the administrative funding available. HUD has indicated no change to the number of positions funded through a minimum of seven grant years. This funding is not eligible to be used for any other purpose. The annual budget increase for this staffing change is expected to be $107,267. The position will be funded through FSS and HCVP administrative funds. Prepared by Rachel Carter, Housing Administrator, 410 E. Washington St, Iowa City, IA 52240 (319) 887-6065 Resolution Number 25-07 Resolution amending the budgeted positions in the Neighborhood Services Division of the Neighborhood and Development Services Department by adding one full-time Family Self -Sufficiency Coordinator position. Whereas, Resolution No. 24-105 adopted by the City Council on April 16, 2024, authorized budgeted positions in the Neighborhood Services Division of the Neighborhood and Development Services Department for Fiscal Year 2025; 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 Department of Housing and Urban Development (HUD) provides funding for Family Self -Sufficiency Coordinators to promote the development of local strategies to assist Housing Choice Voucher Program (HCVP) and Public Housing participants through case management and provision of resources; and Whereas, the Department of Housing and Urban Development has recommended expansion to three Family Self -Sufficiency Coordinators; and Whereas, an additional staff position is necessary to administer this funding in accordance with federal rules and regulations; and Whereas, administrative fees are included in the city's FSS and HCVP allocations to cover the increased cost of an additional position; Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: The budgeted positions in the Neighborhood Services Division of the Neighborhood and Development Services department be amended by adding one full-time Family Self -Sufficiency Coordinator position. Passed and approved this 7th day of January , 2025 -AEP-j-, Mayor Pro Attest:_ 1� :�)� City Clerk Approved by City Attorn s ice (Jennifer Schwickerath—12130/2024) Resolution No. 25-07 Page 2 It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: x x x x X Nays: Alter the Resolution be Absent: Alter Bergus Vacant Harmsen Moe Salih x Teague Item Number: 6.h. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution accepting the work for the High Street and Southgate Avenue Sidewalk Infill Project. Prepared By: Josh Slattery - Senior 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 Feldman Concrete of Dyersville, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance and Payment bonds are on file with the City Engineer. Project Estimated Cost: $ 91,000.00 Project Bid Received: $ 79,495.00 Project Actual Cost: $ 87,322.50 Background / Analysis: There were no sidewalks on either side of High Street between Wilson Street and Morningside Drive. Systems Unlimited owns the property at 1801 High Street which is the western terminus of the constructed sidewalk. Systems Unlimited requested sidewalks because they have tenants with accessibility needs. This section of High Street is also located immediately west of City High School. Sidewalk was installed between Systems Unlimited at 1801 High Street and Morningside Drive. This project also installed sidewalk along Southgate Avenue to fill a gap in the existing sidewalk between 303 Southgate Avenue and 367 Southgate Avenue. In addition, the constructed sidewalk included a crossing of the CRANDIC railroad ENGINEER'S REPORT December 20, 2024 City Clerk Iowa City, Iowa Re: High Street and Southgate Avenue Sidewalk Infill Project Dear City Clerk: 1 lot CITY OF IOWIOWA CITY 410 17mt'G shin toa Stroot lowtt City, Iowa 52240-1 6 Www.i 0V'0T I hereby certify that the construction of the High Street and Southgate Avenue Sidewalk Infill Project has been completed by Feldman Concrete of Dyersville, Iowa in substantial accordance with the plans and specifications prepared by the Engineering Division of the City of Iowa City. The project was bid as a unit price contract and the final contract price is $ 87,322.50. There were two (2) change orders on this project, as described below: Change Order Description Net Contract Change 1. Pavement Replacement at Intersection $3,450.00 2. Core Out at Intersection $1,300.00 TOTAL $4,750.00 I recommend that the above -referenced improvements be accepted by the City of Iowa City. Sincerely, Jason Havel, P.E. City Engineer Prepared by: Josh Slattery, Engineering Division, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5149 Resolution No. 25-08 Resolution accepting the work for the High Street and Southgate Avenue Sidewalk Infill Project Whereas, the Engineering Division has recommended that the work for construction of the High Street and Southgate Avenue Sidewalk Infill Project, as included in a contract between the City of Iowa City and Feldman Concrete of Dyersville, Iowa, dated August 26, 2024, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Engineer's office; and Whereas, funds for this project are available in the High Street & Southgate Ave Sidewalk Infill Project account # S3984; and Whereas, the final contract price is $87,322.50. 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 7th day of January 2025 Mayor pro Lem Attest: 1L6Le,, City Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: x Nays: Approved by G . City Attorn 's Office (Eric Bigley — 12/31/2024) Alter Absent: Alter Bergus Vacant Harmsen Moe Salih x Teague the Resolution be Item Number: 6.i. