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2025-04-01 Resolution
Item Number: 6.b. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution authorizing agreement between the City of Iowa City and the Iowa City Association of Professional Fire Fighters, AFL-CIO, Local #610 to be effective July 1, 2025 through June 30, 2030. Prepared By: Reviewed By: Fiscal Impact: Staff Recommendation Attachments: Resolution Fire Contract Executive Summary: Karen Jennings, Human Resources Administrator Geoff Fruin, City Manager Chris O'Brien, Deputy City Manager Wages are anticipated to fall within future budget parameters. Approval The current Fire Union collective bargaining expires June 30, 2025. The City participated in collective bargaining with the Fire Union in accordance with Chapter 20 of the Iowa Code. After exchanging initial proposals on November 15, 2024 and November 27, 2024, the parties reached a tentative five-year agreement in a January 6, 2025 bargaining session. The tentative agreement (TA) is subject to both City Council approval and union ratification. The union ratified the TA on February 5, 2025 and Council approved it on February 18, 2025. The five-year collective bargaining agreement reflects the voluntary settlement negotiated in the approved tentative agreement. Background / Analysis: The five-year collective bargaining agreement between the City of Iowa City and the Iowa City Association of Professional Fire Fighters, IAFF Local #610, for Fiscal Years 2026-2030 includes: • Wage settlements for FY26-FY28 that include a 2.75% ATB and an additional 1.25% for top step Firefighter, Fire Lieutenant and Fire Captain in FY26, 2.75% ATB and an additional 1.25% for top step Firefighter, Fire Lieutenant and Fire Captain in FY27, and 3.0% ATB in FY28 with a wage re -opener in fiscal years 2029-2030. • Insurance settlements for FY26-FY28 that include an increase in employee premium contribution to 12% in FY27, 13% in FY28, and an insurance re -opener in the fiscal years 2029-2030. • Replacing all instances of "he/she" or "his/her" with "they/them/their" throughout the contract. • Increasing annual holiday hours from 135 to 144. • Deleting the Parking provision from the contract as a permissive subject of bargaining. • Updating applicable articles to adopt current departmental policies for filling overtime assignments, vacation scheduling and time -off blocks, and shift bidding. • Striking the Excused Tardiness language. • Language updates to Witness Fees and Pregnancy leave provisions. The collective bargaining agreement, effective July 1, 2025 through June 30, 2030, is attached. Prepared by: Karen Jennings, Human Resources Administrator, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5025 Resolution No. 25-66 Resolution authorizing agreement between the City of Iowa City and the Iowa City Association of Professional Fire Fighters, IAFF, AFL-CIO, Local #610 to be effective July 1, 2025 through June 30, 2030 Whereas, the City of Iowa City (hereinafter the City), and the Iowa City Association of Professional Fire Fighters (hereinafter the Union), through their designated bargaining representatives have negotiated a collective bargaining agreement to be effective July 1, 2025 through June 30, 2030, a copy of which Agreement is attached to this resolution and by this reference made a part hereof; and Whereas, the City desires to approve the Agreement, finding that it will promote efficient municipal operations, thereby providing residents of the community with municipal services. Now therefore be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The above -referenced Agreement between the City and the Union is hereby approved by the City. 2. The Mayor is hereby authorized and directed to sign, and the City Clerk to attest, the Agreement. Passed and approved this 1st day of April 2025 Mayor P o Tem L Attest: I lak I- Ci y Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes x Nays: Approved by City Attorn 's Office (Jennifer Schwickerath - 03/11/2025) Harmsen the Resolution be Absent: Alter Bergus Harmsen Moe Salih Teague Weilein CONTRACT BETWEEN CITY OF IOWA CITY .IN IOWA CITY ASSOCIATION OF PROFESSIONAL FIRE FIGHTERS IAFF, AFL-CIO, LOCAL #610 JULY 1, 2025 TO JUNE 30, 2030 TABLE OF CONTENTS Preamble........................................................................................................................................ 1 ArticleI -- Recognition.................................................................................................................... 2 Article II -- Management Rights...................................................................................................... 2 Article III -- No Strike - No Lockout................................................................................................. 2 ArticleIV -- Reserved..................................................................................................................... 3 ArticleV -- Hours of Work............................................................................................................... 3 ArticleVI -- Overtime...................................................................................................................... 5 ArticleVII -- Special Leaves........................................................................................................... 6 ArticleVIII -- Holidays..................................................................................................................... 8 ArticleIX -- Sick Leave.................................................................................................................... 8 ArticleX -- Vacations.................................................................................................................... 11 Article XI -- Union Activities.......................................................................................................... 11 Article XII -- Uniforms and Equipment.......................................................................................... 12 ArticleXIII -- Insurance................................................................................................................. 12 Article XIV -- Duty Outside the City............................................................................................... 13 Article XV -- Training Programs.................................................................................................... 13 ArticleXVI -- Bulletin Boards......................................................................................................... 14 Article XVII -- Personnel Transactions.......................................................................................... 14 ArticleXXIII -- Discipline............................................................................................................... 14 Article XIX -- Transfer Procedures................................................................................................ 15 Article XX -- Supplemental Employment...................................................................................... 15 ArticleXXI -- Safety...................................................................................................................... 15 Article XXII -- Grievance Procedure............................................................................................ 16 Article XXIII -- General Conditions................................................................................................ 18 ArticleXXIV -- Waiver................................................................................................................... 18 ArticleXXV -- Savings Clause...................................................................................................... 19 ArticleXXVI -- Duration.................................................................................................................19 ArticleXXVII -- Wages...................................................................................................................19 Article XXVIII -- Other Compensation............................................................................................20 Article XXIX -- Use of Time Off......................................................................................................21 Article XXX -- Family and Parental Leave......................................................................................21 PREAMBLE This Contract is entered into by the City of Iowa City, Iowa, referred to as the "City" and the Iowa City Association of Professional Fire Fighters, I.A.F.F. AFL/CIO, Local 610, referred to as the "Union", for the purpose of promoting harmonious and cooperative collective bargaining between the parties. The parties agree to the following specific provisions: ARTICLE I RECOGNITION The City recognizes the Iowa City Association of Professional Fire Fighters, I.A.F.F. AFL/CIO, Local 610, as the exclusive bargaining agent for all permanent City of Iowa City Fire Fighters, Lieutenants, and Captains and excluding the Fire Chief, Deputy Chief, Battalion Chiefs, Fire Marshal, and all those excluded by Section 4 of Chapter 20 of the Code of Iowa. This representation is based on a Decision and Order promulgated by the Iowa Public Employment Relations Board on December 16, 1975. This Contract is not intended to bind either party with respect to future unit determinations or rights of representation of new titles, departmental reorganization or any other administrative variations of the present department organization. The City agrees that it will not sponsor or promote, financially or otherwise, any other group, individual, or labor organization, for the purpose of undermining the Union; nor will it interfere with, restrain, coerce, or discriminate against any of its employees in connection with their membership in the Union. ARTICLE II MANAGEMENT RIGHTS Section 1. Except as limited by the express provisions of this Contract, nothing herein shall be construed to restrict, limit, or impair the rights, powers, and authority of the City under the laws of the State of Iowa and the City's ordinances. These rights, powers, and authority include, but are not limited to the following: a. To direct the work of its employees. b. To develop, implement and enforce work rules, safety standards, performance and productivity standards. C. To hire, promote, transfer, assign, classify, schedule, evaluate, and retain employees within the operation of the City government and to develop and maintain qualification standards and procedures for employment, promotions, and transfers. d. To discipline, suspend or discharge employees for just cause. e. To maintain the efficiency of the governmental operation and to determine and maintain the nature, scope and definition of City organization. f. To relieve employees from duties because of lack of work, lack of adequate public financing, or for other legitimate reasons. g. To determine the amounts, methods, and procedures for compensating employees and the definition of, necessity for, allocation of, and nature of overtime and the method of compensating overtime. h. To determine and implement the methods, means, tools, locations, equipment, and assignment of personnel by which its operations are to be conducted including but not limited to the right to contract and subcontract work. i. To take such actions as may be necessary to carry out its mission. j. To initiate, prepare, certify and administer its budget. k. To exercise all powers and duties granted to it by law. ARTICLE III NO STRIKE --NO LOCKOUT Section 1. No Strike. No employee covered by this Contract shall engage in any strike at any City facility or at any location in the City where City services are performed during the life and duration of this Contract. If any strike shall take place, the Union will immediately notify employees engaging in such activities to cease and desist. Employees in the bargaining unit, while acting in the course of their employment, shall not refuse to cross any picket line established by any labor 2 organization when called upon to cross such picket line in the line of duty. The City will make every reasonable effort to assure employee safety in crossing picket lines. Any employee engaging in any activity in violation of the Article shall be subject to immediate disciplinary action including discharge by the City. "Strike" means a public employee's refusal, in concerted action with others, to report to duty, or his willful absence from his position, or his stoppage of work, or his abstinence in whole or in part from the full, faithful, and proper performance of the duties of employment. Section 2. No Lockout. The City agrees not to lock out employees as a result of disputes arising out of the terms of this contract. ARTICLE IV RESERVED ARTICLE V HOURS OF WORK Section 1. The normal work week will average fifty-six (56) hours, consisting of twenty-four (24) hours on duty (commencing at 0700 hours), twenty-four (24) hours off duty, twenty-four (24) hours on duty, twenty-four (24) hours off duty, twenty-four (24) hours on duty, ninety-six (96) hours off duty, but no employee shall be guaranteed any specific number of hours in any one week. Sworn personnel of the Fire Department bargaining unit will work in twenty-four (24) hour shifts, except such members as assigned to other special shifts by the Chief. An adjustment in benefits will be made for employees who are assigned to other than fifty-six (56) hour week. Section 2. Temporary variations in shift assignment or changes in days on and off may be made upon twenty-four (24) hours notice. No prior notice is required to change schedules in an emergency or in the case of inclement weather. Section 3. Trading of Time. The City will permit fire fighters to exchange work shifts within grade and between captains and lieutenants upon the following procedures: a. Two employees below the rank of Captain may make a mutual request in writing to the Captains of the respective shifts 24 hours in advance except in the case of emergency when shorter periods of notice are required. Captains will forward their own request directly to the Fire Chief or their designee. b. The Fire Chief or their designee will approve or deny the request, but permission to trade will not be denied without reason. C. The employee receiving the work shift off in the exchange shall pay back the employee taking their place, as required by the law. The substitution may not impose any additional costs on the Employer. In the event the employer is required to pay any overtime because of the failure of an employee to pay another back in timely fashion, this overtime pay shall be deducted from the pay of the negligent employee. Section 4. Staffing. The Chief has sole discretion to determine the number of people who take time off in any rank as well as the level of staff for the Fire Department. Section 5. Pay outside of classification. If an acting temporary appointment out of rank is made by the Fire Chief for a period of twelve 12 or more consecutive work hours, the employee so appointed will be paid at the rate of 4% above their current salary/hourly rate or at the first step rate of the rank being replaced if they are at the top step of their permanent pay range. Such pay adjustments will be retroactive to the original date of assignment. If an acting temporary appointment to a Battalion Chiefs position is made by the Fire Chief for a period of twelve (12) consecutive work hours or more, the Captain appointed will be paid at the rate of 4% above their current salary/hourly rate. If a lieutenant is so appointed, they shall be paid at a rate of 4% above the Step 1 rate for a Captain. Overtime during any such acting temporary appointment, when worked in such acting capacity and when compensated by overtime pay, shall be compensated at one and one-half (1'/2) times the acting hourly rate. However, the Fire Chief may assign an employee who is working on their regular shift to such acting capacity in order to avoid paying acting pay at the overtime rate to an employee in overtime status. Such appointments will be made by the Fire Chief as follows: a. Firefighters acting out of rank: In making temporary out -of -rank assignments the Fire Chief will look to the Firefighters assigned to the station affected. Of such Firefighters, a Firefighter on the Lieutenant promotional list will have priority in accepting the assignment. If no Firefighter appears on the Lieutenant promotional list, the senior Firefighter at the affected station will have priority in accepting the assignment except that for such temporary assignments of 72 consecutive working hours or longer, the Chief may assign any Firefighter who is on the Lieutenant promotional list. If the Firefighters assigned to the station do not accept the assignment, the Firefighter moving to the affected station as the replacement will then be offered the temporary out -of -rank assignment. b. Lieutenants acting out of rank: In making temporary out -of -rank assignments, the Fire Chief will share among Lieutenants such assignments with consideration to a Lieutenant's standing on the Captain promotional list. The Fire Chief reserves the right to assign temporary out -of -rank assignments if no personnel voluntarily accepts such assignment. The Fire Chief reserves the right to establish minimum standards for persons given out -of -rank assignments. Section 6. (Reserved) Section 7. Administrative Duty. A continuous shift employee (56 hours/week) assigned to administrative duty (referred to as "light duty") with a forty (40) hour work week schedule will continue to accrue all benefits and compensation at their continuous shift rate while on the 40 hour assignment, and will use benefits on a pro -rated basis. The ratio will be 56/40 or 1.4, and will be used when reporting accrual usage, i.e. for every one hour of time taken, 1.4 hours will be reflected on the accrual usage. Work week: 56 hours/40 hour = 1.4 Annual hours worked: 2912 hours/2080 hours = 1.4 Holiday time: 135 hours/96 hour = 1.4 If an employee terminates while on a 40 hour work week schedule, their benefit payout will be calculated on a 56 hour benefit schedule, at the 56 hour work week rate. When employees on administrative duty work beyond eight (8) hours per day, every effort will be made to adjust the remainder of the work week to limit total work hours to 40 per work week. 51 If this is not possible, comp time will be accrued or overtime will be paid in accordance with applicable laws. In addition, usage of time will be limited to hours absent from the 40 hour work schedule, at the pro -rated basis. ARTICLE VI OVERTIME Section 1. For purposes of this Article a "day" is defined as beginning at 7:00 A.M. and ending twenty-four (24) hours later. Section 2. Overtime is work performed by a permanent employee who is required to work at the end of twenty-four (24) hour shift or who is called back to work for fire department activities. Prior authorization from the Officer in charge is required before overtime will be credited. Employees may be periodically required to work overtime but may request not to do so because of physical inability as determined by the Chief or their designee. Overtime is voluntary where overtime assignments are made over seventy-two (72) hours in advance; provided, however, the right to refuse an overtime assignment shall be limited to the first three (3) employees asked to report to work on a particular work day. Thereafter, overtime shall be mandatory. The Fire Chief shall make assignments as soon as they know of the need. There will be no pyramiding of overtime. The parties shall follow Iowa City Fire Department General Policy No. 130.02 (last amended January 2022 and included as an addendum to this agreement) for purposes of overtime filling and assignment. Overtime will be compensated at the rate of one and one-half (1-1/2) times the current base hourly rate of the employee or by compensatory time off at the rate of one and one-half (1-1/2) hours of each hour of overtime worked. Permanent employees may accumulate up to 48 hours of compensatory time which may be taken off at times agreed upon by the employee and the supervisor. The Chief will consider departmental staffing needs, financial considerations, and employee preferences in determining whether overtime is paid or compensatory time given. In the event that the Chief shall establish a standing policy that for some period of time all overtime worked will be compensated exclusively either by pay or by compensatory time off, such policy will be declared by written notice to the bargaining unit. Upon termination the employee will be paid for all remaining compensatory time. If an emergency situation occurs, as determined by the Chief at the end of a fiscal year which would result in a probable loss of compensatory time due to year end accruals, the Chief may authorize overtime payment in lieu of compensatory time at the end of the first full pay period of the new fiscal year. Section 3. Minimum Call -In. a. An employee who has completed a work day and who is called in to work in an emergency situation without prior notice will be paid for a minimum of two (2) hours. b. If the emergency call -in time worked exceeds two (2) hours the employee will be compensated for time worked. Minimum call -in will be paid at the overtime rate. c. If an employee is called in less than two hours (2) prior to the start of a regularly scheduled duty day, time worked will not be considered minimum call -in but rather an extension of duty. The employee will be compensated at the overtime rate for time worked from arrival at the station until the start of the regular scheduled duty shift. This section shall not apply to employees who are already at their place of assignment for the purpose of reporting for regular or other previously assigned duty and who are utilized to supplement, rather than replace, on -duty personnel. 5 Section 4. Calculation of Overtime. Generally, overtime will be rounded in fifteen (15) minute increments. However, in the case of retention time, an employee will receive one (1) hour of overtime for any part of an hour of previously authorized work. E.g. If a punch is registered within 7 minutes of the quarter hour (15 minutes) it will round to the nearest quarter hour; punches within 8 minutes will result in an additional quarter hour (15 minutes). Example: If a unit is called out at 6:30 A.M. for a fire and are unable to return to the station until 7:20 A.M., each crew member who has received authorization to answer the call will receive one (1) hour of overtime. In the event that the crew is required to stay until 8:20 A.M. (1 hour 20 minutes) the time in excess of one hour will be recorded to the nearest one -quarter (1/4) hour and the employee would receive 1.25 hours of overtime. ARTICLE VII SPECIAL LEAVES Section 1. On the Job Injury. In the event of a temporary and disabling injury or disease of an employee while at work, the City shall provide a leave of absence with pay, provided the injury or disease is incurred in or aggravated by the actual performance of duty at some time or place. The City shall bear any and all costs for treatment of such injury or disease. The City's Medical Advisor shall make the initial judgment on whether time off work is required by the injury or disease. The allowance provided by this Section shall be administered consistent with the provisions of Chapter 411 of the Code of Iowa. Section 2. Funerals. An employee will be granted a maximum of two (2) shifts per incident as determined by the Chief with no loss of compensation to attend the funeral of their spouse, domestic partner as recognized by City policy, children, mother, father, stepparent, sister, brother or grandparent. An employee will be granted up to one (1) shift per occurrence with no loss of compensation nor loss of accrual from sick, annual, or compensatory time to attend the funeral of their mother-in- law, father-in-law, grandparent -in-law, aunt or uncle, brother-in-law, sister-in-law, or permanent member of the immediate household. In-law relationships referred to herein shall include such relationships through a domestic partner as recognized by City policy. If additional time is needed, an employee shall be permitted to use up to one (1) shift of accumulated sick leave with the approval of the Fire Chief or Battalion Chief. Section 3. Leave of Absence Without Pay. A leave of absence without pay is a predetermined amount of time off work, which has been requested by the employee, recommended by the Fire Chief and approved by the City Manager. Generally, such leave shall not exceed twelve (12) months. Upon termination of any such leave of absence, the employee shall return to work in the same range and step as when they left and will receive compensation on the same basis as if they had continued to work at their regular position without leave, provided that, during that period, if the nature of operations has changed so that similar work does not exist the employee may apply for vacancies in related areas or other vacancies at the City for which the employee is otherwise qualified. If an opening for the employee no longer exists in their civil service rank, they will be assigned to the first open position which becomes available in their civil service rank, or in a lower rank, within 90 days of the termination of such leave of absence, or, in the case of a leave of absence necessitated by a medically certified illness or injury to the employee, within 180 days of the termination of such leave of absence. Once an employee returns to work in a position as provided herein, that position shall become their permanent civil service rank. I. In the event an employee fails to return to work at the end of any such leave or extension they shall be deemed to have voluntarily resigned or, if applicable, voluntarily retired on the last day of work prior to such leave. During a leave of absence without pay, the employee: a. cannot pay retirement contributions if the leave exceeds one month in duration; b. shall not receive any other accruals or job benefits during the period of absence; C. shall not acquire additional seniority during said leave except in the case of temporary medical disability or where otherwise specified by this Agreement; d. shall not earn sick, vacation, or other leave; e. must use all accumulated leave time to which they are entitled prior to the time that the leave without pay commences; must pay prorated health, dental and life insurance premiums falling due during any month the employee is not on the payroll, if coverage is desired and is available subject to insurance carrier approval, as follows: For any calendar month during which the employee is on unpaid leave not exceeding ten calendar days and insurance coverage is desired, the City will pay the cost of the insurance premiums for Medical, Dental and Life insurance. 2. For any calendar month during which the employee is on unpaid leave in excess of ten calendar days and insurance coverage is desired, the employee must pay 1/20 of the insurance premium for each calendar day beyond ten days that the employee is on unpaid leave of absence. The remainder of the premium will be paid for by the City. 3. The employee may choose which insurance coverages, if any, are to be retained during the unpaid leave of absence. 4. Payment for insurance coverages desired by the employee may be deducted from current or future pay due to the employee. Failure to return from an unpaid leave where insurance coverage was desired will result in the City billing the individual for costs which would otherwise have been deducted from the employee's pay. The Fire Chief may waive the above conditions (a. through e.) for leaves of absence not exceeding ten (10) calendar days. Section 4. Jury Duty. An employee summoned for jury duty shall notify the City so that a request to the Court in writing may be made to excuse the employee because of the nature of fire suppression activities. In the event that no such request is made by the City or that the employee is not excused, the employee shall receive their regular compensation from the City for all regular duty time spent in jury service and the City shall receive the pay earned for such jury service. Compensation for travel expenses may be retained by the employee. An employee shall report to the assigned work area both before and after time spent on jury duty for regularly scheduled work days. Section 5. Witness Fees. An employee shall be granted leave with pay when required to be absent from work for the purpose of testifying in court in response to legal summons when the employee is neither plaintiff nor defendant in the action and when such appearance arises directly 7 from their duties or obligations as an Iowa City firefighter, and the City shall receive the witness fees up to the amount of compensation paid to the employee for days testified. Section 6. Military Leave. The City will comply with the Code of Iowa on military leave. Section 7. Pregnancy Leave. The City shall comply with the leave provisions of this agreement, paid and unpaid, and state and federal law with regard to pregnancy -related disability. ARTICLE VIII HOLIDAYS Section 1. The following days shall be paid holidays for permanent employees: New Year's Day (January 1); Martin Luther King, Jr. Day (third Monday in January); Memorial Day (last Monday in May); Juneteenth (June 19); Independence Day (July 4); Labor Day (first Monday in September); Veteran's Day (November 11); Thanksgiving Day (fourth Thursday in November); the Friday after Thanksgiving; Christmas Day (December 25); and one personal leave day. Section 2. In addition, there shall be granted to permanent employees who do not work a continuous shift the day before or after Christmas, or the day before or after New Year's Day as an additional holiday. The City Manager may direct that employees observe a particular day for this holiday but if the Manager fails to make such designation by December 15 of the calendar year in question, employees may select a particular day subject to the approval of the supervisor. If the City Manager does not designate a day employees may choose a day between December 24 and January 2 for this holiday with the supervisor's approval. Section 3. Permanent employees on a continuous shift shall receive one hundred forty-four (144) hours of holiday credit on the first day of each fiscal year as defined in Article XXVII, Section 1, of this agreement. Any continuous shift employee who begins work after July 1 of any calendar year will receive credit for the remaining holiday dates in the year. If an employee separates after July 1 of any year, those holidays which have been credited but which have not yet occurred will be deducted for the purpose of considering separation pay. Requests for use of holiday time shall be made to the Battalion Chief who shall determine when holiday time may be taken. For the purpose of this Article, a holiday for continuous shift employees begins at 7:00 A.M. on the day of the holiday and continues for a period of twenty-four (24) hours thereafter. Section 4. In lieu of overtime pay for working on a holiday, a payment of $350 ($35.00 per holiday) for the fiscal year will be made to each permanent full-time continuous shift bargaining unit employee. Payment will be made on the second payday of the fiscal year. Any continuous shift employee who begins work after July 1 of any year will receive payment for the remaining holiday dates in the year. If an employee separates after July 1, those holidays which have been paid but which have not yet occurred will be deducted for the purpose of considering separation pay. Section 5. Part-time employees will receive holiday pay on a pro rata basis. Section 6. Holidays or personal leave days shall not be carried beyond the last day of any fiscal year as defined in Article XXVII, Section 1 of this agreement. Section 7. Definitions. "Continuous shift employees" as used in this article includes all personnel who are working on twenty-four (24) hour shifts. ARTICLE IX SICK LEAVE Section 1. Accumulation. Employees shall be granted twelve (12) hours of sick leave credit N. per month and shall have the right to accumulate unused sick leave up to a maximum of 2,160 hours (90 shifts). Sick leave shall not be accumulated while an employee takes a leave of absence without pay but any employee granted a City paid leave shall continue to earn sick leave. Accumulation of sick leave shall commence on the date of first permanent employment. Additional sick leave will not accrue while an employee is receiving pension compensation on any basis or on an unpaid leave of absence except a temporary occupational disability. Employees on temporary occupational disability leave shall continue to accrue sick leave during the first ninety (90) days of such leave. Effective July 1, 2023, an employee with sick leave accrued in excess of and including 1490 hours may elect to convert up to 745 hours of sick leave to pay at the rate of 4 hours sick leave to 1 hour of pay. If an employee elects to participate in this program, they must submit in writing to Human Resources the intent to convert sick leave to pay by June 15', and the payment shall be made in the last payroll of the fiscal year. In addition to the above, if an employee elects to enter into a bona -fide retirement, the employee may convert any additional sick leave over 1490 hours (not to exceed 670 hours) at the rate of 4 hours of sick leave to 1 hour of pay. The employee must elect in writing to take advantage of this program and the payment shall be made on the date of their final paycheck. As an example, if an employee retires with 1600 hours of sick leave accrued, the employee will be eligible to receive 213.75 hours of pay. Section 2. Use of Sick Leave. a. An hour of accumulated sick leave shall be used for each hour an employee is sick and off work during a work week. A doctor's statement regarding nature of illness and recovery therefrom may be required. Sick leave may be used on an hour -to -hour basis for doctor's appointments or other health maintenance needs. b. In addition to sickness of an employee, sick leave may be used for: (1) On-the-job injury; (2) Serious illness or hospital confinement of a spouse, domestic partner as recognized by City policy, or child, or critical illness of the employee's mother, father, mother-in- law, father-in-law, including mother or father of a domestic partner, brother, sister, or grandparents, as well as any other relatives or members of the immediate household of the employee up to a maximum of forty-eight (48) hours per occurrence, provided the employee's presence and efforts are needed. Critical illness is defined as a life threatening illness or malady. Serious illness is one in which the ill person is incapacitated to such a degree that they cannot alone adequately provide for his or her daily living needs. Section 3. Notifications. An employee shall notify their supervisor as soon as reasonably possible of any sickness or illness which will cause him/her to miss work and, unless such notification is given prior to the beginning of the work day, the absence will not be charged to sick leave, but will be charged to other accumulated leave or to leave of absence without pay. Unusual circumstances will be evaluated and may result in charging the absence to sick leave. An employee who becomes sick at work will notify their supervisor before leaving the area. An employee who is unable to perform any required duties as a result of illness must leave the work area and charge the time to sick leave or other accumulated leave, or to leave without pay. Section 4. In the event an employee is injured or disabled on the job requiring time away from work, no deductions shall be made from the employee's accumulated sick leave or annual leave unless such employee requires more than two (2) shifts following the day of the injury in which to recuperate and return to work. Section 5. While an employee is receiving sick leave pay from the City, self-employment for pay or work for another employer for pay is expressly forbidden. A waiver of this provision shall be given if the employee presents evidence from their physician to the satisfaction of the City that the employee's medical disability would preclude fulfillment of the employee's duties with the City, but that the nature of the disability would permit work at alternative outside employment. Section 6. Sick Leave Bank. a. Permanent employees in the bargaining unit may apply to the Sick Leave Bank if they have exhausted their own sick leave accumulation and are seriously ill. Hours of sick leave shall be contributed to the bank by bargaining unit members who have reached the maximum accumulation of sick leave (2160 hours or 90 shifts) at the rate of 5.54 hours per pay period. The City does not formally maintain a bank balance; however, the City acknowledges that sufficient hours exist in the bank to cover all requests. Contributing to the Bank does not guarantee an automatic loan from the Sick Leave Bank. b. Employees who use Sick Bank days will repay the bank at the regular sick leave accrual schedule after returning to work. Employees who do not return to work or who fail to accumulate a sufficient amount of sick leave will pay back the Bank from other accrued leave or in cash, except for those cases where the joint City -Union committee may waive such payback due to the death or permanent disability of the employee. A joint City -Union committee will administer the use of Sick Bank days by employees. The committee will be made up of one Union representative, one City representative and one person chosen by the two representatives. The Bank Administration Committee will determine when sick leave may be used, application procedures, the length of time which any employee may borrow, the length of the waiting period after exhaustion of sick leave before employees may borrow time, amount of time before which days must be paid back, and other criteria for using Bank days. The Committee is charged with maintaining the integrity of the Bank for serious or catastrophic illness of individuals in the entire unit and will develop policies to protect against abuse by individuals. d. The City will contribute 500 hours of sick leave to the Bank as of July 1, 1987. No individual may use more than six (6) shifts during any fiscal year under the terms of this Agreement. 10 ARTICLE X VACATIONS Section 1. Accumulation. Vacations shall be earned and accumulated by month according to the following schedule: Length of Service 0-5 years 5 years 1 day-10 years 10 years 1 day-15 years 15 years 1 day-20 years More than 20 years Hours Per Month 12 hours (6 shifts/yr) 16 hours (8 shifts/yr) 18 hours (9 shifts/yr) 20 hours (10 shifts/yr) 22 hours (11 shifts/yr) Hours Per Year 144 192 216 240 264 The maximum number of hours eligible for carry over to a new contract benefit year as defined in Article XXVII, Section 1, shall be three hundred twelve (312) hours. Vacation time may be used on an hour -for -hour basis provided reasonable notice is given in advance and subject to the Fire Chiefs approval which shall not be withheld without reason. Section 2. Use of Vacation. An employee becomes eligible to use vacation time after they have been on the payroll as a permanent full-time fire fighter for a period of six (6) continuous months. (This may occur prior to the completion of probation.) The parties shall follow Iowa City Fire Department General Policy No. 130.08 (last amended December 2024 and included as an addendum to this agreement) for purposes of vacation selection and time off blocks. Section 3. Payment of Accumulation. Upon resignation or retirement after six (6) months of continuous service, an employee is eligible for payment of not more than two hundred eighty-eight (288) hours of accumulated vacation leave at the current base rate of pay. ARTICLE XI UNION ACTIVITIES Section 1. Union Meetings. The Union may use the Conference Room for union meetings for three (3) hours not more often than once per month. Employees on duty may attend with the Battalion Chiefs permission and such employees must be available for fire calls. Such meetings will be held at times when they do not interfere with Fire Department activities. No one on duty in outlying stations may attend except that if the Union President is assigned to an outlying station, they may arrange with another bargaining unit member assigned to the central station to temporarily trade station assignments in order to attend said meeting, subject to approval by the Battalion Chief on duty. Employees on duty at outlying stations may participate in union meetings via remote electronic communication with the on -duty Battalion Chief's permission. Section 2. Documents. Documents belonging to the Union may be stored at the Central station in the same manner in which they are currently stored in file cabinets belonging to the Union. These may be moved to an outlying station if the Union President is permanently assigned there. The Union will be responsible for moving the file cabinets. Section 3. State Convention. Two bargaining unit members from different shifts may have up to two shifts off duty to attend the annual meeting of the Iowa State Association of Professional Fire Fighters Convention. The Union will designate in writing who will attend the convention ten (10) days prior to the date of the convention. All arrangements for taking time off under this Section will be cleared with the Chief. Section 4. State Officers. State Officers shall be given up to two (2) shifts off duty to attend the annual meeting of the Iowa Association of Professional Firefighters Convention. The Union shall 11 provide a qualified replacement, agreed to by the Chief, to work for the State Officer. The City shall not be held liable for payment of wages or time off due to the replacement. Section 5. Negotiations. In the event that the parties to this contract determine that future negotiations are appropriate, not more than one (1) member of the bargaining unit may attend the negotiations while on duty without loss of compensation. The member will remain available for emergency calls during the negotiation period. ARTICLE XII UNIFORMS AND EQUIPMENT Section 1. Uniforms. The City will provide all uniforms and safety equipment as provided for under the Uniform Policy (GP110.05) dated November 2018. Initial tailoring will be provided. Employees may purchase their own work shirts as long as shirts meet general specification as to color and style. Replacement of the above equipment will be by the City upon the Chiefs determination of need. The City will compensate unit employees for the replacement cost of eyeglasses which are broken or damaged in fire fighting duties including training and inspections. The Chief will determine the legitimacy of all claims under this section. The City will pay each bargaining unit employee $50.00 annually toward cost of cleaning uniforms which require dry cleaning. Such payment shall be made as of December 1 of the Contract year. ARTICLE XIII INSURANCE Section 1. Medical Health Insurance. The City will provide the health insurance policy known as the Blue Cross/Blue Shield "Iowa 500" two-day deductible plan for employees and eligible dependents. Employees will pay 11 % of the premium of the coverage selected in FY26; 12% of the premium of the coverage selected effective July 1, 2026; and 13% of the premium of the coverage selected effective July 1, 2027.. A pro rata share of the cost of the premium will be paid for part- time employees. A description of the provisions of the negotiated "Iowa 500" plan are set forth in Appendix "B". Benefit coverages are based on usual, customary and reasonable rates. Disputes regarding specific claims shall be addressed to the insurance company and are not subject to the grievance procedure of this agreement. The parties agree to actively pursue incentives and/or alternatives to the existing health care plan and pledge their mutual cooperation to achieve this end. However, no such programs will be implemented except upon mutual agreement by the City and the Union. The City may meet with representatives of the Union for the purpose of negotiating an alternative to the "Iowa 500." Up to three (3) Union representatives may attend such meetings without loss of pay. Should the parties fail to agree, they will proceed to arbitration pursuant to Article XXII. The issue to be decided by the arbitrator is the appropriateness of such an alternative, and whether or not it is reasonably equivalent to the "Iowa 500." If the arbitrator determines that the alternative is not appropriate or reasonably equivalent, the "Iowa 500" plan shall remain in effect. Section 2. Life Insurance. The City will provide a term life insurance policy for employees the face value of which is an amount equal to the next even thousand dollars greater than annual salary. 12 e.g., If an employee's annual salary is $40,240, the face value of the life insurance policy is $41, 000. In the policy currently provided coverage does not become effective until ninety (90) days after employment. Section 3. Dental Insurance. The City will provide dental insurance for employees. Family dental insurance will be made available to the employee at the employee's expense. The City will pay $7.00 per month or full individual premium cost for employees during the term of this agreement. The City shall not be prejudiced in future collective bargaining by paying full individual dental insurance premium costs that are in excess of $7.00. A description of the provisions of the negotiated Delta Dental plan is set forth in Appendix "B". Benefit coverages are based on usual, customary, and reasonable rates. Disputes regarding specific claims shall be addressed to the insurance company and not subject to the grievance procedure of this agreement. ARTICLE XIV DUTY OUTSIDE THE CITY In the event the City directs an employee to perform duties outside the corporate limits of the City of Iowa City, Iowa, the employee shall receive every benefit, right, and privilege to which they would have been entitled had said duties been performed within the corporate limits of Iowa City. ARTICLE XV TRAINING PROGRAMS The City and the Union agree that training and development of employees within the bargaining unit is of primary importance to maintaining high standards of fire protection for the citizens of Iowa City. The City agrees to assist employees in acquiring the knowledge, skills and attitudes needed to perform the work most effectively to the extent that there is an increase in efficiency and economy within the Fire Department. A continuous training program will be maintained based on need as determined by the Chief. Self -development will be encouraged where possible and will include training in management and supervisory skills as well as technical areas. When they are required by the City to attend training activities away from the station, employees will be reimbursed for expenses in keeping with City procedures for reimbursing such expenses. Compensation for required training will be by prior authorization on the basis of straight time for actual hours spent in training. Subject to the discretion of the Fire Chief, the City recognizes the need for training in particular areas such as EMT and will provide such training when deemed appropriate. 13 ARTICLE XVI BULLETIN BOARDS Section 1. The City shall assign space on bulletin boards for the Union to post notices. The Fire Chief will have final review of materials posted or displayed on walls, bulletin boards, blackboards, and other similar surfaces in the Fire Department. ARTICLE XVII PERSONNEL TRANSACTIONS Section 1. Employees shall receive a copy of payroll transactions, performance evaluations, and other documents which will be used for purposes of promotion, evaluation or discipline within thirty (30) days after documents are placed in their files. Section 2. Under the supervision of an employee of the Human Resources Office and during normal business hours, employees shall have access to their personnel files including the right to copy the contents of the file at their own expense. Section 3. Upon request, the City shall remove documents relating to minor disciplinary offenses from the employee's file once per year on or about July 1. Past infractions will only be removed if an employee goes twelve consecutive months without any disciplinary action whatsoever noted in their record. Section 4. Upon request, each employee shall receive a copy of their job description upon permanent appointment to the position in question. ARTICLE XVIII DISCIPLINE Section 1. Purpose. All parties of this Contract recognize that a certain amount of discipline is necessary for efficient operation of the City and the City has rights and responsibilities under law in providing services in an efficient manner. These certain penalties for infractions are agreed upon by the parties as a mode of operating and are not intended to limit the management rights of the City as explained in Chapter 20 of the current Code of Iowa. Disciplinary actions against employees will be taken for just cause. Employees shall elect to pursue appeals of disciplinary proceedings either through the Civil Service Commission or through the grievance procedure in this Agreement. The City agrees to impose discipline no later than thirty (30) days from the date it has clear notice of the facts constituting an infraction. Section 2. The goals of progressive discipline are to correct behavior and produce efficient City operations rather than merely to punish wrongdoers. Disciplinary actions or measures shall ordinarily be invoked in the order listed: 1. Oral reprimand or warning (to be accompanied by written notification of same at the time of such disciplinary action or within one working shift after such action). 2. Written reprimand or warning. 3. Suspension with loss of pay. 4. Discharge. Section 3. Serious violations may be dealt with by any of the above disciplinary measures on the first or subsequent offenses. 14 ARTICLE XIX TRANSFER PROCEDURES Section 1. Voluntary Transfers. An employee desiring to transfer to another battalion may make written application to the Fire Chief. The Chief will review the request and will consider the ability and experience of the member, the nature and type of work to be performed within the battalion, and the rank and seniority of the members and the need for personnel having certain qualifications within the battalion. Special consideration by the Chief will be given for emergency circumstances. Generally, voluntary transfers will take place under one of two conditions: a. Two (2) employees desire to trade battalions, OR, b. A vacancy exists on another battalion. Employees may not make more than one voluntary transfer per year. Nothing in this Article limits the Chief from making involuntary transfers. Section 2. Shift Bidding. The parties shall follow the policy, process, and guidelines set forth in Iowa City Fire Department General Policy No. 130.06 Sections I through VII effective October 2023. The specific sections are included as an addendum to this agreement. ARTICLE XX SUPPLEMENTAL EMPLOYMENT Section 1. Employees may have outside employment provided that such employment does not conflict with the duty hours of the employee or with the satisfactory or impartial performance of their duties and provided that such employment does not adversely affect the City. Section 2. The employee agrees to notify the Fire Chief of their outside employment. The employee will notify the Fire Chief when outside employment or employer changes. The Fire Chief retains the right to disapprove such outside employment under the provisions of Section 1 of this Article. ARTICLE XXI SAFETY Section 1. The City and the Union recognize the importance of the personal safety of individual employees on the job and recognize that fire fighting is a hazardous activity which subjects an individual to more risks than other employment or activities. Section 2. Periodic training in safety matters will be provided to employees who engage in hazardous work. Employees will have access to protective gear as required by law. Employees will use property and equipment of the City with due care appropriate to the work performed and equipment used. Section 3. Employees who operate equipment shall report any defect noticed by him/her in said equipment to the immediate supervisor as soon as possible. Section 4. Health and Safety Committee. A health and safety committee composed of representatives of the City and the Union will act as advisors and make recommendations to the Fire Chief in the area of health and safety. Their duties shall include but not be limited to: a. Conducting health and safety lectures as needed. b. Investigation of accidents and injuries and making recommendations to the Fire Chief on steps to take to prevent a recurrence. C. Monitoring of the testing of apparatus and equipment (testing procedures outlined in applicable NFPA Standards). 15 d. Conduct safety checks in all stations and forward results to Fire Chief. e. Conduct Committee meetings quarterly (if needed) to discuss Health and Safety and related topics. Section 5. Drug Testing. The City and the Union recognize the rights and responsibilities of employees established by Iowa Code 730.5 (Drug testing of employees or applicants regulated). ARTICLE XXII GRIEVANCE PROCEDURE Section 1. Definitions. The word "grievance" wherever used in this Contract shall mean any dispute between the City and any employee with regard to the meaning, application or violation of the terms and provisions of this Contract. Section 2. Representation. An employee will not be required to be represented by a Union representative, but has the right to be so represented if they choose. In the event that the grievance proceeds beyond Step 3, an employee may not invoke arbitration without the approval of the Union and, in the case of an employee grievance, the Union may invoke arbitration only with approval of the employee grievant. Section 3. Representatives. The Union will certify to the City the names of three (3) representatives and three (3) alternate representatives for the purpose of representing fire department members in the investigation and presentation of grievances. Not more than one representative will represent a grievant for any one grievance. The representative may use a reasonable amount of duty time to investigate grievances providing that the Battalion Chief gives permission for time to be used and provided that the grievance resolution does not interrupt regular fire department work. Section 4. An employee shall use this procedure for the resolution and determination of disputes which arise under the terms of this contract. The Grievant does not lose legal rights by initiating a grievance under this procedure. However, if the Grievant elects to proceed beyond Step 3 of the Grievance Procedure the Grievant by so doing waives the right to exercise any other option(s) available to obtain satisfaction and the Grievant is bound by the decision of the Arbitrator. Suspensions, demotions, discharges, and other matters under the jurisdiction of the Civil Service Commission may be prosecuted either through the contractual grievance machinery or before the Commission. By electing one forum, the aggrieved employee shall be held to have waived the other forum. Section 5. Procedure. A grievance that may arise shall be processed and settled in the following manner: Step 1. The grievance shall be presented orally for discussion between the employee grievant, the representative, if applicable, and the battalion chief within nine (9) calendar days of the event giving rise to the grievance. The battalion chief will either adjust the grievance or verbally deliver an answer to the employee grievant or representative within nine (9) calendar days. In the event that no response is received from the supervisor, the grievant shall proceed to Step 2. Step 2. If the grievance is not resolved by Step 1, the grievant or representative may, within seven (7) calendar days following completion of Step 1, present three (3) written copies of the grievance signed by the employee grievant. The copies are to be distributed as follows: One copy to chief negotiator for City (or designated representative), one copy to Fire Chief (or designated representative), and one copy to the Union. The written grievance shall contain a statement from the employee of the facts and section of this Contract grieved and must specify the relief or remedy desired. 16 The Fire Chief shall investigate and document the grievance and issue a decision in writing to the grievant and/or representative within ten (10) calendar days. If no response is received, the grievant shall proceed to Step 3. Step 3. If the grievance is not resolved at Step 2, the grievant or representative may submit the grievance to the City Manager or their designee within seven (7) calendar days of the completion of Step 2. The City Manager will investigate and respond to the grievant within fourteen (14) calendar days following receipt of the grievance at Step 3. The City Manager will meet with the grievant and their representative if such meeting is requested in writing. Section 6. Arbitration. Grievances not resolved at Step 3 of the Grievance Procedure may be submitted to a third party for arbitration. A request for arbitration must be submitted by written notice to the City within seven (7) calendar days following receipt of the City Manager's response at Step 3. Copies of any such request by an employee will be furnished to the City and to the Union. The arbitration proceeding shall be conducted by an arbitrator to be selected by the City and the Union within five (5) days after notice has been given. If the parties fail to select an arbitrator, a request by either or both parties shall be made to the Federal Mediation and Conciliation Service to provide a panel of five (5) prospective arbitrators. Both the City and the Union shall have the right to strike two names from the panel. A coin toss will determine who strikes the first name. The process will be repeated and the remaining person shall be the arbitrator. The arbitrator shall have the power to interpret, apply, and enforce this written Contract but shall have no power to add to, subtract from, or modify the terms thereof. The rules of evidence and the nature of the hearing will be conducted in a manner consistent with all state and federal legislation, applicable rules and regulations. The decision of the arbitrator shall be issued within thirty (30) days after conclusion of the hearing and shall be final and binding upon the parties. The parties of the grievance, their witnesses and representatives shall have the right to be present at the grievance arbitration in addition to the arbitrator. Other persons may be present at arbitration hearings as the parties may mutually agree. Either party shall have the right to record the evidence presented at the arbitration hearing. Arbitration hearings shall be closed to the public and evidence taken shall not be revealed to any third party until such time as the decision of the arbitrator is made unless parties agree otherwise. The cost of arbitration and recording the same shall be divided equally between the parties to this Contract. The cost of a certified court reporter, if requested by the arbitrator, shall be divided equally between the parties. Each party will pay for the cost of its own case preparation and for expenses of its witnesses. Section 7. Grievance Committee. The Grievance Committee shall consist of three (3) persons designated by the Union as representatives and of not more than three (3) City representatives except by mutual agreement. The names and addresses of the parties selected shall be certified by the Union to the City. Representatives or agents of the parties may be present at grievance committee meetings. The function of the Grievance Committee will be to meet and confer as needed during the life of the contract for the purpose of discussing problems between the parties arising out of the administration of this contract. 17 ARTICLE XXIII ENERAL CONDITIONS Section 1. This Contract shall be construed under the laws of Iowa. Section 2. The City and the Union agree they will not act to discriminate because of race, creed, color, sex, age, national origin, gender identity, disability, religion, marital status, sexual orientation, or political affiliation unless the reason for the discrimination is job -related or otherwise allowed by law. The parties agree that complaints alleging violation of this section shall not be subject to the grievance/arbitration provisions of this contract but rather, shall be brought before the appropriate state or federal forum. Section 3. (Reserved) Section 4. Grocery Buyer. The grocery buyer for each shift may use a City vehicle if available at times and in areas designated by the Fire Chief. Section 5. The City shall make an electronic version of the collective bargaining agreement available to all bargaining unit members in lieu of distributing paper copies. Section 6. The City agrees to meet and confer on mandatory items (Chapter 20, Section 9) during the course of this agreement and to notify the Association of significant changes in working conditions as far in advance as is reasonably possible. Section 7. Employees covered by this agreement shall be allowed to participate in the Section 125 Pre -Tax Advantage Program as established by the City. At a minimum, said program will allow for pre-tax payment of health insurance co -payments to the extent allowed by Federal and State law. Section 8. Early Retirement Incentive. The City will give the Union notice and opportunity to discuss at a Grievance Committee meeting prior to implementing any early retirement incentive program. Such program must be applied on a unit -wide basis and participation will be voluntary. Section 9. Deferred Compensation. If allowable by law, the City will provide the collective bargaining members the opportunity to contribute to a deferred compensation plan if the employee so chooses with either a traditional contribution or a Roth contribution. ARTICLE XXIV WAIVER All negotiations or bargaining with respect to the terms and conditions of this Contract shall be conducted by authorized representatives of the Union, Local 610, and the City. Agreements reached as a result of such negotiations shall become effective only when signed by the authorized representatives of the parties. The expressed written provisions of this Contract will not be modified except by authorized representatives of the parties. The Contract supersedes and cancels all previous agreements between the City and the Union and constitutes the entire Contract between the parties and concludes collective bargaining for its duration. All parties to this Contract waive each and every right to negotiate to which they would otherwise be entitled under the laws of the State of Iowa for the duration except as amended. in ARTICLE XXV SAVINGS CLAUSE Should any Article, Section, or any portion thereof of this Contract be held unlawful and unenforceable by operation of law or by any tribunal of competent jurisdiction, such decision shall apply only to the specific Article, Section or portion thereof declared null and void in the decision and the remainder of this Contract shall remain in full force and effect. Neither party shall be required as a result of their Contract with each other to conduct themselves in a manner which would cause them to neglect their duties under law or to engage in activities in violation of the law. If replacement provisions are deemed necessary by the Union or the City they shall give notice to the other party of their intent to reopen applicable portions of the Agreement. Negotiations will begin within ten (10) days unless extended by mutual written agreement. ARTICLE XXVI DURATION This Contract shall be in effect between July 1, 2025 and June 30, 2030 to include a reopener for wages and insurance for fiscal years 2029-2030 and shall continue from year to year thereafter unless written notice to change or modify it is served by either party prior to August 15 of the year preceding the expiration date of this Contract or any extension thereof. ARTICLE XXVII WAGES Section 1. The effective date of compensation and benefit adjustments applicable to any fiscal year will be the first day of the pay period which begins between the dates of June 24 and July 7, inclusive. Effective dates over the next four years are as follows: July 6, 2025 July 5, 2026 July 4, 2027 July 2, 2028 Section 2. The base pay for the Iowa City Fire Department Firefighters, Lieutenants, and Captains will be adjusted as follows: Increased by two and seventy-five hundredths percent (2.75%) across-the-board and an additional one and twenty-five hundredths percent (1.25%) to the top step Firefighter, Lieutenant and Captain wages effective July 6, 2025; Increased by two and seventy-five hundredths percent (2.75%) across-the-board and an additional one and twenty-five hundredths percent (1.25%) to the top step Firefighter, Lieutenant and Captain wages effective July 5, 2026; and Increased by three percent (3%) across-the-board effective July 4, 2027. Copies of the pay plans for FY2026 through FY2028 are attached to this agreement as Exhibits A- 1 through A-3 Bargaining unit members will be eligible for salary adjustments to the next step as follows: Step 2 - after six (6) months at Step 1. Step 3 - after six (6) months at Step 2. Step 4 - after one (1) year at Step 3. 