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution accepting the work for the 2024 Ridge Road Sanitary Sewer Repairs Project. Prepared By: Joe Welter - Senior 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: Construction of the 2024 Ridge Road Sanitary Sewer Repair Project has been completed by Lynch's Excavating, Inc. of West Branch, Iowa, in substantial accordance with the Project Manual developed by the City of Iowa City Engineering Division. The Engineer's Report and the Performance, Payment, and Maintenance Bond are on file in the City Engineer's Office. Project Estimated Cost: $86,000.00 Project Bid Received: $77,650.40 Project Actual Cost: $78,568.00 Background / Analysis: Regularly, the City has projects to remove, replace, and repair sanitary sewer manholes and pipes through spot repairs. This is one of the components of the City's annual sanitary sewer maintenance, repair, and replacement program. This project included removal and replacement of a manhole and 8-inch sewer pipe exposed by erosion along a hillside between the upper and lower portions of Ridge Road. In addition, the project included the restoration of the hillside and stormwater conveyance. 1 CITY OF IOWA CITY UNESCO CITY OF LITERATURE 41 U East Washington Street Iowa City, lows 52240- 1 <326 (319) 356-5000 (319) 356-5009 rAX www.1cgov,org ENGINEER'S REPORT December 30, 2024 City Council Iowa City, Iowa Re: 2024 Ridge Road Sanitary Sewer Repair Project Dear City Clerk: I hereby certify that the 2024 Ridge Road Sanitary Sewer Repair Project has been completed by Lynch's Excavating, Inc. of West Branch, Iowa, in substantial accordance with the Project Manual developed by the City of Iowa City Engineering Division. The project was bid as a unit price contract and the final contract price is $78,568.00. There was one (1) change order on the project that added additional erosion control measures and adjusted item amounts for final quantities. The change order amount was $917.60. I recommend that the above -referenced improvements be accepted by the City of Iowa City. Sincerely, ,cl Jason Havel, PE City Engineer a Prepared by: Joe Welter, Engineering Division, Public Works, 410 East Washington Street, Iowa City, Iowa 52240 (319) 356-5144 Resolution No. 25-09 Resolution accepting the work for the 2024 Ridge Road Sanitary Sewer Repair Project Whereas, the Engineering Division has recommended that the work for construction of the 2024 Ridge Road Sanitary Sewer Repair Project, as included in a contract between the City of Iowa City and Lynch's Excavating, Inc. of West Branch, Iowa, dated September 18, 2024, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Engineer's office; and Whereas, funds for this project are available in the Annual Sewer Main Replacement Account Number V3101; and Whereas, the final contract price is $78,568.00. 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 7r1, day of Mayor Pro Attest: 1�1_6Zl-Ci City Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: Nays: 2029 Approved by City Attorn 's Office (Eric Bigley—12/31/2024) Alter the Resolution be Absent: X Alter X Bergus Vacant X Harmsen X Moe X Salih X Teague Item Number: 6.j. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution accepting the work for the storm sewer, sanitary sewer, water main, and paving public improvements for Hickory Trail Estates, and declaring public improvements open for public access and use. Prepared By: Josh Slattery - Senior 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: The construction of the storm sewer, sanitary sewer, water main and paving improvements for Hickory Trail Estates have been completed in substantial accordance with the plans and specifications on file with the Engineering Division of the City of Iowa City. Background / Analysis: Hickory Trail Estates is a 48.75-acre subdivision located at the west end of Hickory Trail, and consists of one 8.85-acre lot and one 38.98-acre outlot. The subdivision extended Hickory Trail over 500 feet to the west with a cul-de-sac constructed at the end. A new senior living facility has been built on Lot 1, which includes 32 beds of memory care, 88 units of assisted living, and a commons area. Outlot A is to be dedicated to the City for public open space and expansion of Hickory Hill Park. I k 1 RO 1 C CITY OF IOWA CITY 410 E Washington St Iowa City, Iowa 52240 319-356-5000 Ext;5140 ENGINEER'S REPORT December 31, 2024 Honorable Mayor and City Council Iowa City, Iowa Re: Hickory Trail Estates Dear Honorable Mayor and Councilpersons: hereby certify that the construction of the storm sewer, sanitary sewer, water main, and paving improvements for Hickory Trail Estates have been completed in substantial accordance with the plans and specifications on file with the Engineering Division of the City of Iowa City. The required maintenance bonds are on file with the Engineering Division of the City of Iowa City for the sanitary sewer, storm sewer, and water main improvements constructed by Dave Schmitt Construction Co., Inc. of Cedar Rapids, Iowa and for the paving improvements constructed by RAMMS Construction, LLC of Bondurant, Iowa. recommend that the above -referenced improvements be accepted by the City of Iowa City. Sincerely, �o_n_H 1; Jasa4e,P.E. City Engineer Prepared by: Josh Slattery, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5149 Resolution No. 25-10 Resolution accepting the work for the storm sewer, sanitary sewer, water main, and paving public improvements for Hickory Trail Estates, and declaring public improvements open for public access and use Whereas, the Engineering Division has certified that the following improvements have been completed in accordance with the plans and specifications approved by the Engineering Division. Sanitary sewer, storm sewer, and water main improvements for Hickory Trail Estates, as constructed by Dave Schmtt Construction Co., Inc. of Cedar Rapids, Iowa. Paving improvements for Hickory Trail Estates, as constructed by RAMMS Construction, LLC of Bondurant, Iowa. Whereas, the maintenance bonds have been filed in the City Clerk's office; and Whereas, the City of Iowa City has notified those contractors listed previously of the date on which it will consider acceptance of the aforementioned public improvements; and Whereas, the traffic control signs have been installed. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa .and that all dedications and public improvements previously set aside as not being open for public access are hereby formally accepted and declared open for public access and use. Passed and approved this 7th day of Janua Attest: City Clerk It was moved by Moe adopted, and upon roll call there were: Ayes: 2025 Mayor Pr Tem Approved by City Attorn 's Office (Sue Dulek — 01 /02/2025) and seconded by Nays: Alter Absent: x Alter x Bergus Vacant x Harmsen x Moe x Salih x Teague the Resolution be Item Number: 6.k. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an Agreement by and between the City of Iowa City and Shive-Hattery, Inc. of Cedar Rapids, Iowa to provide engineering consultant services for the Compost Facility Improvements and Expansion Project. Prepared By: Joe Welter - Senior Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $199,800 available in the Compost Pad Improvements and Expansion Project, Account Number L3333 Staff Recommendation: Approval Attachments: Resolution Agreement Executive Summary: This agenda item approves the consultant agreement with Shive-Hattery, Inc. of Cedar Rapids, Iowa to provide preliminary design, final design, preparation of a project manual for bidding, bidding assistance, and construction services for the Compost Facility Improvements and Expansion Project at the Iowa City Landfill and Recycling Center. The Project will include a two -acre expansion of the compost pad, improved storm water drainage, layout of new operational areas across the expanded pad, and redesign of the facility for use of a windrow turner. Background / Analysis: The City currently processes about 15,000 tons of yard waste and food waste annually from commercial and residential customers throughout the Landfill's service area, which is comprised of Johnson County and the communities of Kalona and Riverside. The compost facility is at capacity and the pad needs significant repair. This project includes: • Improvements to the surface of the current five -acre compost facility, including filling multiple large pits in the working pad, to provide a more consistent, safer processing area. • Expansion of the current facility to add two acres of additional processing space. • Improved storm water drainage across the Facility. • Layout of the new operational areas across the expanded pad. • Redesign of the Facility for use of a windrow turner. Between the expansion and the efficiencies with a larger compost turner, staff anticipates that an additional 5,000 tons of food waste will be able to be processed, reducing greenhouse gas emissions by over 100 metric tons of carbon dioxide equivalent annually. Prepared by: Joe Welter, Engineering Division, 410 East Washington Street, Iowa City, Iowa 52240, (319) 356-5144 Resolution No. 25-11 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an Agreement by and between the City of Iowa City and Shive-Hattery, Inc. of Cedar Rapids, Iowa to provide engineering consultant services for the Compost Facility Improvements and Expansion Project Whereas, the City desires to obtain the services of a qualified consulting firm to provide preliminary design, final design, preparation of a project manual for bidding, bidding assistance, and construction services for the Compost Facility Improvements and Expansion Project; and Whereas, the City owns and operates a compost facility at the Iowa City Landfill and Recycling Center (Facility); and Whereas, the City desires to provide improved and expanded operations at the Facility including a two acre expansion of the compost pad, improved storm water drainage across the Facility, layout of new operational areas across the expanded pad, and redesign of the Facility for use of a windrow turner; and Whereas, the City issued a Request for Qualifications, Iowa City Landfill and Recycling Center Compost Pad Expansion Project Design and Engineering Services, June 28, 2024, to private consulting firms interested in providing design and engineering services related to public improvement projects in the City of Iowa City; and Whereas, submittals were received from consulting firms and evaluated by a selection committee; and Whereas, Consultant was selected based on qualifications, key personnel, project approach, fees and rates; and Whereas, funds are available in the Compost Pad Improvements and Expansion Project, Account Number L3333. Whereas, the City of Iowa City has negotiated an Agreement for said consulting services with Shive- Hattery, Inc., to provide said services; and Whereas, it is in the public interest to enter into said Consultant Agreement with Shive-Hattery, Inc.; and Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 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. Resolution No. 25-11 Page 2 Passed and approved this Attest: City Clerk 7th day of January 2025 Mayor pro Tem Approved by It was moved by Moe adopted, and upon roll call there were: Ayes: x and seconded by Nays: City Attorne s Office (Liz Craig — 01/02/2025) Alter Absent: Alter Bergus Vacant Harmsen Moe Salih x Teague the Resolution be Consultant Agreement This agreement, made and entered into this 7th day of January 2025, by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and Shive-Hattery, Inc., of Cedar Rapids, Iowa, hereinafter referred to as the Consultant. Whereas, the City desires to obtain the services of a qualified consulting firm to provide preliminary design, final design, preparation of a project manual for bidding, bidding assistance, and construction services for the Compost Facility Improvements and Expansion Project; and Whereas, the City owns and operates a compost facility at the Iowa City Landfill and Recycling Center (Facility); and Whereas, the City desires to provide improved and expand operations at the Facility including a two acre expansion of the compost pad, improved storm water drainage across the Facility, layout of new operational areas across the expanded pad, and redesign of the Facility for use of a windrow turner; and Whereas, the City issued a Request for Qualifications, Iowa City Landfill and Recycling Center Compost Pad Expansion Project Design and Engineering Services, June 28, 2024, to private consulting firms interested in providing design and engineering services related to public improvement projects in the City of Iowa City; and Whereas, submittals were received from consulting firms and evaluated by a selection committee; and Whereas, Consultant was selected based on qualifications, key personnel, project approach, fees and rates; and Whereas, funds are available in the Compost Pad Improvements and Expansion Project, Account Number L3333. 