19 Step 5 - after one (1) year at Step 4. Step 6 - after one (1) year at Step 5. Step 7 — after six (6) years at Step 6. Step increases shall be granted only after the employee has achieved a satisfactory rating as determined in the discretion of the Fire Chief. Bargaining unit members promoted to the ranks of Fire Lieutenant or Fire Captain shall, upon promotion, be compensated at Step 1 of the appropriate salary range, and shall be eligible to receive a one step increase to Step 2, six months following the promotion. ARTICLE XXVIII OTHER COMPENSATION Section 1. There will be a cost of living allowance if and when and to the extent the cost of living exceeds nine percent (9%) during the contract year subject to a maximum pay out of two percent (2%) of an employee's base salary for the quarter in question. The method and basis for computing the allowance will be as follows: a. All computations will be based on changes in the revised Consumer Price Index (CPI-W) published by the Bureau of Labor Statistics, U.S. Department of Labor, Urban and Clerical Wage Earners, U.S. cities, 1967=100. b. The base index month shall be as follows: May 2024 for FY25, May 2025 for FY26, and May 2026 for FY27. C. Cost of living computations will be made quarterly to determine the percent difference between the CPI-W for the base index month and for August, November, February, and May of each applicable fiscal year. d. Quarterly cost of living allowance pay adjustments will be made effective the first day of the month following the month in which it is determined that the cost of living has increased in excess of nine percent (9%). However, these quarterly cost of living payments are limited to a maximum of two percent (2%) of an employee's base salary for the quarter in question. Furthermore, any payments made under this Article for the final quarter described in Section (c) shall not be included in the base salary of any employee but shall be paid on a one-time, non -recurring basis. Payments made for the remaining three (3) quarters, if any, shall be included in the employee's base salary. e. No cost of living adjustment will have the effect of reducing the salary schedules set forth in Article XXVIII, Compensation of this Agreement. Section 2. Longevity Pay. A payment will be made to permanent full-time employees as of December 1 of each fiscal year to reflect years of service with the City according to the following schedule: Length of Service on December 1 5 years 1 day - 10 years $380.00 10 years 1 day - 15 years 560.00 15 years 1 day - 20 years 720.00 20 years 1 day - 25 years 875.00 25 years 1 day + 1135.00 This payment will be prorated on the basis of monthly segments for members who retire 20 before December 1 in any fiscal year. Any employee who terminates after December 1 will reimburse the City on the same proration. Section 3. A payment of $700 will be made to each permanent full-time bargaining unit employee as of December 1 of each fiscal year. In the event that an employee terminates for any reason after December 1, they will reimburse the City from this payment on a prorated basis (monthly segments). For example, an employee who retires on January 1, will return one-half of the December 1 payment. Section 4. Each permanent, full-time bargaining unit employee who is a duly certified Emergency Medical Technician -Basic as of the first day of the contract benefit period as defined in Article XXVII, Section 1 above, shall receive a payment of four hundred seventy-five dollars ($475.00) on the second payday of each fiscal year. Section 5. Each full-time bargaining unit employee who is duly certified as a Hazardous Materials Technician as of the first day of the contract benefit period as defined by Article XXVII shall receive a payment of three hundred dollars ($300.00) on the second paycheck in each fiscal year. ARTICLE XXIX USE OF TIME OFF The parties shall follow Iowa City Fire Department General Policy No. 130.08 (last amended December 2024 and included as an addendum to this agreement). ARTICLE XXX FAMILY AND PARENTAL LEAVE Bargaining unit members are eligible for paid leave benefits established by the City's Family and Parental Leave Policy. For the purpose of administering the provisions of this policy including leave and benefit amounts, limitations, and use of other leaves, a week will be defined as fifty-six (56) hours for employees assigned to twenty-four (24) hour shifts. 21 CITY OF IOWA CITY, IOWA By: MAYOR PRO TEM ATTEST: Date: April 1, 2025 Approved by: Ci y Attorney's Office IOWA CITY ASSOCIATION OF PROFESSIONAL FIRE FIGHTERS, IAFF, AFL-CIO, LOCAL #610 By: Date: 0yh __1ZZGZs- 22 APPENDIX B IOWA 500 IOWA 500 HEALTH CARE COVERAGE IOWA 500 coverage combines basic Blue Cross hospital, Blue Shield physician and Major Medical coverages into a single program using deductibles and co -payments. And after the deductible and co - payment have been satisfied, the dollar coverage and number of hospital days are unlimited except for Nervous and Mental admissions. In short, the Subscriber shares in the costs of the medically necessary hospital, medical and surgical services provided. However, the Subscriber's share never exceeds the out of pocket maximum per year for covered services, regardless of the number of family members. IOWA 500 plan benefits encourage medical self -maintenance practices by paying for 90% of the covered Usual, Customary and Reasonable charges for: • One routine annual physical examination in a doctor's office or clinic • Home and office calls needed to diagnose or treat a medical condition • Immunizations required by a Subscriber or any person in a Subscriber's family The idea behind IOWA 500 coverage? To encourage continuing medical self -maintenance and help reduce the length and number of unnecessary hospital stays. These efforts, of course, can help keep health care costs — and rates — in line. THE IOWA 500 Plan Covers These Extensive Services: HOSPITAL CARE 90/10 PHYSICIAN SERVICES 90/10 Inpatient • Semi -private room and board • Necessary services and supplies Operating rooms, intensive care, coronary and burn care units Delivery room for normal delivery, Caesarean section, miscarriage or admission for false labor Necessary laboratory and x-ray services Outpatient • Surgery • Diagnostic, x-ray and laboratory services • Accident care HOME HEALTH CARE 90/10 • Services provided by a Registered Nurse • Services prescribed by a physician • Home and office visits • One routine annual physical exam • Pre -natal and post -natal care in physician's office • Immunizations • Hospital visits and nursing facility visits NERVOUS AND MENTAL 90/10 Outpatient - 90/10 SKILLED NURSING FACILITY 90/10 • Unlimited Room and Board • Services and Supplies APPENDIX B THE IOWA 500 PLAN COVERS THESE OTHER SERVICES: These other services are subject to a contract deductible per calendar year • Prescriptions Nursing Services • Anesthetics • Private -duty nursing services • Blood plasma • Casts Ambulance • Crutches • Air • Durable medical equipment 0Ground • Other supplies when ordered by a physician DEDUCTIBLES AND CO -PAYMENT • Hospital — The Subscriber is responsible for the first two days of semi -private room and board. Per Hospital Admission. • Physician — The Subscriber pays 10% of the physician's Usual, Customary and Reasonable charges including office calls. IOWA 500 coverage pays the remaining 90%. • Other Supplies/Services — The Subscriber first pays the deductible per contract per calendar year for the medical supplies and services. These may include prescription drugs, services of a Registered Nurse, ambulance services, home health care and braces. When the Subscriber's expenditures for hospital, physician, and/or other services reach the out of pocket maximum per year, IOWA 500 pays 100% of all remaining charges. If the Subscriber's expenditures for hospital, physician, and/or other services do not reach the out of pocket maximum, the Subscriber pays 10% of all remaining charges up to a total maximum expenditure of the annual out of pocket maximum. CARRYOVER OF DEDUCTIBLE Expenses for covered services incurred during the months of October, November and December and which are used to satisfy that year's deductible can be used toward satisfying the next calendar year's deductible. Hospital Physician Other Services Services Covered Services 1 or 2 day deductible 90%/10% Single Deductible: Family Deductible: $800 $1600 90%/10% until out of pocket maximum Out of Pocket Maximum: Single OPM: Family OPM: $1300 $2600 IOWA 500 PAYS 100% of Covered Services Delta Dental of Iowa Employee Summary of Covered Services and Benefits City of Iowa City - Plan 2 Decluct;bles, Maximums & Eligibility De,:ai Preir:e,* Benefits Check -Ups and Teeth Cleaning i0iiagnostic and Preventive Services? ',cct Cavity Repair and Tooth Ex —actions Routine and Restorative Services! V, Rant Canals (Endodontic Services; 30% �01 3 '0' Gum and Bone Diseases (Periodontal Services! 20% Iar,ocor,tal va r,rena^ce 7-rap, High Cost Restorations (Cast Restorations; 50% i,d Dentures and Bridges (prosthetic Services? Not ;'Overad Straighter Teeth (Orthodontics) Not Covered Additional Options 0, -It , :he — ! A ! S� 3g — , -, -.ens � 1— 7- _C: I TateMet �t jC" C n'.7 C 0 t�'� s z 0 -;a bt,=e affec-, re— i :—c-, -ease 'a c, o,s joc--e- ;of Jeta,13 Delta Dental of iowa 9000 Northpark Dr, Johnston A 50131 www deltadentalia.corr. FIRE PAY PLAN - FY26 EFFECTIVE JULY 6, 2025 1 2 3 6 MO. 12 MO. 35 FIREFIGHTER 22.4554 23.3388 24.4957 2515.01 2613.94 2743.52 65390.26 67962.44 71331.52 36 FIRE LIEUTENANT 30.4853 31.9209 3414.35 3575.14 88773.10 92953.64 37 FIRE CAPTAIN 33.2429 34.8044 3723.20 3898.09 96803.20 101350.34 38 FIRE LIEUTENANT/TRAINING 46.5400 48.7261 3723.20 3898.09 96803.20 101350.34 2.75% ATB; plus 1.25% for Firefighter step 7, Fire Lieutenant and Fire Captain 4 24 MO. 25.3665 2841.05 73867.30 5 36 MO. 26.5857 2977.60 77417.60 6 48 MO. 27.7179 3104.40 80714.40 Exhibit A-1 7 120 MO. 29.0594 3254.65 84620.90 35 FIREFIGHTER 36 FIRE LIEUTENANT 37 FIRE CAPTAIN 38 FIRE LIEUTENANT/TRAINING 1 23.0729 2584.17 67188.42 31.7046 3550.92 92323.92 34.5726 3872.13 100675.38 48.4016 3872.13 100675.38 FIRE PAY PLAN - FY27 EFFECTIVE JULY 5, 2026 2 6 MO. 23.9805 2685.82 69831.32 33.1978 3718.15 96671.90 36.1965 4054.01 105404.26 50.6751 4054.01 105404.26 Exhibit A-2 3 4 5 6 7 12 MO. 24 MO. 36 MO. 48 MO. 120 MO. 25.1694 26.0641 27.3168 28.4801 30.2317 2818.97 2919.18 3059.48 3189.77 3385.95 73293.22 75898.68 79546.48 82934.02 88034.70 2.75% ATB; plus 1.25% for Firefighter step 7, Fire Lieutenant and Fire Captain 35 FIREFIGHTER 36 FIRE LIEUTENANT 37 FIRE CAPTAIN 38 FIRE LIEUTENANT/TRAINING 3.0% ATB FIRE PAY PLAN - FY28 EFFECTIVE JULY 4, 2027 1 2 3 6 MO. 12 MO. 23.7652 24.6999 25.9245 2661.70 2766.39 2903.54 69204.20 71926.14 75492.04 32.6558 34.1937 3657.45 3829.69 95093.70 99571.94 35.6097 37.2824 3988.29 4175.63 103695.54 108566.38 49.8536 52.1954 3988.29 4175.63 103695.54 108566.38 Exhibit A-3 4 5 6 7 24 MO. 36 MO. 48 MO. 120 MO. 26.8461 28.1363 29.3345 31.1387 3006.76 3151.26 3285.46 3487.53 78175.76 81932.76 85421.96 90675.78 SIDE LETTER OF AGREEMENT BETWEEN CITY OF IOWA CITY AND IOWA CITY ASSOCIATION OF PROFESSIONAL FIREFIGHTERS IAFF, AFL-CIO, LOCAL 610 For contractual purposes, a Lieutenant assigned to the Training/Public Education assignment will be defined as Lieutenant under Article I of the Collective Bargaining Agreement. A Lieutenant (56 hours per week) assigned to the Training/Public Education assignment with a 40 hour work week schedule. will continue to accrue vacation sick leave and holiday time at the higher shift rate while on the 40 hour assignment, and will use benefits on a pro -rated basis The ratio of shift (56 hours), to regular week (40 hours), is 1 A. Therefore. this ratio will be used when reporting accrual usage; i.e., for every 1 hour of time taken, 1.4 hours will be reflected on the accrual usage. Work Week. 56 hours/40 hours = 1.4 Annual Hours Worked: 2912 hours/2080 hours = 1.4 Holiday Time 123 hours/88 hours = 1.4 If an employee assigned to a 40 hour schedule terminates employment while on this schedule, his/her benefit payout will be calculated on a 56 hour benefit schedule, at the 56 hour work week rate. The annual salary for a Lieutenant in the Training/Public Education assignment will be the equivalent of pay grade 37, with the hourly rate adjusted to reflect a 40 hour work week. (Shown in the Exhibit A Pay Plan as grade 38.) A Lieutenant with this assignment would be placed at the same step he/she held in grade 36. He/she would be eligible for increases in accordance with ARTICLE XXVII WAGES Section 2. When time is worked beyond 8 hours per day every effort will be made to adjust the remainder of the work week to limit total work hours to 40 per work week. If this is not possible, comp time will be accrued or overtime will be paid in accordance with applicable laws. The parties agree that this side letter take effect July 1, 2022. CITY OF IOWA CITY By: City Mana e Date: IOWA CITY ASSOCIATION OF PROFESSIONAL FIREFIGHTERS IAFF, AFL-CIO, LOCAL #610 By: President Date: /Zo z IOWA CITY FIRE DEPARTMENT General Policy No. 130.02 SUBJECT ORIGINAL ISSUE Emergency Staffing and Minimum Staffing Callback June 1998 LAST AMENDED MANDATORY REVIEW DATE January 2022 February Annually I. PURPOSE: This policy describes the process for emergency and non -emergency notification. II. SCOPE: All personnel assigned. III. POLICY: In an effort to have an efficient emergency and non -emergency callback system, the following guidelines shall be utilized: A. Callback Messages 1. In the event of a second alarm or greater emergency callback situation, or in anticipation of a period of high -demand, off -duty personnel will be notified using a phone -based instant messaging system 2. When personnel are on vacation/holiday time and they report to an emergency callback, they will be compensated at the overtime rate (time and a half] for working at the emergency callback 3. Personnel will be required to use their vacation/holiday time as schedule B. Emergency Callback 1. A callback shall be made upon the request of the Incident Commander or another member of command staff 2. Callback messages shall be made at least twice at approximately 15-minute intervals between the messages 3. The message for a fire emergency callback shall be generated at the Joint Emergency Communications Center (JECC), as per protocol. The message will include: a. The nature of the callback (structure fire, technical rescue, etc.) b. The address c. Other pertinent information 4. Personnel reporting to fire station I of 6 GP-130.02 Cont'd. a. The first person reporting to Station 1 will begin assembling a crew(s) to staff reserve apparatus; Contact the JECC at 356-6800 or IC Fire when this is completed b. Log personnel reporting to Station 1 by name and time of arrival c. Shuttle personnel to the emergency scene as directed by incident command or JECC d. The senior ranking fire officer at Station 1 will be in charge of subsequent emergencies e. All radio and telephone communications to the Incident Commander will be routed through the JECC f. Personnel reporting to outlying stations should call Station 1 for assignments The message for a hazmat incident callback shall say "All off -duty ICFD Haz- Mat Team personnel respond" C. Minimum Staffing — Scheduled Overtime 1. All Minimum Staffing Overtime will be filled via the FirstDue system a. Personnel may select to have FirstDue contact them via cell phone text message or by automated phone message to any phone number b. When filling scheduled overtime for the following day, the Battalion Chief shall generally begin the callback process at 1200 hours the day prior to the scheduled overtime. It is recognized, however, that special circumstances may occasionally require deviation from this timeline c. When filling next -day scheduled overtime from the shift that is currently on duty (e.g.: filling 1900-0700 OT tomorrow from the shift currently working the last day of their swing) the Battalion Chief will inform the company officers prior to the callback being initiated. It shall be the responsibility of the company officers to notify their personnel that the callback is being initiated. 2. Determining Wait Times for Callbacks a. Callbacks for regularly scheduled minimum staffing overtime shall be assigned a five-minute wait time b. Callbacks for same -day minimum staffing overtime that are made between 0530 and 0700 (e.g.; overtime caused by sick leave) shall be assigned a two -minute wait time, unless the Battalion Chief determines that an emergency backfill (no wait time) is necessary c. Callbacks for regularly scheduled minimum staffing overtime being placed on the on -duty shift shall be assigned a twenty -minute wait time due to the possibility of emergency calls during the callback 3. Personnel Eligible for Minimum Staffing Callback a. Personnel called back to duty should be taken from the shift on three-day break, if possible. In the event that it is necessary to call on personnel to maintain minimum staffing, the following procedure will be used b. The on -duty Battalion Chief will refer to the list of personnel eligible for callback overtime. Callback will occur in a rotation based on seniority and even distribution of overtime c. The person contacted to work will be moved to the bottom of the rotation if they work 12 hours or more 2of6 GP-130.02 Cont'd. d. The callback list will be reviewed and revised as needed. Personnel may request to be continued, added, or dropped from the list at this time e. If the overtime rotation is at the person providing Fire Department training at the same time, the eligible person will be offered the overtime and the department will replace the instructor with an overtime person during the class time. The total hours of overtime will be recorded in the book. If the person turns down the overtime, they will go to the bottom of the rotation. If they accept the overtime and they have less than 12 hours overtime they will remain at the top of the rotation 4. Conflicts with Voluntary Scheduled Overtime a. Voluntary scheduled overtime will routinely be used for special event staffing or periods of time where a surge in emergency response is anticipated. A member who is committed to a voluntary scheduled assignment shall not be eligible for minimum staffing overtime that conflicts with the prior -scheduled period of time. D. Emergency Backfill of a Station 1. Send an emergency callback page to the appropriate personnel a. If the callback were for Station 3, for example, two callbacks will be initiated — a callback for two firefighters, and one for a Lieutenant b. Emergency Backfill pages to replace a company or companies will be placed to both off -duty shifts and will have no wait time c. The first two firefighters and first officer to accept the overtime through FirstDue will be given the overtime assignment d. The emergency backfill overtime described in this section shall not influence the callback ranking 2. Overtime Procedures —see Appendix No. GP-130.02-01 (Callback Rules) E. Immediate Replacement 1. Immediate replacement is defined as any callback event that requires prompt attention as determined by the Battalion Chief (e.g.; a member is injured, becomes ill, or otherwise creates an immediate vacancy during the course of the day) a. A callback will be initiated for the shift that is eligible for overtime and will have no wait time b. The immediate replacement overtime described in this section shall not change the callback ranking F. Mandatory Overtime 1. Scheduled Mandatory Overtime — In the event that no ICFD member accepts a FirstDue request for overtime, the overtime shall be considered mandatory. Where scheduled mandatory overtime occurs (i.e.; overtime that is required on the next duty shift), the Battalion Chief shall assign mandatory overtime from the on -duty shift (i.e.; the shift that is working when the BC is filling the OT). The on -duty member who is next on the mandatory overtime ranking list shall be assigned the overtime. The ranking list shall consist of members divided by shift and rank, beginning with the junior member and moving to the senior member within each group. No member shall be required to work more than 36 consecutive hours. Mandatory overtime shall be delegated in the following manner: 3 of 6 GP-130.02 Cont'd. a. 12 hours or less is required to be filled: The Battalion Chief shall assign mandatory overtime to the on -duty member who is next in the mandatory rotation, moving from junior to senior member within each shift and rank. b. More than 12 hours is required to be filled: The Battalion Chief shall assign the first 12 hours to the on -duty member who is next in the mandatory rotation. Following that assignment, the remainder of the shift will be assigned to the on -duty member who is next in the mandatory rotation. c. After a member has worked mandatory overtime, their name shall be moved to the last -up spot in the mandatory overtime list. d. The mandatory overtime ranking will be reset in conjunction with each annual or biennial shift transfer process, as determined by the Fire Chief. The list will be maintained and updated on ICFD Sharepoint. Scheduled Mandatory Overtime Notification — The Battalion Chief will take appropriate steps to notify the department of overtime opportunities as described in this policy. Once the Battalion Chief has determined that using the FirstDue overtime rankings are unprofitable and a mandatory overtime situation is likely, the BC will send out a no wait time overtime request to all operations personnel. The text message box on the overtime request will include the message FINAL CALL to indicate that mandatory OT is imminent (i.e.; E3 — FINAL CALL). If this request goes unanswered, the Battalion Chief will designate the overtime as mandatory and proceed accordingly. 2. Immediate Mandatory Overtime — In the event that no ICFD member accepts a FirstDue request for immediate replacement, the overtime shall be considered mandatory. Where immediate mandatory overtime occurs, the Battalion Chief shall use the FirstDue overtime rankings to place telephone calls until they make contact with a member. That member shall subsequently be assigned to report for the mandatory overtime shift. Immediate Mandatory Overtime Notification — If an immediate replacement cannot be secured via FirstDue, the Battalion Chief will send out a no wait time overtime request to all operations personnel. The text message box on the overtime request will include the message FINAL CALL to indicate that mandatory OT is imminent (i.e.; E3 — FINAL CALL). If this request goes unanswered, the Battalion Chief will transfer the third member of the truck company to the vacant spot and begin the immediate mandatory overtime process as described above. IV. INITATING CALLBACK USING FirstDue 1. Open the FirstDue website 2. Select New Callback 3. Choose Start Date and Start Time 4. Choose End Date and End Time 5. Double-check to make certain that dates and times are accurate 4of6 GP-130.02 Cont'd. 6. OPTIONAL: if you wish to schedule the callback to run at a later time, click to enable Schedule Callback and choose Start Date and Start Time 7. Choose Deadline to Fill Position (the time the callback will stop if it is not filled 8. Select number of people and position and click Add 9. Verify Positions to Fill is accurate 10. Select Filter by Classifications if paging for a member of FIT, HazMat, or SORT. This generally will not be necessary. 11. Select Include / Exclude Groups to choose appropriate callback group 12. Exclude Users or Include Users if required. This generally will not be necessary. 13. Write pertinent info in Text Message box 14. Select Wait Time 15. Select Start Callback 16. Verify that the callback shift and ranking look appropriate 17. Initiate Callback 18. FirstDue will notify you via e-mail when the callback is either successful or unsuccessful. You may also view this information by selecting History and Callback History 5 of 6 GP- 130.02 Cont'd. FirstDue OVERTIME RULES FirstDue is programmed according to the following procedures when determining overtime priority (e.g.: when the overtime changes the callback ranking, when to follow the 12-hour minimum rule, and who to call for overtime. Overtime that does not change the callback ranking: a. Back -filling a station to cover for a mutual aid incident. b. Holdover overtime. C. Personnel recalled to duty by paging to cover an extra alarm incident. d. Minimum staffing to cover someone who goes home ill in the middle of their assigned shift. e. Special assignments (instructing, Duane Arnold drills, public education events, river regatta, certification testing, etc.) 2. All other overtime changes the callback ranking and the 12-hour minimum will be adhered to. Examples include: a. Minimum staffing to cover the daily roster. b. If a person is called for minimum staffing between 0600-0700 hours for overtime from 0700-1900, and because of distance, time of call, etc., does not arrive until after 0700 but before 0800, will receive 12 hours of overtime, be recorded in the book with 12 hours overtime, and move to the bottom of the overtime list. To cover minimum staffing, every attempt should be made to replace rank with equal rank. a. If a firefighter caused the shortage, replace with a firefighter, a lieutenant with a lieutenant, a captain or battalion chief with a captain. b. If unable to replace the line officer with one from the "on break" shift, first offer the overtime to an equal rank line officer from the other shift (no employee will be asked to work more than 36 consecutive hours). If unable to replace with equal rank, a captain may be offered a lieutenant position for overtime. Then the overtime could be offered to a firefighter from the "on break" shift. Example: Shift C works Monday/Wednesday/Friday and Shift B works Tuesday. The Shift B captain calls in sick. 1. Shift A captain is called first to work 24 hours. If Shift A captain is unable, then: 2. Shift C captain would be offered 12 hours (either first or second 12). Then: 3. Shift A lieutenants would be offered the other 12 hours. If all were unable, then: 4. Shift C lieutenants would be offered the remaining 12 hours. If unable, then: 5. Shift A firefighters would fill remaining 12 hours and Shift B lieutenants move UP. Appendix No. GP-130.02-01 6of6 IOWA CITY FIRE DEPARTMENT General Policy No. 130.06 SUBJECT ORIGINAL ISSUE Shift/Station Bid Selection October 2021 LAST AMENDED MANDATORY REVIEW DATE October 2023 February Annually I. PURPOSE: This policy identifies the procedure and requirements for bargaining unit members to bid for shift and station preference. II. SCOPE: All personnel assigned. III. POLICY: The Iowa City Fire Department is responsible for fostering individual growth and development while also ensuring companies and shifts function to best meet the established goals and objectives of the department. The bid system is not a right of department personnel, but rather an administrative method of permitting employees to select their assignment based on seniority. The Fire Chief is responsible for final approval of all shift and station assignments. The department will support a seniority -based, two-year shift and station selection system, covering the following classifications within emergency operations: Fire Captain, Fire Lieutenant, and Firefighter. The selection process will be managed by a Bid Process Committee, comprised of two Battalion Chiefs and a union representative selected by Local 610. The positions available for bid are outlined in Appendix GP- 130.06-01. IV. PROCESS 1. Each odd numbered year, on or after October 15th, the department will begin its assignment selection process. This process will take place every other year, with the new assignments starting on or near January I' of each even numbered year. This process will be announced on October 1' and a list of department members based on time in rank and seniority will be distributed. 1 of 5 2. The shift/station bid process will be based on seniority in rank for officers and by seniority in department for firefighters. Captains will pick first, followed by Lieutenants, and firefighters respectively. Reverse seniority (most junior to most senior) is also based on these elements. 3. Each member will be notified by phone/text when it is their turn to select — a pre -notification text will alert members their selection position is upcoming. Each member will be given no more than 10 minutes to respond with their selection. The Bid Process Committee will monitor availability of on duty members and adjust the 10-minute time period accordingly. If a member does not select when contacted, the process will continue to the next member. At any time thereafter, the member that was passed may select, but only after the member in the current selection period finishes their pick. 4. A member not available during the selection process must submit a signed proxy no later than 24 hours prior to the commencement of the process. Members are encouraged to list all shift/station preferences in descending order of priority. When an absent member's selection time occurs, the Bid Process Committee will follow the submitted proxy, awarding the selection based on current availability. 5. After each pick, the shift/station organizational chart will be updated prior to the next member being contacted. Members can access the chart through the department's SharePoint site. 6. Once a bid is submitted, the bid shall be considered final and will not be changed. V. ASSIGNMENT GUIDELINES 1. The Fire Chief may initiate personnel assignments to ensure initial and required training of individual personnel, enhance performance opportunities, or fill vacancies. Such assignments will be based on career development, training, special assignments, performance issues, or other operational needs. 2. Personnel will not be displaced from their permanent assignment for more than three months per calendar year unless such displacement is determined by the Fire Chief to be necessary for the operational needs of the department. Permanent vacancies occurring due to promotion, resignation, retirement, or termination more than three months prior to the effective date of a regular shift bid process will be filled by shift seniority bid. If the position is not filled by shift seniority bid, the Fire Chief will fill the vacant position considering reverse seniority. In some cases, filling the open position may be postponed due to department need and/or staffing levels. 4. Personnel may request a voluntary transfer as outlined in Article XIX of the collective bargaining agreement. 2of5 PT \ VI. ASSIGNMENT GUIDELINES — INSPECTOR / INVESTIGATOR 1. It is acknowledged that the Inspector/Investigator position assigned to Truck l requires an unusual degree of commitment. Due to the level of training and experience required to be an effective inspector/investigator, a four-year commitment to the position is preferred. a. A member completing a four-year commitment as Inspector/investigator will be assigned the most senior firefighter position in the bid process. Additionally, if the member chooses, the selected assignment will be extended an additional two years. b. If there are multiple members completing the Inspector/Investigator assignment simultaneously, bid selection will defer to seniority among those candidates before reverting to the selection process defined previously in this policy. c. A member choosing to leave the Inspector/Investigator position after two years will continue to pick based on firefighter seniority. 2. Members who are removed from the Inspector/Investigator position for failure to meet expectations, or who request a voluntary transfer to another assignment, will not be granted the seniority benefit defined in Article VI, Section La of this policy. 3. The operational needs of the department, as determined by the Fire Chief, may necessitate a member being transferred to the Inspector/Investigator position at any time during a four-year term. Any member who is assigned to the Inspector/Investigator position outside of the normal transfer timeline shall receive credit for completing the entire four-year assignment so long as the duration of assignment exceeds two years. VII. ASSIGNMENT GUIDELINES — TRAINING OFFICER 1. The Training Officer assignment is not subject to seniority bid but shall be assigned by the Fire Chief. 2. The Training Officer assignment will be a minimum duration of two years, although a four- year commitment is preferred. 3. Lieutenants who wish to be considered for assignment to Training Officer shall, by September 11 of an odd -numbered year, submit a cover letter and resume to the Battalion Chief in charge of Training. 4. A member completing a four-year commitment as Training Officer will be assigned the most senior Lieutenant position in the bid process. Additionally, if the Lieutenant chooses, the selected assignment will be extended an additional two years. 5. Lieutenants who are removed from the Training Officer position for failure to meet expectations, or who request a voluntary transfer to another assignment, will not be granted the seniority benefit defined in Article VII, Section 4 of this policy. 6. The operational needs of the department, as determined by the Fire Chief, may necessitate a Lieutenant being transferred to the Training Officer position at any time during a four-year term. Any member who is assigned to the Training Officer position outside of the normal transfer timeline shall receive credit for completing the entire four-year assignment so long as the duration of assignment exceeds two years. 3 of 5 IOWA CITY FIRE DEPARTMENT General Policy No. 130.08 SUBJECT ORIGINAL ISSUE Usage of Time November 1986 LAST AMENDED MANDATORY REVIEW DATE December 2024 February Annually I. PURPOSE: This policy describes the selection of time off -duty by Fire Department shift personnel and the cancellation of time -off by Fire Department personnel or administrators. II. SCOPE: All personnel assigned. III. POLICY: A. Selection of Time -Off A maximum of four time -off spots will be available for time -off selection, regardless of shift minimum staffing levels. 2. Members of the bargaining unit will make vacation picks by seniority. To guarantee vacation time -off, an employee must pick three or a multiple of three consecutive shifts up to a maximum of what they earn each year. Up to but not exceeding an additional 48 hours of accrued or anticipated vacation may be used, if necessary, to equal the next highest increment of three shifts. 3. No more than three employees of the bargaining unit will be allowed guaranteed time -off on any given calendar day. 4. When an employee has completed their pick, the employee must wait until all other personnel on their shift have had the opportunity to make their picks. At this time another selection round is started. Guaranteed vacations may be split up to four times provided the selection process described above is followed. If an employee picks all of their accrued and anticipated vacation, they must wait until all vacation picks are completed to choose additional time -off. The vacation picks outlined above will be the only guaranteed time -off. 1 of 4 GP-130.08 Cont'd. Battalion Chief selection: Following bargaining unit selection of vacation picks, Battalion Chiefs will select paid time off (PTO) not to exceed the maximum earned annually. Due to the nature of program oversight and the volume of responsibility that the organization has placed on Battalion Chiefs, the BC picks will not be required to be 3 consecutive shifts as defined in section 2 of this policy. Battalion Chiefs shall make up to three individual time off choices per round in the process described above. BC selections throughout the process shall be defined "Paid Time Off' or "PTO" on the master calendar. 6. After guaranteed vacation selection, the shift's calendar opens up for selection of additional non -guaranteed time -off including compensatory time, one -day vacation picks and holiday time. Use of non -guaranteed time -off may only be canceled as outlined in the current Union contract. Non -guaranteed time -off will be selected in a fashion similar to vacation picks. Battalion Chiefs will start the process with the option of selecting up to 48 hours of additional time -off not to exceed two picks. Other shift personnel then have the option to select up to 48 hours of additional time -off, not to exceed two picks on a seniority basis. After three rounds of selection, Fire Department Business (FDB) time -off for annually scheduled events (i.e. arson school, fire prevention week, fire school, etc.) will be added to the calendar. After the addition of scheduled FDB, any additional non -guaranteed time -off will be handled on a first - come, first -served basis. The Battalion Chiefs will maintain the ICFD Master Calendar through the department's scheduling website. ICFD members may view the master time -off calendar and crew scheduler from any computer with internet access. Time -off requests and trade -time requests will be submitted and approved / denied on the scheduling website. 8. Time -off must begin or end at 0700 hours and be taken in 10, 12, 14, or 24 hours blocks. Approved blocks of time off are: • 0700-0700 • 0700-1700 • 0700-1900 • 0700-2100 • 1700-0700 • 1900-0700 • 2100-0700 EXCEPTION: When FDB is scheduled for a portion of the time -off blocks, the balance of the time -off block is available for non -guaranteed time -off selection. NOTE: Personnel using time -off as part of the balance of a block affected by FDB may be required to remain on -duty to allow for the reassigning of personnel in order to maintain minimum staffing. 2 of 4 GP-130.08 Cont'd. 9. Fire suppression personnel may request the same day use of time -off, if the calendar is open. Personnel must request same day use of time off blocks beginning .at 0700 by 0800. Personnel will be required to stay on -duty until replacement personnel are reassigned. 10. Administrative Day: Battalion Chiefs may utilize up to ten -hours of administrative leave per month to complete administrative assignments. The incurrence of overtime should be avoided, if possible. 11. Designation of Time Off. In cases of sick leave, family sick leave, FDB, etc. the appropriate time -off designation will be selected on the Callback Staffing time -off request. Vacation and holiday picks will be designated in the following way: a. Any time -off that is requested through the vacation pick process will be designated on the scheduling website as Picked Vacation and will indicate that the time cannot be cancelled. b. Any time -off that is requested through the holiday pick process (or subsequent single day selections as defined in #6 above) will be designated Holiday and will indicate that the time can be cancelled in accordance with this policy. c. Any time -off selected by a Battalion Chief shall be designated Paid Time Off and shall not be subject to the rules governing cancellation of guaranteed time off. PTO shall still be subject to cancellation rules as defined below in Cancellation of Time Off. 12. Unauthorized Absence: A failure to report to duty that also fails to secure in advance a voluntary hold -over shall be logged as an unauthorized absence. The battalion chief shall be notified, and minimum staffing levels will be maintained. 13. Sick Leave: Authorization for and notification of the use of sick leave / family sick leave is defined in Article IX of the Collective Bargaining Agreement. Notification for an unexpected illness or injury which will cause a member to miss work shall be done only by telephone call to the on -duty Battalion Chief. Members are not permitted to use electronic time -off requests for sick leave / family sick leave, except for scheduled doctor appointments occurring more than 24 hours after the time of request. B. Cancellation of Time -Off An employee may cancel non -guaranteed time -off by contacting the on -duty Battalion Chief a minimum of 48 hours prior to the day they are signed out on the calendar. 2. Fire Department administration may cancel non -guaranteed time -off at any time to meet minimum staffing requirements with the following exceptions: 3 of 4 GP-130.08 Cont'd. a. Time will not be canceled by administration for absences created by training or administrative activities scheduled after a calendar date is closed out. b. Time will not be canceled by administration to allow for subsequent time -off picks by other members. Time -off will not be canceled by administration because of shift transfers. d. Once selected, non -guaranteed time -off will not be canceled due to sick leave usage. EXAMPLE: An employee is scheduled for holiday time from 0700-1700 hours and becomes ill. The employee will be required to use holiday time from 0700-1700 hours and sick leave from 1700-0700 hours. Once selected, guaranteed time -off may not be canceled for any reason by the employee or administration. It will be taken as selected. EXCEPTION: Personnel on approved injury leave (for work -related injury or disease as per Chapter 411 of the Code of Iowa) may cancel guaranteed time -off. EXCEPTION: Personnel on funeral leave, as per the collective bargaining agreement, may cancel guaranteed time off. EXAMPLE: An employee is scheduled for vacation from 0700-0700 hours and becomes ill. The employee will be required to use 24 hours of vacation time as scheduled. EXCEPTION: An employee on family or parental leave and/or FMLA qualifying reasons may cancel guaranteed time off. 4of4 Item Number: 6.c. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution authorizing the procurement of Bus Driver Protection Doors. Prepared By: Reviewed By: Fiscal Impact: Mark Rummel, Associate Director of Transportation Services Darian Nagle-Gamm, Transportation Services Director Jennifer Schwickerath, Assistant City Attorney Geoff Fruin, City Manager Funds are available through account number T3069 Bus Driver Protection Doors Staff Recommendation: Approval Attachments: Resolution Executive Summary: Iowa City Transit sought a qualified vendor to supply and install bus driver protection doors on 23 buses to improve Mass Transit Operator safety and well-being. In August 2024, a Request for Proposals (RFP) was issued, resulting in four submissions. Following the initial evaluation, Midwest Bus Corporation was selected to proceed to the demonstration phase. A prototype door was installed and evaluated by fifteen bus drivers, who assessed its performance based on criteria including durability, air circulation, window design, visibility, and overall safety features. Based on the evaluation, staff recommends awarding the contract to Midwest Bus Corporation for $248,285. Background / Analysis: In terms of safety equipment for Mass Transit Operators, bus driver protection doors have become an industry standard. They protect drivers by preventing direct physical contact between them and passengers and minimizing injury risks in confrontational or emergency situations while maintaining visibility and accessibility. By equipping buses with the protective doors, Iowa City Transit will create a more safe and secure work environment for Mass Transit Operators. Prepared by: Mark Rummel, 1200 S Riverside Dr, Iowa City, IA 52246 (319) 356-5097 Resolution No. 25-67 Resolution authorizing the procurement of Bus Driver Protection Doors Whereas, the Transportation Services department seeks strategies to improve safety and security for Mass Transit Operators in the provision of transit service to the community; and Whereas, the installation of protective bus driver barriers will greatly reduce physical contact between drivers and passengers, enhance driver safety and security, and will minimize the risk of injury while maintaining clear visibility and accessibility; and Whereas, Request for Proposal #25-102 was released to solicit vendors who could provide bus driver protection doors; and Whereas, four proposals were received for these services; and Whereas, the evaluation committee has selected Midwest Bus Corporation; and Whereas, the City's purchasing policy requires City Council to approve purchases over $200,000; and Whereas, the City expects to expend approximately $248,285.00 for these services; and Whereas, funds for this purchase are available in the budget under account number T3069 Bus Driver Protection Doors; and Whereas, approval of this procurement is in the public interest. Now, therefore, be it resolved, by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described is approved. 2. The City Manager is authorized to take whatever steps are necessary to effectuate future purchases including any amendments or renewals of said agreement. Passed and approved this 1st day of April 20_25 Mayor Pro Attest: I �i (; :; }J)�; e-. ( City Clerk Approved by/ City Attorne s Office (Jennifer Schwickerath - 03/26/2025) Resolution No. 25-67 Page 2 It was moved by Moe and seconded by Harmsen the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Alter x Bergus x Harmsen x Moe x Salih x Teague x Weilein Item Number: 6.d. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution amending the By -Laws of the Climate Action Commission and rescinding Resolution No. 19-283. Prepared By: Susan Dulek, First Ass't City Attorney Reviewed By: Geoff Fruin, City Manager Kellie Grace, City Clerk Sarah Gardner, Climate and Outreach Coordinator Fiscal Impact: none Staff Recommendation: Approval Commission Recommendations: Council Rules Committee approved Attachments: By -Laws Climate Action Commission redline Climate Action Comm. minutes 10-7-24 & 11-18-24 Memo regarding proposed amendments Rules Committee Minutes 3-7-25 Resolution By -Laws Executive Summary: Two updates were brought to the Climate Action Commission for discussion at the Oct. 7, 2024 meeting and then approved by vote at the Nov. 18, 2024 meeting. The proposed changes are as follows: (1) Amend the first sentence of Article 4 (Membership), Section E (Officers) to read "The Chairperson and Vice -Chairperson will be elected annually (in December) from the Commission membership." (2) Amend Article 4 (Membership), Section H (Absences) to read "Three (3) consecutive, unexplained absences without prior notification of a member from regular meetings will result in a recommendation to the City Council from the Commission to discharge said member and appoint a new member." BY-LAWS IOWA CITY CLIMATE ACTION COMMISSION ARTICLE 1 THE COMMISSION Section A. The name of the Commission is the Climate Action Commission of Iowa City, Iowa, as established by Resolution No. 19-251 of the City Council of Iowa City, Iowa. ARTICLE 2 PURPOSE Section A. The purpose of the Commission is to enhance and enable further community efforts to achieve the City's ambitious climate goals. ARTICLE 3 DUTIES Section A. Duties of the Commission shall include: 1) advise the City Council on climate issues; 2) research, analyze, and promote climate actions, with particular attention to equity; 3) educate and engage with the public on climate action and the City's climate and sustainability goals; 4) assist City staff, City Council, and members of the community with implementing approved initiatives that support the City's climate and sustainability goals, including the Climate Action and Adaptation Plan and any related or updated plan hereafter, 5) recommend to the City Council updates to the Climate Action and Adaptation Plan. ARTICLE 4 MEMBERSHIP Section A. Members The Climate Action Commission shall consist of eleven (11) members with backgrounds, knowledge, and expertise offering representation across the community which could effectively guide implementation of climate objectives. MidAmerican Energy and the University of Iowa will each have a standing representative on the Commission. Section B. Appointment Nine (9) at -large members, representing key stakeholders, will be appointed by the City Council of Iowa City. Key stakeholders may include, but are not limited to, the Iowa City Community School District, area commercial businesses, local industry, design and construction professionals, non- profits and the general public. Section C. Residency Residents of Iowa City should be given preference, but members are not required to have Iowa City residency. Members must be residents of Johnson County. Section D. Terms Member terms shall be three (3) years beginning January 1, with a two -term limit. Section E. Officers The Chairperson and Vice -Chairperson will be elected annually (in Jan December) from the Commission membership. The Chairperson shall, when present, preside at all meetings, appoint sub -committees with the approval of the Commission, call special meetings and in general perform all duties included in the office of a Chairperson and such other duties as may be prescribed by the members from time to time. The Vice -Chairperson shall take over the above duties of the Chairperson in the event of the Chairperson's absence. Section F. Compensation and Expenses Commissioners shall serve without compensation but may be reimbursed for expenses incurred or travel outside of Johnson County on designated Commission business. Such expenses shall have prior approval by the City Manager of Iowa City upon the request of the Sustainability Coordinator. Receipts for all such expenses shall be stipulated to the City Manager of Iowa City through the Sustainability Coordinator prior to reimbursement for such expenses. Section G. Orientation of new Members Prior to the first regular meeting following their appointment, new Commissioners shall be provided with copies of the By -Laws and other documentation that would be useful to Commission members in carrying out their duties. They may also be given an orientation briefing by members of the staff, the Commission and others as may be deemed appropriate. Section H. Absences Three (3) consecutive, absences without prior notification of a member from regular meetings will result in a recommendation to the City Council from the Commission to discharge said member and appoint a new member. Section L Resignations If any member is unable to continue carrying out the duties of membership for any reason, the member, if appointed by the City Council, shall email a letter of resignation to the City Council with a copy to the Chair of the Commission. Section J. Working Groups The working groups composition, duties and terms will be designated by a majority vote of the members of the Commission. Members of the public may be members of working groups. ARTICLE 5 MEETINGS Section A. Meetings of this Commission shall be on a regular monthly basis. A meeting date and time will be established by the Commission. A regular meeting may be cancelled if no urgent business requires a meeting. Section B. Special meetings of the Commission may be called by the Chairperson and shall be called by the Chairperson at the request of a majority of the membership. Section C. Meetings shall be held in an accessible, public meeting place. Notices of meetings (agenda) for all regular and special meetings shall be posted at least 24 hours before any meeting is held. All provisions of the State Open Meetings Law shall be followed. The Chairperson, or a designated representative, together with appropriate members of the City staff shall prepare an agenda for all meetings. Agendas shall be sent to Commission members at least 24 hours prior to the regular meetings. Section D. A majority of the members of the Commission (six or more) shall constitute a quorum of any meeting and the majority of votes cast at any meeting, at which a quorum is present, shall be decisive of any motion or election. Section E. There shall be no vote by proxy. Section F. Time shall be made available during all regular meetings for open public discussion. Section G. Minutes of all meetings shall be prepared and distributed to the City Council in the manner prescribed by the Council. Minutes of all regular and special meetings will be e-mailed to all the Commission members during the week prior to the next meeting. Specific recommendations for the Council shall be set off from the main body of the minutes. Section H. A working group/subcommittee meeting is not a meeting of the full Commission, unless six Commissioners are present. ARTICLE 6 AMENDMENTS 2 Section A. The By -Laws of the Commission shall be amended only with the approval of at least a majority of the Commission (at least six votes) at a regular meeting or a special meeting. Section B. By -Law changes may be adopted at the meeting following the meeting at which open discussion was conducted on the specific changes. Approved: 12/03/19 By Resolution No. 19-283 3 MINUTES IOWA CITY CLIMATE ACTION COMMISSION OCTOBER 7, 2024 —3:30PM —FORMAL MEETING EMMA J. HARVAT HALL FINAL MEMBERS PRESENT: Michael Anderson, Michal Eynon -Lynch, John Fraser, Jamie Gade, Ben Grimm, Zach Haralson, Wim Murray, Brinda Shetty, Gabriel Sturdevant MEMBERS ABSENT: Michelle Sillman, Angie Smith STAFF PRESENT: Daniel Bissell, Megan Hill, Kent Ralston MPO-JC OTHERS PRESENT: Lizzy Fitzsimmons CALL TO ORDER: Sturdevant called the meeting to order APPROVAL OF SEPTEMBER 9, 2024 MINUTES: Grimm moved to approve the minutes from September 9, 2024. Anderson seconded the motion, a vote was taken, and the motion passed 9-0. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. ANNOUNCEMENTS: Action Items from last meeting (Staff): • Staff collected email addresses for NCJC newsletters Events: ■ Climate Fest recap • Other events in the community (Commissioners) o Grimm reported that ICCSD will present their annual ghg update at the district meeting tomorrow evening. The event will be recorded. o Eynon -Lynch noted the next Repair Cafe event is happening October 19. September 2024 Strategic Plan Progress Report: ■ Bissell noted the inclusion of this report in the agenda packet. The report is also available on the City website. NEW BUSINESS: Update on CRANDIC Bus Rapid Transit Study (Kent Ralston, MPOJC) ■ Background: MPOs are appointed by the state governor once an urbanized area's population Climate Action Commission October 2024 Page 2 of 4 reaches 50,000, which happened in Iowa City in 1980 • Passenger rail study on the CRANDIC line commenced in 2017. Iowa City's portion of this line runs from Burlington St. to Penn St., North Liberty, following the river. • HDR completed this study, finishing in 2020. o Three factors affected next steps at that time: COVID, CRANDIC railroad did not want to operate a passenger rail system, and the electric bus arrived in Iowa City. • In fall 2023, MPO was asked to hire a consultant to complete a bus rapid transit study. • Comparison: o Rail study estimated 5300 riders per day, doubling the transit ridership in the community. Cost to implement rail was $49M in 2020 -- $60M today -- with an operating cost of $4.8M, $6M today. o Bus rapid transit estimated 3600 riders per day (post-COVID transit ridership numbers are all depressed). $92M to implement with an operating cost of $2.4M. Bus transit study included a 10' wide multi -use trail that would parallel the route, added in places that do not already have a trail. ■ Pop Up Metro is a private firm, a rail development corporation, that has a set of electric rail cars they want to bring here and test. In lieu of a study, they would "lease the community" and just set up a system. Pop Up Metro would bring electric train cars with platforms. Operators would be hired locally. • Bus Rapid Transit study will hopefully be completed by the next MPO meeting in November. • Fraser asked if rail development in Iowa City might spur development throughout the state. Ralston noted that a stakeholder committee includes all the Johnson County communities and also includes two members of the Iowa Department of Transportation. The state representatives seem more interested in passenger rail than bus transit. • Eynon -Lynch asked if feedback from the CAC was sought. Ralston characterized this session as an FYI. • Fraser asked if it is possible to run both a bus and a train. Ralston responded that it makes sense to choose one, but even if it's bus, there is a priority to preserve the corridor. • Sturdevant asked what is included in the cost. Ralston described upgrades to the corridor (including pulling out rails), seven buses, and operations (cleaning, maintenance, driving) are included in the bus rapid transit system. The Pop Up Metro proposal includes trains cars and platforms, but not operational costs for electricity or drivers. • Haralson asked if there would be a difference in service times. Ralston replied they were comparable: headway of every 30 minutes for rail, and for buses it would be every 15 minutes in peak time, 20 minutes in other times. • Gade reported seeing more congested roadways and asked what impact this might have on those. Ralston said only a few crossings are at grade and it should be possible to sync the signals. • Sturdevant asked if hubs and parking lots would be part of the system. Ralston noted a park - and -ride facility north of Penn St. was included in the bus rapid transit study but not the Pop Up Metro proposal. • Anderson asked if the scope of the study included linking up with a larger rail system. Ralston described various possibilities. Haralson asked if CRANDIC still exists all the way to Cedar Rapids. Climate Action Commission October 2024 Page 3of4 Ralston affirmed it did, noted heavy use by freight near Cedar Rapids. • Haralson asked about Pop Up Metro. Ralston described taking possibilities to the public and asking for public input. • Gade asked about workforce for transit operators. Ralston noted a transit worker shortage generally and said bus and train had about the same requirements for staff. Gade also asked about impact to residential properties near rail; Ralston responded that the system would be electric and therefore quieter. ■ Sturdevant asked if outside influence plays a role. Ralston said no, but outside funding would. Large federal grants would be necessary to move either project forward. All three phases of the rail study are available at mpo-jc.org. Bus study will be available soon. • Haralson asked if it would be possible to hear from Pop Up Metro at a CAC meeting. Haralson also suggested the recording of the Joint Entities meeting would be helpful to share. • The commissioners discussed working groups and a special meeting. Discussion of proposed updates to bylaws (Commissioners) • Gade described proposed changes that would need approval by the City Council: Change the date for electing a new vice -chair and chair to June, allowing new members more time to acclimate to the committee before that vote, and amend the rules for absence -related dismissal. In addition, the commission might also vote to change the meeting time; it is not necessary to determine the new meeting time yet and would not need Council approval. Gade explained that the Strategic Plan, particularly equity, inspired review of the bylaws. • Commissioners discussed the bylaws memo. Anderson moved to table the discussion until the next meeting, Eynon -Lynch seconded, and the motion carried. RECAP: Confirmation of next meeting time and location: ■ Tuesday, November 5, 3:30-5 p.m. Emma J. Harvat Hall Actionable items for commission, working groups, and staff: • Find a date and time for the November 2025 meeting. ■ Staff will send the entire bylaws to the commission for review. ■ Staff will follow up on requests related to the Bus Rapid Transit study, Pop Up Metro, and recording of the Joint Entities meeting. ADJOURNMENT: Sturdevant moved to adjourn, Grimm seconded the motion. A vote was taken, and the motion carried. Climate Action Commission October 2024 Page 4 of 4 CLIMATE ACTION COMMISSION ATTENDANCE RECORD 2023-2024 ~ F+ ~' ri F+ NJ A U1 O1 00 lD ~' NAME TERM EXP. N F\+ A N 0\0 N l\n N A N F\+ N 0\1 N W N Ln N 0000 N V N W W W A A A A A A A A A Michael 12/31/2025 NM O/E X O/E O/E X O/E X X Anderson Michal Eynon- 12/31/2024 X X X NM X X X X X O/E X X Lynch John Fraser 12/31/2024 X X X NM X X X O/E X X X X Jamie Gade 12/31/2025 O/ X X NM X X X X X X O/E X E Ben Grimm 10/31/2023 X X X NM X O/E X X O/E O/E X X Zach Haralson 12/31/2025 NM X X X X O/E X O/E X Matt Krieger 12/31/2023 0/ X O/E E Wim Murray MidAmerican X X X NM X X X X X X X X Rep Michelle Sillman 12/31/20025 X X X NM O/E X X O/E X X X O/E Brinda Shetty UI Rep X X O/E NM X X X X X O/E X X Angie Smith 12/31/2025 X X NM X X X X X X X O/E Gabe Sturdevant 12/31/2024 X O/E X NM X X X X O/E X X X Matt Walter 12/31/2023 X O/E X * * * * * * * KEY: X = Present 0 = Absent 0/E = Absent/ExcusedNM= No Meeting * No longer on Commission 4 MINUTES IOWA CITY CLIMATE ACTION COMMISSION NOVEMBER 18, 2024-3:30 PM —FORMAL MEETING EMMA J. HARVAT HALL FINAL MEMBERS PRESENT: Michael Anderson, Michal Eynon -Lynch, Ben Grimm, Zach Haralson, Wim Murray, Brinda Shetty, Michelle Sillman, Angie Smith MEMBERS ABSENT: John Fraser, Jamie Gade, Gabriel Sturdevant STAFF PRESENT: Daniel Bissell, Sarah Gardner, Megan Hill, Diane Platte OTHERS PRESENT: Kelly Schneider, Johnson County Mobility Coordinator NOMINATION OF TEMPORARY CHAIR: Shetty nominated and Anderson seconded Eynon -Lynch to be temporary chair; motion passed unanimously. CALL TO ORDER: Eynon -Lynch called the meeting to order at 3:34. APPROVAL OF OCTOBER 7. 2024 MINUTES: Shetty moved to approve the minutes from October 7, 2024. Grimm seconded the motion, a vote was taken, and the motion passed 7-0. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. ANNOUNCEMENTS: Action Items from last meeting (Staff): • Staff found a date and time for November meeting ■ Staff sent entire bylaws to the commission to review • Staff included the completed Bus Rapid Transit study in agenda packet. Gardner reached out to Cady Gerlach to discuss any updates on the Pop Up Metro concept and find a date to present to the Commission, but scheduling difficulties had prevented them from meeting. Kent Ralston is presenting to City Council Work Session about Bus Rapid Transit and Pop Up Metro Tuesday, Nov. 19. Rather than sending the recording of the Joint Entities meeting, Gardner will send a recording of the Nov. 19 Work Session to commissioners so that the most up-to-date information will be provided. Zach Haralson joined the meeting at 3:37, Climate Action Commission November 2024 Page 2 of 5 Events: ■ Airport Solar Array Ribbon Cutting (Nov. 14, 10 a.m.) o Shetty asked the size of the array. Gardner noted it was around 300 panels, 140 kilowatt capacity, which is enough to power the terminal, the runway lights, and the ambulatory hangar. Phase 2 of the project would power the research facility. ■ Other events in the community: none shared. ■ Strategic Plan was reviewed by City Council and there was one update: a call to renew the Climate Action Plan and create a Climate Adaptation plan to work with in concert with it. OLD BUSINESS: Next steps on CRANDIC Bus Rapid Transit Study/Pop Up Metro discussion • Gardner outlined possible next steps with a reminder of the role of the Commission as a body is to research, analyze, and advise, though Commission members are also free and welcome to engage in advocacy as individuals in the public sphere. In the capacity of the Commission, next steps could be to sift through the information and raise key questions to help Council. ■ Gardner offered the example of a potential need for additional engineering analysis on the novel approach to charging the batteries of the train, which involves removing the batteries by forklift and re -installing them, unlike other electric vehicles. Commissioners might advise the Council on whether further analysis is warranted and also on the matrix created by Ralston for Council to see if any outlying questions may still need to be answered. o Anderson asked if Pop Up Metro is the only train concept under consideration. Gardner noted there had been a previous study (from 2020) looking at train options for the Corridor and noted the information not included in the Pop Up Metro concept such as additional costs made them difficult to compare. o Sillman asked about environmental benefits, and whether in the case of BRTthe Crandic line would be purchased rather than leased. o Eynon -Lynch asked about impacts on cars off the road, carbon, road maintenance. o Smith noted BRT seemed to have a better ability to be flexible, adaptable, and grow, which would make it more equitable to more citizens, noting "zero -car homes information" from the study. o Eynon -Lynch wondered about expansion if the system proves popular and whether it's easier to get another bus or add another car to the train. o Smith asked about the addition of parking. Gardner noted the BRT study included a parking lot in North Liberty while the Pop Up Metro information. Gardner suggested trying to draw from one plan where information might be missing from another to try to better make side -by -side comparisons. o Haralson said that seemed like a good approach and suggested it could be done with considerations for a bike path as well. Gardner noted because the Pop Up Metro proposal does not include a bike line at present, one of the questions to resolve is whether the bike lane could be added after the train was up and running or if it would be better constructed prior. o Eynon -Lynch asked when does the Commission get to the point of making recommendations. Gardner estimated it would likely be a series of recommendations on information gathering at present, and a recommendation on a preferred system would likely be months away. Gathering these questions now to share with Cady Gerlach and Kent Ralston ahead of their future presentations would help speed the process. Climate Action Commission November 2024 Page 3of5 o Eynon -Lynch noted concerns with adding more pavement (for BRT) that would then have to be maintained. She wondered if the bike path might have been included in the BRT proposal because it would be an easy add to the other paving work being done, but if a train were adopted, there wouldn't be the same argument for adding a bike trail to the project. She suggested the Commission consider trade-offs between fast deployment and the benefits of a bike trail. She expressed concern about waiting for the Council to request input and suggested considering a more proactive approach to offering opinions to Council. o Anderson offered that for this particular issue it might make sense to take a more activist approach, given its importance to the group, but asked also if the Council is considering taking action or had a timeline to do so. Gardner said she did not think there was a firm timeline currently. She also offered that she had asked for guidance on the role of the Commission in this discussion, knowing the question has come up before, and that it was reaffirmed the Commission is meant to be a deliberative body that takes a more analytical approach. She added this was not meant to say they could not also make recommendations and offered the Commission's response to the methane feasibility study as an example, but said it was important not to put the cart before the horse, making sure they had time to gather information before a recommendation was made. Eynon -Lynch offered that deliberation on all the information might best happen beforehand rather than waiting to be asked by Council. o Haralson noted that Councilman Moe's note about Pop Up Metro described two sets of trains in existence and asked based on that how possible would it be to get more trains, does Pop -Up Metro provide maintenance, how tested are the trains, are the trains a product of the company they are trying to sell and how ready are they to produce more, and how long has the company been doing battery charging and how tested is that system? o Smith asked about ease of procurement for buses versus trains, noting this technology is in high demand. o Anderson asked if a transit system to Cedar Rapids is possible as a consideration at this point, or whether that is far into the future. Eynon -Lynch noted Kent Ralston's previous presentation had included the possibility of extending service to Cedar Rapids. Gardner said although it was not part of the Pop Up proposal it also was not off the table, and the work underway on a regional climate action plan made this a good time to ask those questions. Haralson asked if regional transit was included in the Climate Pollution Reduction Grant plan. Gardner explained it was not included in the Priority Plan because those projects needed to be shovel -ready, but it would be very appropriate to include it in the Comprehensive Plan. Discussion of proposed updates to bylaws/CAC processes (Commissioners) • Gardner provided context for proposed changes to the bylaws, noting that the current election of chair and vice chair coincided with the introduction of new members, and moving the date might better allow new members to participate in nominating, electing, and/or serving as chair or vice chair. She also noted in the past there had been difficulties with the current excused absence policy and the new wording would ask that members notify staff in advance to help staff ensure quorum. She further noted there was nothing requiring these changes and offered that current commissioners could table the discussion until January to allow new members to participate in the discussion. The commission might also vote to change the meeting time, which 3 Climate Action Commission November 2024 Page 4 of 5 can happen without changing the bylaws. e Commissioners discussed the bylaws changes and the change to the meeting time. m Haralson moved to change the vote for chair and vice -chair to December, Smith seconded, motion carried unopposed. o Shetty moved to change the absentee wording, Sillman seconded, the motion carried unopposed. • Commissioners decided to table the discussion about the meeting times until January when new members have a chance to participate. Gardner noted in the tentative schedule for 2025 meeting dates a suggestion not to meet in July due to ongoing difficulty to achieve quorum that month. The commissioners agreed. RECAP: Confirmation of next meeting time and location: • Monday, December 2, 3:30-5 p.m. Emma J. Harvat Hall Actionable items for commission, working groups, and staff: • Staff will update the memo about bylaws and send to City Council. Staff will send the recording of Ralston's presentation to the City Council Work Session Nov. 19 Staff will pass along transit questions raised in today's meeting to the MPO, Greater IC, and City Council. ADJOURNMENT: Haralson moved to adjourn, Grimm seconded the motion. A vote was taken, and the motion carried. Meeting adjourned at 4:45. a] Climate Action Commission November 2024 Page 5 of 5 CLIMATE ACTION COMMISSION ATTENDANCE RECORD 2023-2024 o NAME TERM EXP. N LU N N N N N N N N N00 W W W A A A A A A A A A A Michael 12/31/2025 NM O/E X O/E O/E X O/E X X X Anderson Michal Eynon- 12/31/2024 X X X NM X X X X X O/E X X X Lynch John Fraser 12/31/2024 X X X NM X X X O/E X X X X O/E Jamie Gade 12/31/2025 0/ X X NM X X X X X X O/E X O/E E Ben Grimm 10/31/2023 X X X NM X O/E X X O/E O/E X X X Zach Haralson 12/31/2025 NM X X X X O/E X O/E X X Matt Krieger 12/31/2023 O/ X O/E E Wim Murray MidAmerican X X X NM X X X X X X X X X Rep Michelle Sillman 12/31/20025 X X X NM O/E X X O/E X X X O/E X Brinda Shetty UI Rep X X O/E NM X X X X X O/E X X X Angie Smith 12/31/2025 X X NM X X X X X X X O/E X Gabe Sturdevant 12/31/2024 X O/E X NM X X X X O/E X X X O/E Matt Walter 12/31/2023 X O/E X KEY: X = Present 0 = Absent 0/E = Absent/ExcusedNM= No Meeting * No longer on Commission 5 r ��_..® CITY OF IOWA CITY R& MEMORANDUM Date: Dec. 4, 2024 To: Mayor and Council From: Sarah Gardner, Climate Action Coordinator Members of the Climate Action Commission Re: Recommended updates to the Climate Action Commission By -Laws In an effort to ensure the continued smooth functioning of the Climate Action Commission, the Chair, Vice Chair, and Climate Action Coordinator recently reviewed the existing by- laws and identify any potentially useful updates as the Commission enters its fifth year. Two such updates were brought to the Climate Action Commission for discussion at the Oct. 7, 2024 meeting and then approved by vote at the Nov. 18, 2024 meeting. The purpose of this memo is to request approval by City Council in order for these changes to the by-laws to take effect. The proposed changes are as follows, noted in red: Amend the first sentence of Article 4 (Membership), Section E (Officers) to read "The Chairperson and Vice -Chairperson will be elected annually (in December) from the Commission membership." Amend Article 4 (Membership), Section H (Absences) to read "Three (3) consecutive, HR8XPIaiRed absences without prior notification of a member from regular meetings will result in a recommendation to the City Council from the Commission to discharge said member and appoint a new member." The intention of the first amendment is to allow newly appointed members of the Commission time to integrate into the Commission before being asked to vote on a Chair and Vice Chair. This change may also help expand the pool of candidates for Chair and Vice Chair, as the added time might allow new members to feel comfortable volunteering or being nominated for one of the roles themselves. Under the current structure, new members are asked to vote for a Chair and Vice Chair during their first meeting as Commission members in January, and the potential loss of three previously serving members reduces the pool of candidates for the positions. The intention of the second amendment is to add clarity to what is meant by an excused or unexcused absence for the purposes of the attendance log, and to encourage members to provide advanced notice of any absences to help ensure quorum at meetings. This change simply formalizes what has largely been the practice of the Commission to date. The by-laws were last reviewed prior to approval and adoption on Dec. 3, 2019. CITY COUNCIL RULES COMMITTEE MEETING MINUTES March 7, 2025 City Manager's Conference Room 11:37 AM Committee Members Present: Mayor Pro Tem Salih (via phone), Councilor Harmsen Staff Members Present: City Attorney Goers, City Clerk Grace Review by-law changes: Climate Action Commission By -Laws Climate Action Commission B. City Clerk Grace noted there were two changes proposed to the by-laws which included attendance/absences at commission meetings and the other relating to the timing of chair and vice chair elections. Councilor Harmsen stated he had looked over the proposed amendments and it made sense to give new members time after appointment to get familiar before either stepping up to a greater role or knowing who they would like to vote for, and changing the language from "unexplained absences" to "absences without prior notification" also made sense as well. Mayor Pro Tem Salih noted that if the proposed changes are what works for the commission and they make sense then she agrees with them. Motion by Harmsen, seconded by Salih to accept the proposed amendments in Article 4 (Membership), Section E (Officers) and Article 4 (Membership), Section H (Absences). Motion passed, 2-0. Motion by Salih, seconded by Harmsen to adjourn. Meeting adjourned 11:39 AM Prepared by: Susan Dulek, First Ass't City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319)356-5030 Resolution No. 25-68 Resolution amending the By -Laws of the Climate Action Commission and rescinding Resolution No. 19-283. Whereas, the Climate Action Commission approved amending its By -Laws; and Whereas, the By -Laws are not effective until approved by the City Council; and Whereas, the Council Rules Committee has reviewed the proposed amendments to the By -Laws; and Whereas, the current By -Laws were approved in Resolution No. 19-283. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The attached By -Laws of the Climate Action Commission are approved and adopted by the City Council. 2. Resolution No. 19-283 is rescinded. Passed and approved this 1st day of April, 2025. J Mayor Pro Attest: J .(_"' EJ�� City Clerk Approved By:/ G City Attorne Office (Sue Dulek — 03/18/2025) It was moved by Moe adopted, and upon roll call there were: Ayes: Nays x x x X x and seconded by Harmsen the Resolution be Absent: Alter Bergus Harmsen Moe Salih x Teague Weilein BY-LAWS IOWA CITY CLIMATE ACTION COMMISSION ARTICLE 1 THE COMMISSION Section A. The name of the Commission is the Climate Action Commission of Iowa City, Iowa, as established by Resolution No. 19-251 of the City Council of Iowa City, Iowa. ARTICLE 2 PURPOSE Section A. The purpose of the Commission is to enhance and enable further community efforts to achieve the City's ambitious climate goals. ARTICLE 3 DUTIES Section A. Duties of the Commission shall include: 1) advise the City Council on climate issues; 2) research, analyze, and promote climate actions, with particular attention to equity; 3) educate and engage with the public on climate action and the City's climate and sustainability goals; 4) assist City staff, City Council, and members of the community with implementing approved initiatives that support the City's climate and sustainability goals, including the Climate Action and Adaptation Plan and any related or updated plan hereafter; 5) recommend to the City Council updates to the Climate Action and Adaptation Plan. ARTICLE 4 MEMBERSHIP Section A. Members The Climate Action Commission shall consist of eleven (11) members with backgrounds, knowledge, and expertise offering representation across the community which could effectively guide implementation of climate objectives. MidAmerican Energy and the University of Iowa will each have a standing representative on the Commission. Section B. Appointment Nine (9) at -large members, representing key stakeholders, will be appointed by the City Council of Iowa City. Key stakeholders may include, but are not limited to, the Iowa City Community School District, area commercial businesses, local industry, design and construction professionals, non- profits and the general public. Section C. Residency Residents of Iowa City should be given preference, but members are not required to have Iowa City residency. Members must be residents of Johnson County. Section D. Terms Member terms shall be three (3) years beginning January 1, with a two -term limit. Section E. Officers The Chairperson and Vice -Chairperson will be elected annually (in December) from the Commission membership. The Chairperson shall, when present, preside at all meetings, appoint sub -committees with the approval of the Commission, call special meetings and in general perform all duties included in the office of a Chairperson and such other duties as may be prescribed by the members from time to time. The Vice -Chairperson shall take over the above duties of the Chairperson in the event of the Chairperson's absence. Section F. Compensation and Expenses Commissioners shall serve without compensation but may be reimbursed for expenses incurred or travel outside of Johnson County on designated Commission business. Such expenses shall have prior approval by the City Manager of Iowa City upon the request of the Sustainability Coordinator. Receipts for all such expenses shall be stipulated to the City Manager of Iowa City through the Sustainability Coordinator prior to reimbursement for such expenses. Section G. Orientation of new Members Prior to the first regular meeting following their appointment, new Commissioners shall be provided with copies of the By -Laws and other documentation that would be useful to Commission members in carrying out their duties. They may also be given an orientation briefing by members of the staff, the Commission and others as may be deemed appropriate. Section H. Absences Three (3) consecutive, absences without prior notification of a member from regular meetings will result in a recommendation to the City Council from the Commission to discharge said member and appoint a new member. Section I. Resignations If any member is unable to continue carrying out the duties of membership for any reason, the member, if appointed by the City Council, shall email a letter of resignation to the City Council with a copy to the Chair of the Commission. Section J. Working GroQs The working groups composition, duties and terms will be designated by a majority vote of the members of the Commission. Members of the public may be members of working groups. ARTICLE 5 MEETINGS Section A. Meetings of this Commission shall be on a regular monthly basis. A meeting date and time will be established by the Commission. A regular meeting may be cancelled if no urgent business requires a meeting. Section B. Special meetings of the Commission may be called by the Chairperson and shall be called by the Chairperson at the request of a majority of the membership. Section C. Meetings shall be held in an accessible, public meeting place. Notices of meetings (agenda) for all regular and special meetings shall be posted at least 24 hours before any meeting is held. All provisions of the State Open Meetings Law shall be followed. The Chairperson, or a designated representative, together with appropriate members of the City staff shall prepare an agenda for all meetings. Agendas shall be sent to Commission members at least 24 hours prior to the regular meetings. Section D. A majority of the members of the Commission (six or more) shall constitute a quorum of any meeting and the majority of votes cast at any meeting, at which a quorum is present, shall be decisive of any motion or election. Section E. There shall be no vote by proxy. Section F. Time shall be made available during all regular meetings for open public discussion. Section G. Minutes of all meetings shall be prepared and distributed to the City Council in the manner prescribed by the Council. Minutes of all regular and special meetings will be e-mailed to all the Commission members during the week prior to the next meeting. Specific recommendations for the Council shall be set off from the main body of the minutes. Section H. A working group/subcommittee meeting is not a meeting of the full Commission, unless six Commissioners are present. K ARTICLE 6 AMENDMENTS Section A. The By -Laws of the Commission shall be amended only with the approval of at least a majority of the Commission (at least six votes) at a regular meeting or a special meeting. Section B. By -Law changes may be adopted at the meeting following the meeting at which open discussion was conducted on the specific changes. Approved:APr ..1, -2025 By Resolution No. 25- 6 3 Item Number: 6.e. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution authorizing the procurement of consulting services to develop an Affordable Housing Division and Pilot Project. Prepared By: Reviewed By: Fiscal Impact: Staff Recommendation Commission Recommendations Attachments: Resolution Agreement Executive Summary: Tracy Hightshoe, NDS Director Geoff Fruin, City Manager Eric Goers, City Attorney Funds are available through the Pro Housing Grant, 23610217, Project D0847. Approval NA The City seeks the services of a consultant to increase internal capacity to develop and sustainably operate permanent, affordable housing. The consultant will provide two services. One service is technical assistance in establishing a development arm of the Housing Authority. Priority considerations will include legal and organizational structure, operational and financial capacity, including staffing models, and the ability to capitalize on outside funding streams to ensure long-term success. The second service is to assist the City through a pilot housing development project funded through various local and/or federal funding streams. Based on the development potential of the identified site, the City anticipates a development between 18 to 36 affordable rental units. Background / Analysis: Iowa City has a population of over 75,000 residents. 20% of our population earns less than $30,000 annually and 61% of our renters are cost burdened. There are 1,095 low-income households who meet the Iowa City Housing Authority's top preference criteria (elderly, disabled, or family with children under 18, living in our jurisdiction) who are waiting for a Housing Choice Voucher and 561 low-income households waiting for a public housing unit. The demand for subsidized, affordable rental housing is great; however few organizations construct new, affordable rental housing. The selected consultant will provide the City with two different services. The first is to assist staff in establishing a development arm within the Housing Authority to sustainably operate permanent, affordable, rental housing. The cost for this service is $115,000 and includes identifying organizational strategy and goals, and a transformation roadmap that considers staffing, legal structure, a financial plan, needed technology, and a resident communication plan. The second is to serve as an advisor and development manager for a pilot affordable rental housing project of up to 36 units at a site identified by the City. The consultant will work with the City to build the necessary skills and capacity to plan, finance, and implement the pilot project. The consultant shall assist the City through the entitlement phase (legal process where a developer secures all necessary approvals to build on a property), design, construction and closeout. The cost for this service is 3% of the total development cost, minus site acquisition. The City expects the cost for both services not to exceed $406,600. Prepared by: Tracy Hightshoe, 410 E Washington, Iowa City, IA 52240 (319) 356-5244 Resolution No. 25-69 Resolution authorizing the procurement of Consulting Services to Develop an Affordable Housing Division and Pilot Project Whereas, Request for Proposal #25-107 was released to solicit Consulting Services to provide Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project; and Whereas, three proposals were received for these services; and Whereas, the evaluation committee has selected Baker Tilly Municipal Advisors, LLC; and Whereas, the City's purchasing policy requires City Council to approve consulting services purchases over $100,000; and Whereas, the City expects to expend approximately $406,600.00 for these services; and Whereas, funds for this purchase are available in the budget under Pro Housing Grant, 23610217 Project D0847; and Whereas, approval of this procurement is in the public interest. Now, therefore, be it resolved, by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described is approved. 2. The City Manager is authorized to sign the attached agreement with the vendor and take whatever steps are necessary to effectuate future purchases including any amendments or renewals of said agreement. Passed and approved this 1st day of April 2025. -7: Mayor Pro em Approved byy Attest: City Clerk City Attor y's Office (Sue Dulek - 03/25/2025) Resolution No. 25-69 Page 2 It was moved by Moe and seconded by be adopted, and upon roll call there were: Harmsen the Resolution AYES: NAYS: ABSENT: x Alter Bergus —- Harmsen x Moe x Salih x x Teague x Weilein -1- Consultant Agreement This Agreement made and entered into this the 1st day of April 2025, by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and Baker Tilly Municipal Advisors, LLC hereinafter referred to as the Consultant. Whereas the City of Iowa City Neighborhood and Development Services Department released Request for Proposal 25-107 to evaluate potential consultants who could provide assistance to develop an affordable housing division and pilot project. Whereas the City of Iowa City seeks to develop an affordable housing division and pilot project. 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 provide assistance to develop an affordable housing division and pilot project and to do so in a timely and satisfactory manner. The work shall be done consistent with the scope and specifications established in Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project and the Consultant's Supplier Response and Proposal. The following documents are incorporated herein in their entirety. These documents dictate the terms of this Agreement. In the event of conflict between the documents, the earlier -listed document shall prevail (e.g. #1 takes precedence over #2). 1. Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project. Attached as Exhibit A 2. The Consultant's Supplier Response and Proposal attached as Exhibit B. II. Time of Completion The Consultant shall complete the phases of the project in accordance with the schedule below: Project will begin upon completion of the contract: Month 1 Month 2 Project start and framework Information gathering including virtual interviews and focus groups Onsite vision and goal setting and gap assessment Research, analysis and benchmarking Month 3 Month 4 Month 5 LM -2- Deliver interim findings and organizational and operating models for discussion Selection of organizational and operating model Develop draft budget and financial model Deliver draft roadmap and stakeholder communication strategy Discussion of roadmap and stakeholder communication strategy Deliver final vision, goals, and organizational and operating roadmap III. Compensation For Services The City shall pay the consultant a total not to exceed price including reimbursable expenses of $115,000.00 for the creation of an Affordable Housing Division as stated below: Organizational strategy, goals and objectives $30,000 Organizational transformation roadmap (staffing, $75,000 structure, financial plan and technology) Resident communication plan $10,000 The fees for development assistance services (DAS) consulting, including Entitlement, Design, Construction and Closeout, for the affordable pilot housing project shall be 3% of the total project cost. Total project cost shall include costs of construction (both labor and materials), administration, equipment, demolition, on -site infrastructure, including any required off -site improvements for the development, and financing. Total project costs shall not include site acquisition. IV General Terms A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. 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. -3- 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 "lump sum" 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, all completed and paid -for deliverables. Unless otherwise stated in a specific Scope Appendix, subject to Consultant's rights in Consultant's Knowledge (as defined below), the City shall own all, intellectual property rights in the deliverables developed under this Agreement ("Deliverables"). Notwithstanding the foregoing, Consultant will maintain all ownership right, title and interest to all of Consultant Knowledge. For purposes of this Agreement "Consultant's Knowledge" means Consultant's proprietary programs, modules, products, inventions, designs, data, or other information, including all copyright, patent, trademark and other intellectual property rights related thereto, that are (1) owned or developed by Consultant prior to the Effective Date of this Agreement ("Consultant's Preexisting Knowledge") (2) developed or obtained by Consultant after the Effective Date, that are reusable from client to client and project to project, where the City has not paid for such development; and (3) extensions, enhancements, or modifications of Consultant's Preexisting Knowledge which do not include or incorporate the City's confidential information. To the extent that any Consultant Knowledge is incorporated into the Deliverables, Consultant grants to the City a non-exclusive, paid up, perpetual royalty -free worldwide license to use such Consultant Knowledge in connection with the Deliverables, and for no other purpose without the prior written consent of Consultant. I. The Consultant agrees to furnish all reports, specifications, and drawings with the seal of a licensed professional affixed thereto as required by Iowa law. The City agrees to tender the Consultant all fees in a timely manner, excepting, -4- 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 attorney's fees, and for any damages which may be asserted, claimed or recovered against or from the City by reason of personal injury, including bodily injury or death, and property damages, including loss of use thereof, caused by Consultant's negligent acts, errors or omissions in performing the work and/or services provided by Consultant to the City pursuant to the provisions of this Agreement. 2. Consultant assumes full responsibility for any and all damage or injuries which may result to any person or property by reason of Consultant's negligent acts, errors or omissions in connection with the work and/or services provided by Consultant to the City pursuant to this Agreement and agrees to pay the City for all damages caused to the City's premises resulting from the negligent acts, errors or omissions of Consultant. 3. The Consultant's obligation to indemnify the City shall not include the obligation to indemnify, hold harmless, or defend the City against lability, claims, damages, losses, or expenses, including attorney fees, to the extent caused by or resulting from the negligent act, error, or omission of the City. 4. For purposes of this paragraph, the term "Consultant" means and includes the Consultant, its officers, agents, employees, sub -consultants, and others for whom Consultant is legally liable, and the term "City" means and includes the City of Iowa City, Iowa its Mayor, City Council members, employees, and volunteers. -5- 5. To the extent allowed under applicable law, the aggregate liability (including attorney's fees and all other costs) of either party and its present or former partners, principals, agents or employees to the other party related to the services performed under this Agreement shall not exceed five hundred thousand dollars ($500,000), except to the extent finally determined to have resulted from the gross negligence, willful misconduct or fraudulent behavior of the at -fault party. Additionally, in no event shall either party be liable for any lost profits, lost business opportunity, lost data, consequential, special, incidental, exemplary or punitive damages, delays or interruptions arising out of or related to this Agreement even if the other party has been advised of the possibility of such damages. P. Insurance 1. Any policy or policies of insurance purchased by the Vendor to satisfy his/her responsibilities under this contract shall include contractual liability coverage, and shall be in the following type and minimum amounts: Informal Project Specs: Class I (under $1M) Type of Coverage: Each Occurrence Aggregate Comprehensive General Liability. (1) Bodily Injury & Property Damage. $1,000,000.00 $2,000,000.00 Combined Single Limit b. Automotive Liability. Bodily Injury & Property Damage. $500,00.00 C. Worker's Compensation Insurance. As required by Chapter 85, Code of Iowa When Additionally Required: Errors and Omissions $500,000.00 Fidelity Bond (minimum) $50,000.00 Formal Project Specs: Class II (over $1M) Type of Coverage: Each Occurrence Aggregate a. Comprehensive General Liability. (1) Bodily Injury & Property Damage. $1,000,000.00 $2,000,000.00 Combined Single Limit b. Automotive Liability. Bodily Injury & Property Damage. $1,000,000.00 C. Excess Liability $1,000,000.00 $1,000,000.00 d. Worker's Compensation Insurance. As required by Chapter 85, Code of Iowa 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. 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. 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. For the City _� Title: tin ; Date: For theConsultant Rv /� Ovwa A1rl� Title Donald Bemards, Principal Date M•.•-L /$ 2025 Approve y. i- // x/ City City Attorne 's Offi e r�- 0� IT Date � 3 202� 3 ',- 50 -�! Exhibit A -=MR VM 10 Vo- AV 03T a =PI CITY OF IOWA CITY U NESCO CITY OF LITERATU RE RFP25-107 Addendum 2 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project Issue Date: 10/25/2024 Questions Deadline: 11/15/2024 12.00 PM (CT) Response Deadline: 12/2/2024 02.30 PM (CT) Purchasing Contact Information Contact: Theresa Vanatter Address: 410 E Washington St IOWA CITY, IA 52240-4525 Page 1 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 Event Information Number: RFP25-107 Addendum 2 Title: Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project Type: Request for Proposal FY25 Issue Date: 10/25/2024 Question Deadline: 11/15/2024 12:00 PM (CT) Response Deadline: 12/2/2024 02:30 PM (CT) Notes: The City of Iowa City is requesting proposals from qualified vendors to provide: Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and Pilot Project Proposals must be submitted online via Ion Wave. Faxed, emailed and hard copies of proposals will not be accepted. All questions and clarifications regarding this Request for Proposal will be accepted until November 15, 2024 at noon (CT) by submitting your questions through Ion Wave. All questions must be in writing in order to receive a response. Bid Attachments A - General Requirements and Instructions to Vendors (2).pdf Appendix A B - General Terms and Conditions.pdf Appendix B C - Wage Theft Affidavit. pdf Appendix C D - Contract Compliance Document.pdf Appendix D E - Sample Consultant Agreement RFP25-107.pdf Appendix E Addendum 1.pdf Addendum number 1 Addendum 2.pdf Addendum Number 2 City Org Chart.pdf Appendix A Requested Attachments Proposal/Supplier Response (Attachment required) Page 2 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 Completed Wage Theft Policy (Attachment required) General Terms and Conditions Exceptions Upload only if you have exceptions Bid Attributes 1 No Contact Policy A. Code of Silence: 1. No City Representative other than the contact listed under Bid Contact Information should be contacted regarding this Request for Proposal beginning with the issue date of the Request for Proposal and ending with the issuance of the Purchase Order. 2. Any contact initiated by the vendor or by a City representative, other than the Purchasing Division representative listed herein, concerning this Request for Proposal is strictly prohibited. Any such unauthorized contact may cause the disqualification of the vendor from the procurement transaction. ❑ I have read, understand, and agree to these terms (Required: Check if applicable) 2 Definitions A. Definitions for this Request for Proposal. 1. The City/City: Indicates the City of Iowa City. 2. May: Indicates something that is not mandatory but permissible, desirable, or preferred. 3. Point of contact or principal contact: Is the vendor's representative available for all questions pertaining to the vendor's response to this Request for Proposal. 4. RFP: Stands for Request for Proposal. 5. Shall or must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in a rejection of your proposal or cancellation of any subsequent contract. If a vendor is unable to adhere to a mandatory requirement the vendor must list that requirement as an exception. Vendors with no or fewer exceptions will be scored higher than those with multiple exceptions. 6. Should: Indicates something that is recommended but not mandatory. 7. Vendor: Is the proposer, bidder, contractor, consultant, or supplier submitting a response to this Request for Proposal. These terms may be used interchangeably throughout this Request for Proposal ❑ I have read and understand (Required: Check if applicable) 3 Contract Term A. This contract start date will occur on or near February 1, 2025 and will conclude on a negotiated date. Pricing shall be firm from the date stated on the contract purchase order. ❑ I have read and understand these terms. (Required: Check if applicable) Page 3 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 4 1 Required Attachments and Exceptions A From the Attachments tab download and review the following required documents. 1. Appendix A - General Requirements and Instructions to Vendors. 2. Appendix B - General Terms and conditions. 3. Appendix C - Wage Theft Affidavit (Please sign and upload your completed Wage Theft Affidavit to the Response Attachments to b). 4. Appendix D - Contract Compliance Form (To be completed by awarded vendor only). 5. Appendix E - Sample Consultant Agreement 6. Addendum number 1 7. Addendum number 2 8. Exhibit A - City Org Chart B. Vendors are required to inform themselves of all requirements of this Request for Proposal. Failure to do so is at the vendor's own risk. If a vendor does not clearly demonstrate and provide documentation substantiating that they are compliant with the qualifications and specifications of this Request for Proposal, they may be disqualified. C. Exceptions and Contract Negotiations. 1. Exceptions may not be added after the Request for Proposal closing date. 2. The vendor is responsible for reviewing all documents associated with this request for proposal before selecting a response below. 3. If the vendor has no exceptions/deviations to any document or specification within this Request for Proposal select "No exceptions" from the menu below. If the vendor selects "No exceptions" the vendor must not submit the vendor's terms and conditions, master agreement, or any other list of exceptions after the closing date of this Request for Proposal. If the vendor selects "No exceptions" the vendor agrees that in the event of any and all conflicts between the City of Iowa City Request for Proposal documents and the vendor's proposal the City's Request for Proposal shall prevail. 4. If the vendor has exceptions to any document or specification within this Request for Proposal, the vendor must chose "I have exceptions" from the menu below and attach a list of the vendor's exceptions to the response attachments tab. Exceptions will be negotiated by the City of Iowa City and the vendor. Vendors with exceptions may be scored lower than vendors that have fewer or no exceptions. ❑ I have no exceptions. ❑ I have exceptions to these terms and conditions (Required: Check only one) 5 Proposal Requirements Submittal Requirements A. This Request for Proposal is soliciting responses for two separate projects: 1. Subject Area One/Public Housing Repositioning Project 2. Subject Area Two/Assistance to Develop an Affordable Housing Division and Pilot Project Vendors may submit a response for one or two of the subject areas. If a vendor chooses to submit for more than one subject area the vendor's proposal must submit a separate Project Plan and itemized Pricing Schedule section for each plan the vendor is submitting a proposal for. A not -to -exceed price including reimbursable expense price must also be entered in the line items tab for each plan the vendor is submitting a proposal for. Indicate below which project or projects you will be submitting a proposal for. ❑ Public Housing Repositioning ❑ Develop an Affordable Housing Division (Required: Check all that apply) 6 Proposal Requirements Page 4 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 Documents required to be submitted with your proposal. Vendor's submitted proposal must be organized in the sequence below. Pricing must be completed in the line items section of this proposal. A separate itemized pricing schedule must also be included in your proposal for each subject area the vendor is proposing on. A. Section 1 - Executive Summary: Summarize the key points of your proposal. Include the following: 1. The name and contact information for the person(s) who will serve as the Principal Contact. 2. A summary of the firm's understanding of the subject area or subject areas including a brief restatement of the project scope. 3. A signature of the person in your firm who is authorized to negotiate terms, render binding decisions, and commit the firm's resources. B. Section 2 — Firm Qualifications. Tell us about your team. Provide or include: 1. A description of your company's qualifications, credentials, experience and resources as they relate to the requirements of this Request for Proposal. Provide a brief overview of your Company's experience dealing with projects of similar scope with specific attention given to projects similar to this project. 2. It is imperative that staff assigned to this project remain consistent throughout the engagement. Provide resumes of all staff assigned to the project. Include training and experience as they relate to the requirements of this Request for Proposal. Note: Staff that will be assigned to this project must be present at any subsequent interviews or presentations. C. Section 3A - Project Work Plan/Scope of Services for Subject Area One, Public Housing Repositioning, include: 1. A detailed scope of work that includes a description of each task, as well as the deliverables for each task. 2. A detailed time schedule. Include a scheduled time frame for the completion of tasks that would begin on a mutually agreed upon date. This should include a time schedule describing the general work tasks and personnel assigned to the project. It must include estimated task/phase completion dates and key meeting/presentation dates. Staff anticipates the process, including plan adoption, to be approximately 18 months. D. Section 3B - Project Work Plan/Scope of Services for Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project, include: 1. A detailed scope of work that includes a description of each task, as well as the deliverables for each task. 2. A detailed time schedule. Include a scheduled time frame for the completion of tasks that would begin on a mutually agreed upon date. This should include a time schedule describing the general work tasks and personnel assigned to the project. It must include estimated task/phase completion dates and key meeting/presentation dates. Staff anticipates the process, including plan adoption, to be approximately 18 months. E. Section 4A - Pricing Schedule. Outline your compensation expectations for Subject Area One, Public Housing Repositioning: 1. Provide a detailed itemized price schedule including milestones with a not to exceed total including reimbursable expenses. The City of Iowa City is not responsible for the consultant's failure to provide information and pricing on required items. In this instance the prices submitted will prevail as the proposal. 2. A not to exceed grand total including reimbursable expenses must also be completed in the line items section of this proposal. F. Section 4B - Pricing Schedule. Outline your compensation expectations for Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project: Page 5 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 7 1. Provide a detailed itemized price schedule including milestones with a not to exceed total including reimbursable expenses. The City of Iowa City is not responsible for the consultant's failure to provide information and pricing on required items. In this instance the prices submitted will prevail as the proposal. 2. A not to exceed grand total including reimbursable expenses must also be completed in the line items section of this proposal. G. Section 5A - Reference Projects. Show us your work, provide: 1. A list of three previous clients of similar size, service area and nature, with whom the vendor has provided similar services for Subject Area One, Public Housing Repositioning. Each listed reference should include the type and size of the client's organization, and a brief description and scope of services that were provided. H. Section 5B - Reference Projects. Show us your work, provide: 1. A list of three previous clients of similar size, service area and nature, with whom the vendor has provided similar services to provide Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project. Each listed reference should include the type and size of the client's organization, and a brief description and scope of services that were provided. ❑ I have read and understand (Required: Check if applicable) Scoring and Evaluation A. Each proposal stands alone and will be evaluated on its own merits by an evaluation committee in terms of meeting the City's requirements and overall responsiveness to this Request for Proposal. B. Vendors will be treated equally without regard to race, color, creed, religion, national origin, sex, gender identity, sexual orientation, disability, marital status, and age. C. Failure of the vendor to provide any information requested in the RFP may result in disqualification of the proposal and shall be the responsibility of the vendor. D. The proposal that accrues the highest point total based on a 150-point scale shall be recommended for award subject to the best interests of the City of Iowa City. Each category shall receive a point value within the specified range based on how well the proposal meets or exceeds the City's requirements. E. The City may elect to award to one vendor for both Subject Areas. Or the City may chose a separate vendor for each Subject Area. Each Subject Area will be scored separately. F. Point category and assigned points. Phase One/Subject Area One/ Public Housing Repositioning - 100 points. 1. Firms Resume, Qualifications, and Personnel - 20 points 2. Methodology and Approach/Assessments and Analysis - 10 Points 3. Stake holder Engagement - 10 Points 4. Financial Modeling - 5 Points 5. Implementation Plan - 10 Points 6. Project Timeline - 10 Points 7. Deliverables - 15 Points 8. Fee Schedule - 20 points G. Point category and assigned points. Phase Two/Subject Area One/ Public Housing Repositioning - 50 points. 1. Interview/Presentation - 30 Points Page 6 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 2. References and Proven Success of Contracts With Other Clients - 20 Points H. Point category and assigned points. Phase One/Subject Area Two/ Assistance to Develop an Affordable Housing Division and Pilot Project - 100 points. 1. Firms Resume, Qualifications, and Personnel - 20 points 2. Methodology and Approach/Assessments and Analysis - 10 Points 3. Stake holder Engagement - 10 Points 4. Financial Modeling - 5 Points 5. Implementation Plan - 10 Points 6. Project Timeline - 10 Points 7. Deliverables - 15 Points 8. Fee Schedule - 20 points I. Point category and assigned points. Phase Two/ Subject Area Two/ Assistance to Develop an Affordable Housing Division and Pilot Project - 50 points. 1. Interview/Presentation - 30 Points 2. References and Proven Success of Contracts With Other Clients - 20 Points J. Submittal of a proposal infers acceptance of these scoring techniques. ❑ I have read and understand these terms. (Required: Check if applicable) 8 1 Scope The City of Iowa City has issued this Request for Proposal (RFP) to obtain one or more qualified consultants in two subject areas: 1. Subject Area One/ Reposition the City's Public Housing Program through a HUD approved conversion option; and 2. Subject Area Two/ Technical assistance to establish a Development Division to expand the City's capacity to develop affordable housing and a Pilot Project. ❑ 1 have read and understand (Required: Check if applicable) Page 7 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 9 1 Project Summary A. Subject Area One/ Public Housing Repositioning The City of Iowa City is requesting proposals from qualified consultant firms or individual consultants to provide services related to the repositioning of the City's Public Housing program to a Housing Choice Voucher (HCV) platform. This project aims to evaluate and implement strategies to improve the efficiency, sustainability, and long-term viability of the City's 86 scattered site public housing units. The City has considered various public housing repositioning options such as Rental Assistance Demonstration (RAD) conversion, Section 18 disposition, Section 22 conversion, and other HUD -approved repositioning tools. After research and analysis, the City has prioritized the Section 22 conversion option. The consultant will develop a repositioning plan and assist the City through a successful Public Housing Repositioning process in accordance with the rules and regulations of the Department of Housing and Urban Development (HUD). B. Subject Area Two/ Assistance to Develop and Affordable Housing Division and Pilot Project. The City also seeks a consultant to increase the City's internal capacity to develop and sustainably operate permanent, affordable housing. The consultant shall provide technical assistance and assist the City in establishing a development arm of the Housing Authority. Priority considerations should include legal and organizational structure, operational and financial capacity, including staffing models, and the ability to capitalize on outside funding streams to ensure long-term success. Additionally, the consultant shall assist the City through a pilot housing development project of no less than 20 affordable units funded through various local and/or federal funding streams. It is possible that one consultant (or consulting firm) may be able to perform all services desired, however it is likely that consultants may have areas of expertise better suited to one of the above -mentioned subject areas. As such, it is possible that the City may hire two different consultants to meet its needs during the current year and up to the next three years. Therefore, proposals may be accepted that cover only a portion of the services being sought. The ideal candidate shall have experience in repositioning public housing programs or similar efforts aimed at modernizing and restructuring housing resources as well as experience with development projects involving complex funding streams such as mixed finance projects, Low Income Housing Tax Credits, HUD funding and related sources. The candidate should be well versed in managing various layers of financing from federal, state, and local sources. ❑ 1 have read and understand (Optional: Check if applicable) Page 8 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 1 Background U Iowa City has a population of over 75,000 residents with a projected growth of 10,000 by the end of the decade. 20% of our population earns less than $30,000 annually and 61 % of our renters are cost burdened. There are 1,385 low-income households who meet the Iowa City Housing Authority's preference criteria (elderly, disabled, family with children under 18 and living in our jurisdiction) who are waiting for a Housing Choice Voucher and 937 low income households waiting for a public housing unit. The Iowa City Housing Authority (ICHA) serves three counties in Iowa: Johnson, Iowa and Washington. ICHA administers 1,595 housing vouchers, including VASH, Mainstream, Emergency, and Incremental vouchers. Additionally, ICHA operates 86 scattered site housing units within Iowa City under the HUD Public Housing program. The Housing Authority consists of 14 FTEs and is a City division under the Neighborhood and Development Services Department. An organizational chart is attached as Exhibit A. Due to decreased federal revenue, increased expenditures for capital improvements and lower rent collected since the pandemic, the Public Housing program has been operating at a deficit over the last four years. Public Housing reserves have been available to cover the deficits; however, this approach is not sustainable. This past year the City was selected and has participated in the Bloomberg Harvard City Leadership Initiative. Through this initiative the City was approved for a Harvard graduate fellow to work with us for 10 weeks to review conversion options that would be the best fit for the City. After analysis of the RAD-Rental Assistance Demonstration Program, RAD/Section 18 Blend, Section 22 Streamlined Voluntary Conversion and the Section 18 Demolition/Disposition/Preservation options, the City prioritized the Section 22 Streamlined Voluntary Conversion option as the best fit for the City. The City considered suitability to our existing portfolio, rental revenue, voucher flexibility and tenant rights, procedural process, and alignment with City goals to determine which conversion method was best for the City ❑ I have read and understand (Optional: Check if applicable) Page 9 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 Specifications -Subject Area #1 Public Housing Repositioning The consultant will be responsible for the following tasks: A. Assessment and Analysis: 1. Review the ICHA's analysis of the physical condition of the public housing units, including financial performance, and occupancy levels. 2. Define City's objectives for Public Housing Repositioning. 3. Analyze the various HUD approved conversion options to determine the best option for the City considering operational sustainability, increased revenue, increased access to private capital, and continued service to our low income tenants with the fewest administrative hurdles. B. Stakeholder Engagement: 1. Determine key internal and external stakeholders including residents, staff and Council members. 2. Develop a stakeholder engagement strategy. 3. Conduct meetings and workshops to gather input and discuss potential impacts and provide a summary to the City. C. Financial Planning: 1. Develop a financial model to evaluate the feasibility and sustainability of the recommended conversion method. 2. Provide guidance on effectively expending reserves funds, as required, to reposition public housing units. 3. Identify potential funding sources and provide recommendations for leveraging public and private capital. D. Implementation Plan: 1. Prepare a detailed implementation plan outlining the steps necessary to reposition the public housing units to a HCV platform through the selected conversion option, including goals, metrics and a realistic timeline to complete each step of the repositioning. 2. Provide guidance on navigating HUD requirements and securing necessary approvals throughout the process. E. Repositioning: 1. Working with staff and HUD representatives, submit an application for repositioning to HUD. 2. Provide technical assistance until conversion process is completed successfully. F. Reporting: 1. Provide monthly updates and a final report summarizing findings, recommendations, and next steps. ❑ I have read and understand. (Required: Check if applicable) Page 10 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 1 Specifications - Subject Area #1 Public Housing Repositioning - Deliverables 2 Based on the scope of work and project background outlined above, the Consultant will be responsible for these deliverables. A. Assessment and Analysis: 1. Submit a recommendation to the City that identifies which conversion method is recommended and the reasons for the recommendation. B. Implementation Plan: 1. Outline the steps necessary to reposition the public housing units to an HCV platform through the selected conversion option, including goals, metrics and a realistic timeline to complete each step of the repositioning. 2. Identify key stakeholders, including tenants, elected officials, HUD representatives, etc. and outline their roles. 3. Develop new written policies and procedures for management of units under a HCV platform. 4. Identify potential risks and mitigation strategies. 5. Identify strategies to ensure the long-term success and maintenance of the repositioned housing program. C. Financial Plan: 1. Detailed budget for the repositioning process, including the expenditure of public housing reserves and capital improvements, if necessary. D. Resident Engagement: 1. Outline a Resident Communication Strategy: plan for ongoing communication with tenants, including City meetings, newsletters, etc. E. Evaluation and Reporting: 1. Provide key performance indicators to measure the success of the repositioning. 2. Submit monthly reports on status of repositioning until completed. ❑ 1 have read and understand these terms. (Required: Check if applicable) Page 11 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 1 Specifications - Subject Area #2 - Assistance to Develop an Affordable Housing Division and Pilot 3 Project The consultant shall guide staff through the creation of a development arm within the Housing Authority to develop and sustainably operate permanent, affordable housing. The selected consultant will work closely with Neighborhood and Development Services (NDS) staff to develop the skills and capacity to plan, finance, and implement affordable housing projects. Services will include recommending staffing models and organizational structure. Consultant will assist the City in developing at least one multi -family housing project through various funding sources, that may include, but are not limited to: City general fund/fee-in-lieu funds, revenue bond, Housing Authority funds, tax increment financing, Section 108 CDBG funds, and other state and federal housing programs. The consultant will be responsible for the following tasks: A. Develop Internal Capacity: 1. Needs Assessment: Review the 2024 Iowa City Area Regional Housing Market Analysis and consult with NDS staff about the need for specific types of affordable housing in the area. 2. Organizational Structure and Staffing Plan: Recommend an organizational structure for the proposed development arm based on City goals. Include a staffing model to operate the City's affordable housing program and recommend when increased staffing is necessary based on incremental additions to the number of homes owned and managed by the City. 3. Resources and Training: Provide training to NDS senior management on relevant topics, including, but not limited to, the development process, financing strategies, site identification, construction and design considerations for affordability, stakeholder engagement and project management. B. Pilot Project: 1. Site Selection and Analysis: Assist staff identify potential sites for development and assess site suitability. 2. Project Planning and Design: Assist the City as it collaborates with architects, engineers, and planners to create a project design that meets local codes, regulations, and community needs. 3. Financial Modeling and Funding Strategies: Develop a financial model for the project, identify funding sources, and assist in securing financing such as grants, tax credits, and other subsidies. 4. Regulatory Compliance: Ensure that the project complies with all local, state, and federal regulations, including zoning laws and environmental regulations. 5. Project Management: Advise staff on the project from inception through completion, ensuring that it stays on schedule and within budget. ❑ I have read and understand (Optional: Check if applicable) Page 12 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 1 Specifications -Subject Area #2 -Assistance to Develop an Affordable Housing Division and Pilot 4 Project - Deliverables Based on the scope of work outlined above, the Consultant will be responsible for these deliverables. A. Strategic Planning documents: 1. Develop a Strategic Plan for the affordable housing program after Public Housing Repositioning. 2. Vision and mission statement. Outline the goals and objectives of the City's affordable housing program. B. Financial Plan: 1. Outline a financial budget, including recommended rent levels, revenue sources and estimated expenses over the next five years. 2. Submit a 5-year staffing plan for operation and maintenance of the housing managed by the City after completion of the repositioning that is sustainable. Estimate staffing needs as the housing portfolio managed by the City grows. C. Resident Engagement: 1. Resident Communication Strategy: plan for ongoing communication with tenants. D. Project Management of the Development Project: 1. Provide a project timeline for the development project. 2. Complete the project budget, including source and uses. 3. Communicate potential risks and mitigation strategies, including compliance issues. E. Reporting: 1. Provide monthly reports to staff about project development and internal capacity needs. ❑ I have read and understand these terms. (Required: Check if applicable) 1 Specifications - Deliverables - American Disabilities Act Requirements 5 A. Digital content available for public use or interaction must be accessible to a wide range of people with disabilities. Digital content must have the ability to be read by a screen reader. Digital content and methods of communication with the public (websites, survey tools, documents, etc.) must conform with Web Accessibility requirements. ADA compliance is a Federal requirement for government entities. Vendors contracted for communications work must be able to comply with WCAG 2 compliance when providing digital services. B. American Disabilities Act Resources: 1. United States Department of Justice Civil Rights Division — Guidance on Web Accessibility and the ADA: https://www.ada.gov/resources/web-guidance/ 2. Web Content Accessibility Guidelines (WCAG2): https://www.w3.org/WAI/standards-guidelines/wcag/ ❑ I am able to comply with this requirement ❑ I am not able to comply with this requirement (Required: Check all that apply) Page 13 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 City Responsibilities 6 A. City staff will assist the selected Consultant(s) by providing the following support: 1. Assigning a contact person for the project(s). 2. Providing all relevant documentation to the Consultant including prior plans and reports. 3. Providing any relevant local data to the Consultant. 4. Providing GIS layers to the Consultant. 5. Assisting with forming and scheduling meetings with relevant stakeholders and the appropriate City staff. 6. Assisting with community outreach and logistics for public meetings. 7. Ensuring compliance with Environmental Review, Davis Bacon, and other federal requirements, as applicable. 8. Preparing and executing contracts with architects/engineers/contractors. 9. Managing construction of affordable housing projects. ❑ 1 have read and understand (Optional: Check if applicable) 1 Prohibited Interest 7 A. 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 B. Your firm shall identify any relationship that has existed, or presently exists with the City of Iowa City and its staff that may interfere with fair competition or may be a possible conflict of interest for either party. If no relationship has existed or does not presently exist, the company must make this statement in the space provided below (companies are subject to disqualification on the basis of any potential for conflict of interest as determined by the City of Iowa City). (Required: Maximum 4000 characters allowed) 1 8 Liens, Unsatisfied Judgments, Disciplinary Actions A. List any and all of the following that are current, pending, or occurring in the last five (5) years in the space provided below. 