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. I. Scope of Services Consultant agrees to perform the following services for the City and to do so in a timely and satisfactory manner. A. Project Coordination: Project Kickoff Meeting a. Facilitate one (1) project kickoff meeting with City Staff to discuss the project scope, goals, and administrative details of the project. 2. Project Management a. Provide project management services including management of the project schedule, resources, risks, communication, and costs for the project. Provide an update of the project monthly with each invoice submitted. -2- 3. City Staff Review (Schematic Design Development) a. Coordinate and attend one (1) schematic design development review meetings with City Staff. 4. DNR Solid Waste Meetings a. Coordinate and lead up to two (2) meetings with the Iowa DNR solid waste engineering section to discuss stormwater management and updates to the compost operating permit. 5. City Staff Review (Design Development) a. Coordinate and attend three (3) design development project document design review meetings with City Staff including Preliminary, Check, and Final Plans. 6. EPA SWIFR Grant Coordination a. It is assumed that the city will prepare monthly reports with input related to the design and schedule provided by the Consultant. The city will be required to communicate with the EPA and provide pertinent data to the Consultant. b. The Consultant has not allocated time to attend monthly EPA meetings but can attend periodic meetings at the request of the City, when needed. 7. Bid Letting and Construction Phase a. Coordinate and attend one (1) Pre -Bid Meeting during the bid phase of the project. b. Coordinate and attend one (1) Pre -Construction Meeting and six (6) bi-weekly Construction Progress Meetings. B. Site Investigation Land Surveying and Base Mapping a. Contact Iowa One Call for mapping and utility locates. b. Obtain the current site CAD files from the City or other consulting firms (as approved by the City) to review known utility information. c. Utilize a combination of drone survey from recent work from the Consultant and field topographic survey of the site area to create a project base map. Survey will utilize Iowa State Plane South Coordinate System. d. Create project base map for civil design. Utility Investigation a. The Consultant will identify existing marked utilities to provide horizontal location only by Weber Communication and obtain the maps and field locates for public utilities. Utility locates will not provide visual exposure of underground utilities with potholing to provide vertical depth for this level of survey. b. Utility coordination includes coordination with the City to provide a representation of public water, storm sewer, sanitary sewer, City telecommunications, and fiber, or other utilities during this phase. 3. Subsurface Investigation (Coordination) a. The Consultant will coordinate subsurface investigation and analysis (e.g. geotechnical report) to complete pavement design. b. The work will include six (6) pavement borings to 10 feet and one (1) Best Management Practice (BMP) boring to 15 feet below grade for review of soil infiltration. Geotechnical report to include earthwork recommendations for new pavement, minimum concrete and asphalt pavement thicknesses, and summary of field infiltration testing (see Section B.3.c. below). c. Depending on the subsurface conditions encountered in the BMP boring, a field infiltration test will be performed at an offset boring location to depths less than -3- 8 feet below grade. This will be field identified if a permeable layer, such as sand or sandy clay, is encountered in the upper soil stratum._ If predominately clay soils or random fill materials are encountered, then the field infiltration test will not be performed. C. Schematic Document Development 1. Planning Services — Compost Operations a. The Consultant will review and update prior compost operations analysis prepared with the Facility Plan, prepared by SCS Engineers, dated June 2023, and make recommendations on the type of spaces needed, general location, and sizes required for operations. Recommendations will be made on the pad material for each operational area. b. The Consultant will prepare up to three (3) design options. Each option will include a one sheet site plan and a narrative. The City will be responsible for choosing their preferred option to continue design. 2. Preliminary Plan Design Documents a. Provide 30% complete plans including removals, pad grading, storm water infrastructure, traffic control and access, general compost operational phasing (assume two phases), erosion controls and Storm Water Pollution Prevention (SWPPP), specifications, cost opinion, schedule, draft front-end documents. The design will be in accordance with the Statewide Urban Design and Specifications (SUDAS) Design Manual, the City of Iowa City Design Supplement, the SUDAS Standard Specifications, the SUDAS General Supplemental Specifications, and the City of Iowa City Supplemental Specifications. b. Storm Water and Leachate Management 1) Perform hydrologic and hydraulic analysis of existing conditions to identify peak flow rates and runoff volumes. A model will be utilized to review options for controlling run on diversion from the compost pad. 2) Prepare storm sewer design including pipe and intake design. 3) Develop onsite storm water management options for control of runoff which may include bioretention cells, bioswales, or other storm water best management practices that would be coordinated with the SUDAS as well as the Iowa Department of Natural Resources (DNR) Regulations. Design will cater to reducing the volume of storm water that must be treated as leachate to the extent allowed by the DNR. c. Deliverables 1) Draft Project Drainage Report 2) Preliminary Project Plans and Specifications 3) Preliminary Opinion of Probable Cost 4) Schedule D. Solid Waste Compost Operating Permit Renewal 1. The Consultant will prepare and submit the compost operating permit renewal application and submit to the DNR for review. The permit application will be prepared in accordance with Iowa Administrative Code (IAC 567) — Chapter 105. The operating permit figures required will be prepared. 2. Please note that the compost regulations are currently under review and in the process of being updated. The Consultant will keep in close contact with the DNR to understand how the new rules could impact this project and keep the city informed. -4- E. Construction Document Development Check Design Documents a. Provide 70% complete plans including removals, staging, phasing, traffic control and access, erosion controls and SWPPP, pavement and grading plans, utility plans, specifications, cost opinion, schedule, and front-end documents. b. Storm Water and Leachate Management Report 1) Prepare a storm water report documenting storm sewer analysis and design to be used by the City and for DNR permitting. Storm water management BMPs will be designed in accordance with SUDAS. The report will include the information within the SUDAS Design Manual for a Project Drainage Report as well as a discussion of the volumes of water being treated as leachate for pre and post project conditions and estimated cost savings to the City. c. Opinion of Probable Construction Cost 1) The Consultant will prepare an Opinion of Probable construction cost for the Project. Cost estimate at this phase is based on significant project elements and recent bid information. Detailed quantity takeoffs will be included in the Check Design Documents. d. Deliverables 1) Final Project Drainage Report 2) Check Plans and Specifications 3) Opinion of Probable Cost 4) Schedule 2. Draft Final Documents a. Provide 90% complete plans including removals, staging, phasing, traffic control and access, erosion controls and SWPPP, pavement and grading plans, utility plans, specifications, cost opinion, schedule, and draft front-end documents. Design of storm intakes and pavement included in 90% Design. b. Submit the 90% set to the City for review. c. Opinion of Probable Construction Cost 1) The Consultant will prepare an Opinion of Probable construction cost for the Project. Cost estimate at this phase is based on significant project elements and recent bid information. Detailed quantity takeoffs will be included in the Check Design Documents. e. Deliverables 1) Plans and Specifications 2) Opinion of Probable Cost 3) Schedule 2. Final Print Documents a. Provide Final complete plans and specifications in a Project Manual, cost opinion, and schedule. b. Submit the Final Project Manual to the City forbidding. F. Bid and Negotiation Phase Pre -Bid Meeting a. The Consultant will assist the City with organizing and conducting a pre -bid conference; prepare agenda; record and distribute meeting minutes for prospective bidders. -5- 2. Bid Letting Coordination b. The Consultant will prepare responses to questions from prospective bidders and provide clarifications and interpretations of the bidding documents to the prospective bidders in the form of addenda. c. The Consultant will attend the opening of the bids. The Consultant will review bids and prepare recommendation to award the contract in a formal letter. G. Construction Phase Services Pre -Construction Meeting: a. The Consultant will assist City with organizing and conducting a pre -construction conference; prepare agenda; record and distribute meeting minutes. b. The consultant will review shop drawings and submittals. 2. Construction Meetings: a. The Consultant will attend progress meetings bi-weekly, prepare and distribute meeting minutes, and an average of one (1) site meeting every other week of construction for the project's duration. A total of six (6) meetings are included with construction services for this project scope. b. The Consultant will complete site reviews with City in conjunction with construction meetings to review the Contractor's operations to become generally familiar with and coordinate with City to review progress and quality of the portion of the work completed. Determine, in general, if the Work is being performed in a manner indicating that the Work, when fully completed, will follow the Contract Documents. c. During site visits, the Consultant will prepare and distribute field notes with photographic documentation throughout the project. 