1. Disciplinary actions 2. Administrative proceedings 3. Malpractice claims 4. Other like proceedings against your company or any of its personnel relating to your firm's services B. If your company has no liens, unsatisfied judgments, or disciplinary actions that have occurred you must state this also in the space provided below. (Required: Maximum 4000 characters allowed) Page 14 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 1 I Reference #1 Name 9 (Required: Maximum 1000 characters allowed) 2 0 Reference #1 Address (Required: Maximum 1000 characters allowed) 2 1 Reference #1 Phone Number ext: (Required) 2 Reference #1 Email 2 (Required: Email address) 2 3 Reference #2 Name (Required: Maximum 1000 characters allowed) 2 4 Reference #2 Address (Required: Maximum 1000 characters allowed) 2 5 Reference #2 Phone Number ext: (Required) 2 6 Reference #2 Email (Required: Email address) 2 7 Reference #3 Name (Required: Maximum 1000 characters allowed) Page 15 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 2 I Reference #3 Address 8 (Required: Maximum 1000 characters allowed) 2 Reference #3 Phone Number 9 ext: (Required) 3 Reference #3 Email 0 (Required: Email address) Bid Lines 1 Total not to exceed price including reimbursable expenses to provide Public Housing Repositioning Program. Quantity: 1 UOM: EA Price: I $ Total: I $ Supplier Notes: ❑ No bid ❑ Alternate specification (Attach separate sheet) ❑ Additional notes (Attach separate sheet) 2 Total not to exceed price including reimbursable expenses to Establish and Implement a Development Division and to establish and implement an Affordable Housing Pilot Project. Quantity: 1 UOM: EA Price: I $ Total: $ Supplier Notes: ❑ No bid ❑ Alternate specification (Attach separate sheet) ❑ Additional notes (Attach separate sheet) Page 16 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 Supplier Information Company Name: Contact Name: UTO5rr;M Phone: Fax: Email: Supplier Notes By submitting your response, you certify that you are authorized to represent and bind your company. Print Name Signature Page 17 of 17 pages Deadline: 12/2/2024 02:30 PM (CT) RFP25-107 Addendum 2 Appendix General Requirements and Instructions to Vendors General Requirements and Instructions to Vendors A. The general rules and conditions which follow apply to all Request for Proposals issued by the City unless otherwise specified. Vendors or their authorized agents are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals; failure to do so shall be at the vendor's own risk. 1. Request for Proposal (RFP): is defined as a request for an offer, by one party to another, of terms and conditions with reference to some work or undertaking. 2. This document constitutes a Request for Proposal and is thus a solicitation for responses. Conversely, this Request for Proposal is not a bid and is not governed by state or federal bidding requirements. 3. Moreover, any acceptance of a proposal shall not result in a binding contract between the City and the vendor, but instead will simply enable negotiations to take place which may eventually result in a detailed and refined agreement or contract between the vendor and the City. 4. "Proposal date" as referenced herein shall mean the local date and time specified in the Request for Proposal documents. B. Conditions for Proposing No Contact Policy. All questions regarding this Request for Proposal must be in written form and must be submitted to the Purchasing Division through the questions and answer feature of the solicitation on Ion Wave. After the date and time established for receipt of proposals by the City, any contact initiated by the vendor or by a City representative, other than the Purchasing Division representative listed herein, concerning this Request for Proposal is prohibited. Any such unauthorized contact may cause the disqualification of the vendor from the procurement transaction. 2. Unless authorized by the Purchasing Division, no other City official or City employee is empowered to speak for the City with respect to this acquisition. Any vendor seeking to obtain information, clarification, or interpretations from any other City official or City employee other than the Purchasing Division is advised that such material is used at the vendor's own risk. The City will not be bound by any such information, clarification, or interpretation. 3. Following the Proposal submittal deadline, vendors shall not contact the Purchasing Division or any other City employee except to respond to a request by the Purchasing Division. C. Completeness/Authorization of Proposal. Vendors shall supply all information and submittals required by the proposal documents to constitute a proper proposal. The proposal shall clearly state the legal name, address, telephone number, and email of primary contact (signer) of the vendor. The information shall be entered into the Ion Wave portal and shall be digitally signed above the Signature line. The signer must have the legal authority to bind the vendor to the proposal. D. Proposal Deadline/Opening. Vendors shall be responsible for taking whatever measures are necessary to ensure that the proposal is entered and submitted to the Ion Wave website on or before the local time and date specified. The City shall not be responsible for, and will not consider, any proposal not submitted through the Ion Wave website. This includes but is not limited to faxed proposals, e-mailed proposals, shipped proposals, mailed proposals, or hand delivered proposals. E. Proposals can be withdrawn through the Ion Wave website before the specified opening date. Proposals cannot be submitted on the Ion Wave website after the closing time and date specified on the request for proposal and will not be accepted or considered for award. F. Receipt of Proposals. Unless otherwise required by the Iowa Public Records law, during the process of negotiations, no proposals shall be handled so as to permit disclosure to competing Vendors of the identity of the vendor with whom the City is negotiating or the contents of the proposal. G. Proposals Binding 120 Days. Unless otherwise specified, all formal proposals, including any negotiations, submitted shall be binding for one hundred and twenty (120) working days following the due date for the proposal or negotiations, unless the vendor(s), at the City's request, agrees in writing to an extension. H. Multiple Proposals. Vendors may submit more than one proposal, provided the additional proposal or proposals are properly submitted through Ion Wave in the proper proposal format. Competency of vendor. No proposal may be accepted from, or contract awarded to any person, firm or corporation that is in arrears or in default to the City of Iowa City upon any debt or contract. Prior failure of a vendor to perform faithfully on any previous contract or work for the City may be grounds for rejection. If requested, the vendor shall present evidence of performance ability and possession of necessary facilities, pecuniary resources, and adequate insurance to comply with the terms of these proposal documents; such evidence shall be presented within a specified time and to the satisfaction of the City. J. Collusive Proposing. The vendor certifies that the proposal is made without any previous understanding, agreement or connection with any person, firm, or corporation making a proposal for the same project, without prior knowledge of competitive prices, and that the proposal is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. K. Equal Employment Opportunity. All Vendors are subject to and must comply with the provisions of the City's Equal Employment Opportunity policy and applicable local, state, and federal antidiscrimination laws. All City contractors, subcontractors, vendors, or consultants with contracts of $25,000 or more (or less, if required by another governmental agency) must abide by the requirements of the City's Contract Compliance. Emergency contracts are exempt from this provision. L. Samples/Literature Required. When required, each Vendor shall submit samples and/or catalogs, descriptive literature, detailed drawings, and other information necessary to fully describe the proposed commodity or service. Vendor shall bear the cost of and arrange for the delivery and removal of samples to the specified location. The City may retain awarded Vendor's samples until delivery of contracted commodities and/or service has been completed and accepted. Unsuccessful Vendors shall remove samples as soon as possible after proposal award. The City shall not be responsible for such samples if not removed by the Vendor within thirty (30) calendar days after the award has been made. M. Wage Theft. All City vendors with contracts of $25,000 or more must abide by the requirements of the City's Wage Theft Policy. Pursuant to the Wage Theft Policy, the City will not to enter into certain contracts with, or provide discretionary economic development assistance to, any person or entity (including an owner of more than 25% of the entity) who has admitted guilt or liability or been adjudicated guilty or liable in any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or local ordinance, which governs the payment of wages, for a period of five (5) years from the date of the last conviction, entry of plea, administrative finding or admission of guilt. The Wage Theft Policy does not apply to emergency purchases of goods and services, emergency construction or public improvement work, sole source contracts excepted by the City's purchasing manual, cooperative/piggyback purchasing, or contracts with other governmental entities. N. Proposal Summary. Summary of proposal award made will be posted to the Ion Wave web -site at,ittps://icgov.ionwave.net/Login.aspx . Vendors shall receive e-mail notification once the summary is posted. Vendors must not contact the City to inquire about the bid award prior to receiving e-mail notification. Doing so shall constitute a violation of the no -contact policy stated in this Request for Proposal. O. Proposal Security. 1. When required, no proposal shall be considered unless accompanied by either of the following forms of proposal security: a) A certified or cashier's check drawn on a solvent Iowa bank or a bank chartered under the laws of the United States, or a certified share draft drawn on a credit union in Iowa or chartered under the laws of the United States, in an amount equal to a minimum of five percent (5%) of the proposal, or b) A proposal bond executed by a corporation authorized to contract as a surety in the State of Iowa, in a penal sum of a minimum of five percent (5%) of the proposal. 2. The proposal security shall be made payable to the Treasurer of the City of Iowa City, and shall be forfeited to the City of Iowa City as liquidated damages in the event the successful Vendor fails to enter into a contract within fourteen (14) calendar days and, when required, post bond satisfactory to the City insuring the faithful performance of the contract and maintenance of said work, if required, pursuant to the provisions of the proposal documents and other contract documents. The amount of the check, draft or bond shall not constitute a limitation upon the right of the City of Iowa City, Iowa, to recover for the full amount of such damage. 3. Security deposits of the lowest two (2) or more vendors may be retained pending contract award or rejection. All other security deposits will be returned promptly. P. Specifications Formal Specifications. The vendor shall abide by and comply with the true intent of the specifications (i.e., not take advantage of any unintentional error or omission and bring this information to the attention of the City). Whenever mention herein is made of a service to be provided in accordance with laws, ordinances, building codes, underwriters' codes or similar expressions, the requirements of these laws, ordinances, etc., shall be construed as the minimum requirements of the specifications. 2. The absence of a written list of deviations submitted with the proposal shall hold the vendor strictly accountable to the City and to the specifications as written. Any unauthorized deviation from the specifications may be grounds for rejection of the goods or services when delivered. 3. Proposed Alternate. When an item is identified in the proposal document by a manufacturer's name or catalog number, it is understood that the vendor proposes to furnish the commodity and/or service so identified by the City unless the vendor specifically proposes an alternate. In providing a proposal for a proposed alternate, the vendor shall clearly state on the proposal exactly what the vendor proposes to furnish, and forward with the vendor's proposal, a complete description of the proposed alternate, including brand, model number, drawings, performance and test data, references, and any other information necessary for a complete evaluation. vendor shall include a statement setting forth any changes in other materials, equipment, or other work which would be required by incorporation of the proposed alternate. The burden of proof of the merit of the proposed alternate is upon the vendor. The City's decision to approve or disapprove of a proposed alternate shall be final. 4. Qualifications, Credentials and References. The vendor shall provide a description of qualifications, credentials, experience, and resources as they relate to the provision of the proposal. The vendor shall also provide a list of clients for whom similar work has been performed within the last two years, including the firm, contact person, address, and phone number of each contact person. 5. Addendum to Specifications. Any substantive interpretation, correction or change of the proposal documents shall be made by addendum. Unless otherwise specified the addendum will be posted to the Ion Wave website https://icgov.ionwave.net/Login.aspx. Interpretation, corrections, or changes of the proposal documents made in any other manner shall not be binding, and Vendors shall not rely upon such interpretations, corrections, or changes. Any addendum shall be issued by the City within a reasonable time prior to the proposal date. It is the Vendor's responsibility to visit this website to ensure that they have received all important addenda or revisions to the Invitation to Proposal prior to submitting a proposal. 6. Receipt of One Proposal. In the event only one proposal is received, the City of Iowa City may require that the successful vendor submit a cost proposal in sufficient detail for the City to perform a cost/price analysis to determine if the proposal price is fair and reasonable. Q. Selection of Firm Rejection of Proposals. The City reserves the right to accept or reject any or all proposals, to waive irregularities and technicalities, and to request resubmission. The City also reserves the right to reject the proposal of any vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or a proposal from a vendor who, investigation shows, is not able to satisfactorily and timely perform the contract. 2. Selection. The City desires to enter into negotiations and ultimately reach an agreement with a vendor who demonstrates the best combination of attributes to conduct the project, and who also negotiates a project cost with the City that is fair and reasonable. The City may conduct discussions with any vendor who has submitted a proposal to determine qualifications, for further consideration. Since the initial review by the City will be deemed preliminary in nature, the document and process will be deemed confidential until such time as the successful vendor is selected. Criteria for selection will include but not be limited to: a) The quality, availability, adaptability, and life cycle costing of the commodities and/or service. b) Guarantees and warranties. c) Ability, capacity, and skill to provide the commodities and/or service required within the specified time. d) Ability to provide future maintenance and service. e) Character, integrity, reputation, experience, and efficiency. f) Quality of performance of previous and/or existing contracts. g) Previous and existing compliance with laws and ordinances relating to contracts with the City and to the vendor's employment practices. h) Whether the vendor is in arrears to the City, in debt on a contract or is a defaulter on surety to the City. i) If reasonable doubts arise as to vendor's solvency, the City reserves the right to require financial information sufficient to show solvency and/or require a performance bond. j) Such other relevant information as may be secured by the City. k) Cost estimate: the City is not required to accept the proposal with the lowest cost estimate. 3. Once the City has reached an agreement with the vendor, a purchase order will be issued to the awardee. The purchase order will define the conditions of the contract between the City and the contractor selected to receive the award. 4. Corrections to Submitted Proposal. Any changes that are made to attached documents of this proposal using correction fluid, writing utensils, electronic means, etc. before submission must be dated and initialed and clearly and prominently indicate each area that a change was made. 5. Presentations. When required and based on an evaluation of proposals submitted, the City may select finalists who will be required to participate in interviews, including key personnel designated for the proposal, and to make presentations regarding their qualifications and their ability to furnish the required service to best serve the needs of the City. In cases of consultant agreements, all staff that will be performing the work must be present and introduced during presentations and interviews. a) Formal presentations will be scored and evaluated by a committee. The evaluation committee will make a recommendation to the City Manager and if required, to the City Council for final approval. Nothing in the proposal can obligate the City to enter into a contract. 6. Errors in Proposal. Any ambiguity in any proposal as a result of omission, error, lack of clarity or noncompliance by the vendor with specifications, instructions, pricing, and conditions shall be construed in the light most favorable to the City. R. General Contract Provisions Contract Award. Upon City's selection and satisfactory negotiation between City and vendor on the work to be performed, a written award in the form of a Purchase Order, contract or other instrument shall result in a binding contract without further action by either party. The contract shall be on forms provided by the City; or if the vendor's contract document is used, the City reserves the right to modify any document to conform to the request for proposal and to do so in the light most favorable to the City. 2. Insurance. Current Certificate of Insurance in the amounts specified shall be on file with the City before work can commence. 3. Availability of Funds. A contract shall be deemed valid only to the extent of appropriations available to each project. The City's extended obligation on these contracts which envision extended funding through successive fiscal periods shall be contingent upon actual appropriation for the following fiscal year. Revised 8/13/2024 Appendix B General Terms and Conditions City of Iowa City General Terms and Conditions These terms and conditions cannot be changed without prior consent of both parties. The laws of the State of Iowa shall apply in all disputes. A. Insurance Requirements: 1. Certificate of Insurance; Cancellation or Modification a) Before commencing work, the Vendor shall submit to the City for approval of a Certificate of Insurance meeting all requirements specified herein, to be in effect for the full contract period. I. The City of Iowa City will be named as additional insured. II. Project bid number and project title will be in the description. III. Insurance carriers will be rated as A- or better by A.M. Best, or equivalent. b) The Vendor shall notify the City in writing at least thirty (30) calendar days prior to any change or cancellation of said policy or policies. c) Cancellation or modification of said policy or policies shall be considered just cause for the City of Iowa City to immediately cancel the contract and/or to halt on the contract, and to withhold payment for any work performed on the contract. d) The policy shall be primary in payment, not excess or contingent, regardless of any other coverage available to the City. 2. Minimum Coverage a) Any policy or policies of insurance purchased by the Vendor to satisfy his/her responsibilities under this contract shall include contractual liability coverage, and shall be in the following type and minimum amounts: Informal Project Specs: Class I (under $1M) Type of Coverage: Each Occurrence Aggregate a. Comprehensive General Liability. $1,000,000.00 $2,000,000.00 (1) Bodily Injury & Property Damage. Combined Single Limit b. Automotive Liability. (1) Bodily Injury & Property $500,00.00 Damage. c. Worker's Compensation As required by Chapter 85, Insurance. Code of Iowa When Additionally Required: Errors and Omissions $500,000.00 Fidelity Bond (minimum) $50,000.00 Formal Project Specs: Class II (over $1M) Type of Coverage: Each Occurrence Aggregate a. Comprehensive General Liability. $1,000,000.00 $2,000,000.00 (1) Bodily Injury & Property Damage. Combined Single Limit b. Automotive Liability. Bodily Injury & Property $1,000,000.00 Damage. c. Excess Liability $1,000,000.00 $1,000,000.00 d. Worker's Compensation As required by Chapter 85, Insurance. Code of Iowa 3. Intentionally Omitted 4. Indemnity The Vendor shall indemnify, defend and hold harmless the City of Iowa City and its officers, employees, and agents from any and all liability, loss, cost, damage, and expense (including reasonable attorney's fees and court costs) resulting from, arising out of, or incurred by reason of any claims, actions, or suits based upon or alleging bodily injury, including death, or property damage rising out of or resulting from the Vendor's operations under this Contract, whether such operations be by himself, herself, or themself or by any Subcontractor or by anyone directly or indirectly employed by either of them. Vendor is not, and shall not be deemed to be, an agent or employee of the City of Iowa City. Responsibility for Damage Claims - It is specifically agreed between the parties executing this contract that it is not intended by any of the provisions of any part of the contract documents to create in the public or any member thereof a third party beneficiary hereunder, or to authorize anyone not a party to this contract to maintain a suit for personal injuries or property damage pursuant to the terms or provisions of this contract. It is understood that no subcontractor is a third -party beneficiary to any contract between the City and the prime Vendor. Nothing in any special provision or any supplemental specification shall be construed as eliminating or superseding the requirements of this section. Vendor further agrees to: a) Save the City its agents and employees harmless from liability of any nature or kind for the use of any copyright or non -copyright composition, secret process, patented or unpatented invention, article, apparatus or appliance including any device or article forming a part of the apparatus or appliance furnished or used in the performance of the contract of which the Vendor is not the patentee, assignee, licensee or owner. b) Protect the City against latent defective material or workmanship and to repair or replace any damages or marring occasioned in transit or delivery. c) Furnish adequate protection against damage to all work and to repair damages of any kind, to the building or equipment, due to Vendor's own work or to the work of other Vendors, for which the Vendor is responsible. d) Obtain all permits and licenses required by City, state, and federal governments and pay all related fees. The Vendor shall also comply with all laws, ordinances, rules and regulations of the City, State of Iowa and the Federal Government. B. Availability of Funds: A contract shall be deemed executory only to the extent of appropriations available to each department for the purchase of such commodities and/or service. The City's extended obligation on these contracts which envision extended funding through successive fiscal periods shall be contingent upon actual appropriation for the following fiscal year. C. Chan-ge in Laws: In the event of a change in law that frustrates the goals of the City relative to this contract, the City will be entitled to terminate the contract upon written notification to the Vendor without cost or penalty to the City. D. Contract Alterations: The City reserves the right to make changes to the Goods/Services to be provided which are within the Scope of this Contract. No assignment, alteration, change, or modification of the terms of this Agreement shall be valid unless made in writing and agreed to by both the City and the Vendor. The Vendor shall not commence any additional work or change the scope of the Goods/Service until authorized in writing by the City. Vendor shall make no claim for additional compensation in the absence of a prior written approval and amendment of this Agreement executed by both the Vendor and the City. This Agreement may only be amended, supplemented, or modified by a written document executed in the same manner as this Agreement. E. Subletting of Contract: Vendor shall not assign, transfer, convey, sublet, or otherwise dispose of any right, title or interest therein, or his/her power to execute such contract, to any other person, firm or corporation, without the prior written consent of the City, but in no case shall such consent relieve the Vendor from his/her obligations, or change the terms of contract. Contract Period. Contract shall remain in force for a full period specified and until all commodities and/or services ordered before date of termination shall have been satisfactorily delivered and accepted and thereafter until all requirements and conditions shall be met, unless: a) Extended upon written authorization of the City and accepted by Vendor, to permit ordering or unordered balances or additional quantities at contract prices and in accordance with contract terms. b) Extended upon written authorization of the City and accepted by Vendor, for a period negotiated and agreed upon by both parties, when in the best interest of the City. c) Terminated due to default, as described below. F. Default: The contract may be cancelled or annulled by the City in whole or in part by written notice of default to the Vendor upon non-performance, violation of contract terms, non -conforming products or services, delivery failure, bankruptcy, or insolvency, or the making of an assignment for the benefit of creditors. The City of Iowa City may, within its sole discretion, accept or reject any or all proposed cure actions. An award may then be made to next low bidder, or when time is of the essence, similar commodities and/or service may be purchased on the open market. In either event, the defaulting Vendor (or his/her/their surety) shall be liable to the City for cost to the City in excess of the defaulted contract price. Lack of knowledge by the Vendor will in no way be a cause for relief from responsibility. G. Delivery Failures: Failure of a Vendor to provide commodities and/or service within the time specified, unless extended in writing by the City, or failure to replace rejected commodities and/or service when so directed by the City shall constitute delivery failure. When such failure occurs, the City reserves the right to cancel or adjust the contract, whichever is in the best interest of the City. In either event, the City may purchase in the open market commodities and/or service of comparable worth to replace the articles of service rejected or not delivered. On all such purchases, the Vendor shall reimburse the City, within a reasonable time specified by the City, for any expense incurred in excess of contract prices, or the City may deduct such amount from monies owed the Vendor. If the contract is not cancelled, such purchases shall be deducted from contract quantities. The City reserves the right to accept commodities and/or service delivered which do not meet specifications or are substandard in quality, subject to an adjustment in price to be determined by the City. H. Force Maleure: The Vendor shall not be liable in damages for delivery failure when such failure is the result of fire, flood, strike, act of God, act of government, act of an alien enemy or any other circumstances which, in the City's opinion, is beyond the control of the Vendor. Under such circumstances, however, the City may at its discretion cancel the contract. The City shall not be liable in damages for any payment failure and may suspend or terminate the contract with respect to delivery of any additional goods or services when such failure, suspension or termination is the result of fire, flood, strike, act of God, act of government, act of an alien enemy or any other circumstances which, in the City's opinion, is beyond the City's control. Under such circumstances, however, the Vendor may at its discretion cancel the contract. 1. New Goods Fresh Stock: All contracts, unless otherwise specified, shall produce new commodities, fresh stock, latest model, design, or pack. J. Professional Workmanship: Professional workmanship shall meet or exceed existing industry standards. K. Occupational Safety and Health Administration Requirements: All commodities and/or service shall satisfactorily comply with applicable Occupational Safety and Health Administration regulations in effect at the time commodities are shipped and/or the service is performed. Safety Data Sheets are required in accordance with applicable regulations. L. Anti -Discrimination: Vendor shall not discriminate against any person in employment or public accommodation because of race, religion, color, creed, gender identity, sex, national origin, sexual orientation, mental or physical disability, marital status or age. "Employment" shall include but not be limited to hiring, accepting, registering, classifying, promoting, or referring to employment. "Public accommodation" shall include but not be limited to providing goods, services, facilities, privileges and advantages to the public. M. Delivery Provisions: Cartage. All items shall be delivered free on -board destination. Delivery costs and charges must be included in the bid unless otherwise stated in the specifications or proposal. 2. Responsibility for commodities and/or services. The Vendor shall be responsible for any commodities and/or service covered by this contract until they are delivered at the designated point, but the Vendor shall bear all risk for rejected commodities and/or service after written notice of rejection. Rejected commodities and/or service shall be removed and/or replaced by and at the expense of the Vendor promptly after written notification of rejection, unless public health and safety require destruction or other disposal of rejected delivery. Upon Vendor's failure to do so within thirty (30) calendar days after the date of notification, the City may return the rejected commodities to the Vendor and/or replace services at the Vendor's risk and expense, or the City may dispose of them as its own property. 3. Inspections. Final inspection of commodities and/or service shall be conclusive except as regards latent defects, fraud, or such gross mistakes that amount to fraud. Final inspection and acceptance or rejection of the commodities and/or service shall be made within a reasonable time after delivery, but failure to inspect and accept or reject commodities and/or service shall not impose liability on the City if such commodities and/or service are not in accordance with the specifications. All delivered commodities shall be accepted subject to inspection and physical count. 4. Time of Delivery. Vendor shall guarantee delivery of supplies in accordance with such delivery schedule as may be provided in the specifications and proposals. If delivery schedules are not provided in the specifications section, deliveries will be accepted between 8:30 a.m. and 3:30 p.m. on weekdays only. No deliveries shall be accepted on Saturdays, Sundays, or holidays, unless otherwise authorized. 5. Packing Slips or Delivery Tickets. All shipments or deliveries shall be accompanied by packing slips or delivery tickets and shall contain the following information for each item delivered: a) Name and Address of Ordering Department/Division. b) Name of the Vendor. c) Commodity name. d) Supplier's stock number. e) Quantity ordered. f) Quantity and date shipped. g) Quantity back ordered. Vendors are cautioned that failure to comply with these conditions may be considered sufficient reason for refusal to accept the commodities and/or for delay in payment. N. Warranty/Guarantee: The Vendor warrants that all articles, materials and services performed shall be consistent with manufacturer's specifications and will be free from defects. From the post acceptance by the City of Iowa City of the items delivered and installed Vendor shall provide a one (1) year warranty to include all hardware, parts, software, software updates, shipping costs, labor, travel, and service calls. If, within the guarantee period, any defects or signs of deterioration are noted which in the City's opinion are due to faulty design, installation, workmanship, or materials, the Vendor, upon notification and at his/her expense, shall repair or adjust the equipment or parts to correct the condition or he/she shall replace the part or entire unit to the complete satisfaction of the City. These repairs, replacements or adjustments shall be made only at such time as shall be designated by the City as least detrimental to the operation of the City business. Vendor will replace, at its own expense, any project component that does not meet departmental expectations within three (3) to five (5) business days of installation without limitation of any rights which the City may have by reason of any breach of warranty. Regardless of any statement to the contrary, the Vendor agrees that the implied warranty of merchantability and fitness for a specific purpose is not disclaimed. O. Discrepancies: In the event that there are any discrepancies or differences between any conditions of the Vendor's quote and the General Terms and Conditions prepared by the City of Iowa City, the City's General Terms and Conditions shall prevail. All costs associated with this project must be included in the Vendor's submitted quote. The total project cost for complete repair must include all costs for required equipment, supplies, shipping, labor, and travel needed for the full functionality and use of the equipment. Any costs not specifically set forth in this Quote will be the responsibility of the Vendor and will be deemed included in the fees and charges bid herein. P. Choice of Law and Forum: The laws of the State of Iowa shall govern and determine all matters arising out of or in connection with this contract, without regard to the conflict of law provisions of Iowa law. Any and all litigation commenced in connection with this contract shall be brought and maintained solely in Johnson County District Court for the State of Iowa, Iowa City, Iowa, or in the United States District Court for the Southern District of Iowa, Davenport Division, Davenport, Iowa, wherever jurisdiction is appropriate. This provision shall not be construed as waiving any immunity to suit or liability in State or Federal court, which may be available to the City. Q. Trade Secrets or Propriety Information: Responses to this Request for Bid become the exclusive property of the City of Iowa City. All documents submitted in response to this Request for Bid may be regarded as public records and may be subject to disclosure. During the course of the submittal evaluation process or the course of the project, City of Iowa City will accept materials clearly and prominently labeled "Trade Secret", "Confidential", or "Proprietary" by the respondent or other submitting party. The City of Iowa City will not advise as to the nature of the content of the documents entitled to protection to disclosure, or as to the definition of trade secret, confidential, or proprietary information. The respondent or other submitting party will be solely responsible for all such determinations made by it, and for clearly and prominently marking each and every page or sheet of materials with "Trade Secret", "Confidential", or "Proprietary" as it determines to be appropriate. Respondents which indiscriminately so identify all or most of their submittal as protected from disclosure without justification may be deemed nonresponsive. The City will endeavor to advise the Vendor of any request for material under the Iowa Open Records Act (Iowa Code Chapter 22) that the Vendor has marked "Trade Secret", "Confidential" or "Proprietary" by giving the Vendor 5 calendar days notice of such request prior to release of the material so marked to enable the Vendor to seek a court order to protect such materials from disclosure. The City's sole responsibility is to notify the proposer of the request for disclosure, and the City of Iowa City shall not be liable for any damages resulting out of such disclosure, whether such disclosure is deemed required by law, by an order of court or administrative agency, or occurs through inadvertence, mistake, or negligence on the part of the City of Iowa City or its officers, employees, consultants, or subconsultants. R. City Officers and Employees not to benefit: Upon signing this agreement, Vendor 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 contract, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5 S. Payment Provisions: Payment Terms. Payment may be made only after inspection and acceptance by the using department and, when required, approval by the City Council. No partial payments shall be made unless otherwise authorized by the City, or unless commodities were constructed, erected, installed or tested on site, in which case payment shall be made on the basis of a percentage of the value of all work performed less any previous payments. Payment of balances shall be made only after approval and final acceptance by the City. 2. Withholding Payment. Consideration for withholding payment shall include faulty materials, equipment, or workmanship, back orders, and liens that have been filed, or evidence indicating a possible filing of claims. In all cases, regulations and limitations imposed by the Federal Government and State of Iowa shall prevail. 3. Invoicing. Following acceptance, payment shall be made within thirty (30) calendar days from receipt of proper invoice. Invoice shall include project number, purchase order number, department name, dollar amount, and any other pertinent information. 4. Taxes. The City of Iowa City is exempt from all Federal, State of Iowa and other states' taxes on the purchase of commodities and services used by the City of Iowa City within the State of Iowa. The Purchasing Division shall provide tax exemption certification to out of state suppliers as required. Out of state taxes imposed on purchases of commodities and/or services which are used within another state are applicable and subject to payment. Vendors shall bill the City Accounting Division, including tax, for contracts pertaining to the alteration, construction or repair of real property. The Vendor shall provide the necessary Iowa Department of Revenue Contractor's Statement (one contractor's statement for each subcontractor). The Accounting Division shall then contact the State of Iowa for tax reimbursement. Vendors and subcontractors shall pay all legally required sales, consumer and use taxes on all commodities and/or services purchased or rented to complete their contract. If a Vendor, subcontractor, or builder is to use building materials, supplies, and equipment in the performance of a construction contract with a designated exempt entity, the person shall purchase such items of tangible personal property without liability for the tax if such property will be used in the performance of the construction contract and a purchasing agent authorization letter and an exemption certificate, issued by the designated exempt entity, are presented to the retailer. Appendix C Wage Theft Affidavit Wage Theft Policy It is the policy of the City of Iowa City, as expressed by City Council Resolution No. 15-364 adopted on November 10, 2015, not to enter into certain contracts with, or provide discretionary economic development assistance to, any person or entity (including an owner of more than 25% of the entity) who has admitted guilt or liability or been adjudicated guilty or liable in any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or local ordinance, which governs the payment of wages, for a period of five (5) years from the date of the last conviction, entry of plea, administrative finding or admission of guilt. (hereinafter "Wage Theft Policy") 1. Application. The Wage Theft Policy applies to the following: a. Contracts in excess of $25,000 for goods, services or public improvements. b. Contracts for discretionary economic development assistance. "Discretionary" economic development assistance shall mean any economic development assistance provided by the City of Iowa City that is not required by law. 2. Exceptions. The Wage Theft Policy does not apply to emergency purchases of goods and services, emergency construction or public improvement work, sole source contracts excepted by the City's purchasing manual, cooperative/piggyback purchasing or contracts with other governmental entities. 3. Affidavit. The contracting entity must complete the attached affidavit showing compliance with the Wage Theft Policy and submit it along with the request for bid or request for proposal required documents. Contract provision: Any contract to which this policy is applicable will include the following contract provision: If the City becomes aware that a person or entity (including an owner of more than 25% of the entity) has admitted guilt or liability or been adjudicated guilty or liable in any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or local ordinance, which governs the payment of wages, within the five (5) year period prior to the award or at any time after the award, such violation shall constitute a default under the contract. 4. Waivers. If a person or entity is ineligible to contract with the City as a result of the Wage Theft Policy it may submit a request in writing indicating that one or more of the following actions have been taken: a. There has been a bona fide change in ownership or control of the ineligible person or entity; b. Disciplinary action has been taken against the individual(s) responsible for the acts giving rise to the violation(s); c. Remedial action has been taken to prevent a recurrence of the acts giving rise to the disqualification or default; or d. Other factors that the person or entity believes are relevant. The City Manager or Designee shall review the documentation submitted, make any inquiries deemed necessary, request additional documentation if warranted and determine whether a reduction in the ineligibility period or waiver is warranted. Should the City Manager or Designee determine that a reduction or waiver of the ineligibility period is warranted the City Manager or Designee shall make such recommendation to the City Council. The City Council will make a final decision as to whether to grant a reduction or waiver. Wage Theft Affidavit certify under penalty of perjury and pursuant to the laws of the State of Iowa that the following is true and correct: 1. I am the (position) of ("contracting entity") and have the authority to execute this affidavit on behalf of said contracting entity and any person or entity with an ownership interest in said contracting entity of more than 25%. 2. Neither (contracting entity) nor any person or entity with an ownership interest of more than 25% of said contracting entity has been adjudicated guilty or liable in any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa Wage Payment Collection Law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statue of local ordinance, which governs the payment of wages in the last 5 years. Signature Appendix D Contract Compliance Document City of Iowa City Contract Compliance Document (To be completed by awarded vendor only) General Policy Statement It is the policy of the City of Iowa City to require equal employment opportunity in all City Contract work. This policy prohibits discrimination by the City's contractors, consultants and vendors and requires them to ensure that applicants seeking employment with them and their employees are treated equally without regard to race, color, creed, religion, national origin, sex, gender identity, sexual orientation, disability, marital status, and age. It is the City's intention to assist employers, who are City contractors, vendors or consultants, in designing and implementing equal opportunity so that all citizens will be afforded equal accessibility and opportunity to gain and maintain employment. Provisions: All contractors, vendors, and consultants requesting to do business with the City must submit an Equal Opportunity Policy Statement before the execution of the contract. All City contractors, vendors, and consultants with contracts of $25,000 or more (or less) if required by another governmental agency) must abide by the requirements of the City's Contract Compliance Program. Emergency contracts may be exempt from this provision at the discretion of the City. Regardless of the value of the contract, all contractors, vendors, and consultants are subject to the City's Human Rights Ordinance, which is codified at Article 2 of the City Code. Contracting departments are responsible for assuring that City contractors, vendors, and consultants are made aware of the City's Contract Compliance Program reporting responsibilities and receive the appropriate reporting forms. A notification of requirements will be included in any request for proposal and notice of bids. 4. Contracting departments are responsible for answering questions about contractor, consultant, and vendor compliance during the course of the contract with the City. 5. All contractors, consultants and vendors must refrain from the use of any signs or designations which are sexist in nature, such as those which state "Men Working" or "Flagman Ahead", and instead use gender neutral signs. 6. All contractors, consultants, and vendors must assure that their subcontractors abide by the City's Human Rights Ordinance. The City's protected classes are listed at Iowa City City Code section 2-3-1. Suggested steps to assure Equal Employment Opportunities 1. Company Policy Determine your company's policy regarding equal employment opportunities. Document the policy and post it in a conspicuous place so that it is known to all your employees. Furthermore, disseminate the policy to all potential sources of employees and to their subcontractors asking their cooperation. The policy statement should recognize and accept their responsibility to provide equal employment opportunity in all your employment practices. In regard to dissemination of this policy, this can be done, for example, through the use of letters to all recruitment sources and subcontractors, personal contacts, employee meetings, web page postings, employee handbooks, and advertising. 2. Equal Employment Opportunity Officer Designate an equal employment opportunity officer or, at a minimum, assign someone the responsibility of administering and promoting your company's Equal Employment Opportunity program. This person should have a position in your organization which emphasizes the importance of the program. 3. Instruct Staff Your staff should be aware of and be required to abide by your Equal Employment Opportunity program. All employees authorized to hire, supervise, promote, or discharge employees or are involved in such actions should be trained and required to comply with your policy and the current equal employment opportunity laws. 4. Recruitment (a) Let potential employees know you are an equal opportunity employer. This can be done by identifying yourself on all recruitment advertising as "as equal opportunity employer". (b) Use recruitment sources that are likely to yield diverse applicant pools. Word-of-mouth recruitment will only perpetuate the current composition of your workforce. Send recruitment sources a letter annually which affirms your commitment to equal employment opportunity and requests their assistance in helping you reach diverse applicant pools. (c) Analyze and review your company's recruitment procedures to identify and eliminate discriminatory barriers. (d) Select and train persons involved in the employment process to use objective standards and to support equal employment opportunity goals. (e) Review periodically job descriptions to make sure they accurately reflect major job functions. Review education and experience requirements to make sure they accurately reflect the requirements for successful job performance. (f) Review the job application to insure that only job related questions are asked. Ask yourself "Is this information necessary to judge an applicant's ability to perform the job applied for?" Only use job -related tests which do not adversely affect any particular group of people. (g) Monitor interviews carefully. Prepare interview questions in advance to assure they are only job related. Train your interviewers on discrimination laws. Biased and subjective judgments in personal interviews can be a major source of discrimination (h) Improve hiring and selection procedures and use non -biased promotion, transfer and training policies to increase and/or improve the diversity of your workforce representation. Companies must make sure procedures for selecting candidates for promotion, transfer and training are based upon a fair assessment of an employee's ability and work record. Furthermore, al companies should post and otherwise publicize all job promotional opportunities and encourage all qualified employees to bid on them. Below for your information is a copy of Section 2-3-1 of the Iowa City Code of Ordinances which prohibits certain discriminatory practices in employment as well as a sample policy. Please note that the protected characteristics include some not mandated for protection by Federal or State law. As a contractor, consultant or vendor doing business with the City of Iowa City you are required to abide by the provisions of the local ordinance in conjunction with your performance under a contract with the City. 2-3-1 : Employment; Exceptions: A. It shall be unlawful for any employer to refuse to hire, accept, register, classify, promote or refer for employment, or to otherwise discriminate in employment against any other person or to discharge any employee because of age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual orientation. (Ord. 03-4105, 12-16-2003) B. It shall be unlawful for any labor organization to refuse to admit to membership, apprenticeship or training an applicant, to expel any member, or to otherwise discriminate against any applicant for membership, apprenticeship or training or any member in the privileges, rights or benefits of such membership, apprenticeship or training because of age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual orientation of such applicant or member. C. It shall be unlawful for any employer, employment agency, labor organization or the employees or members thereof to directly or indirectly advertise or in any other manner indicate or publicize that individuals are unwelcome, objectionable or not solicited for employment or membership because of age, creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual orientation. (Ord. 95-3697, 11-7-1995) D. Employment policies relating to pregnancy and childbirth shall be governed by the following: • A written or unwritten employment policy or practice which excludes from employment applicants or employees because of the employee's pregnancy is a prima facie violation of this title. • Disabilities caused or contributed to by the employee's pregnancy, miscarriage, childbirth and recovery therefrom are, for all job -related purposes, temporary disabilities and shall be treated as such under any health or temporary disability insurance or sick leave plan available in connection with employment or any written or unwritten employment policies and practices involving terms and conditions of employment as applied to other temporary disabilities. E. It shall be unlawful for any person to solicit or require as a condition of employment of any employee or prospective employee a test for the presence of the antibody to the human immunodeficiency virus. An agreement between employer, employment agency, labor organization or their employees, agents or members and an employee or prospective employee concerning employment, par or benefits to an employee or prospective employee in return for taking a test for the presence of the antibody to the human immunodeficiency virus is prohibited. The prohibitions of this subsection do not apply if the state epidemiologist determines and the director of public health declares through the utilization of guidelines established by the center for disease control of the United States department of health and human services, that a person with a condition related to acquired immune deficiency syndrome poses a significant risk of transmission of the human immunodeficiency virus to other person in a specific occupation. F. The following are exempted from the provision of this section: • Any bona fide religious institution or its educational facility, association, corporation or society with respect to any qualifications for employment based on religion when such qualifications are related to a bona fide religious purpose. A religious qualification for instructional personnel or an administrative officer, serving in a supervisory capacity of a bona fide religious educational facility or religious institution shall be presumed to be a bona fide occupational qualification. (Ord. 94-3647, 11-8-1994) • An employer or employment agency which chooses to offer employment or advertise for employment to only the disabled or elderly. Any such employment or offer of employment shall not discriminate among the disabled or elderly on the basis of age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual orientation. (Ord. 95-3697, 11-7-1995) • The employment of individuals for work within the home of the employer if the employer or members of the family reside therein during such employment. • The employment of individuals to render personal service to the person of the employer or members of the employer's family. (Ord. 94-3647, 11-8-1994) • The employment on the basis of sex in those certain instances where sex is a bona fide occupational qualification reasonably necessary to the normal operation of a particular business or enterprise. The bona fide occupational qualification shall be interpreted narrowly. (Ord. 03-4105, 12-16-2003) • A state of federal program designed to benefit a specific age classification which serves a bona fide public purpose. (Ord. 94-3647, 11-8-1994) • The employment on the basis of disability in those certain instances where presence of disability is a bona fide occupational qualification reasonably necessary to the normal operation of a particular business or enterprise. The bona fide occupational qualification shall be interpreted narrowly. (Ord. 03-4105, 12-16-2003) • Any employer who regularly employees less than four (4) individuals. For purposes of this section, individuals who are members of the employer's family shall not be counted as employees. (Ord. 08-4312, 8-11-2008) Appendix E Sample Consultant Agreement CONSULTANT AGREEMENT This Agreement made and entered into this the day of 20_, by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and of hereinafter referred to as the Consultant. Whereas the City of Iowa City Neighborhood and Development Department released Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project, to evaluate potential consultants who could provide technical assistance to establish an Affordable Housing Division, Public Housing Repositioning, and a Pilot Project. 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. SCOPE OF SERVICES Consultant agrees to provide technical assistance to establish an Affordable Housing Division, Public Housing Repositioning, and a Pilot Project and to do so in a timely and satisfactory manner. The work shall be done consistent with the scope and specifications established in Request for Proposal 25-107, the Consultant's Scope of Services, and the Consultant's Supplier Response. The following documents are incorporated herein in their entirety. These documents dictate the terms of this Agreement. In the event of conflict between the documents, the earlier -listed document shall prevail (e.g. #1 takes precedence over #2). 1. This Consultant Agreement 2. The Consultant's Project Schedule attached as Exhibit A. 3. The Consultant's Scope of Services attached as Exhibit B. 4. Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project as Exhibit C. 5. The Consultant's Supplier Response attached as Exhibit D. II. TIME OF COMPLETION The Consultant shall complete the phases of the Project in accordance with the schedule shown in Exhibit A. III. COMPENSATION FOR SERVICES The City shall pay the consultant a total not to exceed price including reimbursable expenses of The City shall pay the consultant monthly based on the percentage completed for each of the following Phases except for which will be paid as the expenses occur throughout the project: Insert project phases here. -2- IV General Terms A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. 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 "lump sum" 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 affixed thereto 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 -3- 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 attorney's fees, and for any damages which may be asserted, claimed or recovered against or from the City by reason of personal injury, including bodily injury or death, and property damages, including loss of use thereof, caused by Consultant's negligent acts, errors or omissions in performing the work and/or services provided by Consultant to the City pursuant to the provisions of this Agreement. 2. Consultant assumes full responsibility for any and all damage or injuries which may result to any person or property by reason of Consultant's negligent acts, errors or omissions in connection with the work and/or services provided by Consultant to the City pursuant to this Agreement, and agrees to pay the City for all damages caused to the City's premises resulting from the negligent acts, errors or omissions of Consultant. 3. The Consultant's obligation to indemnify the City shall not include the obligation to indemnify, hold harmless, or defend the City against lability, claims, damages, losses, or expenses, including attorney fees, to the extent caused by or resulting from the negligent act, error, or omission of the City. 4. For purposes of this paragraph, the term "Consultant" means and includes the Consultant, its officers, agents, employees, sub -consultants, and others for whom Consultant is legally liable, and the term "City" means and includes the City of Iowa City, Iowa its Mayor, City Council members, employees, and volunteers. P. Insurance 1. Any policy or policies of insurance purchased by the Vendor to satisfy his/her responsibilities under this contract shall include contractual liability coverage, and shall be in the following type and minimum amounts: Informal Project Specs: Class I (under $1M) Type of Coverage: Each Occurrence Aggregate a. Comprehensive General Liability. $1,000,000.00 $2,000,000.00 (1) Bodily Injury & Property Damage. Combined Single Limit b. Automotive Liability. (1) Bodily Injury & Property $500,00.00 Damage. C. Worker's Compensation As required by Chapter 85, Insurance. Code of Iowa When Additionally Required: Errors and Omissions $500,000.00 Fidelity Bond (minimum) $50,000.00 Formal Project Specs: Class II (over $1M) Type of Coverage: Each Occurrence Aggregate a. Comprehensive General Liability. $1,000,000.00 $2,000,000.00 (1) Bodily Injury & Property Damage. Combined Single Limit b. Automotive Liability. Bodily Injury & Property $1,000,000.00 Damage. C. Excess Liability $1,000,000.00 $1,000,000.00 d. Worker's Compensation As required by Chapter 85, Insurance. Code of Iowa -5- 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. RM For the City By: Title: Date: For the Consultant By: Title: Date: 2024 Approved by: City Attorney's Office Date Sample: Equal Employment Opportunity Policy To all employees of This Company and its employees shall not discriminate against any employee or applicant for employment based on his or her age, national origin, color, creed, disability, gender identity, marital status, race, religion, sex or sexual orientation. The antidiscrimination policy extends to decision involving hiring, promotion, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training, including apprenticeship. Further, this Company and its employees will provide a working environment free from such discrimination. All employees are encouraged to refer minority and women applicants and applicants with disabilities for employment. The Equal Employment Opportunity Officer for Name: Address: Telephone Number: is: Note: This is a sample only. You may wish to confer with your EEO officer or legal counsel to formulate a policy which specifically meets the needs of your company. Assurance of Compliance The following sets forth the minimum requirements of a satisfactory Equal Employment Opportunity Program which will be reviewed for acceptability. With respect to the performance of this contract, the contractor, consultant or vendor agrees as follows: (For the purposes of these minimum requirements, "contractor" shall include consultants and vendors) 1. The contractor will not discriminate against any employee or applicant for employment and will take affirmative efforts to ensure applicants and employees are treated during employment without regard to their race, color, creed, religion, national origin, sex, sexual orientation, gender identity, disability, marital status, and age. Such efforts shall include, but not be limited to the following: employment, promotion, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. 2. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor; state that it is an equal opportunity employer. Note: Contracts that are federally funded are subject to 29 C.F.R. § 1608 and relevant orders of the U.S. Secretary of Labor. The Secretary of Labor, and not the City, enforces said regulations and orders. 3. Provide a copy of your written Equal Employment Opportunity Policy Statement. Where is this statement posted? 4. Print the name, telephone number, email and address of your business' Equal Employment Opportunity Officer? Name: Phone Number: Email: Address: The undersigned agrees to display, in conspicuous places at the work site, all posters required by federal and state law for the duration of the contract. NOTE: The City can provide assistance in obtaining the necessary posters. 6. How does your business currently inform applicants, employees, and recruitment sources (including unions) that you are an Equal Employment Opportunity employer? The above responses to questions 1 through 6 are true and correctly reflect our Equal Employment Opportunity policies. Business Name Signature Print Name Phone Number Title Date CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www.icgov.org Addendum Number 1 Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Program Purchasing Division, City of Iowa City, Iowa Date of Addendum: November 11, 2024 This Addendum to Request for Proposal 25-107 is being issued to change the closing date. Request for Proposal #25-107 is hereby amended as follows: Change closing date to 12/2/2024 2:30 PM Central Time Addendum Number 1 is hereby incorporated and made a part of Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Program Theresa Vanatter Procurement Coordinator CITY OF IOWA CITY 410 Easl Washington Strcct Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www-Icgov.org Addendum Number 2 Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Program Purchasing Division, City of Iowa City, Iowa Date of Addendum: November 13, 2024 This Addendum to Request for Proposal 25-107 is being issued to add Exhibit A. Request for Proposal 925-107 is hereby amended as follows: Change Section 4 from: A. From the Attachments tab download and review the following required documents. 1. Appendix A - General Requirements and Instructions to Vendors. 2. Appendix B - General Terms and conditions. 3. Appendix C - Wage Theft Affidavit (Please sign and upload your completed Wage Theft Affidavit to the Response Attachments tab). 4. Appendix D - Contract Compliance Form (To be completed by awarded vendor only). 5. Appendix E - Sample Consultant Agreement 6. Addendum number 1 To: A. From the Attachments tab download and review the following required documents. 1. Appendix A - General Requirements and Instructions to Vendors. 2. Appendix B - General Terms and conditions. 3. Appendix C - Wage Theft Affidavit (Please sign and upload your completed Wage Theft Affidavit to the Response Attachments tab). 4. Appendix D - Contract Compliance Form (To be completed by awarded vendor only). 5. Appendix E - Sample Consultant Agreement 6. Addendum number 1 7. Addendum number 2 8. Exhibit A — City Org Chart Addendum Number 2 is hereby incorporated and made a part of Request for Proposal 25-107 Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Program Theresa Vanatter Procurement Coordinator City of Iowa City Organization Chart - AIRPORT CITY ATTORNEY CITY MANAGER OMM SSION Airpor City Attorney City Manager • Airport Operations • City Attorney • City Manager • Communications Office • Human Resources • Equity & Human Rights • Economic Development •�ClimatP Art'pn & • Finance : • Administration • Accounting .. . . . . . t Purcbasirig. . . . . . .. . . Revepue . . . . . . . • Risk Management • Information Technology Services Neighborhood & : Development Services • Administration .. . . . •.DevelopmentServicez . . . .. • • • -Neighborhood Services• • Metropolitan Planning Organization of Johnson County Parks & Recreation ; • • Administration • . • Recreation . . . . . • Park Maintenance . . . . • Cemetery ; • Government Buildings Senior Center APPOINTED Departments & Divisions CITY CLERK LIBRARY BOARD City Clerk Library • City Clerk • Library Operations • Library Development Office • Fire :. • Administration . . . . . .. • Emergency Operatbms • Fire Prevention • Training ; Police • • • • • • Admiristration • Support Services • Field Operations Public Works • Administration • • Engineering • Streets :. . . . . . S VeLst€\,hate : . . . . . . . . •.UALater. . . • Equipment • Resource Management :. Transportation Services • Administration • Parking • Public Transportation Exhibit B y 1 �O %iwa .9bb CITY OF 1CWA CITY U I ESOD C tTY OF LI T LRAI U RE RFP25-107 Addendum 2 Baker Tilly Municipal Advisors, LLC Supplier Response Event Information Number: RFP25-107 Addendum 2 Title: Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and a Pilot Project Type: Request for Proposal FY25 Issue Date: 10/25/2024 Deadline: 12/2/2024 02:30 PM (CT) Notes: The City of Iowa City is requesting proposals from qualified vendors to provide: Public Housing Repositioning and Assistance to Develop an Affordable Housing Division and Pilot Project Proposals must be submitted online via Ion Wave. Faxed, emailed and hard copies of proposals will not be accepted. All questions and clarifications regarding this Request for Proposal will be accepted until November 15, 2024 at noon (CT) by submitting your questions through Ion Wave. All questions must be in writing in order to receive a response. Page 1 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 Contact Information Contact: Theresa Vanatter Address: 410 E Washington St IOWA CITY, IA 52240-4525 Page 2 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 Baker Tilly Municipal Advisors, LLC Information Contact: Sunny Larsen Address: 30 East Seventh Street Suite 3025 St. Paul, MN 55101 Phone: (651) 223-3000 Email: pursuitstrategy@bakertilly.com By submitting your response, you certify that you are authorized to represent and bind your company. Erica Arima Signature Submitted at 121212024 02:21:37 PM (CT) Requested Attachments Proposal/Supplier Response General Terms and Conditions Exceptions Upload only if you have exceptions Completed Wage Theft Policy Bid Attributes 1 No Contact Policy A. Code of Silence: erica.arima(c)-bakertilly.com Email Response to Iowa City RFP25-107 from Baker Tilly. pdf No response C - Wage Theft Affidavit from Baker 1. No City Representative other than the contact listed under Bid Contact Information should be contacted regarding this Request for Proposal beginning with the issue date of the Request for Proposal and ending with the issuance of the Purchase Order. 2. Any contact initiated by the vendor or by a City representative, other than the Purchasing Division representative listed herein, concerning this Request for Proposal is strictly prohibited. Any such unauthorized contact may cause the disqualification of the vendor from the procurement transaction. ❑ I have read, understand, and agree to these terms Page 3 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 2 Definitions A. Definitions for this Request for Proposal. 1. The City/City: Indicates the City of Iowa City. 2. May: Indicates something that is not mandatory but permissible, desirable, or preferred. 3. Point of contact or principal contact: Is the vendor's representative available for all questions pertaining to the vendor's response to this Request for Proposal. 4. RFP: Stands for Request for Proposal. 5. Shall or must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in a rejection of your proposal or cancellation of any subsequent contract. If a vendor is unable to adhere to a mandatory requirement the vendor must list that requirement as an exception. Vendors with no or fewer exceptions will be scored higher than those with multiple exceptions. 6. Should: Indicates something that is recommended but not mandatory. 7. Vendor: Is the proposer, bidder, contractor, consultant, or supplier submitting a response to this Request for Proposal. These terms may be used interchangeably throughout this Request for Proposal ❑ I have read and understand 3 Contract Term A. This contract start date will occur on or near February 1, 2025 and will conclude on a negotiated date. Pricing shall be firm from the date stated on the contract purchase order. 0 I have read and understand these terms. Page 4 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 4 1 Required Attachments and Exceptions A From the Attachments tab download and review the following required documents. 1. Appendix A - General Requirements and Instructions to Vendors. 2. Appendix B - General Terms and conditions. 3. Appendix C - Wage Theft Affidavit (Please sign and upload your completed Wage Theft Affidavit to the Response Attachments to b). 4. Appendix D - Contract Compliance Form (To be completed by awarded vendor only). 5. Appendix E - Sample Consultant Agreement 6. Addendum number 1 7. Addendum number 2 8. Exhibit A - City Org Chart B. Vendors are required to inform themselves of all requirements of this Request for Proposal. Failure to do so is at the vendor's own risk. If a vendor does not clearly demonstrate and provide documentation substantiating that they are compliant with the qualifications and specifications of this Request for Proposal, they may be disqualified. C. Exceptions and Contract Negotiations. 1. Exceptions may not be added after the Request for Proposal closing date. 2. The vendor is responsible for reviewing all documents associated with this request for proposal before selecting a response below. 3. If the vendor has no exceptions/deviations to any document or specification within this Request for Proposal select "No exceptions" from the menu below. If the vendor selects "No exceptions" the vendor must not submit the vendor's terms and conditions, master agreement, or any other list of exceptions after the closing date of this Request for Proposal. If the vendor selects "No exceptions" the vendor agrees that in the event of any and all conflicts between the City of Iowa City Request for Proposal documents and the vendor's proposal the City's Request for Proposal shall prevail. 4. If the vendor has exceptions to any document or specification within this Request for Proposal, the vendor must chose "I have exceptions" from the menu below and attach a list of the vendor's exceptions to the response attachments tab. Exceptions will be negotiated by the City of Iowa City and the vendor. Vendors with exceptions may be scored lower than vendors that have fewer or no exceptions. I have exceptions to these terms and conditions 5 Proposal Requirements Submittal Requirements A. This Request for Proposal is soliciting responses for two separate projects: 1. Subject Area One/Public Housing Repositioning Project 2. Subject Area Two/Assistance to Develop an Affordable Housing Division and Pilot Project Vendors may submit a response for one or two of the subject areas. If a vendor chooses to submit for more than one subject area the vendor's proposal must submit a separate Project Plan and itemized Pricing Schedule section for each plan the vendor is submitting a proposal for. A not -to -exceed price including reimbursable expense price must also be entered in the line items tab for each plan the vendor is submitting a proposal for. Indicate below which project or projects you will be submitting a proposal for. ❑ Public Housing Repositioning 0 Develop an Affordable Housing Division 6 1 Proposal Requirements Documents required to be submitted with your proposal. Vendor's submitted proposal must be organized in the sequence below. Pricing must be completed in the line items section of this proposal. A separate itemized Page 5 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 pricing schedule must also be included in your proposal for each subject area the vendor is proposing on. A. Section 1 - Executive Summary: Summarize the key points of your proposal. Include the following: 1. The name and contact information for the person(s) who will serve as the Principal Contact. 2. A summary of the firm's understanding of the subject area or subject areas including a brief restatement of the project scope. 3. A signature of the person in your firm who is authorized to negotiate terms, render binding decisions, and commit the firm's resources. B. Section 2 — Firm Qualifications. Tell us about your team. Provide or include: A description of your company's qualifications, credentials, experience and resources as they relate to the requirements of this Request for Proposal. Provide a brief overview of your Company's experience dealing with projects of similar scope with specific attention given to projects similar to this project. It is imperative that staff assigned to this project remain consistent throughout the engagement. Provide resumes of all staff assigned to the project. Include training and experience as they relate to the requirements of this Request for Proposal. Note: Staff that will be assigned to this project must be present at any subsequent interviews or presentations. C. Section 3A - Project Work Plan/Scope of Services for Subject Area One, Public Housing Repositioning, include: A detailed scope of work that includes a description of each task, as well as the deliverables for each task. A detailed time schedule. Include a scheduled time frame for the completion of tasks that would begin on a mutually agreed upon date. This should include a time schedule describing the general work tasks and personnel assigned to the project. It must include estimated task/phase completion dates and key meeting/presentation dates. Staff anticipates the process, including plan adoption, to be approximately 18 months. D. Section 3B - Project Work Plan/Scope of Services for Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project, include: A detailed scope of work that includes a description of each task, as well as the deliverables for each task. A detailed time schedule. Include a scheduled time frame for the completion of tasks that would begin on a mutually agreed upon date. This should include a time schedule describing the general work tasks and personnel assigned to the project. It must include estimated task/phase completion dates and key meeting/presentation dates. Staff anticipates the process, including plan adoption, to be approximately 18 months. E. Section 4A - Pricing Schedule. Outline your compensation expectations for Subject Area One, Public Housing Repositioning: 1. Provide a detailed itemized price schedule including milestones with a not to exceed total including reimbursable expenses. The City of Iowa City is not responsible for the consultant's failure to provide information and pricing on required items. In this instance the prices submitted will prevail as the proposal. 2. A not to exceed grand total including reimbursable expenses must also be completed in the line items section of this proposal. F. Section 413 - Pricing Schedule. Outline your compensation expectations for Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project: 1. Provide a detailed itemized price schedule including milestones with a not to exceed total including reimbursable expenses. The City of Iowa City is not responsible for the consultant's failure to provide information and pricing on required items. In this instance the prices submitted will prevail as the proposal. 2. A not to exceed grand total including reimbursable expenses must also be completed in the line items section Page 6 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 of this proposal. G. Section 5A - Reference Projects. Show us your work, provide: 1. A list of three previous clients of similar size, service area and nature, with whom the vendor has provided similar services for Subject Area One, Public Housing Repositioning. Each listed reference should include the type and size of the client's organization, and a brief description and scope of services that were provided. H. Section 513 - Reference Projects. Show us your work, provide: 1. A list of three previous clients of similar size, service area and nature, with whom the vendor has provided similar services to provide Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project:. Each listed reference should include the type and size of the client's organization, and a brief description and scope of services that were provided. 0 I have read and understand Scoring and Evaluation A. Each proposal stands alone and will be evaluated on its own merits by an evaluation committee in terms of meeting the City's requirements and overall responsiveness to this Request for Proposal. B. Vendors will be treated equally without regard to race, color, creed, religion, national origin, sex, gender identity, sexual orientation, disability, marital status, and age. C. Failure of the vendor to provide any information requested in the RFP may result in disqualification of the proposal and shall be the responsibility of the vendor. D. The proposal that accrues the highest point total based on a 150-point scale shall be recommended for award subject to the best interests of the City of Iowa City. Each category shall receive a point value within the specified range based on how well the proposal meets or exceeds the City's requirements. E. The City may elect to award to one vendor for both Subject Areas. Or the City may chose a separate vendor for each Subject Area. Each Subject Area will be scored separately. F. Point category and assigned points. Phase One/Subject Area One/ Public Housing Repositioning - 100 points. 1. Firms Resume, Qualifications, and Personnel - 20 points 2. Methodology and Approach/Assessments and Analysis - 10 Points 3. Stake holder Engagement - 10 Points 4. Financial Modeling - 5 Points 5. Implementation Plan - 10 Points 6. Project Timeline - 10 Points 7. Deliverables - 15 Points 8. Fee Schedule - 20 points G. Point category and assigned points. Phase Two/Subject Area One/ Public Housing Repositioning - 50 points. 1. Interview/Presentation - 30 Points 2. References and Proven Success of Contracts With Other Clients - 20 Points H. Point category and assigned points. Phase One/Subject Area Two/ Assistance to Develop an Affordable Housing Division and Pilot Project - 100 points. Page 7 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 1. Firms Resume, Qualifications, and Personnel - 20 points 2. Methodology and Approach/Assessments and Analysis - 10 Points 3. Stake holder Engagement - 10 Points 4. Financial Modeling - 5 Points 5. Implementation Plan - 10 Points 6. Project Timeline - 10 Points 7. Deliverables - 15 Points 8. Fee Schedule - 20 points I. Point category and assigned points. Phase Two/ Subject Area Two/ Assistance to Develop an Affordable Housing Division and Pilot Project - 50 points. 1. Interview/Presentation - 30 Points 2. References and Proven Success of Contracts With Other Clients - 20 Points J. Submittal of a proposal infers acceptance of these scoring techniques. 0 I have read and understand these terms. 8 1 Scope The City of Iowa City has issued this Request for Proposal (RFP) to obtain one or more qualified consultants in two subject areas: 1. Subject Area One/ Reposition the City's Public Housing Program through a HUD approved conversion option; and 2. Subject Area Two/ Technical assistance to establish a Development Division to expand the City's capacity to develop affordable housing and a Pilot Project. 0 I have read and understand Page 8 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 9 1 Project Summary A. Subject Area One/ Public Housing Repositioning The City of Iowa City is requesting proposals from qualified consultant firms or individual consultants to provide services related to the repositioning of the City's Public Housing program to a Housing Choice Voucher (HCV) platform. This project aims to evaluate and implement strategies to improve the efficiency, sustainability, and long-term viability of the City's 86 scattered site public housing units. The City has considered various public housing repositioning options such as Rental Assistance Demonstration (RAD) conversion, Section 18 disposition, Section 22 conversion, and other HUD -approved repositioning tools. After research and analysis, the City has prioritized the Section 22 conversion option. The consultant will develop a repositioning plan and assist the City through a successful Public Housing Repositioning process in accordance with the rules and regulations of the Department of Housing and Urban Development (HUD). B. Subject Area Two/ Assistance to Develop and Affordable Housing Division and Pilot Project. The City also seeks a consultant to increase the City's internal capacity to develop and sustainably operate permanent, affordable housing. The consultant shall provide technical assistance and assist the City in establishing a development arm of the Housing Authority. Priority considerations should include legal and organizational structure, operational and financial capacity, including staffing models, and the ability to capitalize on outside funding streams to ensure long-term success. Additionally, the consultant shall assist the City through a pilot housing development project of no less than 20 affordable units funded through various local and/or federal funding streams. It is possible that one consultant (or consulting firm) may be able to perform all services desired, however it is likely that consultants may have areas of expertise better suited to one of the above -mentioned subject areas. As such, it is possible that the City may hire two different consultants to meet its needs during the current year and up to the next three years. Therefore, proposals may be accepted that cover only a portion of the services being sought. The ideal candidate shall have experience in repositioning public housing programs or similar efforts aimed at modernizing and restructuring housing resources as well as experience with development projects involving complex funding streams such as mixed finance projects, Low Income Housing Tax Credits, HUD funding and related sources. The candidate should be well versed in managing various layers of financing from federal, state, and local sources. 0 I have read and understand Page 9 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 1 Background U Iowa City has a population of over 75,000 residents with a projected growth of 10,000 by the end of the decade. 20% of our population earns less than $30,000 annually and 61 % of our renters are cost burdened. There are 1,385 low-income households who meet the Iowa City Housing Authority's preference criteria (elderly, disabled, family with children under 18 and living in our jurisdiction) who are waiting for a Housing Choice Voucher and 937 low income households waiting for a public housing unit. The Iowa City Housing Authority (ICHA) serves three counties in Iowa: Johnson, Iowa and Washington. ICHA administers 1,595 housing vouchers, including VASH, Mainstream, Emergency, and Incremental vouchers. Additionally, ICHA operates 86 scattered site housing units within Iowa City under the HUD Public Housing program. The Housing Authority consists of 14 FTEs and is a City division under the Neighborhood and Development Services Department. An organizational chart is attached as Exhibit A. Due to decreased federal revenue, increased expenditures for capital improvements and lower rent collected since the pandemic, the Public Housing program has been operating at a deficit over the last four years. Public Housing reserves have been available to cover the deficits; however, this approach is not sustainable. This past year the City was selected and has participated in the Bloomberg Harvard City Leadership Initiative. Through this initiative the City was approved for a Harvard graduate fellow to work with us for 10 weeks to review conversion options that would be the best fit for the City. After analysis of the RAD-Rental Assistance Demonstration Program, RAD/Section 18 Blend, Section 22 Streamlined Voluntary Conversion and the Section 18 Demolition/Disposition/Preservation options, the City prioritized the Section 22 Streamlined Voluntary Conversion option as the best fit for the City. The City considered suitability to our existing portfolio, rental revenue, voucher flexibility and tenant rights, procedural process, and alignment with City goals to determine which conversion method was best for the City 211 have read and understand Page 10 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 Specifications -Subject Area #1 Public Housing Repositioning The consultant will be responsible for the following tasks: A. Assessment and Analysis: 1. Review the ICHA's analysis of the physical condition of the public housing units, including financial performance, and occupancy levels. 2. Define City's objectives for Public Housing Repositioning. 3. Analyze the various HUD approved conversion options to determine the best option for the City considering operational sustainability, increased revenue, increased access to private capital, and continued service to our low income tenants with the fewest administrative hurdles. B. Stakeholder Engagement: 1. Determine key internal and external stakeholders including residents, staff and Council members. 2. Develop a stakeholder engagement strategy. 3. Conduct meetings and workshops to gather input and discuss potential impacts and provide a summary to the City. C. Financial Planning: 1. Develop a financial model to evaluate the feasibility and sustainability of the recommended conversion method. 2. Provide guidance on effectively expending reserves funds, as required, to reposition public housing units. 3. Identify potential funding sources and provide recommendations for leveraging public and private capital. D. Implementation Plan: 1. Prepare a detailed implementation plan outlining the steps necessary to reposition the public housing units to a HCV platform through the selected conversion option, including goals, metrics and a realistic timeline to complete each step of the repositioning. 2. Provide guidance on navigating HUD requirements and securing necessary approvals throughout the process. E. Repositioning: 1. Working with staff and HUD representatives, submit an application for repositioning to HUD. 2. Provide technical assistance until conversion process is completed successfully. F. Reporting: 1. Provide monthly updates and a final report summarizing findings, recommendations, and next steps. 211 have read and understand. Page 11 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 1 Specifications - Subject Area #1 Public Housing Repositioning - Deliverables 2 Based on the scope of work and project background outlined above, the Consultant will be responsible for these deliverables. A. Assessment and Analysis: 1. Submit a recommendation to the City that identifies which conversion method is recommended and the reasons for the recommendation. B. Implementation Plan: 1. Outline the steps necessary to reposition the public housing units to an HCV platform through the selected conversion option, including goals, metrics and a realistic timeline to complete each step of the repositioning. 2. Identify key stakeholders, including tenants, elected officials, HUD representatives, etc. and outline their roles. 3. Develop new written policies and procedures for management of units under a HCV platform. 4. Identify potential risks and mitigation strategies. 5. Identify strategies to ensure the long-term success and maintenance of the repositioned housing program. C. Financial Plan: 1. Detailed budget for the repositioning process, including the expenditure of public housing reserves and capital improvements, if necessary. D. Resident Engagement: 1. Outline a Resident Communication Strategy: plan for ongoing communication with tenants, including City meetings, newsletters, etc. E. Evaluation and Reporting: 1. Provide key performance indicators to measure the success of the repositioning. 2. Submit monthly reports on status of repositioning until completed. ❑ I have read and understand these terms. Page 12 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 1 Specifications - Subject Area #2 - Assistance to Develop an Affordable Housing Division and Pilot 3 Project The consultant shall guide staff through the creation of a development arm within the Housing Authority to develop and sustainably operate permanent, affordable housing. The selected consultant will work closely with Neighborhood and Development Services (NDS) staff to develop the skills and capacity to plan, finance, and implement affordable housing projects. Services will include recommending staffing models and organizational structure. Consultant will assist the City in developing at least one multi -family housing project through various funding sources, that may include, but are not limited to: City general fund/fee-in-lieu funds, revenue bond, Housing Authority funds, tax increment financing, Section 108 CDBG funds, and other state and federal housing programs. The consultant will be responsible for the following tasks: A. Develop Internal Capacity: 1. Needs Assessment: Review the 2024 Iowa City Area Regional Housing Market Analysis and consult with NDS staff about the need for specific types of affordable housing in the area. 2. Organizational Structure and Staffing Plan: Recommend an organizational structure for the proposed development arm based on City goals. Include a staffing model to operate the City's affordable housing program and recommend when increased staffing is necessary based on incremental additions to the number of homes owned and managed by the City. 3. Resources and Training: Provide training to NDS senior management on relevant topics, including, but not limited to, the development process, financing strategies, site identification, construction and design considerations for affordability, stakeholder engagement and project management. B. Pilot Project: 1. Site Selection and Analysis: Assist staff identify potential sites for development and assess site suitability. 2. Project Planning and Design: Assist the City as it collaborates with architects, engineers, and planners to create a project design that meets local codes, regulations, and community needs. 3. Financial Modeling and Funding Strategies: Develop a financial model for the project, identify funding sources, and assist in securing financing such as grants, tax credits, and other subsidies. 4. Regulatory Compliance: Ensure that the project complies with all local, state, and federal regulations, including zoning laws and environmental regulations. 5. Project Management: Advise staff on the project from inception through completion, ensuring that it stays on schedule and within budget. 911 have read and understand Page 13 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 1 Specifications - Subject Area #2 - Assistance to Develop an Affordable Housing Division and Pilot 4 Project - Deliverables Based on the scope of work outlined above, the Consultant will be responsible for these deliverables. A. Strategic Planning documents: 1. Develop a Strategic Plan for the affordable housing program after Public Housing Repositioning. 2. Vision and mission statement. Outline the goals and objectives of the City's affordable housing program. B. Financial Plan: 1. Outline a financial budget, including recommended rent levels, revenue sources and estimated expenses over the next five years. 2. Submit a 5-year staffing plan for operation and maintenance of the housing managed by the City after completion of the repositioning that is sustainable. Estimate staffing needs as the housing portfolio managed by the City grows. C. Resident Engagement: 1. Resident Communication Strategy: plan for ongoing communication with tenants. D. Project Management of the Development Project: 1. Provide a project timeline for the development project. 2. Complete the project budget, including source and uses. 3. Communicate potential risks and mitigation strategies, including compliance issues. E. Reporting: 1. Provide monthly reports to staff about project development and internal capacity needs. 01 have read and understand these terms. 1 Specifications - Deliverables - American Disabilities Act Requirements 5 A. Digital content available for public use or interaction must be accessible to a wide range of people with disabilities. Digital content must have the ability to be read by a screen reader. Digital content and methods of communication with the public (websites, survey tools, documents, etc.) must conform with Web Accessibility requirements. ADA compliance is a Federal requirement for government entities. Vendors contracted for communications work must be able to comply with WCAG 2 compliance when providing digital services. B. American Disabilities Act Resources: 1. United States Department of Justice Civil Rights Division — Guidance on Web Accessibility and the ADA: https://www.ada.gov/resources/web-guidance/ 2. Web Content Accessibility Guidelines (WCAG2): https://www.w3.org/WAI/standards-guidelines/wcag/ 0 1 am able to comply with this requirement ❑ I am not able to comply with this requirement Page 14 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 1 City Responsibilities 6 A. City staff will assist the selected Consultant(s) by providing the following support: 1. Assigning a contact person for the project(s). 2. Providing all relevant documentation to the Consultant including prior plans and reports. 3. Providing any relevant local data to the Consultant. 4. Providing GIS layers to the Consultant. 5. Assisting with forming and scheduling meetings with relevant stakeholders and the appropriate City staff. 6. Assisting with community outreach and logistics for public meetings. 7. Ensuring compliance with Environmental Review, Davis Bacon, and other federal requirements, as applicable. 8. Preparing and executing contracts with architects/engineers/contractors. 9. Managing construction of affordable housing projects. ❑ I have read and understand 1 Prohibited Interest 7 A. 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 B. Your firm shall identify any relationship that has existed, or presently exists with the City of Iowa City and its staff that may interfere with fair competition or may be a possible conflict of interest for either party. If no relationship has existed or does not presently exist, the company must make this statement in the space provided below (companies are subject to disqualification on the basis of any potential for conflict of interest as determined by the City of Iowa City). To the best of our knowledge and belief, no such relationship has existed, or presently exists with the City of Iowa City and its staff that may interfere with fair competition or may be a possible conflict of interest for either party. 1 Liens, Unsatisfied Judgments, Disciplinary Actions $ A. List any and all of the following that are current, pending, or occurring in the last five (5) years in the space provided below. 1. Disciplinary actions 2. Administrative proceedings 3. Malpractice claims 4. Other like proceedings against your company or any of its personnel relating to your firm's services B. If your company has no liens, unsatisfied judgments, or disciplinary actions that have occurred you must state this also in the space provided below. To the best of our knowledge and belief, Baker Tilly has no liens, unsatisfied judgments, or disciplinary actions that will materially affect our ability to perform the scope of work outlined in this RFP. 1 Reference #1 Name 9 Housing Authority of the City of Milwaukee 2 Reference #1 Address 0 809 N. Broadway, Milwaukee, WI 53202 2 Reference #1 Phone Number 1 (414) 286-5885 Page 15 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 2 Reference #1 Email 2 Fernando.Aniban@hacm.org 2 Reference #2 Name 3 Oklahoma City Housing Authority 2 Reference #2 Address 4 1700 NE 4th St, Oklahoma City, OK 73117 2 Reference #2 Phone Number 5 (405) 595-3612 2 Reference #2 Email 6 Gshinn@ochanet.org 2 Reference #3 Name 7 Newport Housing Authority 2 Reference #3 Address 8 120 Hillside Ave, Newport, RI 02840 2 Reference #3 Phone Number 9 (870) 523-2195 3 Reference #3 Email 0 dgates@lonokepha.com Bid Lines 1 Total not to exceed price including reimbursable expenses to provide Public Housing Repositioning Program. Quantity: 1 UOM: EA Price: 1 $150,000.00 Total: 1 $150,000.00 2 Total not to exceed price including reimbursable expenses to Establish and Implement a Development Division and to establish and implement an Affordable Housing Pilot Project. Quantity: 1 UOM: EA Price: 1 $500,000.00 Total: $500,000.00 Response Total: $650,000.00 Page 16 of 16 pages Vendor: Baker Tilly Municipal Advisors, LLC RFP25-107 Addendum 2 V: , IrwlO -;� , _ P Prl N" Cofi- - bakertilly 0 IVOR '-w Contents A. SECTION 1 - EXECUTIVE SUMMARY........................................................................I B. SECTION 2 - FIRM QUALIFICATIONS......................................................................3 C. SECTION 3A - PROJECT WORK PLAN..................................................................13 D. SECTION 313 - PROJECT WORK PLAN..................................................................21 E. SECTION 4A - PRICING SCHEDULE.......................................................................26 F. SECTION 413 - PRICING SCHEDULE.......................................................................28 G. SECTION 5A - REFERENCE PROJECTS................................................................29 H. SECTION 513 - REFERENCE PROJECTS................................................................34 APPENDIX: RESUMES.................................................................................................36 10 We really appreciate your support through our journey and ALL that we were able to learn with you coaching and guiding us. Vice president I Baker Tilly client CG bakertitty The information provided here is of a general nature and is not intended to address the specific circumstances of any individual ore ntity. In specific circumstances, the services of a professional should be sought. Baker Tilly US, LLP and Baker Tilly Advisory Group, LP and its subsidiary entities provide professional services through an alternative practice structure in accordance with the AICPA Code of Professional Conduct and applicable laws, regulations and professional standards. Baker Tilly US, LLP is a licensed independent CPA firm that provides attest services to clients. Baker Tilly Advisory Group, LP and its subsidiary entities provide tax and business advisory services to their clients. Baker Tilly Advisory Group, LP and its subsidiary entities are not licensed CPA firms. Baker Tilly Advisory Group, LP and Baker Tilly US, LLP, trading as Baker Tilly, are independent members of Baker Tilly International. Baker Tilly International Limited is an English company. Baker Tilly International provides no professional services to clients. Each member firm is a separate and independent legal entity, and each describes itself as such. Baker Tilly Advisory Group, LP and Baker Tilly US, LLP are not Baker Tilly International's agent and do not have the authority to bind Baker Tilly International or act on Baker Tilly International's behalf. None of Baker Tilly International, Baker Tilly Advisory Group, LP, Baker Tilly US, LLP nor any of the other member firms of Baker Tilly International has any liability for each other's acts or omissions. The name Baker Tilly and its associated logo is used under license from Baker Tilly International Limited. A. Section 1 - Executive December 2, 2024 Theresa Vanatter, Procurement Coordinator City of Iowa City 410 E Washington St Iowa City, IA 52240-4525 Dear Theresa: summary Baker Tilly Advisory Group, LP 4807 Innovate Lane Madison, WI 53718 +1 (608) 249 6622 bakertilly.com Your RFP tells us you're looking for bold strategic planning and feasibility plan solutions. This proposal is the starting point — our vision of how we can protect and enhance both your value and impact as we achieve your goals: • The City of Iowa City is seeking proposals from a qualified consultant firm to develop a comprehensive repositioning plan and guide the City through the Public Housing Repositioning process in compliance with the Department of Housing and Urban Development (HUD) regulations for its public housing program to a Housing Choice Voucher (HCV) platform. This initiative aims to enhance the efficiency, sustainability, and long-term viability of the City's 86 scattered -site public housing units. After evaluating various repositioning options, including Rental Assistance Demonstration (RAD) conversion, Section 18 disposition, Section 22 conversion, and other HUD - approved tools, the City has prioritized the Section 22 conversion. • Furthermore, the City is also looking for a consultant to enhance its internal capacity to develop and sustainably operate permanent, affordable housing and provide technical assistance and help establish a development arm within the Housing Authority. Key priorities include: • Addressing legal and organizational structure • Operational and financial capacity • Staffing models • Leveraging external funding streams to ensure long-term success. Additionally, the consultant will support the City in executing a pilot housing development project of at least 20 affordable units, funded through various local and/or federal sources Understanding the need Tor affordable nousing Like the City of Iowa City (the City), Baker Tilly understands the importance of affordable housing in the communities in which we live and work, and we proactively take action to support the significant work you do. Members of our team volunteer their time with several affordable housing authorities and organizations at local, state and national levels. We also support these organizations through sponsorships, speaking and participating in their educational events. We are passionate about helping our clients (and industry) to create and sustain quality housing. With that said, we are confident Baker Tilly has the capabilities and resources to deliver the services you need for the duration of our engagement with the City. Baker Tilly offers an efficient and effective real estate -oriented service approach. Our team will help you structure — and close — market -proven transactions. In addition, we will bring innovative and creative ideas to address challenges such as financial risk, credit quality and regulatory barriers. In the past 24 months, the Baker Tilly team has participated in securing financing that has funded more than 80 A. SECTION 1 - EXECUTIVE SUMMARY housing projects, which encompassed more than 6,000 units of affordable housing (family, senior and supportive housing units). In sum, these deals accounted for approximately $1.4 billion in total development costs and $650 million of investor equity. The City of Iowa City will be a valued client of Baker Tilly, and I will be personally involved in all aspects of our relationship, from planning through completion. Thank you for the opportunity to make tangible contributions to your success. Our team is eager to earn your trust, and we look forward to discussing your questions and feedback. As a principal, I am authorized to negotiate terms, render binding decisions, and commit the firm's resources per Baker Tilly's partnership agreement Sincerely, Donald N. Bernards, CPA, Principal +1 (608) 240 2643 1 donald.bernards@bakertilly.com B. Section 2 - Firm qualifications 1. A description of your company's qualifications, credentials, experience and resources as they relate to the requirements of this Request for Proposal. Provide a brief overview of your Company's experience dealing with projects of similar scope with specific attention given to projects similar to this project. Guiding you with our resources, reputation and reach Baker Tilly consulting at a glance Making decisions today to shape tomorrow is especially challenging in these extraordinary times. The City requires a firm with consulting specialists who combine functional experience, sector knowledge and technical expertise to respond to your immediate needs and support you as your city evolves. Baker Tilly is that firm. We pay special attention to the intersection of strategy and execution to deliver: • Innovative and pragmatic approaches for assessing changes, adapting quickly, implementing best practices and competing in any environment • Services to enhance and protect the enterprise value you have worked so hard to achieve • Strategies to identify and mitigate potential risks • Solutions for your toughest challenges When you work with Baker Tilly on your advisory needs, you work alongside an agile team that drives transformation by supporting you with a flexible engagement model "right sized" to your unique culture and circumstances. We dedicate ourselves to delivering sector insights, efficiencies, creativity, flexibility and forward -thinking ideas every step of the way. More than anything, the City will receive an exceptional experience for your team and — ultimately your community. Below are some key facts about our consulting practice, including the depth of resources that stand ready to support your core project team: lay 69700 2,400+ 170+ 40% 20+ 50+ 250+ team members consulting consulting of Baker Tilly's $1.81 B years of consulting U.S. office workplace and culture team members principals in FY24 firm revenue experience locations awards GIVING YOU THE TOOLS YOU NEED TO NAVIGATE THE FUTURE Baker Tilly will successfully guide the City through changing landscapes with skills, stability and strength as one of the oldest and largest advisory, assurance and tax firms in the United States. B. SECTION 2 — FIRM QUALIFICATIONS Specializing in the real estate industry In response to the needs and expectations of our clients, our firm is # structured around teams of industry -focused advisory, tax, accounting and auditing specialists. These specialists keep abreast of new developments �' 700� and trends that may impact their clients. real estate -related clients To best meet the City's ongoing repositioning consulting needs, we will served across the U.S. staff your engagement with professionals primarily from our real estate and construction practice, which includes more than 70 principals and nearly 500 professionals firmwide dedicated to your industry — financial advisors, certified public accountants and industry specialists who provide advisory, tax and assurance services to more than 12,700 real estate -related clients, including real estate investors and property managers. Dedicating your team to the real estate industry Baker Tilly's industry specialization allows us to provide focused training and continuing education to our staff, assuring you of a team with the necessary knowledge and skills you desire to recommend industry best practices. This approach also ensures you work with a team that is truly dedicated to your industry, translating into better service and greater value for the City. Sharing why similar clients choose Baker Tilly Clients choose Baker Tilly because of our national footprint with offices and clients across the U.S., range of experience, comprehensive service offerings and strong state and local support to keep abreast of planning opportunities in various jurisdictions. Our national and local industry team members work together as a cohesive, collaborative team and will lead a proactive, helpful, responsive, knowledgeable, business and industry -focused engagement with the City. Our real estate clients include: I WELL-ROUNDED EXPERIENCE SERVING COMPANIES LIKE YOURS Our work with real estate and construction clients across the ecosystem results in experience -based insights for the City. 4 B. SECTION 2 — FIRM QUALIFICATIONS Delivering solutions across the real estate and construction life cycle Baker Tilly has the staff, knowledge and experience required to help you solve problems and make the best choices for success. Although our proposal addresses your service needs, the time may come when you will seek additional services. You can rely on us for a wide array of customized services to address your challenges and opportunities at any stage of the real estate life cycle (below). Concept Financing �S TcLJ Acquisitioi HELPING CLIENTS REALIZE GREATER VALUE, FROM CONCEPT TO COMPLETION Baker Tilly helps real estate developers, owners, investors and property managers navigate a rapidly changing landscape. Through every project life cycle, you can expect a refreshingly comprehensive approach to protecting and expanding your business. Baker Tilly's public housing authority (PHA) experience Members of our team have extensive experience with PHAs and the rules and regulations promulgated by the state housing finance agency (HFA) and HUD that govern their operations and finances. They have served in various capacities from program managers to development consultants and financial advisors in areas such as developer evaluation and selection, relocation, demolition, disposition, funding applications, revitalization planning, asset management, construction management, financial leveraging and the Capital Fund Financing Program (CFFP). More than 20 years of experience Baker Tilly has more than 20 years of experience working with housing authorities of a similar size to you. In fact, we work with many housing authorities in cities throughout the U.S. — big and small. The City will benefit from Baker Tilly's experience and understanding of HUD's public housing redevelopment programs and applicable HUD regulations. Baker Tilly has provided financial advisory services to PHAs throughout the nation on both individual projects and long-term portfolio management. While providing advisory services to various clients, our specialists have become very knowledgeable and experienced in HUD and state regulatory requirements and processes, including, the acquisition and disposition of assets, applying for and securing approval for alternative funding sources and uses, securing development plan and financing approval and more. Baker Tilly's affordable housing expertise The affordable housing services team's primary objective is to assist clients in financing and developing quality affordable housing. Your engagement team provides financial advisory services to private and public sector developers, owners, managers and affordable housing financing institutions in both rural and urban markets. The City will benefit from Baker Tilly's experience in assisting clients through each stage of the Low- income Housing Tax Credit (LIHTC), Rental Assistance Demonstration (RAD) program and U.S. Department of Housing and Urban Development (HUD) mixed -finance processes. B. SECTION 2 — FIRM QUALIFICATIONS We prepare the preliminary development and operating budgets, apply for and obtain tax credits, structure and negotiate financing terms with HUD, investors and other stakeholders. Baker Tilly's specialists are experienced with obtaining many layers of financing and they understand the complexity of compliance that comes with using mixed and tax credit financing. The table below highlights our recent affordable housing activity. Q^4. 6,000 $1.413 $650M secured funding for more units of affordable total development costs investor equity than 80 housing projects housing We provide various services to public sector clients pursuing development projects, including analyzing project components, reviewing financing alternatives, implementing financing plans and reviewing the performance of completed projects. Alternatively, public sector clients may pursue a public/private partnership approach to affordable housing development. In these cases, Baker Tilly will evaluate developer proposals and financing plans and assist in determining the appropriate level of participation. Helping the City explore and secure project financing options We implement a transaction -oriented service approach. Our team will help the City structure — and close — market -proven transactions. In addition, we will bring innovative and creative ideas to address challenges such as financial risk, credit quality and regulatory barriers. Our firm's ability to secure funds for housing authority projects using various competitive funding programs at the federal, state and local levels is evidenced by our success with the following programs. Low-income Housing Tax Credits Historic preservation Energy -related credits Other geographic/ project type credits New Market Tax Credits Tax Increment —.999900M Financing Other geographic/ project type tax incentives • Low-cost land or lease rates Diverse funding Utility rate source reductions experience ________._ Infrastructure improvements Discretionary grants and forgivable loans Characteristic - based loans (i.e., Brownfield, Small business, Minority, Opportunity zones Local economic Rural, Energy) development loans 6 B. SECTION 2 - FIRM QUALIFICATIONS Our housing specialists possess an in-depth understanding of real estate fundamentals, design and construction best practices, affordable housing programs and sound financial structuring alternatives. The diversity and volume of affordable housing and community development projects we have worked on have provided us with the knowledge and relationships necessary to provide great value to the City. Specific experience in the areas the City will find of interest includes the following services. Rental Assistance Demonstration (RAD) Baker Tilly has been involved in the U.S. Department of Housing and Urban Development (HUD) RAD program since its inception in 2012. The program was designed to help revitalize public housing and ensure its long-term sustainability. Today, Baker Tilly continues to collaborate with public housing authorities (PHAs) to facilitate their transition to RAD. Through this program, PHAs can strategically utilize public and private debt and equity to reinvest in public housing. As units shift to a Section 8 platform, they secure a long-term contract that ensures perpetual renewal, maintaining permanent affordability for low- income households. We leverage our experience with obtaining many layers of financing and by understanding the complex layers of compliance that come with using them to: • Evaluate RAD feasibility and perform financial modeling • Complete the RAD program application and manage HUD processing • Identify, apply for, and obtain tax credits, tax-exempt bonds, and other financing sources • Structure and underwrite mixed -finance transactions • Negotiate with equity investors and lenders LIHTC experience _ i Baker Tilly regularly works with affordable housing clients in National success closing transactions that have received more than $1 billion in LIHTC equity, more than $350 million from agency and In the past 12 months, our firm has government funding sources such as those listed above and helped secure 9% and/or 4% another $50 million of HTC equity. allocation throughout the U.S., including in California, Georgia, Baker Tilly has also assisted affordable housing developers in Illinois, Iowa, Louisiana, Maryland, closing deals with more than 20 different equity investors, with Missouri, Ohio, Texas, Virginia and whom Baker Tilly professionals maintain contact to stay current Wisconsin, among others. on the types of deals they are pursuing and their specific underwriting requirements. The team also works with developer clients and their attorneys to review, structure and negotiate loan documents to ensure fair and equitable terms for Baker Tilly's clients. Baker Tilly and its team for the City serve as a tax credit consultant to housing authorities, not -for -profit and for -profit developers throughout the country. In the past 12 months, the firm has helped secure 9% and/or 4% allocations throughout the U.S., including in California, Georgia, Illinois, Iowa, Louisiana, Maryland, Missouri, Ohio, Texas, Virginia and Wisconsin, among others. Essential Function Bonds (EFBs) EFBs are a valuable tool for financing affordable housing and community facilities. They offer a path toward creating or preserving affordable housing as an alternative to LIHTC. EFBs can finance affordable housing projects while ensuring public ownership and affordability for tenants. They play a crucial role in meeting housing needs and fostering community development. Baker Tilly can work with the City to explore EFB options for your current development project. B. SECTION 2 — FIRM QUALIFICATIONS Mixed finance We have experience with HUD mixed -finance requirements and frequently consult with clients on the regulatory conditions of their major funding sources and housing programs. Mixed -finance transactions are multilayered capital structures that utilize public and private sources to fund development costs. These structures can present a unique and complex constellation of issues such as priority payments, risk allocation, capital cost, return requirements, regulatory restrictions and project ownership. Creativity, technical expertise and proven deal experience are crucial factors in navigating through these issues and securing successful development outcomes. NMTC We work with new and experienced NMTC borrowers to determine project eligibility, solicit interest from CDEs, structure and assist in closing the transaction, perform post -closing servicing and monitor compliance, and provide ongoing advisory services for future planning. To date, Baker Tilly has identified opportunities for more than 290 clients and our projected value of closed transactions is more than $12 billion. Inflation Reduction Act (IRA) The Infrastructure Investment and Jobs Act (IIJA) and IRA mean there are more grant and tax credit opportunities than ever. Specifically, the IRA includes more than 70 tax credits and financial incentives designed to facilitate the transition to cleaner energy production, promote advanced manufacturing, encourage the adoption of clean vehicles, and reduce greenhouse gas emissions through the use of decarbonized vehicle fuels and energy -efficient technologies. As part of the IRA, significant enhancements were also made to the U.S. Department of Agriculture (USDA) and U.S. Department of Energy (DOE) loan programs. With most of the tax credits and financial incentives valid through 2032, this new law anchors long-term U.S. energy policy for many years to come. Baker Tilly's energy, tax and industry specialists can help your organization understand the complexities and how to effectively position your project to receive eligible credits. Due diligence, predevelopment and re/development support Baker Tilly regularly provides development consulting for PHAs. With a wealth of experience in assessing various professionals and contractors selected by Baker Tilly's PHA and not -for -profit clients, the firm's professionals will be able to assist you in choosing professionals as well as monitoring and evaluating ongoing performance. Quantitative analysis, financial modeling and financial feasibility Baker Tilly's affordable housing team is nationally known for its quantitative analysis and financial modeling expertise. In our role as financial consultants, Baker Tilly routinely prepares financial models for affordable housing projects. On an annual basis, our staff prepares more than 75 models for financial closings that include various affordable housing financing, including LIHTC, permanent debt included HUD mortgages or conventional bank mortgages, tax-exempt bonds, HOME funds, Affordable Housing Program (AHP) funds, Capital Funds and Replacement Housing Factor Funds, among other financing tools. To further illustrate the firm's capability, Baker Tilly provides financial pro forma work for one of the top five investors in LIHTC for more than 40 projects per year, assisting to close more than $250 million of tax credit equity with this one investor alone. B. SECTION 2 — FIRM QUALIFICATIONS Baker Tilly specializes in building best -practice financial models that incorporate negotiated deal terms, risk identification, mapping and allocation, and complex regulations, program rules and key tax issues. These models can empower the City to map multiple financial and operating scenarios and explore all dimensions of your development strategy to facilitate optimal decision -making. Structuring of loan documents and development agreements Baker Tilly's team works with clients and their attorneys to review, structure and negotiate loan documents for compliance with the financial projections and relevant laws and regulations. In addition, our specialists will look for opportunities for you to minimize economic risk and tax impacts through proper documentation. Baker Tilly works on taxable debt and soft loan agreements, focusing on business terms and risks. Baker Tilly has assisted PHAs and private developers across the country in executing mixed -finance transactions that included a wide range of government subsidies including Capital Fund Financing Program (CFFP) financing, Project -Based Section 8, public housing ACC, RAD and more. Team members have experience with HUD mixed -finance requirements and frequently consult with clients on the regulatory requirements of their major funding sources and housing programs. Delivering specialized expertise to our public sector clients For this opportunity, our real estate advisory team will be working together our public sector practice to deliver the specialized solutions the City needs. Unlike many other firms, Baker Tilly is organized by sector, not service line. What does this mean for the City? It means you will be served by a carefully selected team that blends our government -focused professionals with experienced specialists in the activities of the City. Iowa City will work with a knowledgeable team that understands your specific challenges and provides innovative solutions to help you overcome them. MUNICIPALITIES UTILITIES AND TRANSIT al mmiir STATE COUNTIES �• Public sector ENTITIES specialization ASSURANCF ONSULTING TRIBAL K-12 SCHOOL CMUNICIPAL �� GOVERNMENTS DISTRICTS ADVISORY #%? 'a P NOT -FOR- HIGHER EDUCATION PROFIT State and local government is a complex, unique environment shaped by fiscal, regulatory and operational considerations not found in other sectors. Recognizing this complexity and eager to serve as a true valued advisor to the public sector, Baker Tilly formalized its dedicated public sector specialization more than 50 years ago. Nationwide, our public sector practice serves nearly 4,000 state and local governmental entities, including municipalities, housing authorities, counties, school districts, utilities, transit organizations, airports and special authorities. Several of these client groups are now served by dedicated specialists in distinct sub - practices. 00 ono B. SECTION 2 - FIRM QUALIFICATIONS 11111111 COMMITMENT TO THE PUBLIC SECTOR Baker Tilly has been in business for more than 90 years, and public sector entities were some of our first clients. 2. It is imperative that staff assigned to this project remain consistent throughout the engagement. Provide resumes of all staff assigned to the project. Include training and experience as they relate to the requirements of this Request for Proposal. Note: Staff that will be assigned to this project must be present at any subsequent interviews or presentations. Leading the City's repositioning consulting services and uncovering opportunities along the way Meet the repositioning consulting team we've assembled to achieve everything you envision. Selected intentionally for your goals and backed by our specialized resources, these individuals are collaborative and multidisciplinary. Their passion for the housing sector will make them an unstoppable force on your behalf. You'll find their bios/a team org chart below and complete resumes in the Appendix. KEY ENGAGEMENT TEAM MEMBERS FOR THE CITY Donald N. Bernards, CPA Partner 0 Don has served the affordable housing industry for two decades. He will lend his significant experience structuring affordable housing transactions for the City's projects. Don continuously serves housing authorities throughout the entire real estate life cycle and is at the forefront of program and industry developments. Don is committed to the City's success and will collaborate with you to meet your deadlines and exceed expectations. - � Subject area 1 Kaylin has a proven track record in guiding sizeable, cross -functional teams in finance, design, construction and stabilization of multifamily housing and is adept at explaining complex financial management concepts and practices to a wide variety of audiences. Kaylin will oversee feasibility analysis, repositioning recommendations and discuss creative financial strategies with the City. 10 B. SECTION 2 — FIRM QUALIFICATIONS Manager Jenn has 17 years of affordable housing experience, with a strong housing preservation background. Prior to joining Baker Tilly, Jenn was with HUD's Office of Recapitalization as a RAD transaction manager and spent more than a decade at HUD working with PHAs. As a member of Baker Tilly's real estate advisory services team, Nathaniel offers more than three years of experience in the affordable housing, real estate and investment industries. He has extensive experience working with federal LIHTC programs and will support the Authority by assisting in creating underwriting models and preparing financing applications. Subject area 2 Jolena has been with Baker Tilly since 2019 and is a practice leader in public sector advisory focused on community solutions in consulting for community growth, strategy and development initiatives around revitalization. Jolena has more than 25 years of experience in the development and advancement of innovative strategies in Igo redevelopment, community and economic development, housing, and program and funding solutions for clients nationwide. Jolena will serve as the director -in -charge and oversee the day-to-day actions during the engagement. Caitlin is a principal with Baker Tilly and oversees the public sector advisory team management consulting services with a focus on assisting governmental entities in their efforts to ensure the resources available (people, processes and technology) are used in the most efficient manner and support strategy. She serves in a leadership capacity in Baker Tilly's public sector advisory team, ensuring that clients receive high -quality deliverables from a team of dynamic professional consultants. She is ultimately responsible for the City's satisfaction with Baker Tilly's services. Based in Houston, Marvalette has more than 30 years of experience in the areas of local government administration, affordable housing development and finance. She is the former Chief Development Officer for Harris County Housing Authority and also served as Chief of Staff for Houston Mayor Sylvester Turner. Now, Marvalette works collaboratively with clients in our public sector advisory and development consulting advisory on various strategic and process improvement initiatives. Marvalette will serve as the engagement's program director and housing policy subject matter specialist. 