3. Record Documents — based on changes made during constructed and as provided by Contractor mark-ups or the City, the Consultant will prepare record drawings. The record drawings will be submitted as both a pdf and AutoCAD dwg files. H. Additional Services Consultant may perform the following additional services upon execution of a written amendment to this agreement. However, these additional services will not be performed without prior written authorization. a. Boundary survey (including Retracement Plat of Survey) to locate existing monuments. Boundary survey would typically consist of boundary research, boundary field work, boundary office calculations, create a retracement plat of survey for the site area, record the retracement plat of survey at the Johnson County Recorder's office, and re -monument any disturbed monuments b. Temporary Construction Easement Exhibits c. Easement agreements and acquisition services d. Environmental services (Wetland Delineation, Threatened and Endanger Species Surveys) e. Distribution of Bidding Documents f. Construction Observation and Testing services g. Stormwater Pollution Prevention Plan (SWPPP) inspections h. Construction staking i. Materials testing j. Private utility locates to scan the boring locations with geophysical equipment prior to drilling (in addition to submitting a One -Call ticket) M II. Time of Completion The Consultant shall complete the following phases of the Project in accordance with the schedule shown. Milestone / Task Deadline Agreement Approval January 7, 2025 Kick off Meeting January 13-17, 2025 Complete Field Services January 28, 2025 Schematic Design / Planning February 21, 2025 Draft Preliminary Plan Submittal March 21, 2025 City Review Meeting March 26, 2025 Draft Check Plan Submittal April 25, 2025 City Review Meeting April 30, 2025 Draft Final Plan Submittal May 16, 2025 Compost Operating Permit Renewal Application May 16, 2025 City Review Meeting May 23, 2025 Final / Print Plans June 6, 2025 Set Public Hearing June 17, 2025 Hold Public hearing July 8, 2025 Advertise July 9, 2025 Award August 5, 2025 Construction Completion Spring 2026 III. Compensation for Services The Consultant shall be compensated for performing the Scope of Services on an hourly basis in accordance with the Standard Hourly Fee Schedule, attached hereto and incorporated herein by this reference, not -to -exceed, $199,800. The table below provides an estimated budget summary: Description ;. Fee. Project Coordination $22,300 Site Investigation $9,750 Schematic Documentation Development $41,000 Solid Waste Compost Operating Permit Renewal $5,000 Construction Documentation Development $70,000 Bid and Negotiation Phase $8,500 Construction Phase Services $10,350 Reimbursable Expenses $2,000 Subtotal Consultant Services $168,900' Expenses: Subconsultant — SCS Consultants $20,500 Expenses: Subconsultant — Terracon (Geotechnical — Base Scope) $7,500 Expenses: Subconsultant — Terracon (Geotechnical — Field Infiltration) $1,250 Expenses: Subconsultant — Terracon (Scanning Locate -Optional) $1,650 Subtotal Subconsultant Services $30,900 . Total Not -To -Exceed Fee' $199,800 - -7- General Terms A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. 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. 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. The Consultant agrees to furnish all reports, specifications, and drawings with the seal of a licensed professional as required by Iowa law. 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 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 reasonable 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 forall 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 The Consultant agrees at all times material to this Agreement to have and maintain professional liability insurance covering the Consultant's liability for the Consultant's negligent acts, errors and omissions in the sum of $1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. To the fullest extent permitted by applicable state law, a Waiver of Subrogation Clause (endorsement) shall be added. 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 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. -10- For the City P By: By: Title: Mayor Pro Tem Title For the Consultant �Q�z Dave Panos, P.E. / Proiect Manager Date: January 7, 2025 Date: 12/31/24 Attest: I City Atttftey's Office V L i, & ®6� sf� Date STANDARD HOURLY FEE SCHEDULE Effective January 1, 2025 to December 31, 2025 PROFESSIONAL STAFF: Grade 1 $111.00 Grade 2 $133.00 Grade 3 $148.00 Grade 4 $166.00 Grade 5 $184.00 Grade 6 $199.00 Grade 7 $216.00 Grade 8 $235.00 Grade 9 $255.00 ADMIN STAFF: $ 75.00 SURVEY STAFF: TECHNICAL STAFF: Grade 1 $ 78.00 Grade 2 $ 95.00 Grade 3 $109.00 Grade 4 $118.00 Grade 5 $131.00 Grade 6 $151.00 Grade 7 $168.00 One Person $170.00 Two Person $263.00 One Person with ATV $195.00 Two Person with ATV $288.00 REIMBURSABLE EXPENSES: TRAVEL IN-HOUSE SERVICES Mileage- Car/Truck $0.67/ Mile Prints/Plots: Mileage- Survey Trucks $0.77/ Mile Bond $ .30/Sq. Ft. Lodging, Meals Cost + 10% Mylar $ .75/Sq. Ft. Airfare Cost + 10% Photogloss $ .90/Sq. Ft. Car Rental Cost + 10% Color Bond $ .60/Sq. Ft. Foam Core Mounting $ 13.00 OUTSIDE SERVICES Aerial Photogrammetry Cost + 10% Color Prints: Professional Services Cost + 10% Letter Size $ 1.00 Prints/Plots/Photos Cost + 10% Legal Size $ 2.00 Item Number: 7.a. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the Ashton House and Project Green Gardens - REAP Grant 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: Ethan Yoder — Civil Engineer Reviewed By: Jason Havel — City Engineer Juli Seydell Johnson — Parks and Recreation Director Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: $170,000.00 available in the Ashton House REAP Grant account #R4405 Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Ashton House Location Resolution Executive Summary: This agenda item begins the bidding process for the Ashton House and Project GREEN Gardens — REAP Grant Project. This project generally includes granular trails and concrete sidewalks, firepit, lighting, and water lines. Background / Analysis: This project improves the access to the Ashton House grounds with needed ADA compliant sidewalks and provides additional amenities such as a bird blind for bird watchers and a firepit. Project Timeline: Public Hearing / Approve Project Manual: January 21, 2025 Bid Letting Date: February 11, 2025 Contract Award Date: February 18, 2025 Construction Dates: Spring 2025 to Fall 2025 y \ n -`r• ry ��r 7 - L J S �11 r. r ' r �„ jr Prepared by: Ethan Yoder, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-55145 , T Resolution No. 25-12 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the Ashton House & Project GREEN Gardens — REAP Grant 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 Ashton House REAP Grant account #R4405. Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that: 1. A public hearing on the project manual and estimate of cost for the construction of the above -mentioned project is to be held on the 21st day of January, 2025, 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 7th day of January, 20 9 Ah��- Mayor Pr T Approved b:,. Attest: 12-ai.4ICJ City Clerk City Attorne s Office (Liz Craig - 01/02/2025) It was moved by Moe and seconded by Alter the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: g_ Alter X Bergus Vacant X Harmsen X Moe X Salih X Teague Item Number: 7.b. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the High Service Pump Variable Frequency Drive 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: Alin Dumachi - Senior Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $1,500,000 available in the High -Service Pump VFD Replacement Project Account #W3314 Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item begins the bidding process for the High -Service Pump VFD Replacement Project. This project generally includes the replacement of the four existing high service pump variable frequency drives (VFDs) with new active -front-end VFDs and replacing HVAC systems for the High Service Pump Room at the City's Water Treatment Plant Background / Analysis: The VFDs servicing the Water Treatment Plant's high service pumps have been in operation for approximately 20 years, which is the typical life span for VFDs. The VFDs have begun to show signs of deterioration with the loss of communications due to worn electronic components. The new supervisory control and data acquisition (SCADA) system was modified to accommodate the outdated communications protocols utilized by these drives. Continued and more frequent repair activities are anticipated as these drives reach the end of their useful life. Project Timeline: Set Public Hearing — January 7, 2025 Hold Public Hearing — January 21, 2025 Bid Letting — February 18, 2025 Award Date — March 11, 2025 Construction — March 2025 to April 2026 Prepared by: Alin Dumachi, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5143 1,6 Resolution No. 25-13 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the High Service Pump Variable Frequency Drive 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 High -Service Pump VFD Replacement Project Account #W3314. 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 21It day of January, 2025, 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 7 th day of Janu ry , 2025. Mayor ro Tem Approved by/ Attest: 1 " v C' 1 City derk City Attorn 's Office (Eric Bigley - 12/31/2024) It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: Nays: Alter the Resolution be Absent: x Alter x Bergus Vacant x Harmsen x Moe x Salih x Teague Item Number: 7.c. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the Iowa City Senior Center Exterior Door and Window 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 LaTasha DeLoach — Senior Center Coordinator Juli Seydell Johnson — Parks and Recreation Director Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: $1,100,000 available in the Senior Center Windows and Doors account #K1002 Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item begins the bidding process for the construction of the Iowa City Senior Center Exterior Door and Window Replacement Project. Background / Analysis: The Iowa City Senior Center (ICSC) is located in a historic building at the corner of Linn Street and Washington Street in downtown Iowa City. It provides programming to support wellness, social connections, community engagement and lifelong learning for a diverse and growing older adult population. The building structure was originally constructed as a post office in 1904 and expanded in 1931. It remained the City's central post office until 1975 when, after two -years of vacancy, it was purchased by the City and renovated for its current use. The structure has been on the National Register of Historic Places since 1979. An assessment of the building's exterior was conducted as part of the Senior Center Assessment and Master Plan, dated March 2, 2022, which generally identified several areas in need of exterior restoration and rehabilitation. A more specific Project Scoping Report was conducted and completed on December 21, 2022, which reviewed specific infrastructure repairs and provided budgetary cost estimates. The work was divided into two distinct projects for financing purposes. The first project included exterior limestone repair and the reconstruction of existing parapet piers and parapet balustrades. That project was completed in July 2024. This second project will include removal and replacement of existing windows and existing exterior doors, repair and restoration of historic wood elements at monumental window openings and historic entry doorways, exterior painting and exterior door hardware. Project Timeline: Public Hearing — January 21, 2025 Bid Letting — March 4, 2025 Award Date — March 11, 2025 Construction — Spring 2025 - Fall 2025 G Prepared by: Ben Clark, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5436 `7 , Resolution No. 25-14 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the Iowa City Senior Center Exterior Door and Window 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 Senior Center Windows and Doors account #K1002. Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that: 1. A public hearing on the project manual and estimate of cost for the construction of the above -mentioned project is to be held on the 21s' day of January, 2025, 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 7 th day of January , 20 25 Mayor pro Apptved by Attest: City Clerk City Attorne s Office (Eric Bigley- 12/31/2024) It was moved by Moe and seconded by Alter the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: X Alter X Bergus Vacant X Harmsen X Moe X Salih X Teague Item Number: 7.d. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the N. Gilbert Street Reconstruction 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: Tyler Olson — Civil Engineer Reviewed By: Jason Havel — City Engineer Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: $2,000,000.00 available in the N. Gilbert Street Reconstruction account #S3955 Staff Recommendation: Approval Attachments: Location Map Resolution Executive Summary: This agenda item begins the bidding process for the N. Gilbert Street Reconstruction Project. This project generally includes the reconstruction of N. Gilbert Street from Kimball Road to, and including, the intersection with Brown Street. Construction will include general site grading, new sanitary sewer and manholes, improved storm water management with expanded storm sewer system including additional street intakes, new water main in select locations, replacement of street pavement, restoration of the brick street at the Brown Street intersection, new concrete pavement driveway connections and approaches, sidewalk improvements both sides of the Gilbert Street including all new ADA curb ramps, and replacement and restoration of select retaining walls. Background / Analysis: The 800-900 blocks of N. Gilbert Street require full reconstruction due to the poor condition of the existing pavement. There are no storm sewers other than the two intakes near the Kimball Road intersection and the existing sanitary sewers are aged and in need of replacement. There are also sidewalks on both sides of the street in the 800-block that do not extend through the 900-block or connect to the sidewalks on Kimball Road. Project Timeline: Public Hearing / Approve Project Manual: January 21, 2025 Bid Letting: February 11, 2025 Contract Award: February 18, 2025 Construction: Spring 2025 to Fall 2025 � i � _ _.. �+tE� �ID ■ �� t.+i 4?.A r..� 8�i1 _. �q � CJ • @ . (�w E �, �i ._,a. . Prepared by: Tyler Olson, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5416 ],J Resolution No. 25-15 Resolution setting a public hearing on January 21, 2025 on project manual and estimate of cost for the construction of the N. Gilbert Street Reconstruction 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 N. Gilbert Street Reconstruction Project account # S3955. 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 21st day of January, 2025, 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 7th day of January , 20 25 -PL Mayor pro T m Approved by Attest: C_C:'0 City 6lerk G . City Attorn 's Office (Liz Craig - 01/02/2025) It was moved by Moe and seconded by Alter the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus Vacant x Harmsen x Moe x Salih x Teague Item Number: 7.e. CITY OF IOWA CITY COUNCIL ACTION REPORT January 7, 2025 Resolution setting a public hearing on January 21, 2025 on the project manual and estimate of cost for the construction of the 2025 Parking Garages Maintenance and Repair 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: Joe Welter - Senior Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $572,000 available in the Parking Facility Restoration Repair — Account Number T3004 Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item sets the public hearing, which begins the bidding process for the 2025 City of Iowa City Parking Garages Maintenance and Repair Project. This year's project focuses on maintenance and repairs at the Chauncey Swan, Dubuque Street, and Tower Place Parking Ramps. Background / Analysis: This annual project addresses maintenance, rehabilitation, and repairs on the City's six parking garage structures — Capitol Street, Chauncey Swan, Court Street Transportation Center, Dubuque Street, and Tower Place Parking Ramps. The items within this year's annual project were either identified and programmed within the 2024-2028 Parking Ramp Master Plan, February 16, 2024, or have manifested themselves in the past year. This year's project focuses on maintenance and repairs at the Chauncey Swan, Dubuque Street, and Tower Place Parking Ramps, including: anchor bolt replacement, concrete crack repairs, concrete grinding, epoxy filler with membrane, expansion joint header repairs, expansion joint replacement, expansion joint sealant replacement, horizontal spall repairs, new membrane installation, painting, penetrating sealer installation, recoating existing membrane, removal of old membrane, storm water drain cover replacements, and vertical/overhead spall repairs. Project Timeline: Hold Public Hearing — January 21, 2025 Bid Letting — February 27, 2025 Award Date — March 11, 2025 Construction — May 2025 to September 2025 Prepared by: Joe Welter, Engineering Division, 410 East Washington Street, Iowa City, Iowa 52240, (319) 356-5144✓ Resolution No. 25-16 Resolution setting a public hearing on January 21, 2025 on the project manual and estimate of cost for the construction of the 2025 Parking Garages Maintenance and Repair Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Whereas, funds for this project are available in the Parking Facility Restoration Repair, Account Number T3004. 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 211 day of January, 2025, 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 7th day of January , 20.25 Mayor Pro T m Attest: City Clerk It was moved by Moe adopted, and upon roll call there were: Ayes: Approved by City Attorn 's Office (Jennifer Schwickerath-12/31/2024) and seconded by Alter the Resolution be Nays: Absent: Alter Bergus Vacant Harmsen Moe Salih x Teague