11 B. SECTION 2 - FIRM QUALIFICATIONS KEY ENGAGEMENT TEAM MEMBERS FOR THE CITY Nick is an innovative development management leader with more than 22 years of experience in multi -phase, complex real estate and construction projects. His grasp of the intricate details in financing, design and project execution, combined with his talent for simplifying complex concepts for both boardroom discussions and job site collaboration, contributes significantly to the ultimate success of his projects. Nick will coordinate program and project management efforts across the scope of the development project. He will help ensure that the project meets the community's needs and benefits and enhances the lives of those within the property. AN INTEGRATED TEAM WORKING TOGETHER FOR SUCCESS Each professional on your team was selected for a reason, but it's our collective brainpower and collaboration that will ultimately make a difference for the City. 12 C. Section 3A - Project work plan Scope of services for Subject Area One, Public Housing Repositioning 1. A detailed scope of work that includes a description of each task, as well as the deliverables for each task. Approaching development feasibility and portfolio planning consulting with cohesion and collaboration The City can expect a cohesive and collaborative team approach during the entire project and each step outlined on the following pages. We'll handle on -site visits, information requests and report deliveries efficiently, minimizing disruption to your time and internal resources. Our Baker Tilly affordable housing service team is nationally known for its quantitative analysis and financial modeling expertise — delivered by housing specialists who possess an in-depth understanding of real estate fundamentals, affordable housing programs and sound structuring alternatives. Baker Tilly will assist the City with ensuring proposed financing structures work within the constraints of the HUD repositioning requirements, the City operations, lender and investor requirements and the complex interplay among all financial stakeholders. Below are the financing issues, structuring considerations, and an overall approach to preparing development budgets and operating pro formas considering potential sources of funds for a property and/or portfolio conversion. Tasks • We begin by leading a kickoff meeting between our team and the City to hear directly from you on your overall goals, objectives and the strategic intent of your organization, resident services and repositioning of your real estate portfolio. These meetings will help frame the goals of the stakeholders. • Our team will review your portfolio in two components: short-term and long-term organizational impact and asset -specific portfolio repositioning opportunities. The assessment will consider portfolio repositioning options (covered in more detail below) and the impact on the City budget and operations. • We will work closely with due diligence providers, including the physical needs assessment provider, to identify the scope and cost of capital improvements at each property. • We will review the physical conditions of the assets to determine whether a renovation strategy or demolition and new construction is the best path. • We will help determine where the projected rents will be for all the projects. This will allow us to formulate, with the information gathered in steps 1 and 2 above, where rents may be higher. This could either allow for debt -only or 4% deals, because you would be able to leverage more debt, or rent -bundling. • Then, we review historical operating expenses for the properties. We will consider the scope of renovations or new construction to determine which expenses may be reduced, such as utilities, maintenance and repairs. We will also consider if real estate tax expenses will need to be 13 C. SECTION 3A - PROJECT WORK PLAN considered if taking the asset into a tax credit project. We will also review and advise on management fee percentages. • Together, we will gain an understanding of the reserves you may have available to contribute to the financing plans for the projects. • Once we have established a baseline assessment of the City's budget and operations, we will provide a holistic analysis of the impact and an analysis of several agreed -upon scenarios of specific repositioning decisions. In looking at the entire portfolio, we will consider items such as rent bundling, phased approaches, the possibilities of 9% tax credit awards and timing and which gaps show potential for 4% projects and other soft financing sources. • We will prepare financial models that meet the needs of lenders and investors. These models will consider the inputs above. The output will be an assumptions page, sources and uses, tax credit calculation, operating cash flows, loan amortization schedules and construction draw schedule. • Based on the output of the preliminary draft model and discussion with you, we may adjust the financing strategy. Timeframe • 60 to 90 days Deliverables • Financial pro formas • Rent comparison • Analysis of repositioning options The main options for converting public housing to Section 8, which can often be used in combination, include the below. Rental Assistance Demonstration (RAD) allows public housing authorities (PHAs) to convert Public Housing to Section 8 PBV or PBRA at contract rent levels based on the property's public housing funding. As a preservation program, RAD requires one -for -one replacement of the public housing units, with certain limited ("de minimis") exceptions. All residents have an absolute right to return (no rescreening). To convert, a PHA must submit a financing plan demonstrating long-term feasibility. Baker Tilly is at the forefront of the RAD program initiative, and our experience will directly benefit the City. As a few examples of our RAD program leadership, Baker Tilly was a RAD expertise subcontractor to the U.S. Department of Housing and Urban Development (HUD) on a national contract to provide technical Baker Tilly has played an integral assistance to PHAs for the RAD program. We assist PHAs in part of the RAD program since its assessing their developments related to RAD feasibility and inception in 2012 and has assisted present on the topic at several state and regional housing in the conversion of thousands of conferences. We have also collaborated with housing affordable housing units. developers experienced in the RAD program to efficiently and effectively address the challenges and opportunities presented with their projects. In addition, we have worked hard to build effective relationships with state housing finance agencies nationwide. By teaming with Baker Tilly, the City can successfully convert your housing units under HUD's RAD program, access other affordable housing financing options and navigate the development process successfully. We will review the details of each project, potential funding sources and capital needs as we work on the program to confirm the best project structure. 14 C. SECTION 3A - PROJECT WORK PLAN 28,000 2,807 $431 M units for RAID applications units closed RAID transactions development costs Section 18 Demolition or Disposition allows PHAs to demolish or dispose of Public Housing units under certain criteria and entitles the PHA to request Section 8 Tenant Protection Vouchers (TPVs) for any vacant unit occupied by an assisted household within the past 24 months. The PHA can elect to project -base these TPVs, provided the assisted units are offered to the impacted families. In many communities (but not all) the TPVs result in higher rents than the RAID rents. In the case of a disposition, the units must actually be disposed of, which can be accomplished by transferring the asset to a PHA - related entity for nominal value to support affordable housing. Section 18 qualifies the PHA for certain phase -out funding under the Public Housing operating and capital programs. RAD/Section 18 Blend allows PHAs to use RAID and Section 18 together as a "blend". This flexibility creates higher contract rents to support greater financing, maintains robust resident rights, ensures RAID one -for -one replacement requirements apply (with de minimis provisions still applicable), allows for public housing funds to be used in project conversion and supports HUD underwriting of the project to determine project feasibility. HUD approves a portion of units under Section 18 to be replaced with Tenant Protection Vouchers (TPVs) that can be project -based, dependent on the level of rehab/construction achieved. The percentage of units eligible for Sec 18 disposition within the Converting Project is based on the hard construction costs proposed for the new construction or rehabilitation of the Covered Project compared with HUD's published Housing Construction Costs for the market. Streamlined Voluntary Conversion (SVC) allows a PHA to convert Public Housing assistance to Section 8 vouchers (TPVs), which a PHA must offer to residents as tenant -based vouchers. The TPVs can only be project -based with tenant consent. As with Section 18, TPVs may be requested to protect - assisted households for all units occupied by an assisted household within the past 24 months. To be eligible, the PHA must be down to its last 250 Public Housing units and agree to close out its Public Housing Program. The Section 32 Homeownership Program allows PHAs to dispose of Public Housing to create homeownership opportunities for low-income households. As with Section 18 and SVC, a PHA may request Section 8 vouchers (TPVs) to protect assisted households and for all vacant units occupied by an assisted household within the past 24 months. A PHA must develop a HUD -approved Homeownership Plan. Mixed -Finance Public Housing allows PHAs to mix public, private and non-profit funds to develop and operate housing developments. New developments may include a variety of housing types: rental, homeownership, private, subsidize, and public housing. These new communities are built for residents with a wide range of incomes and are designed to fit into the surrounding community. Tasks • Another item we will consider in the underwriting for an acquisition/rehab project is the estimated purchase price of the asset into the tax credit partnership. We will estimate the highest and best use appraisal when looking at the purchase price of a public housing deal into a tax credit partnership. This means that rather than valuing the property with an "as -restricted" value based on the affordable rent levels, if market rents are higher, you can obtain a higher value, which equates 15 C. SECTION 3A - PROJECT WORK PLAN to a higher amount of acquisition tax credits. This can add a significant amount of dollars to a project. • Regarding sources of financing, LIHTC will be one of the best financing tools to meet the City's affordable housing development and modernization goals. 9% LIHTC can be highly competitive, so developers may have a higher chance of receiving 4% credits with tax-exempt financing than with 9% credits. Project feasibility with 4% tax credits with tax-exempt financing heavily depends on rent levels and the level of rehab required. Therefore, our team will carefully analyze each project to ensure that 4% credits, which are more readily available, are pursued when feasible. This will help complete projects that are successfully financed across the City's portfolio more efficiently than if only competitive tax credits were considered. • Our team will work to optimize debt proceeds for each project, with funding options such as Federal Housing Administration (FHA) financing, Fannie Mae, Freddie Mac, private placement bond offerings and S&P rated bonds. • Other financing sources that will be critical in both 4% and 9% tax credit projects may include HOME funds, Federal Home Loan Bank AHP funds and the City capital funds. These funding sources can help close funding gaps in projects upfront and help achieve long-term operating viability by reducing must -pay debt during operations. Seller financing structures in which the City would accept debt for the transfer of the property also help to close funding gaps on projects. The City would then earn interest on the seller financing and receive steady payments throughout operations to pay down the debt. • Once the model is created and we have determined the amount of funding needed to complete the project, Baker Tilly will work with the City to complete the necessary funding applications. Baker Tilly has the expertise necessary to assist with the potential funding applications that will be required. • We can assist in developing the scope of work and RFPs to secure other necessary development principals, such as a general contractor, investors and lenders. Timeframe • The timeframe for the repositioning path varies based on the path selected, funding sources, HFA award cycle, PHA annual plan process, stakeholder engagement, etc. Deliverables • HUD repositioning plan with project timeline/roadmap PHASE 3: FINANCING PLAN We implement a transaction -oriented service approach. Our team will help the City structure — and close — market -proven transactions. In addition, we will bring innovative and creative ideas to address challenges such as financial risk, credit quality and regulatory barriers. We leverage our experience with obtaining many layers of financing and by understanding the complex layers of compliance that come with using them to: • Evaluate feasibility and perform financial modeling • Complete the repositioning program application and manage HUD processing, or structure and underwrite a mixed -finance path • Identify, apply for, and obtain tax credits, tax-exempt bonds and other financing sources • Negotiate with equity investors and lenders 16 C. SECTION 3A - PROJECT WORK PLAN Tasks • We will work with you to minimize risks and maximize equity pricing. As part of our financial model, we include an analysis of the yield to the investor. We will look to drive equity pricing to maximize the equity proceeds, based on our knowledge of the equity market and tax structuring ideas, such as taking advantage of bonus depreciation, accruing interest on any subordinate loans and considering cost segregation studies to further the amount of depreciation on 5- and 15-year property. • Regarding debt products for both the 9% and 4% projects, we will bring to your attention debt products to maximize benefits, focusing on items such as costs of the loan, interest rate and loan amortization. An example of a creative 9% permanent debt product we have worked on recently is to have the lender put a swap in place to lock in a competitive rate of 4.9% with a long-term amortization, whereas the market rate was in the mid -upper 5% range. • With any 4% project, we will help you analyze several potential debt products. • Subordinate loans: We have worked with lenders such as IFF to structure a subordinate mortgage, which can go higher than the typical 80%-85% loan to value. • Soft funds: We anticipate your 4% project/s, and possibly your 9% project/s, will need soft funds. Here are the sources of funds we will investigate to determine applicability: • AHP: We have worked with the Chicago, Des Moines, San Francisco, Dallas, Pittsburgh, Cincinnati, and Atlanta Federal Home Loan Banks and, based on timing and scoring, will see if there is a fit. • National Housing Trust Funds • Capital Magnet Funds • Other credits: • Renewable energy credits: We review geothermal and solar credits and will work with you to understand their applicability to your current projects. • 45L energy efficiency credits: These are a $2,000 per unit federal credit for energy efficient units that meet certain criteria. We will work with you, your architect and general contractor to see if these credits may be applicable/possible with your construction. Timeframe • The timeframe for the financing plan varies based on the funding sources, HFA award cycle, PHA annual plan process, stakeholder engagement, etc. Deliverables • LIHTC application • Soft funding applications • Financial pro forma Overall LIHTC strateg,, Besides the City's goals, the main driving factors of financing and overall strategy are the physical needs of the project. Depending on the level of construction needed, we offer the City our experience working on debt -only transactions and 4% and 9% tax credit transactions. The typical bond deals we work with average around $40,000, but we have worked on 4% transactions reaching $75,000 of renovation per door. A 9% transition is recommended if demolition and new construction is decided upon. We are adept at running multiple financial scenarios and will help the City review the various strategies and potential soft sources of financing. 17 C. SECTION 3A - PROJECT WORK PLAN You will also discuss the risks and rewards of each proposed structure with our Baker Tilly team, including the required guarantees in a transaction. Depending on the scope of work and guarantees, we will consider the pros and cons of developing independently, versus partnering with a co -developer. We have consulted on LIHTC projects in both scenarios and can offer insight into what is most discussed and negotiated between co -developers and housing authorities. If you move forward as the sole developer, we can also help analyze opportunities to lessen the guarantees by bringing in the HAI Group, an insurance agency that provides a share of the guarantees required by the investor for a nominal fee. Applying for LIHTCs Baker Tilly will: • Review the Iowa Finance Authority qualified allocation plan (QAP) and work with the City to develop a strategic application • Develop financial models for the project with the City's input • Participate in the scoring evaluation and advise on structure to maximize application scoring • Coordinate with the Iowa Finance Authority; from time to time, the Iowa Finance Authority may request information or clarifications from the developer regarding the project; Baker Tilly shall assist the developer, upon the request of the developer, with promptly responding to requests for information from the Iowa Finance Authority • Review the application and provide suggestions for revisions to enhance the financial feasibility and chances of securing an allocation of tax credits • Develop responses and prepare for and participate in meetings with local officials, subsidy providers, lenders, the Iowa Finance Authority and other financial principals as may be required • Aid the City in developing ancillary relationships with local development and sector professionals as necessary to complete the transaction • Gather documents for and complete the application, as needed (subject to review and approval by the City or its designee) Finding and securing an equity investor Baker Tilly will: • Assist the City in attaining offers from syndicators once awarded credits; the purpose of having more than one offer is to allow the City the option to choose the syndicator that best meets your needs • Assist in coordinating the project to best suit the City's goals and objectives; once we gain an understanding of your goals and what is important, we work together to achieve those goals • Assist in the completion of the due diligence requirements of the project; Baker Tilly will be able to assist the City in closing on your financing, closing on the tax credit equity and completing your carryover application Baker Tilly's team works with clients and their attorneys to review, structure and negotiate loan documents for compliance with the financial projections and relevant laws and regulations. In addition, our specialists will look for opportunities for you to minimize economic risk and tax impacts through proper documentation. Baker Tilly works on taxable debt and soft loan agreements, focusing on business terms and risks. Tasks 18 C. SECTION 3A - PROJECT WORK PLAN • Establish a recurring development closing call to include all stakeholders; recap to closing coordinator, PIH Field Office, PHA, new owner, developer, lenders, investors, counsel, title company, etc. • Create a closing timeline with clear project deliverables and assignments in compliance with the HUD closing checklist and any investor/lender due diligence checklists • Follow up with the persons responsible to ensure timely execution by all teams • Coordinate the project -specific closing checklist and draft closing package submittal to HUD • Carry all financing plan commitments forward accurately in closing documentation • Monitor post -closing requirements and all special conditions to achieve continued compliance Timeframe • 90 days+ Deliverables • Due diligence checklist • Financial pro forma Proviaing necessary assistance to submit capital contribution documentation Baker Tilly will: • Assist in the completion of the due diligence requirements of the project; assist the City in closing on your financing, closing on the tax credit equity and completing your carryover application • Assist in identifying and gathering due diligence materials and evidence to ensure timely capital contributions from lenders and/or equity investors 2. A detailed time schedule. Include a scheduled time frame for the completion of tasks that would begin on a mutually agreed upon date. This should include a time schedule describing the general work tasks and personnel assigned to the project. It must include estimated task/phase completion dates and key meeting/presentation dates. Staff anticipates the process, including plan adoption, to be approximately 18 months. Kev milestone deliverable date, Our ongoing project management efforts for this project will include developing and maintaining a detailed project schedule. We've indicated key timeframes below: Phase 1: Portfolio analysis Phase 2: Repositioning path Phase 3: Financing plan Phase 4: Closing J 60 to 90 days The timeframe for the repositioning path varies based on the path selected, funding sources, HFA award cycle, PHA annual plan process, stakeholder engagement, etc. The timeframe for the financing plan varies based on the funding sources, HFA award cycle, PHA annual plan process, stakeholder engagement, etc. 90 days+ 19 C. SECTION 3A - PROJECT WORK PLAN 20 D. Section 3B - Project work plan Scope of services for Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project 1. A detailed scope of work that includes a description of each task, as well as the deliverables for each task. Approaching organizational transformation Our team's strength lies in aligning organizational structure and resources to the strategy and mission of our in public entity clients. We have firsthand experience transforming and building departments to be more responsive and align with an organization's overall strategy. This includes the full continuum of strategic services. Moving from a transactional to a tactical or strategic approach has helped clients improve their ability to realign critical resources toward priorities, both within the department and those it supports. Our experience and holistic approach recognize that a RAD strategy requires three key prongs: • A physical and financial strategy for portfolio development • A strategy to maximize the redevelopment financial benefits and property control • The proper operational mindset, structure, workforce competencies and technology support To assist in the City's portfolio conversion strategy, we will develop a portfolio feasibility and strategy plan, and a parallel plan to sequence development projects and procure services in an order designed to build self -development capacity, increase agency share of developer fees and maximize property control. In addition, we will leverage our experience working with PHAs to define the proper organizational structure, staffing levels, skill sets and technology to efficiently manage redeveloped properties within the tight financial operating range required by debt service and investors. Throughout our engagement, our approach will be based on the principles that: • Portfolio and organization initiatives must be driven by community and agency goals • Agency stakeholder input and collaboration is essential to a high -quality strategy • Success in transformation requires an integrated approach involving portfolio, financial, organizational and technology change Change in an organization is difficult to measure and can be uneven in different areas of an organization. To ensure the organization is aligned and functioning effectively, we also recommend our Transformation Change Management framework, which consists of: • Defining and internally declaring "the change" such as portfolio and organizational goals • Developing an initial organizational change management plan 21 D. SECTION 3B - PROJECT WORK PLAN • Periodically assessing progress toward the end state • Preparing a financial and organizational impact analysis Tasks Discovery and direction We will initially hold a kickoff conference call with the project sponsor and other key stakeholders to review and confirm the project goals, plan, schedule and deliverables. We will also leverage background materials provided in Phases 1 -4 of the project and reference materials such as the 2024 Iowa City Area Regional Housing Market Analysis. We will then conduct a series of structured assessment interviews, via telephone, with key management team members and other identified stakeholders to paint an initial picture of: • Current and future business needs for the City • Major operational and technology expectations to support business needs • Current concerns and perceived gaps in support for these requirements A summary will be provided to the project sponsor before the on -site visit, confirming that we cover areas outlined, such as: • Delivery of current key operational services • Key requirements for new organization and technology • Key skills required in the development arm of the Housing Authority This summary will be discussed with the project sponsor to align results with the expected outline of the engagement and discuss any revisions or changes in focus to the plan. The on -site visit will begin with a kickoff to: • Introduce the project and expected outcome to stakeholders • Articulate the cultural and business model shift required for successful transformation through HUD repositioning, such as a regulatory framework shift, the need to lower operating costs, shift in accountability from the program to the LLC level, the shrinking COCC, and investor and bank expectations • Discuss and confirm the organization's desired roles for self/co-development and mixed -income property management • Define the goals and objectives of the City's affordable housing program. The on -site visit will continue with discussions with key stakeholders to drill down into any gaps in specific business areas, including agency decisions mentioned in your HUD Annual Plan that may create future operational and technology gaps, such as: • Increased project -basing of Housing Choice Vouchers • PBRA or PBV operational RAID support • Contemplated implementation of HOTMA flexibilities • The potential for an increasing number of special waitlists • Use of small area fair market rents (FMRs) • Tax credit occupancy and compliance • Moving to work status and innovations • Jobs plus and family self-sufficiency 22 D. SECTION 313 - PROJECT WORK PLAN • Organizational self -assessment to identify the current state and gaps in skills and change readiness • Wrap-up session with the project sponsor and senior team to: • Confirm a common understanding of desired roles and business needs • Confirm operational requirements to support the business Change � � iumess assessrnu... ...0 Niu.......� Based on the input and analysis collected on -site, we will then analyze the change needed to achieve the desired end state in four arenas: Portfolio • Financial needs and financing options • Sequencing of development deals and procurement to optimize developer fees, build self - development capacity and maximize property control Organizational • Best practice structure options • Identify common centralized and decentralized approaches for functions such as property management, occupancy, maintenance, finance, IT and more • Skills, staffing levels and gaps based on our Core Competency matrix, focused on the experience of similar progressive housing authorities that have pursued RAID, Section 18, MTW, LIHTC and mixed -finance real estate development • Development: planning and development • Operations: mixed -finance property management, project -based occupancy, maintenance, finance, IT • Organizational change and performance culture: human resources, leadership, performance management, change management. • Recommendation of sourcing (buy/build/principal) for core competencies Operational • Required financial and operating metrics • Key management metrics and target levels • Alignment of metrics to service provider contract or staff performance management goals • Identify and assess prime candidate areas requiring process improvement Technological • Based on current and future operational needs, gaps in technology solutions that must be filled to efficiently support the City, covering: • Enterprise software for housing and client management • Financial management software • Management reporting • Data backup/disaster recovery solutions • Cloud solutions • Mobile solutions 23 D. SECTION 313 - PROJECT WORK PLAN Deliverables In collaboration with leadership, we will develop a transformation road map which includes a strategic plan, financial plan, engagement strategy and oversight of a pilot project. The road map will include recommendations for: • Strategies and procurement approach for achieving self -development capacity, maximizing developer fees and maximizing control of the development process • Organizational structure, staffing levels, performance metrics and key competencies for critical functions for each year over the next five years • Resident engagement and communications strategy • Major technology requirements to support the City's future state • A suggested transition timeline for the execution of the road map The draft report will be delivered to designated recipients at the City followed by an on -site visit to: • Present and discuss the road map with the senior team • Incorporate stakeholder feedback into a final road map • Create buy -in and alignment for action • Deliver a final version of the transformation road map The draft report will be delivered to the appropriate recipients at the City. Budget permitting, we will schedule an on -site visit, or a remote presentation, to: • Present and conduct a dialogue with the senior team • Incorporate stakeholder feedback into a final document • Deliver a final version of the technology road map Timeframe • Each PHA will have unique approaches to transformation and communication. We will work with PHA leadership to define a timeframe that is right for your agency. 2. A detailed time schedule. Include a scheduled time frame for the completion of tasks that would begin on a mutually agreed upon date. This should include a time schedule describing the general work tasks and personnel assigned to the project. It must include estimated task/phase completion dates and key meeting/presentation dates. Staff anticipates the process, including plan adoption, to be approximately 18 months. Co -developing a timeline to meet the City's deadlines Your time is valuable, and one significant way we will support your organization is by delivering your services on time or ahead of schedule. 24 D. SECTION 313 - PROJECT WORK PLAN Below is an overview of our customized approach to successfully provide organizational assessment and process improvement consulting services to the City. During the client service plan development phase, we will collaborate with you to co -develop an agreed -upon service timeline that meets your needs and timing requirements. Phase 5: Organizational Transformation 4 to 6 months starting from the end of Phase 4 25 E. Section 4A - Pricing schedule Outline your compensation expectations for Subject Area One, Public Housing Repositioning: 1. Provide a detailed itemized price schedule including milestones with a not to exceed total including reimbursable expenses. The City of Iowa City is not responsible for the consultant's failure to provide information and pricing on required items. In this instance the prices submitted will prevail as the proposal. Cost of services We are excited about the opportunity to work with the City and have prepared the below fee estimate to meet the City's needs and objectives. Our fees allow for thorough and insightful advice from experienced professionals without unnecessary add -on charges. Efficiencies in similar or overlapping work across multiple projects could result in lower rates per project. Many of the main costs would be included in the project budget. We can provide a more accurate pre - development fee proposal when more assumptions are clarified, the strategy is confirmed, and the financial feasibility models are created. For example: The success of LIHTC is based on a variety of factors, including use types and development costs. Our final fee proposal would take into consideration these factors. Professional scope of work can vary depending upon the capacity of the Authority's resources (e.g., legal costs would vary based on the level of participation of the Authority's in-house counsel) The results of third -party due diligence (Phase 1, Phase 2, ALTA, geotechnical, etc.) could clarify or modify the presumed scope of work, resulting in a change in professional fees. Baker Tilly will serve as an advisor and development manager, thus we do not provide project financing or completion guarantees. As a public authority with bonding capability and a portfolio of hard assets in land and property, The City is a far more attractive guarantor to equity or debt providers. To compensate for the additional risk, The City would receive a considerably more significant portion of the development fee than in a traditional development scenario. Baker Tilly's staff assigned to this engagement may consist of professionals licensed in architecture, engineering or law. While those experiences may prove valuable, Baker Tilly will not serve in the capacity of architect, engineer or legal counsel. Baker Tilly will not serve as a general contractor or construction manager at risk. Baker Tilly has successfully delivered multiple projects with this approach, and we would be happy to discuss this with you further. 26 E. SECTION 4A - PRICING SCHEDULE FEASIBILITY AND PORTFOLIO CONVERSION CONSULTING Public housing portfolio assessment and repositioning path RAD consulting services or Section 18 demolition and disposition consulting services Low -Income Housing Tax Credit application services and related support Successful organizational transformation $30,000 0.50% of Total Development Cost* 1.00% of Total Development Cost** $100,000 Note: 1. "R4D or Section 18 Demolition Disposition —pricing minimum floor of $100, 000 per activity per project 2. ""LIHTC — pricing minimum floor of $150, 000 per activity per project 3. Any additional soft funding requirements such as but not limited to AHP, HOME, CDBG will be $25, 000 per application. 2. A not to exceed grand total including reimbursable expenses must also be completed in the line items section of this proposal. For the scope of work making Subject Area One, we expect the not -to -exceed grand total to be $150,000. 27 F. Section 413 - Pricing Schedule Outline your compensation expectations for Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project: 1. Provide a detailed itemized price schedule including milestones with a not to exceed total including reimbursable expenses. The City of Iowa City is not responsible for the consultant's failure to provide information and pricing on required items. In this instance the prices submitted will prevail as the proposal. Baker Tilly does not take a development fee beyond what is listed below, additional scope notwithstanding. Our advisory fees can be paid directly from the project budget or indirectly from the development fee assigned to the project. Typically, development fees range from 8-10% of the total development cost (TDC). Any amount of the development fee in excess of the Baker Tilly advisory fees can be used at the discretion of the City. FEASIBILITY AND PORTFOLIO CONVERSION CONSULTING Organizational strategy, goals and objectives $30,000 Organizational transformation roadmap (staffing, $75,000 structure, financial plan and technology) Resident communication plan Entitlement $10,000 DEVELOPMENT ASSISTANCE SERVICES (DAS) CONSULTING Due monthly during entitlement but accrued until $10,000 project close (payable at closing of equity) Design Due monthly during design but accrued until $14,000 project close (payable at closing of equity) Construction Due monthly during construction (payable out of $20,000 monthly project draws) Closeout Due monthly upon construction completion $8,000 (payable out of monthly project draws) 2. A not to exceed grand total including reimbursable expenses must also be completed in the line items section of this proposal. For the scope of work making Subject Area Two, we expect the not -to -exceed grand total to be $500,000. 28 G. Section 5A - Reference projects Show us your work, provide: 1. A list of three previous clients of similar size, service area and nature, with whom the vendor has provided similar services for Subject Area One, Public Housing Repositioning. Each listed reference should include the type and size of the client's organization, and a brief description and scope of services that were provided. The following projects include description of the scope and nature of RAID and LIHTC development experience, the most recent projects and the most pertinent of the City's scope. These projects demonstrate Baker Tilly's experience in completing similar projects on time and within budget. Client need Baker Tilly solution Results The Housing Authority of the City of Milwaukee (HACM), Wisconsin's oldest and largest public housing authority, set out to redevelop its largest affordable housing development, west awn Westlawn. Located on the City's northwest side, Westlawn gar inns was built in 1952 on a 75-acre site and consisted of `� approximately 725 dwelling units. With the original buildings beyond repair, HACM and the City set out to rebuild Westlawn. In 2015, HUD granted the City of Milwaukee and HACM a $30 million Choice Neighborhoods Implementation (CNI) grant to transform Westlawn and its surrounding neighborhood into an inclusive community of opportunity. The vision included quality housing, schools, businesses, services and amenities, and creating an environment where people desire to live, learn, work, shop and play. HACM hired Baker Tilly as a full -service advisory consultant to provide comprehensive development consulting services — helping them throughout the development life cycle from concept to completion. Our services included strategic planning, resident engagement, financial modeling, repositioning option evaluation, RAID financing plan, closing coordination, post -closing oversight, tax credit applications, capital magnet fund applications, affordable housing program applications, construction schedule oversight, capital contribution coordination, 8609 submissions and more. With Baker Tilly's assistance, HACM leveraged existing partnerships to transform the neighborhood into a vibrant, mixed -income, mixed -use community. This revitalization effort included amenities and assets designed to attract individuals and families. The transformation process resulted in the relocation of 380 public housing residents to various options, such as on -site, off -site, and homeownership, all while adhering to the guidelines set forth by the Uniform Relocation Act and HUD RAID Resident Rights & Protections. Additionally, HACM developed 708 new construction housing units within different programs, including RAID, RAD/Section 18, PBV, market rate, and homeownership units. The total investment for this ambitious project amounted to $305 million, sourced from various funding streams, including federal grants, state funds, and other programs like CNI, CFP, CDBG, HOME, AHP and ARPA. 29 G. SECTION 5A - REFERENCE PROJECTS Client: Newport Housing Authority Phase: Design and application Total development cost: $19 million Description: Redevelopment of 146-unit apartment complex spanning 26 acres. Scope of work includes new exterior siding, landscaping improvements, and ACM abatement. Complete development advisory services as owner representative, including: Financial feasibility (RAD conversion, RAD/Section 18 Blend, Project Based Vouchers, HOME, Trust Fund, LIHTC, tax-exempt bonds, traditional debt, financing applications, closing) Overall Project Management third party stakeholder management (design, CM, debt, equity, City, property management, cost/schedule/document controls, communications, FF&E) Preconstruction (scheduling, budgeting, RFP creation, QAQC, due diligence, approvals) Design (programming, SD, DD, CD, permitting, scheduling) Construction (owner/GC draws, RFI/submittal, budget, change orders, schedules, tenant relocation/move-in) Project close out (punch list, as built, final pay out, CofO, permanent financing conversion) The rest of this page is intentionally left blank. 30 G. SECTION 5A - REFERENCE PROJECTS Client: Opportunity Home of San Antonio (OHSA), formerly San Antonio Housing Authority Phase: In construction, 35% completed Total development cost: $31.5 million Description: New construction, a 135-unit multifamily apartment complex for seniors (Age 62+). Of the 135 units, 14 were marketed at 30% AMI, 47 at 50% AMI, and 74 at 64% AMI. Complete development advisory services as owner representative, including: Overall project management, third party stakeholders' management (design, CM, debt, equity, City, Property Management, cost/schedule/document controls, communications, FF&E) Preconstruction (scheduling, budgeting, RFP creation, QAQC, due diligence, approvals) Design (programming, SD, DD, CD, permitting, scheduling) Construction (owner/GC draws, RFI/Submittal, budget, change orders, schedules, tenant relocation/move-in) Project close out (punch list, as built, final pay out, CofO, permanent financing conversion) The rest of this page is intentionally left blank. 31 G. SECTION 5A - REFERENCE PROJECTS Client: Galilee Senior Housing LP Phase: Complete Total development cost: $24.5 million Description: Renovation of two existing multifamily senior housing buildings totaling 64,407 square feet and 126 units. Scope of work included full unit remodels (new flooring, casework, appliances, HVAC, and building common areas) Complete development advisory services as owner representative, including: Financial feasibility (with full capital stack sources, applications, closing, Section 202 conversion, Project Based Vouchers, CDBG, 4% LIHTC, tax- exempt bonds, traditional debt) Overall Project Management third party stakeholder management (design, CM, debt, equity, City, property management, cost/schedule/document controls, communications, FF&E) Preconstruction (scheduling, budgeting, RFP creation, due diligence, approvals) Design (programming, SD, DD, CD, permitting, scheduling) Construction (owner/GC draws, RFI/Submittal, budget, change orders, schedules, tenant relocation/move-in) Project close out (punch list, as built, final payout, CofO, permanent financing conversion) The rest of this page is intentionally left blank. 32 G. SECTION 5A - REFERENCE PROJECTS Client: Oakland Housing Initiatives Phase: Design and application Total development cost: $32 million Description: Renovation of an existing eleven - building community containing 65 family apartments (1 BR/2BR/3BR). Scope of work _ included full unit rehabilitations (replacement of windows/doors, new flooring, casework, appliances, fixtures, HVAC, building common areas, and landscaping) Complete development advisory services as owner representative, including: Overall Project Management third party stakeholder management (design, CM, financing, City, property management, cost/schedule/document controls,) Preconstruction (scheduling, budgeting, approvals) Design management (entitlements, SD, DD, CD, permitting, scheduling) Construction (owner/GC draws, RFI/Submittal, budget, change orders, schedules, tenant relocation coordination) Project close out (punch list, as built, final payout, CofO, permanent financing conversion) The rest of this page is intentionally left blank. 33 H. Section 5B - Reference projects Show us your work, provide: 1. A list of three previous clients of similar size, service area and nature, with whom the vendor has provided similar services to provide Subject Area Two, Assistance to Develop an Affordable Housing Division and Pilot Project: Each listed reference should include the type and size of the client's organization and a brief description and scope of services that were provided. Your Baker Tilly team has deep experience in organizational assessments and developing affordable housing divisions. Below are a few examples of recent similar projects your proposed team has completed in the housing sector. Management Partners (acquired by Baker Tilly in 2022) was hired by the Butler Metropolitan Housing Authority (BMHA) Board of Commissioners to evaluate and advise the Agency with respect to management issues, the Agency's policies, implementing an anonymous complaint/suggestion system; implementing 360' employee evaluations; increasing the reach and scope of the Human Resources Department; and developing procedures so the Administrative Plan is consistently exercised across both Public Housing and Section 8 Departments. We conducted an employee survey to obtain an understanding of organizational issues important to the BMHA workforce and completed a peer benchmarking study to assess BMHA attributes and identify best practices with other public housing authorities. Peer benchmarking also informed the analysis and resulting recommendations relative to the organizational structure of BMHA operations under the Housing and Urban Development Rental Assistance Demonstration (RAD) program. Management Partners assisted BMHA in designing and procuring employee training sessions that promoted a greater of diversity, equity and inclusion issues, as well as tools to address behaviors related to Adverse Childhood Experiences and the basics of trauma -responsive care. These two training sessions provided the workforce with greater knowledge to serve BMHA clients and improve the internal working environment. CALIFORNIA The objective of the project included identifying opportunities for five incorporated cities within Southwest Riverside County to operationalize a regional approach that will significantly reduce the number of individuals experiencing homelessness in the region. This includes a plan in which the five cities, along with other stakeholders, align their current efforts to address homelessness using a regional approach that improves capacity, strengthens outcomes, and enhances the resources needed to ensure the overall effectiveness of this response. This plan will allow staff and policymakers to focus on the programs, services, and resources needed to effectively address homelessness on a regional level, compete more proactively for funding opportunities, and prioritize limited resources to share in collective outcomes. We developed our observations, areas of focus, and recommendations after gathering insights from city leadership and staff in each of the five cities, county staff, nonprofits, and other stakeholders. Additionally, in approaching this important effort, we reviewed existing programs and services, conducted nonprofit engagement, reviewed the approach used by each agency to address their homeless population and resources dedicated to this issue. Management Partners (acquired by Baker Tilly) was hired by Portland Community Reinvestment Initiatives in late 2021 to conduct an organization review and prepare a financial forecast model. Both components of the project were requested by the executive director to clarify priorities and guide resource allocation in the next two to three years. The organization analysis focused on management, 34 H. SECTION 513 - REFERENCE PROJECTS operations, staffing and the use of technology in each department of the organization, including office of the director and administration, finance, housing and economic development, property management and resident services, and maintenance, security and assets after completing interviews with the executive director, department directors, senior managers, a fiscal consultant and members of the PCRI Board. Recommendations for improvement addressed management systems, the use of technology, compliance reporting, work processes and staffing. Management Partners also prepared a 10-year financial model that can be used to project the available fund balance, the annual surplus/deficit and expenditures for the organization or for a specific PCRI housing development. 35 L) Appendix Resumes Baker Tilly Advisory Group, LP 4807 Innovate Lane Madison, WI 53718 United States T: +1 (608) 240 2643 donald.bernards(a�bakertilly.com bakertilly.com Education Bachelor of Business Administration in accounting University of Wisconsin -Madison Don is well versed in structuring affordable housing transactions, including the tax issues. Don is adept at creating a checklist of major issues for each project that can put a deal at risk. Immersed in the affordable housing practice, Don has a wide range of experience with projects, owners and investors and has built a wide network of contacts within the field. His enthusiasm and passion for the industry are infectious. "It's not just about numbers," he says, "it's about the end product and growing capacity." Don has worked on affordable housing transactions in 26 states. Specific experience • Manages a portfolio of clients with the affordable housing industry utilizing various programs including Section 42 and Section 8 • Provides financial modeling for acquisition/rehabilitation and new construction tax credit deals • Part of HUD technical assistance team providing Rental Assistance Demonstration (RAD) technical assistance nationwide to housing authorities through one-on-one training as well as presenting at educational conferences and seminars • Consults on various 4 percent and 9 percent deals that have a RAD award and are working toward closing • Assists in the preparation of Low -Income Housing Tax Credit (LIHTC) applications and applications for soft sources of financing, including HOME, Affordable Housing Program (AHP) and Community Development Block Grants (CDBG) • Determines optimal Historic Tax Credit transaction structure, works with attorneys to ensure structure abides by safe harbor guidelines and advises on maximizing qualified rehabilitation expenditures (QREs) • Assists with obtaining debt for various types of affordable housing, including taxable and various tax-exempt debt totaling more than $350 million over the past five years • Provides assistance with portfolio acquisition and disposition strategies and implementation • In the past five years, assisted in raising and closing more than $500 million in equity for LIHTC and Historic Tax Credit projects • Reviews budgets and performs financial analysis on assisted living projects 37 PRINCIPAL Donald N. Bernards, CPA Page 2 Specific experience, continued • Assists with cost segregation studies for affordable housing properties • Involved in many tax aspects of a project, from transaction structuring to planning and preparation • Reviews 10 percent tests and cost certifications • Clients include developers that are not -for -profit, Public Housing Agencies, Tribal Housing Entities and for - profits, as well as tax credit investors Industry involvement • Wisconsin Institute of Certified Public Accountants (WICPA) • American Institute of Certified Public Accountants (AICPA) • American Bar Association — Member Forum on Affordable Housing & Community Development Law; also, Tax Credits and Equity Financing Committee • Tax Credit Advisory Board Member for State Housing Finance Agency • Affordable Housing Tax Credit Coalition — Member of State Housing Tax Credit Group • Frequent speaker at regional and national conferences on affordable housing issues, including the RAD Collaborative, Affordable Housing Finance, National Housing & Rehabilitation Association, National Association of Housing and Redevelopment Officials, HUD, Iowa Finance Agency, Minnesota Housing Finance Agency, Illinois Housing Development Authority, Wisconsin Housing & Economic Development Authority, Michigan State Housing Development Authority, among others Community involvement • United Way of Dane County Foundation board member • United Way Affordable Housing Fund Committee Chair • Luke House community meal program lead • Luke House board member 38 Baker Tilly US, LLP 790 N Water St Suite 2000 Milwaukee, WI 53202 United States of America T: +1 (414) 777 5565 kayli n. nuss(5)bakerti I Iy.com bakertilly.com Education Bachelor of Business Administration University of Wisconsin - Milwaukee Kaylin joined the firm in 2023 and is a reliable, detail -oriented and accomplished senior leader with exceptional experience in operations, finance, development and asset management. She has a proven track record in guiding sizeable, cross -functional teams in finance, design, construction and stabilization of multifamily housing and is adept at explaining complex financial management concepts and practices to a wide variety of audiences. Specific experience • Created asset management tracking materials and program to oversee a portfolio of 5,000 multi -family units in 27 communities. Financially complex portfolio operating budget of nearly $40 million with varying funding types and regulatory restrictions • Lead the finance and development of over $105 million in rehabilitation and new construction work for 2,000 units with layered financing including competitive grant applications to our state housing finance agency for 9% Federal, 4% Federal and 4% State Housing Tax Credits, competitive affordable housing program grant applications to Federal Home Loan Bank, HUD Choice Neighborhood grant, permanent debt with a variety of lenders and tax exempt bonds • Understands the complexities and details of day-to-day operations with the strategic oversight and valuation of senior leadership expectations and investor requirements. Training and certifications • NAHRO Financial Management Training Program Certificate (February 2021) • Wisconsin Housing Economic Development Authority Compliance Workshop (May 2019) • Novogradac Group LIHTC 101: The Basics, LIHTC 202: Year 15 Overview, and LIHTC 203: Acquisition/Rehab Workshop • BDO RAD Conversion, Accounting and Financial Reporting • Nan McKay RAD PBV Specialist Certification 39 Baker Tilly Advisory Group, LP 205 N Michigan Ave 28th Floor Chicago, IL 60601 United States T: +1 (312) 228 7233 ienn.krieher(@bakertilly.com bakertilly.com Education Master of Public Administration (MPA) University of Wisconsin -Milwaukee Bachelor of Arts in political science Marquette University Jenn has 17 years of affordable housing experience, with a strong housing preservation background. Working for 11 years at the U.S. Department of Housing and Urban Development (HUD) in the Office of Recapitalization gave Jenn the opportunity to interact directly with owners of affordable housing, including Public Housing Authorities (PHAs). As a RAD Transaction Manager at HUD, Jenn became familiar with repositioning from public housing to Section 8. Her previous position at the Housing Authority of the City of Milwaukee gave Jenn insight on resident relations, relocation, and reporting to HUD. Jenn earned her MPA degree as a HUD Community Development Work Study Scholar. She has working relationships with key players in housing across the country and deep knowledge of RAD and SAC programs. Specific experience • Strategically analyzes affordable housing portfolios for developers and housing authorities to determine potential repositioning and recapitalization options • Provides consulting to developers and housing authorities on all repositioning programs offered by HUD, including the Rental Assistance Demonstration Program (RAD), Section 18 Demolition and/or Disposition, RAD/Section 18 Blends, and Voluntary Conversion, from initial application to closing • Consults on and prepares all pre -application and application components for Section 18 Demolition and/or Disposition Applications through HUD's Special Application Center (SAC), including application for Tenant Protection Vouchers (TPVs) and project -basing Industry involvement • National Association for Housing and Redevelopment Officials (NAHRO) • Women in Government Relations • Community Development Financial Institutions (CDFI) Women's • Frequent speaker at national and regional affordable housing conferences, including the National Association of Housing and Redevelopment Officials, National Leased Housing Association, and National Housing & Rehabilitation Association .X Baker Tilly Advisory Group, LP 790 N Water St Suite 2000 Milwaukee, WI 53202 United States T: +1 (414) 777 5490 0olena.presti(@bakertilly.com bakertilly.com Education Master of Public Administration Master of Urban Planning University of Washington Bachelor of Arts in business administration and marketing Lakeland University (Plymouth, Wisconsin) Jolena has been with Baker Tilly since 2019 and is a practice leader in public sector advisory focused on community solutions in consulting for community growth, strategy and development initiatives around revitalization. Jolena has more than 25 years of experience in the development and advancement of innovative strategies in redevelopment, community and economic development, housing, and program and funding solutions for clients nationwide. Specific experience • Develops and advances innovative economic development strategic plans and action strategies for economic development, redevelopment, public -private partnerships (P3) and long-term planning initiatives • Performs financial analysis of economic development strategies, P3s and development initiatives to optimize available project financing options • Advises on complex project implementation strategies focused on advancing client growth initiatives across various land uses including mixed use districts, housing, manufacturing and downtown areas, often engaging P3 and multi -partner initiatives • Develops and implements layered funding strategies including incentives, grants, tax programs and private funding programs that impact client's growth initiatives • Provides application and feasibility reviews for federal and state tax credit, financing, and funding programs, including HUD, CDBG, tax increment financing (TIF) strategies and projections and consults on redevelopment and TIF agreements • Formerly worked as a principal and firm geography leader in economic development and redevelopment -focused urban planning and economic development planning and P3 initiatives consulting to public sector and not -for -profit agencies Industry involvement • Harbor District, Inc. Milwaukee, Wisconsin, board member • Fox Point Bayside Educational Foundation, board member • Industrial Asset Management Council (IAMC) • MidAmerica Economic Development Council (MAEDC) • Wisconsin Economic Development Association (WEDA) • Certified Urban Planner (AICP), American Institute of Certified Planners • American Planning Association (APA), National and Wisconsin Chapters 41 Baker Tilly Advisory Group, LP 400 North Ashley Drive Suite 1600 Tampa, FL 33602 United States T: +1 (312) 729 8098 caitlin.humrickhouse(a�bakertilly.com bakertilly.com Education Master of Public Administration with a concentration in financial management University of Illinois at Chicago Bachelor of International Business Bachelor of Spanish University of Illinois at Urbana — Champaign Caitlin is a strategic workforce planner with a deep understanding of succession planning and strategic human capital management. Caitlin's other areas of expertise include benchmarking, organizational redesign and system needs assessment and selection. Prior to joining the firm, she worked at the University of Illinois at Chicago performing program and market analyses for an online education unit. Specific experience • Provides management consulting services with a focus on resource optimization, assisting governmental entities in their efforts to ensure the resources available (people, processes and technology) are utilized in the most efficient manner • Reviews and redesigns core business processes to enhance internal controls, align with industry best practices, leverage available technology and create efficiencies • Performs organizational structure analyses for local governments, examining the current state versus the future optimal state of job functions and departments • Offers technology needs assessment and system selection services to help organizations achieve strategic goals by leveraging technology • Prepares organizations to be sustainable and resilient in the face of workforce challenges and fiscal pressure through the application of operational and organizational reviews, succession planning and technology implementation Industry involvement • Illinois Association of Municipal Management Assistants • Illinois City/County Management Association (ILCMA) • Institute of Internal Auditors (IIA) • International City/County Management Association (ICMA) Community involvement • Step Up • Chicago Chapter of the U.S. National Committee for United Nations Women 42 PRINCIPAL Caitlin M. Humrickhouse, M.P.A., SWP Page 2 Thought leadership • ,ommuni I IEb: How to overcome today's workforce challenges, podcast appearance, July 2024 • Environmental, social and governance, presenter, October 2023 • tnvironmental, social ana governance - a pupllC sector wepinar serie,-, presenter, February 2023 • "Workforce and succession planning — part 3: traininq and competitivene,- ," author, November 2022 • "Workforce and succession planninq — part 2: core competencies and top talent," author, November 2022 • "Workforce and succession planninq — part 1: getting starter'," author, October 2022 • "The strategies and challenges of managing an evolving worKmiuu," author, July 2022 • "Strategic talent management," author, July 2022 • "Recession proofing: six actions Uuvci, 1111C1 ILA di id not -for -profits shouiU Ldwc LU u, --oare for revenue shortages," author, April 2020 Continuing professional education • Strategic Workforce Planner, Human Capital Institute 43 Baker Tilly Advisory Group, LP 11750 Katy Freeway Suite 1100 Houston, TX 77079 United States T: +1 (346) 327 6943 marvalette. hunterCa�bakertilly.com bakertilly.com Education Master of Regional Planning Cornell University (Ithaca, New York) Bachelor of Architecture Florida A&M University Marvalette works collaboratively with clients on a wide range of strategic initiatives, including affordable housing, economic development, strategic planning, real estate development and finance, debt structuring, community planning, transportation and infrastructure. Specific experience • Architecture and urban design, city and regional planning, real estate development, multifamily tax credit and tax exempt bond financing, public housing authority RAD conversions, HUD consolidated Plans (CDBG, HOME, HOPWA, ESG), tax increment finance districts, management districts, enterprise zones, tax abatements and public/private partnerships (P3) • Served eight years as chief of staff for Houston Mayor Sylvester Turner • Former chief development officer, Harris County Housing Authority • Former VP of community lending, for a Seattle based American savings bank holding company • Executive director of a not -for -profit development corporation and dominion CDC Industry involvement • American Leadership Forum, LV • Texas Affordable Housing Task Force • Texas Commission on Jail Standards • Near Northwest Management District, board member Community involvement • Holocaust Museum Houston, trustee • Rockwell Fund, trustee • NHS Jack and Jill of America, Inc., past president and national legislative chair Thought leadership • "Faith -Based Affordable Housing Development and Resource Guide", co-author, Fannie Mae Foundation, September 2005 Awards and recognition • Top 30 Most Influential Women in Houston, 2018 Nick is an innovative leader with more than 22 years of experience in the 0,7 real estate and construction industry. He is focused on maximizing value for owners' real estate development projects. Nick's career runs the gamut of -` `a • asset types. His knowledge and leadership capabilities help owners and T _ construction teams overcome any obstacles to ensure success for r all projects. Specific experience • Draws upon his creative vision, robust knowledge and in-depth experience to bring the complicated real estate development process to life Baker Tilly Advisory Group, LP Excels at moving the development process forward in a controlled and 790 N Water St coordinated manner ultimately, helping an owner establish, refine and Suite 2000 deliver projects on time and on budget Milwaukee, WI 53202 Experienced with providing tailored real estate project consulting United States services such as due diligence, highest and best use, construction budget, schedule assessment and troubleshooting, contract review, bid T: +1 (414) 253 4179 leveling and award, strategic planning to substantial completion nicholas.placek(a�bakertilly.com evaluation, punch list and closeout direction • Has widespread knowledge of program and project management, bakertilly.com controls, real estate development and finance • Represented $350 million, 172-acre, ground -up theme park with 50 ................. rides and attractions, 252-key hotel, underground infrastructure, Education Department of Transportation (DOT) highway ramps and overpass Master of Business Administration Represented $91 million, 280,000 square feet, 14-story high school in in real estate, strategy and finance the heart of Chicago's South Loop with a skyline -viewing pool on the Northwestern University top floor, science, technology, engineering and mathematics (STEM) laboratories, underground parking and a professional -grade theater for Bachelor of Science in civil student productions engineering University of Illinois at Urbana - Continuing professional education Champaign • LEED Accredited Professional (LEED AP) • OSHA 10 • OSHA 30 45 Item Number: 6.f. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution authorizing the acquisition of property interests necessary for construction of the St. Clement Street Reconstruction Project. Prepared By: Josh Slattery - Senior Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: Funding will be via the Annual Pavement Rehab Project, Account #S3824. Staff Recommendation: Approval Attachments: Resolution Exhibit A Executive Summary: Preliminary design for the St. Clement Street Reconstruction Project has been completed and property and easement needs within the project corridor have been identified. These property acquisitions and easements are needed for the construction of the upcoming St. Clement Street Reconstruction Project. Background / Analysis: St. Clement Street is currently a chip seal road without curb and gutter that is in poor condition. A dental office is currently being constructed at 1112 N. Dodge Street, which includes a proposed driveway at the north end of St. Clement Street. St. Clement Street will be reconstructed from N. Dodge Street to the south end of the north driveway for 1108 and 1110 N. Dodge Street as a part of the site development at 1112 N. Dodge Street. With this project, the City will reconstruct the remainder of St. Clement Street to the alley, including the alley intersection and necessary storm sewer, as well as sidewalk adjacent to 1112 N. Dodge Street. Prepared by: Josh Slattery, Engineering Division, 410 E. Washington St, Iowa City, IA 52240, 319-356-5149 Resolution No. 25-70 Resolution authorizing the acquisition of property interests necessary for construction of the St. Clement Street Reconstruction Project. Whereas, the City of Iowa City desires to construct the St. Clement Street Reconstruction ("Project") which includes the reconstruction of St Clement Street between N. Dodge Street and the alley to the south; and Whereas, the City Council has determined that construction of the Project is a valid public purpose under State and Federal law, and has further determined that acquisition of certain property rights is necessary to construct, operate and maintain the proposed project; and Whereas, the City staff has determined the location of the proposed Project; and Whereas, City staff should be authorized to acquire necessary property rights at the best overall price to the City; and Whereas, funds for this project are available in the Annual Pavement Rehab account # S3824. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: The City Council finds that it is in the public interest to acquire property rights by warranty deed, quit -claim deed, and/or easement for the construction of the St. Clement Street Reconstruction ("Project") which Project constitutes a public improvement under Iowa law. The City Council further finds that acquisition of said property rights is necessary to carry out the functions of the Project, and that such Project constitutes a valid public purpose under state and federal law. 2. The City Council hereby approves the preliminary route of this public improvement project, as shown in the attached Exhibit "A", attached hereto and incorporated herein by this reference. 3. The City Manager or designee is hereby authorized and directed to negotiate the purchase of property rights by warranty deed, quit -claim deed and/or easement for the construction, operation and maintenance of the Project. The City Manager or designee is authorized to sign purchase agreements for the purchase of property and/or easements, and offers to purchase property and/or easements. 4. The City Manager or designee, in consultation with the City Attorney's Office, is authorized and directed to establish, on behalf of City, an amount the City believes to be just compensation for the property to be acquired, and to make an offer to purchase the property for the established fair market value. 5. In the event negotiation is successful, the Mayor and City Clerk are hereby authorized to execute and attest easement agreements and agreements in lieu of condemnation. The City Attorney is hereby directed to take all necessary action to complete said transactions, as required by law. 6. In the event the necessary property rights for the Project cannot be acquired by negotiation, the City Attorney is hereby authorized and directed to initiate condemnation proceedings for acquisition of any and all property rights necessary to fulfill the functions of the Project, as provided by law. Resolution No. 25-70 Page 2 Passed and approved this 1st day of April 2025 Mayor Pro T Attest: (.4 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 (Liz Craig — 03/27/2025) Harmsen Absent: Alter Bergus Harmsen Moe Salih x Teague Weilein the Resolution be pppp r S' KILL AVE # , + : A IT lug In 'I' N � - z ' Project Area o- , jo N CITY OF IOWA CITY Exhibit A Item Number: 6.g. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 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 Strand Associates, Inc. of Madison, Wisconsin to provide consultant services for the Collector Well No. 1 Reconstruction Project. Prepared By: Alin Dumachi — Sr. Engineer Reviewed By: Jonathan Durst — Water Superintendent Jason Havel — City Engineer Ron Knoche — Public Works Director Fiscal Impact: Staff Recommendation Attachments: Resolution Agreement Geoff Fruin — City Manager $247,500 available in the Collector Well No Reconstruction Project account #W3322. Approval Executive Summary: This agreement authorizes Strand Associates, Inc. to provide preliminary and final design services and the preparation of construction documents for the Collector Well No. 1 Reconstruction Project. This project generally includes the reconstruction of Collector Well No. 1, with installation of two new laterals, rehabilitation of two existing laterals, rerouting of the lime lagoon effluent discharge to the collector well caisson, replacement and/or repair of pumping equipment and electrical gear, pump tests of other source water sites, and upgrades to the well house roof to allow for appropriate future maintenance. Background / Analysis: Collector Well No. 1 has experienced a decline in capacity and the City would like to perform modifications to the well following the recommendations of the Source Water and Treatment Technology Study prepared by the Consultant. These modifications include the installation of two new laterals, rehabilitation of two existing laterals, rerouting of lime lagoon effluent discharge to the collector well caisson, replacement and/or repair of pumping equipment and electrical gear, pump tests of other source water sites, and upgrades to the well house roof to allow for appropriate future maintenance. Prepared by: Alin Dumachi, Sr. Engineer, Public Works, 410 E. Washington St., Iowa City, IA 52240: (319) 356-5143 Resolution No. 25-71 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 Strand Associates, Inc. of Madison, Wisconsin to provide consultant services for the Collector Well No. 1 Reconstruction Project. Whereas, the City of Iowa City desires to reconstruct the collector well no. 1 to restore its source water pumping capacity; and Whereas, the project generally includes reconstructing collector well no. 1, with installation of two new laterals, rehabilitation of two existing laterals, rerouting of the lime lagoon effluent discharge to the collector well caisson, replacement and/or repair of pumping equipment and electrical gear, pump tests of other source water sites, and upgrades to the well house roof to allow for appropriate future maintenance; and Whereas, the City issued a request for qualifications (RFQ) to private engineering firms interested in performing the design of this project; and Whereas, the Consultant responded to this RFQ with desirable experience working on projects of similar type and size; and Whereas, the City of Iowa City has negotiated an Agreement for said consulting services with Strand Associates, Inc., to provide said services; and Whereas, it is in the public interest to enter into said Consultant Agreement with Strand Associates, Inc.; and Whereas, funds for this project are available in the Collector Well No. 1 Reconstruction Project account # W3322. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The Consultant Agreement attached hereto is in the public interest, and is approved as to form and content. 2. The Mayor and City Clerk are hereby authorized and directed to execute the attached Consultant Agreement. 3. The City Manager is authorized to execute amendments to the Consultant Agreement as they may become necessary. Passed and approved this 1st day of A ril , 20 25 Mayor 0 Tem Resolution No. 25-71 Page 2 Attest: N v%tLCQ City Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: Nays: x x x X —x x Approved by City Attor ey's Office (Liz Craig - 03/27/2025) Harmsen the Resolution be Absent: Alter Bergus Harmsen Moe Salih x Teague Weilein Consultant Agreement This Agreement, made and entered into this 1st day of April 2025 by and between the City of Iowa City, Iowa, a municipal corporation, hereinafter referred to as the City, and Strand Associates, Inc.'', of Madison, Wisconsin, 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 -related assistance, and construction -related services for the Collector Well No. 1 (CW-1) Reconstruction Project, and; Whereas, CW-1 is a type of well designed to collect ground water from an area, often located near a river or an aquifer, and direct it to a water treatment plant for treatment and distribution. CW-1 is located at the Water Treatment Plant site, at 80 Stephen Atkins Drive, in Iowa City, Iowa; and Whereas, the Consultant completed a Source Water and Treatment Study in January 2025, which analyzed the dissolved nutrient removal from source water and the financial and environmental sustainability of lime softening, reviewed current source water and treatment methodology and potential alternatives, and performed an evaluation of source water and treatment alternatives for potential modifications based on life cycle cost analysis, maintenance, resiliency, environmental impact , current and future regulations, and Immediate and future capacity; and Whereas, CW-1 has experienced a decline in capacity and the City would like to perform modifications to the well following the recommendations of the Source Water and Treatment Technology Study prepared by Consultant, including installation of two new laterals, rehabilitation of two existing laterals, rerouting of lime lagoon effluent discharge to the collector well caisson, replacement and/or repair of pumping equipment and electrical gear, pump tests of other source water sites, and upgrades to the well house roof to allow for appropriate future maintenance; and Whereas, the City issued a Request for Qualifications, On -Call Professional Design and Engineering Services (2023-2025), October 12, 2022, to private consulting firms interested in providing design and engineering services related to public improvement projects in the City of Iowa City; and Whereas, submittals were received from consulting firms and evaluated by a selection committee; and Whereas, Consultant was selected based on qualifications, key personnel, project approach, and fees and rates; and Whereas, funds are available in the Collector Weil No. 1 Reconstruction Project, Account W3322. 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. Design Services A. Attend an in -person kickoff meeting with the City to discuss project scope, reconstruction methods, and project approach. Visit the CW-1 facility in conjunction with the kickoff meeting. -2-- B. Review existing CW-1 information and facility drawings provided by the City C. Prepare a topographic survey of the northern portion of the water treatment plant site from the northern end of the lime lagoons up to and including the CW-1 site. Review water treatment plant site drawings from the City to supplement surrey information. Contact Iowa One Call to provide marked buried utility locations prior to survey. D. Review existing site geotechnical information provided by the City. Assist the City with procurement of geotechnical engineering services, as needed, including drafting of the Scope of Services to be provided by the geotechnical consultant to the City and geotechnical information required for the design of CW-1 Reconstruction. The City shall hire geotechnical consultant and provide information to Consultant. E. Prepare 50 percent technical specifications and drawings for the following CW-1 projects with three separate bid packages. Site plan drawings will be prepared from topographic survey and existing site drawing information provided by the City. Floor plan drawings of the CW-1 facility will be prepared using existing City -provided drawings. Submit 50 percent technical specifications and drawings to the City for review. Participate in one teleconference to discuss City comments. The Consultant will provide documents to the City at least three working days prior to the teleconference. 1. CW-1 Well Reconstruction a) Abandonment of one lateral. b) Installation of two new 12-inch-diameter laterals. c) Rehabilitation of two existing laterals. d) Pumping tests on CW-1 to determine capacity. e) Installation of two new pumps and motors sized for new well capacity. f) Cored opening at top of caisson wall for drain line. g) Installation of new vertical drain line and supports inside the caisson. h) Two test wells at locations to be selected by the City. CW-1 Facility Structural and Electrical Upgrades a) Reconstruction of the concrete roof to accommodate a new access hatch. b) New membrane roofing material. c) Removal of existing electrical conduit and devices impacted by roof reconstruction. d) Installation of new 480-volt panelboard, variable frequency drives and harmonic filters for new pumps, new conduit, wiring, and lighting along the roof with in -kind replacement of the insertion water meter. 3. Llme Lagoon Effluent Drain Line a) New underground concrete structure with weir to record flow and with slide gates to control flow to CW-1 caisson or to the Iowa River. b) Approximately 700 linear feet of 8-inch-diameter polyvinyl chloride (PVC) drain line and two manholes. Plan and profile drawings will be prepared. c) Connection of underground drain line to caisson drain line and opening. Prepare 90 percent draft Bidding Documents for three separate bid packages using City - provided front end documents and submit to the City for review. It is anticipated the CW-1 Well Deconstruction package and the CW-1 Facility Structural and Electrical Upgrade package will use Engineers Joint Contract Documents Committee C-700 Standard General -3— Conditions of the Construction Contract, 2018 edition; supplementary conditions; technical specifications; and engineering drawings and the Lime Lagoon Effluent Drain Line package will use the Iowa Statewide Urban Design and Specifications. Participate in one teleconference with the City to review comments and incorporate appropriate changes into the draft Bidding Documents. Provide documents to the City at least three working days prior to the review meeting. G. Submit the CW-1 Facility Structural and Electrical Upgrades design package to the City Building inspection for review. Incorporate appropriate changes into the final Bidding Document. H. Submit each design package to the Iowa Department of Natural Resources (IDNR) for review. City shall pay for all permit review fees. Prepare final Bidding Documents for all three bid packages. Provide the City with up to two hard copies and one electronic copy of the final stamped drawings and specifications. H. Prepare an opinion of probable construction cost for the project and submit to the City at 50 and 99 percent design milestones. Prepare a site -specific Weil Water Pollution Prevention Plan in accordance with Iowa Department of Natural Resources General Permit No. E for CW-1, as appropriate, for well water discharge during reconstruction and pumping activities, Bidding -Related Services A. Attend and facilitate one on -site combined pre -bid meeting for each bid package. B. Prepare addenda, as appropriate, and answer questions during bidding. C. Assist the City in the award of the Construction Contracts, including bid evaluation letters. Construction -Related Services_ A. Provide construction contract administration services including attendance at up to three on - site preconstruction conferences, review of contractor's shop drawing submittals, review of Lip to 11 contractor's periodic pay requests, attendance at up to two in -person and four virtual construction progress meetings, and responses to questions from the contractor and City. Construction is anticipated to last 11 months. B. Review and respond to requests for information from contractors, as needed. Develop up to three contractor requests for quotation for the City, as needed. Develop final change orders at the completion of each project. C. Assist the City with part-time observation of construction. A total of six visits are included for the CW-1 Well Reconstruction and CW-1 Facility Structural and Electrical Upgrades observations and one visit is included for the lime lagoon drain line installation. Visits will be conducted to observe activities during construction including new lateral installation, rehabilitation of existing laterals, pumping tests, and facility upgrades and report to the City issues observed. In furnishing observation services, the Consultant's efforts will be directed toward determining for the City that the completed project will, in general, conform to the contract documents; but the Consultant will not supervise, direct, or have control over the contractor's work and will not be responsible for the contractor's construction means, methods, techniques, sequences, procedures, or health and safety precautions or programs, or for the contractor's failure to perform the construction work in accordance with, the contract documents. D. Perform up to two visits to the site to develop a list of items to be completed or corrected by the contractor. Provide developed list to the City and contractor. Update list based on the Cl y's observations of completed or corrected items. E. Review updated well performance data as provided by the contractor. Submit one hard copy and one electronic version of the updated well performance data to the City. F. Provide record drawings in electronic format from information compiled from contractor's records for each project. The Consultant is providing drafting services only for record drawings based on the records presented to the Consultant by the contractor and City. The Consultant will not be liable for the accuracy of the record drawing information provided by the contractor and City. Service Elements Not Included The following services are not included in this Agreement. if such services are required, they will be provided through a separate agreement or through an amendment to this Agreement. A. Additional Site Visits andlor Meetings B. Construction Staking C. Geotechnicai Services E. Public Informational Meetings F. Review of Product Substitutions Proposed by Contractor G. Buried Wastes and Contamination Services City's Responsibilities A. Construction observation. B. Public hearings. C. Bidding the project, except as noted. It. Time of Completion The Consultant shall complete the following phases of the Project in accordance with the schedule shown. Scope Item Kickoff Meeting and Site Visit Fifty Percent Design Documents to the City Fifty Percent Design Review Meeting Ninety Percent Design Documents to the City Ninety Percent Design Review Meeting Final Design Documents to the City Set Public Meaning Anticipated Milestone Completion Week of March 31, 2025 May 23, 2025 June 6, 2025 August 8, 2025 August 22, 2025 September 26, 2025 October 21, 2025 -5— Scope Item Public Hearing to Approve Bidding Documents Advertisement to Bid Bid Opening Award of Construction Contracts Contract Execution Complete Preconstruction Meetings Construction Completion Ill. Compensation for Services Anticipated Milestone Completion November 3, 2026 Week of November 3, 2025 December 1, 2025 December 9, 2025 Week of December 19, 2025 Week of January 12, 2026 Week of November 16, 2026 Consultant shall be compensated for performing the above -described Scope of Services on an hourly rate basis not to exceed $247,500 in accordance with the Hourly Billing Hate Schedule below. Hourly Billing Rates* Principal Engineer $352 to $406 Senior Project Manager $227 to $329 Project Managers $129 to $234 Project Engineers and Scientists $ 87 to $173 Engineering Technicians and Draftspersons $ 58 to $192 Administrative $115 to $125 Updated annually on July 1 not to exceed 15 percent markup from previous year IV. General Terms A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. 1. To discharge or refuse to hire any individual because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. 2. To discriminate against any individual in terms, conditions, or privileges of employment because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. B. Should the City terminate this Agreement, the Consultant shall be paid for all services performed up to the time of termination. However, such sums shall not be greater than the "not -to -exceed" amount listed in Section 111. 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 Ili 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 services set forth In this Agreement. Any requests made by the City shall be given with reasonable notice to the Consultant to assure attendance. Meetings in addition to those provided in I. Scope of Services shall be considered additional services. 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, upon notification to Consultant, 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. Q, indemnification 1. To the full extent permitted by law, Consultant agrees to defend, indemnify, and hold harmless the City against any and all claims, demands, suits, loss, expenses, including 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 services provided by Consultant to the City pursuant to the provisions of this Agreement. -7-- 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 services provided by Consultant to the City pursuant to this Agreement, and agrees to pay the City for all damages caused to the City's premises resulting from the negligent acts, errors or omissions of Consultant. 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. 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,C00,000 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. FOR THE CITY CITY OF IOW: CI By: FOR THE CONSULTANT STRAND ASSOCIATES, INC.e Joseph M. Bunker Title: Mayor Pro Tem Title: Corporate Secretary Date: April 1, 2025 Date: hVI-t5' ATTEST: r C� ATTEST Approved by: City Attorney's Office Date: 0' 1 M 1 z o 2. 5 6 : Awl STRAND ASSOC IATFS' F�r•:�4:�?i.r, rnf�u;�.:n��rri;j':. ATTACHMENT: EXPENSES Strand Associates, Inca Item Rate Description Strand Associates, Inc" 910 West Wingra Drive Madison, WI 53715 (P) 608.251.4843 %-w.strand.corn S'/z"x11." Color Copies/Impression $ 0.65 /page Mileage (auto at current Federal rate) $ 0.70 /mile GPS W/Ccll Phone $325.00 /day Computer CPU $ 16.00 /hour Postage/UPS/FedE-x At Cost Parking At Cost Arizona ! Ili+!iois i Indiana ! Iowa ! Kentucky I nt!ir, i Tennessee ! Texas' ! Wisconsin Item Number: 6.h. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Ashton House & Project GREEN Gardens - REAP Grant Project. Prepared By: Ethan Yoder - Civil Engineer Reviewed By: Jason Havel - City Engineer Juli Seydel-Johnson - Parks and Recreation Director Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $186,266.75 available in the Ashton House REAP Grant project fund #R4405. Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item awards the Ashton House & Project GREEN Gardens — REAP Grant Project. Two (2) bids were submitted prior to the March 18, 2025 deadline: Bidder Name City Base Bid Amount All American Concrete, Inc. West Liberty, Iowa $186,266.75 Nolan's Lawn Care, LLC. Tiffin, Iowa Non -Responsive Engineer's Estimate $170,000.00 All American Concrete, Inc. of West Liberty, Iowa submitted the lowest responsive, responsible bid of $186,266.75, which includes the base bid and alternates #1, #2 and #3. Staff recommends awarding the contract for the Ashton House REAP Grant to All American Concrete, Inc. which will include the base bid and alternates #1, #2, and #3. Alternates for the Project included a bicycle rack (Alternate #1), benches (Alternate #2), a bicycle fixit station (Alternate #3) and a larger bird blind (Alternate #4). Background / Analysis: This project improves 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: Construction: April 2025 — September 2025 Prepared by: Ethan Yoder, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5145 Resolution No. 25-72 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Ashton House & Project GREEN Gardens — REAP Grant Project Whereas, All American Concrete, Inc. of West Liberty, Iowa has submitted the lowest responsive, responsible bid of $186,266.75 for construction of the above -named project; and Whereas, the bid includes the base bid and Alternate #1, #2, and #3; and Whereas, funds for this project are available in the Ashton House REAP Grant account # R4405. 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 for the base bid plus Alternate #1, #2, and #3 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 the contract for construction of the above -named project and the Contractor's Bond, 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 1st day of April 1 , 2025. Mayor Pro m Approved by ,> A Attest: City Jerk It was moved by Moe adopted, and upon roll call there were: and seconded by Ayes: Nays: x x x x x x G City Attor y's Office (Sue Dulek - 03/27/2025) Harmsen the Resolution be Absent Alter Bergus Harmsen Moe Salih X Teague Weilein Item Number: 6.i. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the City Park Pool Replacement Project. Prepared By: Ben Clark - Senior 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: $13,695,400 available in the City Park Pool Replacement account #R4229. Staff Recommendation: Approval Attachments: Bid Tabulation Resolution Executive Summary: This agenda item awards the contract for the construction of the City Park Pool Replacement Project. Four (4) bids were submitted prior to the March 25, 2025 deadline. Bidder Name City Total Price Including Alternates City Construction Newco, LLC Iowa City, IA $13,695,400 Merit Construction Company Cedar Rapids, IA $14,092,800 McComas-Lacina Iowa City, IA $15,260,000 Construction Portzen Construction, Inc. Dubuque, IA $16,615,500 Opinion of Probable $19,137,500 Construction Cost City Construction Newco LLC of Iowa City, Iowa submitted the lowest responsive, responsible bid. Staff recommends awarding the contract for the City Park Pool Replacement Project. to City Construction Newco LLC including the base bid and all alternates for $13,695,400. Background / Analysis: The City of Iowa City desires to construct the City Park Pool Replacement Project to provide community recreation and swimming instruction for the community. The project consultant solicited public input through in -person and on-line open houses, focus groups, and public surveys between October 2023 and March 2024. The results of this process were presented to the City Council and Parks & Recreation Commission at an informal work session on May 7, 2024. Phase 1 of the public input included 495 participants at in person "idea generation" sessions and 251 on-line responses to similar prompts. The idea generation information was used to create a limited number of concept plans. Feedback on these plans was gathered through a series of focus group sessions and a statistically valid survey. Marketing and outreach efforts were made to ensure that a wide cross section of the populations participated in the public input process. Project Goals for this project, developed through the public input process, include: • Provide community recreation experiences for a wide range of users. • Provide increased independent accessibility to all water experiences. • Provide shade in several areas of the deck and some in the water areas. • Provide design and operation efficiencies that support the City of Iowa City climate action goals. • Maximize efficiency of lifeguards. • Promote the vision "every child learns how to swim". • Welcome users of all backgrounds with specific attention to facility entry patterns, shower/changing and restroom design. • Evaluate merging of the outdoor park restrooms and year-round recreation programming space in the swimming pool facility. • Limit the construction area generally with the fence line/site plan of the current pool. The final plans expand the footprint of the facility and construction zone into the area to the east of the current pool, ending at the Upper City Park Road. The playground that was in this area will be moved to a new site near the City Park baseball diamonds. Two single user year- round restrooms and a year-round community room are included on the east side of the new bath house. The community room will be used for a combination of recreation programs and community rentals. The HVAC and water heating in the bath house will be accomplished using all electric equipment. This choice, although slightly more expensive at construction, supports the City's Climate Action goals and should lead to lower on -going operating costs. The pool filters and mechanical equipment will be housed in a separate building located on the SE part of the project. Separating this equipment from the public bath house increases safety and efficiency for pool users and City staff. Water and sewer service lines will be replaced through the park to their connection point on the south side of Park Road. City Park Pool Conceptual Design A was approved by Council as the preferred option after an extensive public input and survey process. The concept design included six 50-meter lap lanes, a zero -depth entry leisure pool with children's activities, a separate diving pool with low and high diving boards, a new bath house and a separate filter building. The final design has the leisure pool and lap pools separated to provide flexibility for operations. The three -pool design allows for separated use by various activities, a priority learned during public input. It also allows for the pools to operate independently of each other so that if one must be closed due to contamination or other maintenance needs, the other two would be able to stay open. Pool heaters for each body of water were bid as alternates. A choice can be made to heat 1, 2, 3 or none of the pools. Increased independent accessibility is made possible through a ramp and stairs into the lap pool, stairs into the diving well and stairs and zero entry into the leisure pool. The final design provides a bather load of 881 swimmers and will use 39% less water than the current pool. The base bid includes a children's play feature in the leisure pool along with a series of in - ground bubblers. An in -water bench is included along the curved wall on the south side of the leisure pool. There are 1-meter and 3-meter diving boards in the diving well, with space to add a 3rd diving board in the future. A climbing wall for the diving well was bid as an alternate and can be added in the future if not included in the project. Alternates in the bidding package included heaters for each pool (necessary plumbing, mechanical, electrical, and aquatic infrastructure, included in base bid), a UV disinfectant system (enhances water sanitation, but not required by health code), climbing wall for diving well, third diving board, replacement of sewer and water lines from pool site to Park Road, demolition of Upper City Park restroom building, landscape seating walls both inside the pool fence and in the front entrance area, and purchase of shade structures (footings and installation sleeves included in base bid). Project Timeline: Construction: Spring 2025 to Spring 2026 New Pool Opening: Memorial Day Weekend 2026 Bid Tabulation Form Project: City Park Pool Replacement Project Project #: 2023-040 Bid Date: March 25, 2025 Bid Time: 3 PM l..®� III CITY OF IOWA CITY UNESCO CITY OF LITERATURE "`WILLIAMS A R C H 1 7 E C T S Select Alternates: Enter'Y' to Accept Y Y Y Y Y Y Y Y Y Y Y Y Y. v E C O 7k y a � «', 7k R a o _ 'O E w � > 'w N 'O E w � > 'w Unit Price Alternate #1A Alternate #1B Alternate #1C Alternate #2 UV Alternate #3 Alternate #4 Additional 1M Alternate #5 Alternate #6 Alternate #7 Remove Existing Alternate #8A Landscape Seat Alternate #8B Landscape Seat Alternate #9 Total Price Including o ;? > w uJ o a w o a w a w Base Bid #1 ($ / cu Activity Pool Heater Lap Pool Heater Deep Pool Heater Systems for All Pools Climbing Wall Diving Board Water Main Existing Storm Sewer Repairs Park Washroom Walls Inside Pool Walls Inside Pool Shade Structures Accepted Alternates c u) c a` v IY v yd) Stand Bldg Enclosure Enclosure w 'a v w Bidder Name Architect's Opinion of Probable $ 18,000,000.00 $ 72,000.00 $ 185,000.00 $ 88,000.00 $ 222,500.00 $ 60,000.00 $ 30,000.00 $ 90,000.00 $ 45,000.00 $ 80,000.00 $ 105,000.00 $ 60,000.00 $ 100,000.00 $ 19,137,500.00 Construction Cost Portzsen Construction, Inc. Y Y Y Y $ 15,690,000.00 $60/CY $ 68,500.00 $ 111,000.00 $ 69,000.00 $ 198,000.00 $ 55,000.00 $ 34,000.00 $ 39,000.00 $ 20,000.00 $ 18,000.00 $ 130,000.00 $ 83,000.00 $ 100,000.00 $ 16,615,500.00 DubuquelA McComas-Lacina Contruction Y Y Y Y $ 14,274,000.00 $77/CY $ 76,000.00 $ 110,000.00 $ 67,000.00 $ 143,000.00 $ 46,000.00 $ 30,000.00 $ 105,000.00 $ 30,000.00 $ 22,000.00 $ 124,000.00 $ 78,000.00 $ 155,000.00 $ 15,260,000.00 LC Iowa City, IA City Construction Newco LLC Y Y Y Y $ 12,904,200.00 $17/CY $ 55,000.00 $ 68,300.00 $ 49,700.00 $ 114,500.00 $ 57,500.00 $ 30,000.00 $ 107,000.00 $ 28,200.00 $ 15,700.00 $ 76,800.00 $ 57,500.00 $ 131,000.00 $ 13,695,400.00 Iowa City, IA Merit Construction Company Y Y Y Y $ 13,173,000.00 $20/CY $ 77,800.00 $ 110,000.00 $ 68,000.00 $ 138,300.00 $ 47,300.00 $ 31,000.00 $ 116,300.00 $ 27,800.00 $ 18,000.00 $ 86,700.00 $ 53,600.00 $ 145,000.00 $ 14,092,800.00 Cedar Rapids, IA Prepared by: Ben Clark, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5436 Resolution No. 25-73 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the City Park Pool Replacement Project. Whereas, City Construction Newco LLC of Iowa City, Iowa has submitted the lowest responsive, responsible bid of $13,695,400 for construction of the above -named project; and Whereas, the bid includes the base bid and Alternates # 1-9; and Whereas, funds for this project are available in the City Park Pool Replacement account #R4229. 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 for the base bid plus Alternates # 1-9 is hereby awarded to City Construction Newco 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 the contract for construction of the above -named project and the Contractor's Bond, 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. 4. The City Manager is authorized to sign any permits and permit related documents necessary to complete the project. Passed and approved this 1st day of April. , 2025. Mayor p o Tem Approved by Attest: � � l�-� �'> � ".�� �.� City dlerk City Atto ey's Office (Sue Dulek - 03/27/2025) It was moved by Moe adopted, and upon roll call there were: Ayes: x X —X X X A and seconded by Nays: Harmsen Absent: Alter Bergus Harmsen Moe Salih X Teague Weilein the Resolution be Item Number: 6.j. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution Approving the Iowa City Transit Title VI and Limited English Proficiency Plan. Prepared By: Darian L. Nagle-Gamm; Transportation Services Director Reviewed By: Geoff Fruin, City Manager Jennifer Schwickerath; Assistant City Attorney Fiscal Impact: N/A Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Iowa City Transit Title VI Plan Executive Summary: The Title VI of the Civil Rights Act of 1964 prohibits discrimination based on race, color, or national origin by agencies in any programs and activities that receive federal funds, such as Iowa City Transit. The Federal Transit Administration (FTA) requires renewal and adoption of a transit -specific Title VI Program and Limited English Proficiency Plan for all transit agencies receiving federal funding every three years. Background / Analysis: Iowa City Transit has updated its Title VI and Limited Proficiency Plan for the years 2025- 2028 in conjunction with the Metropolitan Planning Organization of Johnson County. The plan is designed to ensure compliance with the Title VI of the Civil Rights Act, to ensure meaningful access to transit services for individuals with limited English proficiency, to engage minority and limited English proficiency in decision making processes, and to help identify and address potential disparities in service availability, quality, and accessibility for underserved communities. Prepared by: Darian Nagle-Gamm, Director of Transportation, 1200 S. Riverside Drive, Iowa City, IA 52245 319-356-5156 Resolution No. 25-7 Resolution Approving the Iowa City Transit Title VI and Limited English Proficiency Plan Whereas, Title VI of the Civil Rights Act of 1964 prohibits discrimination based on race, color, or national origin by agencies such as Iowa City Transit in any programs and activities that receive federal funds; and Whereas, the Federal Transit Administration (FTA) requires adoption, and renewal every three years of a transit -specific Title VI Program and Limited English Proficiency Plan for Transit operations receiving federal funding; and Whereas, the City should rescind the Title VI Program Plan for Iowa City Transit adopted in 2022, and adopt the attached, revised plan to ensure compliance with Title VI and similar federal laws prohibiting discrimination in the use of federal funds. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The attached Title VI and Limited English Proficiency Program Plan for Iowa City Transit is approved. Passed and approved this 11' day of April, 2025. tI t? - �—v Mayor ATTEST: ' City Clerk It was moved by Moe adopted, and upon roll call there were: AYES: x x x x x x and seconded by NAYS: Approved by i City Attorn 's Office (Jennifer Schwickerath - 03/27/2025) Harmsen the Resolution be ABSENT: Alter Bergus Harmsen Moe Salih x Teague Weilein CITY OF IOWA CITY IOWA CITY TRANSIT TITLE VI/LEP PLAN April 2025 — April 2028 City of Iowa City 410 E Washington Street Iowa City, IA 52240 Table of Contents Introduction...........................................................................................................3 TitleVI Assurances...............................................................................................3 Prepare and Submit a Title VI Program.................................................................3 Notification of Beneficiaries of Protection Under Title VI.......................................4 Title VI Complaint Procedures and Complaint Form.............................................5 TitleVI Authorities......................................................................................5 Coordinator Responsibilities.......................................................................5 General Responsibilities.............................................................................5 Filinga Complaint.......................................................................................5 Internal Complaint Process........................................................................5 Transit Related Title VI Investigations, Complaints, and Lawsuits ........................7 Promoting Inclusive Public Participation................................................................7 Provide Meaningful Access to LEP Persons.........................................................7 A. Four Factor Analysis...................................................................................9 Factor1......................................................................................................9 Factor2....................................................................................................15 Factor3...................................................................................................16 Factor4....................................................................................................17 B. Developing a Language Assistance Plan.................................................18 Results of Four Factor Analysis................................................................18 Language Assistance Services by Language...........................................18 Notice to LEP Persons.............................................................................18 Monitor, Evaluate Update Language Access Plan....................................19 EmployeeTraining....................................................................................19 Safe Harbor Provision..............................................................................20 Diversity Planning and Advisory Bodies.....................................................21 Assistance to Sub-recipients................................................................................21 Monitoring Sub-recipients.......................................................................21 Determination of Site or Location of Facilities.............................................21 ATTACHMENTS • Attachment A: Certifications and Assurances • Attachment B: Iowa City City Council Resolution Approving Title VI • Attachment C: Iowa City Transit Title VI Complaint Form • Attachment D: Title VI Contract Language for Transit Projects • Attachment E: Notice of Title VI Provisions • Attachment F: Title VI Notification • Attachment G: Service Standards and Policies 3 INTRODUCTION The purpose of this document is to ensure that transit services operated in the City of Iowa City are in compliance with the FTA Circular 4702.1 B and Title VI of the Civil Rights Act of 1964, which states: "No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity that receives Federal financial assistance." With specific regard to transit services, this document ensures that: 1. FTA assisted benefits and related services are made available and are equitably distributed without regard to race, color, or national origin; 2. That the level and quality of FTA assisted transit services are sufficient to provide equal access and mobility for any person without regard to race, color, or national origin; 3. That opportunities to participate in the transit planning and decision -making processes are provided to persons without regard to race, color, or national origin; 4. That decisions on the location of transit services and facilities are made without regard to race, color, or national origin; and That corrective and remedial action will be taken if necessary to prevent discriminatory treatment based on race, color, or national origin. TITLE VI ASSURANCES In accordance with 49 CFR Section 21.7(a), every application for financial assistance from FTA must be accompanied by an assurance that the applicant will carry out the program in compliance with DOT's Title VI regulations. The FY2024 Certifications and Assurances for Iowa City Transit were pinned into TrAMS on April 3, 2024. (Attachment A) PREPARE AND SUBMIT A TITLE VI PROGRAM In accordance with 49 CFR Section 21.9(b), all direct and primary recipients document their compliance with DOT's Title VI regulations by submitting a Title VI Program to their FTA regional civil rights officer once every three years or as otherwise directed by FTA. Iowa City Transit's current Title VI Program expires on May 31, 2025 and will submit an updated Title VI every three years after this date. The Iowa City City Council, Iowa City Transit's governing body, approved Iowa City Transit's Title VI Program on April 1st, 2025. Iowa City Transit operates a fixed route service with 21 buses at peak time and contracts paratransit service with Johnson County SEATS using 13 light -duty buses, serving a population of 75,264. This document contains all the elements required of a fixed route transit provider operating in an urbanized area of less than 200,000 in population and operating less than fifty vehicles in peak service. Since Iowa City Transit does not qualify as a large urbanized area (UZA) all general requirements under Chapter III are included as well as system -wide standards and policies under Chapter IV. Johnson County SEATS provides contracted paratransit services to Iowa City Transit. Since Iowa City Transit uses their 5310 funding in the paratransit services contract, Johnson County SEATS is considered a sub recipient. Johnson County SEATS, with assistance from the East Central M Iowa Council of Governments (Regional Planning Office), has produced and adopted a Title VI Program. Iowa City Transit will require Johnson County SEATS to submit its Title VI Program at least six months prior to Iowa City Transit's Title VI expiration date, every three years. The new 5-year paratransit service contract between Iowa City Transit and Johnson County SEATS took effect on August 1, 2023. Currently, Johnson County SEATS has no outstanding lawsuits or complaints. Johnson County SEATS does have an advisory committee that includes a representative from Iowa City Transit and the Iowa City City Council. The committee meets on a quarterly basis. NOTIFICATION OF BENEFICIARIES OF PROTECTION UNDER TITLE VI IOWA CITY TRANSIT TITLE VI POLICY STATEMENT The City of Iowa City assures that no person shall, on the grounds of race, color, or national origin, as provided by Title VI of the Civil Rights Act of 1964, and the Civil Rights Restoration Act of 1987 (P.L. 100.259), be excluded from or participation in, be denied benefits of, or be otherwise subjected to discrimination under any program or activity. The City of Iowa City further assures every effort will be made to ensure nondiscrimination in all of its committees, programs, and activities, regardless of the funding source. Iowa City Transit will include Title VI language in all written agreements and bid notices and will monitor compliance. The Iowa City Transportation Services Director will be responsible for initiating and monitoring Title VI activities, and all other responsibilities as required. The Iowa City Civil Rights Coordinator will be responsible for investigating complaints only. April 2, 2025 Darian Nagle -Lamm, Director of Transportation Services Date nie Bowers, Human Rights Coordinator April 2, 2025 Date 5 TITLE VI COMPLAINT PROCEDURES AND COMPLAINT FORM TITLE VI AUTHORITIES Title VI of 1964 Civil Rights Act provides that no person in the United States shall, on the grounds of race, color, nations origin, or sex be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination under any program or activity receiving federal assistance (23 CFR 200.9 and 49 CFR 21). The Civil Rights Restoration Act of 1987 broadened the scope of Title VI coverage by expanding the definition of terms "programs or activities" to include all programs and activities of Federal Aid recipients, sub -recipients, and contractors, whether such programs and activities are federally assisted or not (Public Law 100-259 {S.557} March 22, 1988). COORDINATOR RESPONSIBILITIES The Iowa City Transportation Services Director is responsible for ensuring the implementation and the day-to-day administration of the Iowa City Transit Title VI Plan. The Civil Rights Coordinator will be responsible for investigating complaints only. The Iowa City Transportation Services Director will be responsible for implementing, monitoring, and ensuring the City's compliance with the Title VI regulations. GENERAL RESPONSIBILITIES A. Public Dissemination The City of Iowa City will disseminate Title VI Program information to Iowa City Transit employees, sub -recipients, and contractors, as well as the general public. Public dissemination will include posting of public statements, inclusion of Title VI language in contracts, and announcements of hearings, and meetings in minority newspapers when determined necessary and funding is available. B. Prevention of Discrimination Procedures will be implemented to detect and eliminate discrimination when found to exist, including, but not limited to, issues of accessibility of training to all qualified City employees. All complaints are confidential and may be made available to those assisting in an investigation. C. Reporting The Iowa City Transportation Services Director will be responsible for any reporting required by Iowa DOT and/or FTA. D. Remedial Action The City of Iowa City will actively pursue the prevention of any Title VI deficiencies or violations and will take the necessary steps to ensure compliance through a program review with the program administrative requirements. If irregularities occur in the administration of the programs operation, procedures will be promptly implemented to resolve Title VI issues and reduce to writing remedial action agreed to be necessary, all within a period not to exceed 90 days. Iowa DOT will be notified of any complaint filed at the City of Iowa City involving Title VI issues, as to any resolution. FILING A COMPLAINT Eligibility A If any individual, group of individuals, or entity believes that they or any other program beneficiaries have been subjected to discrimination prohibited by Title VI nondiscrimination provision as a recipient of benefits and/or services, or on the grounds of race, color, national origin, or sex, they may exercise the right to file a complaint with the City of Iowa City. Every effort will be made to resolve complaints informally at the agency, recipient, and/or contactor level. Time Limitation on Filing Complaints Title VI complaints may be filed with: • City of Iowa City/Iowa City Transit • Iowa Department of Transportation • Federal Transit Administration • U.S. Department of Transportation In all situations, Iowa City Transit employees must contact the Iowa City Transportation Services Director and/or the Iowa City Civil Rights Coordinator immediately upon receipt of Title VI or related statutes complaints. Complaints must be filed not later than 180 days after: • The date of the alleged act of discrimination; or • The date the person became aware of the alleged discrimination; or • Where there has been a continuing course of discriminatory conduct. Complaints must be in writing, and must be signed by the complainant and/or the complainant's representative. The complainant must set forth as fully as possible the facts and circumstances surrounding the claimed discrimination. A Title VI complaint form is available at the Iowa City City Clerk's office, the Iowa City Transportation Services office, or the Iowa City Civil Rights Coordinator's office during normal business hours. INTERNAL COMPLAINT PROCESSING 1. The Iowa City Civil Rights Coordinator acting as Title VI Coordinator, along with the City Manager, will review the complaint upon receipt to ensure that all information is provided, the complaint meets the 180-day filing deadline, and falls within the jurisdiction of the City. 2. The Iowa City Civil Rights Coordinator will then investigate the complaint. Additionally, a copy of the complaint will be forwarded to the City Attorney. 3. If the complaint warrants a full investigation, the complainant will be notified in writing by certified mail. This notice will name the investigator and or investigating agency. The City will also notify the Iowa Department of Transportation Office of Employee Services/Civil Rights. 4. The party alleged to have acted in a discriminatory manner will also be notified by certified mail as to the complaint. This letter will also include the investigators name and will request that this party be available for an interview. 5. Any comments or recommendations from legal counsel will be reviewed by the Title VI Coordinator. 7 6. Once the City of Iowa City is notified of Iowa Department of Transportation Office of Employee Services/Civil Rights investigative report findings, the City will adopt a final resolution. 7. All parties will be properly notified of the outcome of the Iowa Department of Transportation Office of Employee Services/Civil Rights report. 8. If the complainant is not satisfied with the results of the investigation of the alleged discriminatory practice(s), s/he shall be advised of their right to appeal Iowa DOT's Office of Employee Services/Civil Rights decision. Appeals must be filed within 180 days after the City of Iowa City's final resolution. Unless new facts not previously considered came to light, reconsideration of the City's determination will not be available. The foregoing complaint resolution procedure will be implemented in accordance with the Department of Justice guidance manual entitled "Investigation Procedures Manual for the Investigation and Resolution of Complaints Alleging Violations of Title VI and Other Nondiscrimination Statutes". TRANSIT RELATED TITLE VI INVESTIGATIONS, COMPLAINTS, AND LAWSUITS There are no active lawsuits or complaints alleging discrimination on the basis of race, color, or national origin with respect to transit service provided by Iowa City Transit. Iowa City Transit has not been asked to take part in any local, state, or federal civil rights compliance reviews in the past three years. Iowa City Transit has not undertaken any federally funded construction projects in the past three years. PROMOTING INCLUSIVE PUBLIC PARTICIPATION Public participation procedures are established to allow and encourage participation in Iowa City Transit's service area and include low income and minority individuals and those with limited English proficiency. Iowa City Transit's Public Participation Plan (PPP) has been prepared to ensure that no one is precluded from participating in Iowa City Transit's service planning and development process. Iowa City Transit's PPP includes a description of when the public participation plan is used, regional partnerships/capital programming, meeting locations, addressing comments, and the identification of stakeholders. When the Public Participation Plan (PPP) is Used Iowa City Transit will use its PPP when considering fare changes, modifications to routes and schedules, and other transit planning projects. Including: • Any fare increases for the cost of a general public fare, and subsequent adjustments to youth and reduced fares • A new route is established • Elimination of an existing route • A major service reduction involving 25% or more of the route miles of the system Iowa City Transit will post service change notices on appropriate buses thirty days in advance of the change date for minor schedule and service changes. 0 Regional Partnerships/Capital Programming For its capital programming, including major facility and bus procurement, Iowa City Transit uses the Metropolitan Planning Organization of Johnson County's (MPOJC) adopted Public Participation Plan (PPP). The plan targets interest groups representing unique users of the transportation system as well as groups involved in the growth and development of the metropolitan area. The MPOJC PPP was adopted in July of 2022. This plan clearly indicates that the MPO's public participation process satisfies Iowa City Transit's public participation requirements for its Program of Projects and the notices for the regional Transportation Improvement Program (TIP). Iowa City Transit also participates in the Passenger Transportation Plan (PTP) process with other transportation services, both public and private, in the Iowa City Urbanized Area. The PTP is a short-range plan that analyzes all aspects of transit operations and is required by the Iowa Department of Transportation. The PTP Update is required every 5 years with and is reviewed annually by the MPOJC Urbanized Area Policy Board. Public participation regarding the PTP has been ongoing since 2007 with focus groups and interviews with transportation stakeholders, surveys, review of local plans, participation in regional transportation planning sessions, and the gathering of background information. Iowa City Transit will be represented on the MPOJC's PTP steering committee which is made up of local human services organizations and public transit providers. • Iowa City Transit participated in the MPOJC's Long -Range Transportation Plan open houses in Coralville, North Liberty, and Iowa City to gather public input regarding transit issues and participated in two surveys regarding transit service. The surveys were used in the MPOJC's 2050 Long -Range Transportation Plan. • Iowa City Transit is a member of the Johnson County SEATS Paratransit Advisory Committee. The Committee membership includes public transit providers and riders of the paratransit system operated by Johnson County SEATS. Various community stakeholders attend these meetings The Committee meets on a quarterly basis to discuss paratransit needs. • Quarterly transit manager meetings (or as needed), including Iowa City Transit, Coralville Transit, University of Iowa Cambus, and Johnson County SEATS. • Iowa City Transit is a voting member of the MPOJC Transportation Technical Advisory Committee (TTAC). The TTAC comments and makes recommendations to MPOJC's Urbanized Area Policy Board. • Iowa City Transit will also hold public hearings as needed regarding any change to the transit routes or fares. Meeting locations When determining locations and schedules for public meetings, Iowa City Transit will: • Schedule meetings at times and locations that are convenient and accessible for minority and LEP communities • Coordinate with community organizations and the MPO to implement public engagement strategies that reach out to members of affected minority and/or LEP communities • Consider media outlets that serve LEP populations 0 • Provide opportunities for public participation through written communications, group discussions, and one-on-one interviews. • Provide rides home from public participation meetings when transit is not in service or is infrequent Addressing Comments All comments received through the public participation plan are given careful, thoughtful consideration. Because there are a number of different ways riders or members of the community can comment on proposed service or fare changes, all comments will be assembled into a single document for presentation to the Iowa City City Council. Identification of Stakeholders Stakeholders are those who are either directly or indirectly affected by a plan, or the recommendations of that plan. Those who may be adversely affected or may be denied benefits of a plan's recommendations, are of particular interest in the identification of specific stakeholders. While stakeholders may vary based on the plan or program being considered, Iowa City Transit will assemble a listing of stakeholders with whom we may regularly communicate by email or direct mail. Iowa City Transit has assembled a list of stakeholders; including: Community Transportation Committee Center for Worker Justice International Center/University of Iowa Neighborhood Centers of Johnson County PROVIDE MEANINGFUL ACCESS TO LEP PERSONS Iowa City Transit, with assistance from the MPOJC, has conducted the following analysis to meet requirements under Title VI of the Civil Rights Act of 1964. This Act seeks to improve access to services for persons with Limited English Proficiency (LEP). The following uses the Four Factor Analysis identified in the LEP Guidance. A. Four Factor Analysis Factor 1: Assessing the number and proportion of LEP persons served or encountered in the eligible service population Task 1, Step 1; Examine prior experiences with LEP individuals Iowa City Transit serves a diverse community. The University of Iowa brings people from all over the world to the Iowa City urbanized area which includes not only Iowa City but the communities of University Heights, Coralville, North Liberty, and Tiffin. Iowa City Transit has a service contract with the City of University Heights and operates in and around the University of Iowa campus. Most non-English residents residing in Iowa City are affiliated with the University of Iowa, either as an international student or visiting scholar. The University has, on average, an international student population of 2,000-3,000 persons on an annual basis as well as approximately 400 visiting scholars. Task 1, Step 2; Become familiar with data from the U.S. Census The Iowa City Urbanized Area includes the municipalities of Coralville, Iowa City, North Liberty, Tiffin, and University Heights. According to the U.S. Census Bureau, the population for the urbanized area was 84,672 in 2000, 91,881 in 2005, 103,152 in 10 2010,107,912 in 2014, 118,506 in 2019, and 125,395 in 2023. These numbers represent an average annual population growth of 1.7%. Iowa City's current demographics: Iowa City Statistics and Demographics Number Percent Iowa City Population 75,264 100.0 SEX AND AGE Male 36,738 48.8 Female 38,526 51.2 Under 5 years 3,141 4.2 5 to 9 years 2,998 4.0 10 to 14 years 2,691 3.6 15 to 19 years 8,791 11.7 20 to 24 years 18,288 24.3 25 to 34 years 10,921 14.5 35 to 44 years 7,301 9.7 45 to 54 years 6,214 8.3 55 to 59 years 2,709 3.6 60 to 64 years 3,071 4.1 65 to 74 years 5,346 7.1 75 to 84 years 2,543 3.4 85 years and over 1,250 1.7 Median age ears 26.3 X 18 years and over 64,758 86.0 21 years and over 53,293 70.8 62 years and over 10,784 14.3 65 years and over 9,139 12.1 18 years and over 64,758 86.0 Male 31,578 48.8 Female 33,180 51.2 65 years and over 9,139 12.1 Male 4,054 44.4 Female 5,085 55.6 RACE One Race 70,183 93.2 White 56,551 75.1 Black or African American 6,342 8.4 11 American Indian and Alaska Native 186 0.2 Asian 5,156 6.9 Asian Indian 994 1.3 Chinese 1,797 2.4 Filipino 101 0.1 Japanese 123 0.2 Korean 627 0.8 Vietnamese 821 1.1 Other Asian 693 0.9 Native Hawaiian and Other Pacific Islander 14 0.0 Some Other Race 1,934 2.6 Two or More Races 5,081 6.8 HISPANIC OR LATINO Hispanic or Latino of any race 6,088 8.1 Mexican 3,071 4.1 Puerto Rican 796 1.1 Cuban 232 0.3 Other Hispanic or Latino 1,989 2.6 Not Hispanic or Latino 69,176 91.9 White alone 54,459 72.4 HOUSEHOLDS BY TYPE Total Households 30,780 X Family Households 12,434 100.0 Married -couple family 9,912 79.9 Male householder, nospouse present 691 5.6 Female householder, nospouse present 1,831 14.7 Nonfamily households 18,346 59.6 65 years and over 3,229 10.5 Households with individuals under 18 years 5,202 16.9 HOUSING OCCUPANCY Total housing units 33,844 X Occupied housing units 30,588 90.4 Vacant housing units 3,256 9.6 Homeowner vacancy rate(percent) 0.0 X Rental vacancy rate(percent) 9.8 X HOUSING TENURE Occupied housing units 30,588 X Owner -occupied housing units 13,288 43.4 Average household size of owner- 2.52 X 12 occupied units Renter -occupied housing units 17,300 56.6 Average household size of renter- occupied units 1.99 ( X ) Source: U.S. Census Bureau, 2023 American Community Survey 5-year Estimates There were 2,084 international students according to the University of Iowa's fall 2024 enrollment statistics, which represents 6.5% of the University of Iowa student enrollment. The largest national representations of international students and scholars at the University of Iowa are from Asia, as shown below: UI International Students and Scholars: 5 Largest National Representatives National Representation Student Population Scholar Population China 484 134 India 387 115 South Korea 139 38 Nigeri 111 5 Iran 75 9 Source: The University of Iowa, International Programs Annual Report 20024 Task 1, Step 2A; Identify the geographic boundaries of the area that your agency serves The Iowa City Transit service area is defined by the city limits of Iowa City and University Heights, and the University of Iowa campus. (Transit Service Area Map of Iowa City Urbanized Area) Z 13 Task 1, Step 213; Obtain Census data on LEP population in your service area In determining the number or proportion of LEP persons in Johnson County, including the City of Iowa City, 2023 U.S. Census American Community Survey (ACS) data was evaluated. According to ACS data, 22,686 persons in Johnson County (15.5% of the population) spoke a language other than English at home. Of the 22,686 persons residing in Johnson County who spoke a language other than English at home, 7,714 (5.3% of the population) reported speaking English less than "very well", or in other words, would be considered to have limited English proficiency. The table below shows the language subgroups as follows: Persons in Johnson County Who Reported Speaking English Less Than "Very Well" Language Spoken Spanish Other Indo-European language Asian & Pacific Island language Other languages Number of Persons 1,734 1,903 2,067 2,010 Source: American Community Survey, 2023 ACS 5 Year Estimates Task 1, Step 2C; Analyze the data collected Percent of Total Population 1.2% 1.3% 1.4% 1.4% According to The University of Iowa's Fa112024: A Profile of Students Enrolled, China, India, South Korea, Nigeria, and Iran remain the top represented countries in the international student population. The number of students from Iran (75 students) increased from the fall of 2017 (63 students), but fell to fifth place behind Nigeria (111 students) in 2025. Malaysia (57 students from the fall 2017) is no longer one of the top 5 countries in the largest international student enrollment representations. While the same data is not available for the international scholar population, it can be assumed that past national representation trends found among the student population can be applied to the international scholar population, as three of the top five represented countries are the same for both international students and scholars in 2024. The University of Iowa offers skills courses, such as oral, writing, and listening, to students who do not speak English as their first language. These students are placed in specific courses based on ESL (English as a Second Language) testing results. The University does not offer intensive English courses. Iowa City Transit assessed the frequency with which staff and drivers have, or could have, contact with LEP persons. This includes documenting phone inquiries and surveying vehicle operators. To date, the transit agencies have had very little to no contact with LEP persons. Task 1, Step 2D; Identify any concentrations of persons within service area No large concentrations of LEP persons exist in the Iowa City urbanized area. 14 Task 1, Step 3; Consult state and local sources of data The Iowa City Community School District (ICCSD) and the Iowa Department of Education compile information regarding the number of students receiving English Language Learning (ELL) services. The ICCSD ELL services predominantly serve Spanish, Arabic, French, and Swahili speakers, similar to many of Iowa's schools. For the 2023-2024 school year, there are 14,378 students (IA Dept. of Education Certified Enrollment) in the ICCSD. Of those, 15.3% (2,200 students) receive English Language Learning services. This is up from the 12.6% (1,836 students) receiving ELL services in the 2019-2020 school year. Task 1, Step 4; Community organizations that serve LEP persons Iowa City Transit and MPOJC have current associations with local social service organizations, the Iowa City Community School District, Kirkwood Community College, and the University of Iowa and their International Student and Scholar Services (ISSS) center. All these organizations provide service for persons speaking limited English. Task 1, Step 4A; Identify community organizations LEP persons are served mainly by the University of Iowa's ISSS center Kirkwood Community College and local social service organizations that support immigrant and refugee populations. Task 1, Step 413; Contact relevant community organizations Iowa City Transit in collaboration with MPOJC has developed a working relationship with the University of Iowa's ISSS center for language assistance services. ISSS has agreed to assist the local transit agencies in Johnson County by distributing transit program information to international students and scholars. Task 1, Step 4C; Obtain information Working through the MPO, Iowa City Transit will continue to reach out to LEP persons and organizations in order to gather relevant information and provide transit information. Factor 2: Frequency with which LEP individuals come into contact with transit programs, activities, and services. Task 2, Step 1; Review the relevant programs, activities, and services you provide Iowa City Transit provides service on 13 regular routes from 5:50 a.m. — 10:45 p.m. All routes operate daily with 15-minute service on the Downtown Shuttle, 20-minute service on the Court Street, Lower Muscatine, and Towncrest routes, and 30-minute service on the South Iowa City, Oakcrest, and West Iowa City routes on weekdays during peak periods and over the midday off- peak period. Each of the Peninsula, North Dodge, Rochester, Highway 1, and South Gilbert routes operate with 30-minute service during peak periods and 60-minute service during the midday off- peak period. The Eastside Loop operates when Iowa City schools are in session. Evening service is from 6:30 p.m. — 10:15 p.m. with the South Iowa City, Peninsula, North Dodge, West Iowa City, Rochester, Highway 1, and South Gilbert routes operating on an hourly schedule. The Court Street, Lower Muscatine, and Towncrest routes operate with a 40-minute service and the Oakcrest remains on 30-minute service during the evenings. Saturday service operates all day following the weekday evening schedules for each route with service ending at 7:40 p.m., except for the Eastside Loop and Downtown Shuttle, which do not operate evenings and weekends. There is no fixed route service on Sundays. During peak periods Iowa City Transit operates 21 buses at maximum service. Sixteen buses operate weekdays off-peak. During evening hours and on Saturdays, 9 buses are in service. The Downtown Iowa City Transit Interchange is the hub of 15 Iowa City Transit's operations. All regular routes arrive and depart at the interchange except for the Eastside Loop, allowing for coordinated transfers between buses. Iowa City Transit began piloting fare -free service on all routes on August 1, 2023. While it was initially scheduled as a 2-year pilot program, Iowa City Transit plans to continue operating as a fare -free system for the foreseeable future. In August 2025, during a regularly scheduled meeting, the Iowa City City Council expressed their support to continue to provide fare free service and approved staff's recommendation to remove fare boxes from all Iowa City Transit revenue vehicles. All Iowa City Transit fixed route buses are lift/ramp-equipped. Demand responsive paratransit service is provided during fixed -route service hours operated by Johnson County SEATS. There are many places where Iowa City transit riders and members of the LEP population can come into contact with Iowa City Transit services. An important part of the development of Iowa City Transit's language assistance program is the assessment of major points of contact, including: • The use of bus service • Communication with customer service staff • Bus pass sales • Printed outreach materials • Web -based outreach materials • Public meetings • Transit app • Local news media • Audio announcements Amongst Transportation Services staff, four drivers and one maintenance team member speak Spanish, four drivers speak fluent French, two drivers speak fluent Swahili, one driver speaks fluent Hindi, Urdu, and Punjabi, one driver speaks fluent Kifuliru, Cimbema, and Lingala in addition to French and Swahili. Iowa City Transit employees indicate that encounters with customers who were unable to communicate in English are very rare. Table 1: Transportation Services Languages Spoken language Spanish French Swahili Punjabi Hindi Urdu Bamana Italian Li nga la Japanese Ewe Cibema Driver 4 4 2 1 1 1 1 1 1 1 1 1 WT Kifuliru Task 2, Step 2; Review information obtained from community organizations Through public input and planning sessions, Iowa City Transit has discovered that most community organizations want more transit or transportation service related to jobs, education, day care, and health care and have identified very few LEP issues. Task 2, Step 3; Consult directly with LEP persons LEP persons were consulted through the local planning process. Factor 3: Assess the nature and importance of the program, activity, or service provided by the program Task 3, Step 1; Identify your agencies most critical services Using public transportation is important to LEP persons as indicated from discussions with local groups and the University of Iowa. Iowa City Transit's most critical services include: • Fixed route services • Paratransit services • Coordination with other public transit agencies in the urbanized area If limited English is a barrier to using these services then the consequences for the individual are serious, including limited access to obtain health care, education, or employment. Critical information from Iowa City Transit which can affect access includes: • Route and schedule information • Fare and payment information • System rules • Information about how to ride • Public service announcements • Safety and security • Complaint forms • Communication related to transit planning • Information regarding paratransit services An example of Iowa City Transit's interior bus signage is included in Attachment F Task 3, Step 2; Review input from community organizations and LEP persons Iowa City Transit has received very little input from the community regarding problems with language barriers. Factor 4: Assessing the resources available to the recipient and costs Task 4, Step 1; Inventory language assistance measures currently being provided, along with associated costs Iowa City Transit provides the following language assistance measures to date: Multilingual 24-hour telephone service Language Line available on website 17 Identified employees that speak a language other than English Transit information on website can be translated into 95 different languages using built-in Google Translator tool Transit app available in English, French, Spanish, Italian, German, Portuguese and Dutch Cost for these measures is under $1500 annually. Task 4, Step 2; Determine what, if any additional services are needed to provide meaningful access Iowa City Transit will focus on the following service improvements: Translation of critical printed information including bus schedules, Paratransit application, Riders Guide, and Reasonable Modification Request form Translate Iowa City Transit service map into Chinese, French, Arabic, and Spanish. Task 4, Step 3; Analyze your budget Like most public agencies, Iowa City Transit's budget is constrained by several factors and staff resources are also limited. Devoting more resources to printing, webpage design, signage, and additional administrative costs are included in future transit budgets. Task 4, Step 4; Consider cost effective practices for providing language services Iowa City Transit will continue to work with the community and the university to provide cost effective practices including researching and pursuing language assistance products and translation services developed and paid by local, regional, and state government agencies. B. Developing a Language Assistance Plan a. Results of Four Factor Analysis: The City of Iowa City is part of the Iowa City Urbanized Area that includes a large university with over 32,000 students. Because of the University, many international students and faculty live in the Iowa City urbanized area creating the potential for language issues. As identified in the four -factor analysis, both the Hispanic/Latino and the Asian/Pacific Island populations were identified as needing language assistance since their populations were each over 5% of the total population in Iowa City. Because of the diversity of the Asian/Pacific Island population, Iowa City Transit approached the University of Iowa's International Student and Scholar Services to assist in identifying the top Asian/Pacific Island languages within the University system that may require language assistance. Chinese was identified as the top Asian/Pacific Island language. As a result, Iowa City Transit will continue to translate critical documents in Chinese and Spanish and make them available in hardcopy or Iowa City Transit's website. Bus schedules have been available in Spanish, French, English, Arabic, and Chinese since 2021. b. Language Assistance Services by Language: The following measures have or will be implemented to ensure LEP persons have adequate access to transit information: Iowa City Transit has identified any employees who speak a language other than English. For those employees who are able and willing to provide translation services, their services will be called upon as needed during fixed route service hours to interpret and assist LEP individuals. The City of Iowa City has a multilingual 24-hour telephone service, the Language Line. The Language Line is a three-way call translation service that can translate numerous languages. Language Line Services provides a sheet which lists the languages available for translation assistance. The language sheet can be used by transit agency staff to determine the language spoken by an LEP individual. • In 2022, the Iowa City Transit website was updated to allow for quick and easy translation of general transit information into approximately 95 different languages using Google Translate. Translation of critical printed information including Paratransit application, Title VI Notice, Title VI Complaint Process and Form, Riders Guide, and Reasonable Modification Request form into Spanish and Chinese. c. Notice to LEP Persons: Iowa City Transit will provide general public transit information, trip planning instructions using the Transit app and Google transit, and translated route and schedule information via the Iowa City Transit website. Handouts will be made available that contain information on language assistance services as well as a summary of important transit information and instructions for downloading the information from the website in another language. 19 The City of Iowa City also utilizes the Language Line Services for translation of languages that are not English. Language Line Services are free to the user and interprets from English into more than 170 languages and are accessible 24 hours a day, 7 days a week. Those seeking language assistance can visit the transit office and work with a customer service representative using language identification cards to inform us as to which language they speak. The individual needing language assistance can point at a language on the identification card which includes a message stating, "Point to your language". An interpreter will be called. The interpreter is provided at no cost to you. d. Monitor, Evaluate and Update Language Access Plan: All language assistance programs and procedures will be evaluated on an annual basis. The following will be monitored and reviewed annually: • The number of documented LEP persons encountered • How the needs of the LEP persons were addressed • Determine whether local language assistance programs have been effective • Determine if any changes in the level of assistance available on our website or through our Each encounter with an LEP person will be recorded by the bus driver/office is reported directly to the Transportation Services Director. The Title VI/LEP Plan includes a link to the Title VI/LEP Plan on the Iowa City Transit website at: https://www.iowa- city. org/WebLi n k/browse. aspx? id = 1 472428&d bid =O&repo=Citvof I owaCity Any person or agency with internet access will be able to access and download the plan from the above -referenced website. Alternatively, any person or agency may request a copy of the plan via telephone, fax, mail, or in person, and shall be provided a copy of the plan at no cost. LEP individuals may request copies of the plan in translation which will provided if feasible. e. Employee Training: Current and incoming employees will be trained on the policies and procedures of the language assistance program. Staff would have the necessary information provided to them to assist LEP individuals. The following information will be available to assure staff can adequately assist LEP persons: • Information on Title VI Policy and LEP responsibilities • Description of language assistance services offered to the public • Contact information of chosen bilingual staff who have agreed to assist in translation services • Documentation of language assistance requests • Use of the Language Line Services 20 • How to handle a potential Title VI/LEP complaint C. Safe Harbor Provision As identified in the four -factor analysis, Iowa City Transit identified Spanish speakers (1,756 households) and Asian and Pacific Island speakers (1,735 households) as requiring language/written materials assistance. The Asian language speakers were also identified in the analysis of the University population. Information regarding translation services for these populations is included on the Iowa City Transit. 21 DIVERSITY ON PLANNING AND ADVISORY BODIES Iowa City Transit is part of the City of Iowa City which has an elected City Council to oversee Iowa City Transit activities. The Mayor and one City Councilor are Black while the remaining Councilors are Caucasian. There are a total of 3 women and 4 men on the Iowa City City Council. Johnson County SEATS, a paratransit subrecipient to Iowa City Transit, has a 7-member advisory committee including Iowa City representatives. All current members of this advisory committee are Caucasian. This committee meets quarterly. ASSISTANCE TO SUBRECIPIENTS Johnson County SEATS, a paratransit subrecipient to Iowa City Transit, by contract requires SEATS to comply with their Title VI Program and to report any Title VI complaints. As primary recipient, Iowa City Transit will provide the following information to Johnson County SEATS: • Sample notices to the public informing beneficiaries of their rights under DOT's Title VI regulations, procedures on how to file a complaint, and the recipient's Title VI complaint form. • Sample procedures for tracking and investigating Title VI complaints filed with a subrecipient, and when the primary recipient expects the subrecipient to notify the primary recipient of complaints received by the subrecipient. • Demographic information on the race and English proficiency of residents served by the subrecipient. This information will assist the subrecipient in assessing the level of service it provides to the community and in assessing the need for language assistance. • Other information will be provided at quarterly meetings with the transit systems in the Iowa City urbanized area. MONITORING SUBRECIPIENTS In order for Iowa City Transit to ensure compliance with Title VI requirements by a subrecipient, Iowa City Transit shall undertake the following activities: • Document its process for ensuring that all subrecipients are complying with the general reporting requirements, as well as other requirements that apply to the subrecipient. • Collect Title VI Programs from subrecipients and review programs for compliance. • At the request of FTA, in response to a complaint of discrimination, or as otherwise deemed necessary by the primary recipient, the primary recipient shall request that subrecipients who provide transportation services verify that their level and quality of service is provided on an equitable basis. • Iowa City Transit will meet annually with Johnson County SEATS to ensure compliance. DETERMINATION OF SITE OR LOCATION OF FACILITIES The future Iowa City Transit Operations and Maintenance Facility is in the design stage after a 2023 Low/No Emissions Award for a new facility and four replacement electric buses. We expect to commence revenue operations in the new facility by 2029. This facility will be built on property currently owned by the City of Iowa City. 22 Attachment A: 2024 Certifications and Assurances **FY2025 Certifications and Assurances not yet available at the time of writing this document 23 Cert[fications and Assurances Fiscal Year 2024 FEDERAL FISCAL YEAR 2024 CERTIFICATIONS AND ASSURANCES FOR FTA ASSISTANCE PROGRAMS (Signature pages alternate to providing Certifications and Assurances ire TrA S.) dame of Applicant; Iowa Glty Transit The Applicant certifies to the applicable prov[sions of au categories; (check here) �. 0.11 The App[icanE oertifies to the applicable provisions of the categories it has selected: Category Certification 01 rti#ications and Assurances Required of Fvery Applicant 0 ?Lrbiiu Transportat[on Agency Safely Plans 03 Tax Liability and Felony Conaictions X 04 Lobbying x OS Private Sector Protcutions X 06 Transit Asaet Marwgcmcrit Plan x 07 Roll[ng Stook Buy Arnoriva Reviews and Bus Testing 08 (frbanixed Area Formula Grants Program 09 Formu[a Grants for Rurai Areas 10 Fixed Guideway Capital Invostment Grants and the Expedited Project Delivery for Capital investment Grants Pilot Pmgrmn 11 Grants for Buses and Bus Facilities and Low urNa Ern ission Vehicle Deployment ["want Pn)gratns 24 Certifications and Assumecs Fiscal Year 204 X 12 Enhanced Mobility of Seniors and Individuals with Disabilities Programs 13 State of Goad Repair Grants NIA 14 Infrastruct= Fioame Programs 15 Alcohol and Controlled Substancos Testing 16 Kai] Safety Training and Dvcrsight A I1h 17 I]emand Responsive Scrylicc Rlth 18 Tnte.rok and Financing Costs .11A 19 Cybersecurity Certifioa[ion for )Raii Rolling Mack and OperatiorLs NA 20 Yribal Transit Programs NSA 21 Emergent belief Program, }G nOrY9 A111 A S $FCAMULUL, 'a rR AFF IRMATI ON OF APPLICANT Name of tk Applicant; C ilY Of lOW$� .. i3y sICNWQ BELOW, on behalf of do ApocmI dleelare tlot iL has duly aothorircd me to make lhcac Certifiestioos aml I ,MFSD= and bind ils pomphancc. Thus, ii %;tees [p mnply wiLtL all'fodorml loins, regulalians, aid reyuiremerm, fsllLow aMlicabk federal juldarm. and comply with the Cartiiiultions and ASsw oriceR as Indieat3doo the 6wrg0ix pogo applicable to mh dppllcatian its Autivrdad Raprmw1ativo rnokes hr the'Federal TnrIs4 Adminisfiadoo (F UA) in Ek fcdcral fiawl year, imnpediucor heLhertel L,idividual that acted on hl9 oc het hpplJcanfskhelfuontienos W rgpmoru it. The Ccv i r, adior4 and A=L nees Llhe ApOicami scLo to apply W eacb Award for which it cow 9eak', or may Later m:k. rsdetat 0.5Sis� to beawardcd by PTA during the fUml 118c*1 year. 'rhe App i=kI offima Lhe traNl0nese and aoaarai;y ofthr Cwtificalione and AM-1— Lt hes selected in Iho StiteWtfls SWmsGtted with this cLuLv3MIwt aad amp -o bcr submicslnn m3dc to FCA, Llhd Kkmowirdges that t$e Program 1$aad Civil Remedies AcL of I'MG 31 U.S.C. § 380[ ea req, and imp[emertUnk U-S- QO'f rWJEL WU, "Program RaudClvil Rarefies,"49 CM pwt 3L, epphy la MY Wrlik*on,aesararice or oubMiWnn made to FTA. Ticcriminal proulsiansuf 18 U.S.C. 0 1001 alpirly to any aetlii MICIn, asaoranx, Orsubmnisslon made in aoafyeNioa with a 6e6ee*L public tmnsport9limt program uWu)iizod by 49 U. S.C. shapler 53 or any Aher statute 25 Certifications and Assurances Fiscal Year 2424 In signing dii> document, I dlclerr under penalties of lwgw3 that tlr li+rr(eoirrg ('ertitic:rtrons ajnd ;�ssuran+-r� and un) other sraternenis maclrjn me on be the .AWic wt are Mr and acruraie- Signdnrt date: `�,il z 5r Geoff Fruin. City Manager AuthoruLd Rcliw= wuireofApplicant OFFIRNi.%1'1dtiOF 4PPUCAS,T'S.%TTOR\El' I`nr i Name of Applicantl- As the undersil d Anomc) Cur the nho.e-named Applicant. I hereby affirm to the Applieusit ilia[ it has autlwnty under scale, local, or nibn! go%tnmikv lint, as applir:abh. ui make and comply with the ('LYlifrcittinni raid Assurances as indicauq nn the fotcgoing pMers. I further affirm thin. in my upiniun. the Certifications and AsiueancLi iia+c Ixea Itualh made and constitute kgA and binding obligation, cim :I. III rthcr attire that. to the best of It know lcdgc, there is no Icgislaiinn or litigntion pending or imminent dine[ might adservcI ntTe he salidith of these Ccrulkatroni and Assurarrrxf. or ofihe perfonnaike or its F1'A arsisied A++,rd 4 Sipriaturc balk 9-'Z ' V N .,n, Eric Goers, City Attorney Atiorncy lbrApplicant !_�.c h . Ily�luxrrH Mr jerkitil cr,ssramncr to hr wa+s*d by FT4 iwrrss panridr art ,�Ui ntniron ni.�{nsrr. mir s .}rr recce[ fmriarnmg in she Apiphemri's legal cupuc,4. fhr 4pplicats earl• enfer hr elrcrronrc signurnre in heu of fire Jsscrrns*t''s sigriarure N'irhix Tr AIL . r"vickd fire Applicant iwx ou file and ssplcyukd to Tr-4,ti.5 flrir hard-i opt• Vimiarinn. slgwil by Ole musinrr-and darnel shis%ckrr,rl beat )res. NET Attachment B: Iowa City City Council Resolution Approving Title VI Prepared by: Darian Nagle -Lamm, Director of Transportation, 1200 S. Riverside Drive, Iowa City, IA 52245 319-356-5156 RESOLUTION NO. Resolution Approving the Iowa City Transit Title VI and Limited English Proficiency Plan WHEREAS, Title VI of the Civil Rights Act of 1964 prohibits discrimination based on race, color, or national origin by agencies such as Iowa City Transit in any programs and activities that receive federal funds; and WHEREAS, the Federal Transit Administration (FTA) requires adoption, and renewal every three years of a transit -specific Title VI Program and Limited English Proficiency Plan for Transit operations receiving federal funding; and WHEREAS, the City should rescind the Title VI Program Plan for Iowa City Transit adopted in 2019, and adopt the attached, revised plan to ensure compliance with Title VI and similar federal laws prohibiting discrimination in the use of federal funds. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA, THAT: 1. The attached Title VI and Limited English Proficiency Program Plan for Iowa City Transit is approved. Passed and approved this 1 st day of April, 2025. ATTEST: CITY CLERK MAYOR It was moved by and seconded by adopted, and upon roll call there were: Approved by City Attorney's Office AYES: NAYS: ABSENT: Alter Bergus Harmsen Moe Salih Teague Weilein the Resolution be 27 Attachment C: Iowa City Transit Title VI Complaint Form IOWA CITY TRANSIT TITLE VI COMPLAINT FORM This form may be used to file a complaint with the City of Iowa City based on violations of Title VI of the Civil Rights Act of 1964. You are not required to use this form, a statement that provides the same information may be provided to submit your complaint. Complaints must be submitted within 180 calendar days. Name: Street Address: Date: City: State: Zip: Telephone: (home) (work) Individual(s) discriminated against, if different that above (use additional pages if needed). Name: Street Address: City: Telephone: (home) Date: State: Zip: (work) Please explain your relationship with the individual(s) indicated above: Name of agency and department or program that discriminated: Agency or department name: Name of Individual (if known): Address: City: State: Zip: Date(s) of alleged discrimination: Date Discrimination began Last or most recent date ALLEGED DISCRIMINATION: If your complaint is in regard to discrimination in the delivery of services or discrimination that involved the treatment of you by others by the agency or department indicated above, please indicate below the basin on which you believe these discriminatory actions were taken. Race Color National Origin Explain: Please explain as clearly as possible what happened. Provide the name(s) of witness(es) and others involved in the alleged discrimination. (attach additional sheets if necessary and provide a copy of written materials pertaining to your case). Signature: Date: Note: The City of Iowa City prohibits retaliation or intimidation against anyone because that individual has either taken action or participated in action to secure rights protected by policies of the City. Please inform the Iowa City Civil Rights Office if you feel you were intimidated or experienced perceived retaliation in relation to filing this complaint. 29 Attachment D: Title VI Contract Language for Transit Projects TITLE VI CONTRACT LANGUAGE During the performance of this contract, the contractor, for itself, its assignees, and successor in interest, (hereinafter referred to as the "contractor") agrees as follows: 1. Compliance with Regulation The contractor shall comply with the regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation (hereinafter referred to as DOT), Title 49, Code of Federal Regulations, part 21 (hereinafter referred to as the Regulations), as they may be amended from time to time, herein incorporated by reference and made part of this contract. 2. Nondiscrimination The contractor, with regard to the work performed during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection of and retention of subcontractors, including procurement of materials and leases of equipment. The contractor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program set forth is Appendix B of the Regulations. 3. Solicitation for Subcontracts, including Procurement of Materials and Equipment In all solicitations whether by competitive bidding or negotiations made by the contractor for work to be performed under a subcontract, including the procurement of material for leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor's obligations under this contract and the Regulation relative to nondiscrimination on the grounds of race, color, sex, or national origin. 4. Information and Reports The contractor shall provide all information and reports required by the Regulation or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information and its facilities as may be determined by the City of Iowa City, Iowa Department of Transportation or appropriate Federal Agency to be pertinent to ascertain compliance with such Regulation, orders and instructions. Where any information required of contractors in exclusive possession of another who fails or refuses to furnish this information, the contractor shall so certify to the Iowa Department of Transportation or the appropriate Federal Agency as needed, and shall set forth what efforts it has made to obtain the information. 30 5. Sanctions for Noncompliance In the event of the contractor's noncompliance with the nondiscrimination provisions of this contract, the City of Iowa City shall impose such contract sanctions as the Iowa Department of Transportation may determine to be appropriate, including, but not limited to: • Withholding of payments to the contractor under contract until the contractor complies and/or • Cancellation, termination, or suspension of the contract, in whole or in part. 6. Incorporations of Provisions The contractor shall include the provisions of paragraphs (1) through (5) in every subcontract, including procurement of materials and leases of equipment, unless exempt by Regulations or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontractor or procurement as the City of Iowa City, Iowa Department of Transportation, or appropriate Federal Agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. 31 Attachment E: Notice of Title VI Provisions CITY OF IOWA CITY NOTICE OF TITLE VI PROVISIONS The City of Iowa City (Iowa City Transit) operates its programs and services in compliance with the FTA Circular 4702.1 B and Title VI of Civil Rights Act of 1964, which states, no person in the United States shall, on the grounds of race, color, and national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity that receives Federal financial assistance. Any person who believes she or he has been aggrieved by unlawful discriminatory practice under Title VI may submit a complaint with Iowa City Transit. The Civil Rights Restoration Act of 1987 amended Title VI to specify that entire institutions receiving Federal funds, whether schools, colleges, government entities, or private employers must comply with Federal civil rights laws, rather than just the particular programs or activities that receive federal funds. If you feel you are being denied participation and/or benefits in this program, or otherwise being discriminated against because of your race, color, or national origin, or would like more information on Iowa City Transit's civil rights program and the procedures to submit a complaint you may contact: City of Iowa City Civil Rights Office 410 East Washington Street Iowa City, Iowa 52240 319-356-5022 http://www.icgov.orq/default/?id=1515 Iowa Department of Transportation Office of Employee Services — Civil Rights 800 Lincoln Way, Ames, Iowa 50010 Iowa DOT: 800-262-0003 Civil Rights Commission: 800-457-4416 A complainant may submit a complaint directly with the Federal Transit Administration (FTA) Office of Civil Rights, Attention: Title VI Program Coordinator, East Building, 5tn Floor-TCR, 1200 New Jersey Ave., SE, Washington, DC 20590. YOU SHOULD CONTACT THE ABOVE INDIVIDUALS AS SOON AS POSSIBLE BUT NO LATER THAN 180 DAYS AFTER THE ALLEGED DISCRIMINATION OCCURRED, OR IF THERE HAS BEEN CONTINUING COURSE OF CONDUCT, NO LATER THAN 180 DAYS AFTER THE ALLEGED DISCRIMINATION WAS DISCONTINUED. 32 This notice will be available on the Iowa City Transit website, on Iowa City Transit buses, and at the Iowa City City Hall. Esta notificacion estara disponible en el sitio web Iowa City Transit, en Iowa City autobuses de transito, y en las instalaciones de Transito Iowa City. it A�A14-131r±r±f4 M;j.gfk:j'.X A FAA]1M, f4M,,j.9fk:j-,1 xV, 4r±M. f4M,,,j.9fk:7'.x A%z lit o If information is needed in another language, contact 319-356-5022. 33 TITLE VI -YOUR RIGHTS Title VI of the 1964 Civil Rights Act requires that "No person in the United States shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." It shall be against the policy of Iowa City Transit to discriminate against an individual based upon that person's race, color or national origin. If you believe you have been subjected to discrimination you may file a complaint with the Iowa City Human Rights Coordinator. *Complaints must be filed within 180 calendar days from the date of the alleged incident. For more Information visit us on the web at www.icgov.org or call Iowa City's Human Rights Coordinator, Stefanie Bowers @ 319-356-5022, *7*79%A , AihAM4F1nRM : www.icgov.org *.1 319-356-50220 Para obtener mas informacion, visitenos en la web en www.icgov.org o flame al Coordinador Homanos Iowa City derechos, Stefanie Bowers @ 319-356-5022. D n CD CD z 0 0' 2) 0 C,� 35 Attachment G: Service Standards and Policies Iowa City Transit SERVICE STANDARDS AND POLICIES SYSTEMWIDE SERVICE STANDARDS To prevent discriminatory service design or operation, the FTA circular requires transit agencies to adopt system wide service standards and system wide service policies (policies are discussed later in this section). System wide service standards are required for the following criteria: ➢ Vehicle Load ➢ Vehicle Headway ➢ On -time performance ➢ Service Availability VEHICLE LOAD To ensure Iowa City Transit customers can gain access to public transit services while balancing customer comfort, loading standards must be established and schedules devised that reflect customer volumes. This standard is measured as the ratio of customers on board to the seated bus capacity expressed as a percent. Values of 100 percent or less indicate all riders are provided a seated ride while values above 100 percent indicate standees. The following loading standard indicates the degree of crowding (i.e., standees) that is acceptable based on bus type and manufacturer's recommendation for safe, maximum loading capacity. These standards reflect standees in the center portion of the bus only, not in the stairwells. For ridership consistently above these standards below, Iowa City Transit will place a second bus on the trip. Standard: Acceptable load factors should never consistently exceed the following: (Industry Standard: 125-150% in urban areas, 175% in university systems) Iowa City Transit experiences heavy demand on a daily basis as a result of providing service on a university campus. It operates a uniform fleet of 40' buses. This has resulted in the addition of "helper buses" to address capacity concerns. VEHICLE HEADWAY Vehicle headway (the time interval between two vehicles traveling in the same direction on the same route) standards at Iowa City Transit relate to frequency of service. This standard is one of the commonly applied measures of transit adequacy, particularly from the customer's point of 36 view. Consequently, it can be one service characteristic that is the course of customer dissatisfaction. In general, frequencies or "headways" (i.e., the time from one bus to the next at the same location) are established to provide enough vehicles operating past bus stops on a route to accommodate the customer volume and to stay within the recommended loading standards, which were discussed previously. If customer loads are light enough that more time is needed between vehicles to meet loading standards, then headways should be set on clock -face headways operating at 30 and 60-minute intervals. Standard: For periods in which service is operated, the standard minimum headways by type/time of service are as follows. (Industry Standard: Varies) The definition of the above service types/times is as follows: Weekday. Routes operated generally from 5:45 a.m. to 6:30 p.m., Monday -Friday. Weekday Night. Routes operated generally from 6:30 p.m. to 11:00 p.m., Monday -Friday. Saturday. Routes operated generally from 6:45 a.m. to 7:40 p.m. Sunday. Iowa City Transit does not operate fixed route service on Sunday. As with all standards, this headway matrix should be considered a guide, not an absolute measure. ON -TIME PERFORMANCE Published timetables must provide the transit customer with a reasonable guarantee that the scheduled service will operate, and will, additionally, operate on time. The dependability of Iowa City Transit is important to people who typically plan trips around the availability of bus service. Moreover, customers associate a time penalty with unreliable bus service that reduces the attractiveness of public transportation. There are several ways to measure Iowa City Transit's dependability. The first is whether service operates at all. Measures of actual versus scheduled service (missed trips) are expressed as the percentage of scheduled trips that are actually made. Iowa City Transit should have sufficient spare buses and bus drivers to assure that the standard is met. Standard: For Iowa City Transit, the missed trip standard is established at 99.0 percent. (Industry Standard: 90-95%) 37 On -time performance is also examined in terms of schedule adherence, which means the difference between scheduled time and the time the bus actually passes a particular location. The schedule adherence standard consists of two parts: 1) the definition of on time, and 2) the proportion of buses that operate within the on -time range. For purposes of establishing Iowa City Transit's on -time performance, "on -time" is established at zero minutes early to 7 minutes late. This allows the bus reasonable latitude for encountering general delays due to traffic, weather or other on -route delays, without unduly inconveniencing customers. Scheduled buses should never be early, for this would cause customers to miss the bus entirely and subject many riders to an even longer wait for the next scheduled bus. However, Iowa City Transit operates a significant number of "helper buses" to address capacity issues. "Helper Buses" provide the additional capacity needed to carry the number of people waiting for the scheduled bus. These buses are not considered when calculating the system wide on -time performance of the buses as they are used to assist the scheduled bus. Standard: The standard for Iowa City Transit's schedule adherence is established at 75% of scheduled trips system wide. Therefore, 15 out of every 20 scheduled bus trips should be considered "on -time" according to the standard. (Industry Standard: 73-75%) SERVICE AVAILABILITY A transit system inevitably receives many requests for service from citizens who are not within walking distance of a route, or who desire buses operating in their neighborhoods connecting with different destinations. Since transit resources are limited, it is unlikely that everyone will be accommodated to a satisfactory degree. Therefore, it is necessary to determine how to allocate the available resources to provide the best possible service. In developing measures for Iowa City Transit service, this standard has been divided into three separate components that reflect travel concentrations, trip purpose, and the need for bus service. The three components are: ➢ Production End representing the trip end that produces travel ➢ Attraction End that attracts travel ➢ Bus Stop Spacing Production End. Determination of which residential neighborhoods should be candidates for service is a function of reasonable walking distance. Numerous studies have indicated that the maximum distance an average person can reside from a bus route and still be considered to "have service" is approximately one -quarter mile, which is roughly equivalent to a five-minute walk. Standard: The standard will be 85% of the population within % mile walking distance between home and an Iowa City Transit bus stop or attraction. (Industry Standard: % mile, 85-90%) This route coverage guide is just that -a guide. It is not an exact measurement. In some areas, the street pattern is not uniform or major generators are further apart than the guide indicates. Iowa CityTransit's service may not and should not conform to the guide in all areas due to other factors such as population density and operational hours compared to destination. Attraction End. Major traffic generators in the Iowa City community create a transit opportunity. Standard: Iowa City Transit will apply the following standards when considering service modifications. • Hospitals/Nursing Homes. These usually do not attract a large number of trips. These facilities do, however, often serve those who depend on transit. Therefore, institutions of 100 or more beds may be considered candidates for Iowa City Transit service. (Industry Standard: None Found) • Colleges/Schools. Students in a university community often comprise a major segment of the transportation dependent population. For this reason, colleges and post -secondary schools have been included in the availability standard. Those institutions with an enrollment of at least 1,000 students warrant consideration for service. (Industry Standard: None Found) • Shopping Centers. Shopping trips constitute a major reason for transit travel. Shopping centers with more than 100,000 square feet of leased retail space are large enough to warrant consideration for Iowa City Transit service. Mixed -use retail, housing and office complexes can also be included within this category. (Industry Standard: None Found) • Social Service/Government Centers. Public Agencies, government centers and community facilities attract significant traffic volume. While the nature and size of these facilities varies greatly, it can be generally stated that those serving at least 100 clients daily warrant consideration for public transit service. (Industry Standard: None Found) Bus Stop Spacing While route alignments are the primary determinants of transit availability, a second influence on the proximity of transit is the bus stop spacing along these routes. Obviously, stops at every intersection provide the shortest walking distance to the bus, but may not be warranted based on other considerations. Therefore, a bus stop spacing standard must consider service area density and land characteristics served. Using these criteria, Iowa City Transit has developed two categories, Campus and Non -Campus, and established standards for each. Standard: The general bus stop spacing standard for Iowa City Transit is summarized below: (Industry Standard: Varies, most far -sided) 39 Bus Stop Spacing Standard Campus Every other building Non -Campus Every % mile It should be noted that in some instances, the bus stop spacing standard should be discarded in favor of simply considering the location of customer concentration. This is especially true for stops that serve major activity centers or high -density residential locations. The exact placement of a bus stop in the area of a signalized intersection is also a matter of concern. Generally, far -sided bus stops will be the Iowa City Transit standard unless determined, on a case -by -case basis, that other factors, such as business ingress/egress or congestion issues, dictate otherwise. SYSTEMWIDE SERVICE POLICIES The FTA circular requires system wide service policies for distribution of transit amenities, vehicle assignment and for transit security. Policies differ from standards in that policies are not necessarily based on a quantitative threshold and are actions or procedures as opposed to standards that are rules or principles. DISTRIBUTION OF TRANSIT AMENITIES Title VI circular requires that Iowa City Transit maintain service standards for the distribution of various transit amenities, including bus shelters, benches, route map/timetable, and trash receptacles owned by Iowa City Transit. There are several amenities that are placed at bus stops by private entities. These are not governed by these standards. The Iowa City Transit standard for each of these amenities is described below. Bus Shelters. A major concern of transit riders, especially regarding inclement weather, is the amount of time spent on the street exposed to the elements. The abundance of cold and windy conditions is of particular concern in Iowa. The placement of shelters and the development of a priority location program are based upon the following: • Number of boarding and/or transferring customers at a specific stop, • Amount of shelter from the elements or lighting at or near the stop, and • ADA considerations • Safety concerns • Customer comments received Policy: Shelters should be provided at stops which serve 150 or more boarding daily and/or transferring customers or which serve concentrations of elderly or disabled residents. Shelters should be at least 5' by 8' and be enclosed on three sides. Service information including route numbers and colors, maps and schedules that serve the stop should be displayed. (Industry Standard: Varies) .0 Benches. Benches represent a medium level of amenity to provide greater comfort for Iowa City Transit customers. Policy: Benches may be installed independently at bus stops that do not have shelters. For these benches, they should be placed facing the street, a minimum of 6 to 8 feet from the bus stop sign and anchored in place. (Industry Standard: None Found) Digital Signage Iowa City Transit provides real-time vehicle tracking technology to assist customers in conveniently using the transit service. One of the techniques used to convey this information is through digital signs at the bus stop. Policy: Iowa City Transit will increase digital signs at major transfer locations throughout its system. Route Map/Timetable. Iowa City Transit's printed route map/schedule provides information for the general public at the bus stop where they will be boarding the bus. Policy: Iowa City Transit's route map/timetables are provided in all shelters. They are also provided at major transfer points throughout the system. (Industry Standard: Shelters and Transfer Points) Trash Receptacles. Trash receptacles are located only at bus stops with a larger number of boardings, usually in conjunction with a bus shelter. Policy: Iowa City Transit provides trash barrels at shelters. (Industry Standard: None Found) These standards are guidelines only in placement of amenities throughout Iowa City Transit's system. Not all bus stop locations are able to physically accommodate the amenities. VEHICLE ASSIGNMENT Vehicle assignment refers to the process by which vehicles are placed into service on routes throughout the system. The following policy has been established. Policy: Iowa City Transit has a uniform fleet consisting of 40' heavy-duty buses. Buses are rotated and randomly assigned to a route. (Industry Standard: Random with Exceptions for Route Geometrics and Lower Demand) TRANSIT SECURITY Transit systems are required to develop security policies that will protect employees and the public against any intentional act or threat of violence or personal harm, either from criminal 41 activities or terrorist acts. In response to this requirement, Iowa City Transit provides the following security policy: Policy: Iowa City Transit buses are equipped with two-way radios to communicate security concerns and security cameras as a method to after -the -fact review situations that may occur on the bus. All Iowa City Transit bus shelters will have nearby lighting to ensure customers security while waiting or exiting a bus. Additionally, all Iowa City Transit buses display signage educating customers on what to look for and do if they find a suspicious package. Also, all new bus drivers are provided with transit security training consisting of: warning signs, what to look for and procedures to follow in security situations. Finally, Iowa City Transit works with the Iowa City Police Department to simulate emergency situations on an Iowa City Transit bus. (Industry Standard: Larger systems have protocols for various emergency scenarios; smaller systems have language similar to the above.) Item Number: Ta. a CITY OF IOWA CITY "QF T-4 COUNCIL ACTION REPORT April 1, 2025 Motion setting a public hearing for April 15, 2025 on an ordinance conditionally rezoning approximately 0.06 acres for a portion of the property located at 691 E. Foster Rd. from High Density Single -Family Residential zone with a Planned Development Overlay (OPD/RS-12) to Low Density Single -Family Residential (RS-5) zone. (REZ25-0003) Attachments: REZ25-0003 Staff Report Final w Attachments STAFF REPORT To: Planning and Zoning Commission Item: REZ25-0003 GENERAL INFORMATION: Applicant/Owner: Contact Person: Prepared by: Madison Conley, Associate Planner Date: March 5, 2025 Foster Road Development, LLC 340 Herky St North Liberty, Iowa 52317 (319) 351-2028 gstiltner(a�stillnerelectric.com Ron Amelon MMS Consultants, Inc 1917 South Gilbert St Iowa City, Iowa, 52240 (319) 631-2703 r.amelon(a)-mmsconsultants.net Requested Action: Rezoning of 0.06 acres from High Density Single - Family Residential with a Planned Development Overlay (OPD/RS-12) zone to Low Density Single - Family Residential (RS-5) zone. Purpose: To rezone to a zone that provides consistency with Lot 25 Conway's Subdivision and to make it more appealing to a potential buyer. Location: Location Map: Size: Existing Land Use; Zoning: Surrounding Land Use; Zoning Portion of 691 E Foster Rd 0.06 Acres High Density Single -Family Residential with a Planned Development Overlay (OPD/RS-12) North: Multi -Family Residential, OPD/RS-12 South: Vacant, High Density Single -Family Residential (RS-12) K East: Single -Family, Low Density Single -Family Residential (RS-5) West: Vacant and Multi -Family Residential, OPD/RS-12 Comprehensive Plan: Public/Private Open Space Neighborhood Open Space District: Foster Road North District Plan: Single-Family/Duplex Residential Public Meeting Notification: Property owners and occupants within 500' of the property received notification of the Planning and Zoning Commission public meeting. A rezoning sign was posted along St. Anne's Drive in front of the property that is for sale. File Date: January 27, 2025 45 Day Limitation Period: March 13, 2025 BACKGROUND INFORMATION: The owner, Foster Road Development, LLC, is requesting approval for the rezoning of approximately 0.06 acres of land from High Density Single -Family Residential with a Planned Development Overlay (OPD/RS-12) zone to Low Density Single -Family Residential (RS-5) zone for a portion of the property located at 691 E Foster Rd. Concurrently with the rezoning, the owner has applied for a boundary line adjustment to increase the size of Lot 25 Conway's Subdivision. The proposed boundary line adjustment and rezoning will have impacts on Lot 5 Forest Hill Estates and Lot 25 Conway's Subdivision. The subject property is a part of Lot 5 Forest Hill Estates Subdivision. The boundary line adjustment request is to take 0.06 acres from Lot 5 Forest Hill Estates and move it to Lot 25 Conway's Subdivision. These two lots have two different zoning designations. To approve the boundary line adjustment, the zoning must be consistent. Hence the request for the rezoning. The map below shows Lot 5 Forest Hill Estates and Lot 25 Conway's Subdivision. Subdivision boundaries are show in purple. The area proposed to be rezoned is generally shown in the red dashed line. This area is also the area proposed to be part of Lot 25 with the boundary line adjustment application. 3 The applicant has indicated that the purpose of the proposed rezoning is to have consistent zoning on Lot 25 and to increase the size of Lot 25 to make it more appealing to potential buyers. That said, the subject property is located within a conservation easement and will not provide any additional development potential to a future buyer. In terms of case history, the subject property was rezoned and subdivided in 2017 and 2018. As of today, some of the land has been developed. Here's a summary: In 2017, a rezoning was approved for land located south of I-80 between Dubuque Street and Prairie Du Chien Road (including the subject property). That rezoning rezoned 50.11 acres to OPD/RS-12 zone and 3.18 acres to Commercial Office (CO-1) zone to allow for multifamily residential and office development (REZ17-00017). In 2018, the City adopted a resolution that approved the preliminary plat of Forest Hill Estates (SUB18- 00004 & Res. No 18-96) and the Final Plat for Forest Hill Estates was adopted in May 2018 (SUB18- 00008). The Final Plat includes a conservation easement that applies to the subject property. See Attachment 2. In 2024, a Major Site Plan for Lot 5 Forest Hill Estates was approved for a total of 5 buildings and 19 dwelling units. These units are currently under construction. Additionally, Lot 25 Conway's Subdivision was created with the final plat, which was recorded in 1953. Since the land was subdivided in 1953, Lot 25 has remained undeveloped and is a total of 8,755 square feet. A good neighbor meeting was not held for this rezoning. Attachment 3 includes the applicant submittal materials such as the Rezoning Exhibit and the Applicant Statement which describes the rationale behind the request. ANALYSIS: Current Zoning: The subject property is currently zoned OPD/RS-12. The purpose of the RS-12 CI zone is to provide for development of single-family dwellings, duplexes and attached housing units at a higher density than in other single- family zones. Properties zoned RS-12 allow townhome style multi -family with up to six units attached. The maximum height in this zone is 35'. An OPD was required due to impacts to sensitive areas and the mix of housing types proposed which includes a large-scale multi -family building that provides housing to seniors, as well as townhome style multi- family residential units. Proposed Zoning: The applicant is proposing to rezone the subject property to the RS-5 zone. The intent of the RS-5 zone is to provide housing opportunities for individual households. The regulations allow for some flexibility of dwelling types to provide housing opportunities for a variety of household types. This zone also allows for some nonresidential uses that contribute to the livability of residential neighborhoods, such as parks, schools, religious institutions, and daycare facilities. Table 1 includes the minimum lot size required for detached single-family, duplexes, and attached single-family housing types in the RS-5 zone. Table 1. RS-5 Zoning Summary Minimum Lot Size (Sq. Ft. Detached single- family, including zero lot line 6,000 Duplexes 10,000 Attached single-family 5,000 Regardless of the zoning for the subject property no development will be allowed because it is located within an existing conservation easement. That said, the rezoning combined with the boundary line adjustment do change the land uses that are allowed on Lot 25 Conway's Subdivision. The proposed boundary line adjustment and rezoning of 0.06 acres (2,614 square feet) of the subject property would increase the square footage of Lot 25 to 11,369 square feet. With this increase, a duplex would be allowed. Attached single-family uses would also be possible; however, it would require a subdivision. Lastly, since the proposed zoning does not follow existing parcel boundaries, staff is recommending a condition that no building permit shall be issued for Lot 25 Conway's Subdivision until the City approves a boundary line adjustment that conforms to the proposed zoning boundaries. Rezoning Review Criteria: Staff uses the following two criteria in the review of rezonings: 1. Consistency with the comprehensive plan; 2. Compatibility with the existing neighborhood character. Compliance with the Comprehensive Plan: The subject property is reviewed to the North District Plan and the IC2030 Comprehensive Plan. The Future Land Use Map of the North District Plan identifies the subject property appropriate for Single-Family/Duplex Residential. This land use designation is intended primarily for single family and duplex residential development. The development density in this zone is 2-8 dwelling units/acre. Lower density zoning designations are suitable for areas with sensitive environmental features, topographical constraints, or limited street access. The IC2030 Comprehensive Plan's Future Land Use Map identifies the subject property as appropriate for Public/Private Open Space uses. 9 Additionally, the Housing element of the IC2030 Plan includes a goal aimed towards encouraging a diversity of housing options in all neighborhoods. The plan notes that one strategy to achieve this goal is by concentrating new development in areas contiguous to existing neighborhoods where it is most cost effective and to extend infrastructure and services. The Land Use element of the plan also encourages compact, efficient development that is continuous and connected to existing neighborhoods. The proposed rezoning to RS-5 is consistent with the land use policy direction of the City's adopted plans. The plans envisions both open space and housing in this area. The existing conservation easement will ensure the subject property will not be develop while also allowing more housing options on Lot 25 Conway's Subdivision. Compatibility with Existing Neighborhood Character: The subject property is bordered by RS- 12 to the southwest, OPD/RS-12 to the west, OPD/RS-12 to the north and RS-5 to the east. The street to the southeast of the subject property, St. Anne's Drive, is mostly comprised of single- family housing. However, there are duplexes at the corner of St. Anne's and Prairie Du Chien Road. The proposed boundary line adjustment and rezoning would allow for the development of a detached single-family home or duplex, which would be consistent with the development patterns and mix of housing types in the neighborhood. Staff finds the proposed rezoning request is consistent with the Comprehensive Plan and the North District Plan and compatible with the existing neighborhood character. Transportation & Public Infrastructure: Figure 1 is an aerial image that shows Lot 25 Conway's Subdivision outlined in blue. Although St. Anne's Drive is adjacent to this lot it does not provide access to Lot 25. In this location St. Anne's Drive essentially dead ends and connects to Buresh Ave. Therefore, staff is recommending a condition that the Owner shall install additional pavement at the intersection of St. Anne's Drive and Buresh Avenue, similar in design to what exists at the other end of the block adjacent to 840-852 St. Anne's Drive to allow City vehicles to provide services to the lot without having to back up and the Owner shall submit construction drawings for the proposed improvements to be approved by the City Engineer. Figure 1. Aerial of Lot 25 C01 Sensitive Areas: The subject property is in an existing conservation easement that was established as part of the Final Plat and does not allow for development. The Final Sensitive Areas Development Plan for Lot 5 Forest Hill Estates identifies regulated sensitive features including critical and protected slopes, wetlands, and wooded areas. NEXT STEPS: Upon recommendation from the Planning and Zoning Commission, a public hearing will be scheduled for consideration by the City Council. STAFF RECOMMENDATION: Staff recommends approval of REZ25-0003, a proposed rezoning to rezone 0.06 acres of the property located at 691 E Foster Rd from OPD/RS-12 zone to RS-5 zone subject to the following conditions: a. In consideration of the City's rezoning of the subject property, Owners agree that no building permit shall be issued for Lot 25 Conway's Subdivision until the City approves a boundary line adjustment for the subject property that conforms to the zoning boundaries established by the rezoning ordinance to which this Agreement is attached. b. Prior to the issuance of a certificate of occupancy for Lot 25 Conway's Subdivision, Owner shall install additional pavement at the intersection of St. Anne's Drive and Buresh Avenue, similar in design to what exists at the other end of the block adjacent to 840-852 St. Anne's Drive, so as to allow City vehicles to provide services to the lot without having to back up. Prior to issuance of a building permit for said lot, Owner shall submit construction drawings for the proposed improvements and obtain approval of said construction drawing by the City Engineer. Any property acquisition needed to make said improvements shall be acquired by the Owner prior to the issuance of a building permit for said lot. ATTACHMENTS: 1. Location & Zoning Maps 2. Forest Hill Estates Final Plat 3. Applicant Submittal Materials Approved by. 1 �1'}">k► 0—anielle Sitzman, AICP, Development Services Coordinator Department of Neighborhood and Development Services ATTACHMENT 1 Location & Zoning Maps N W E S 0 0.010.01 0.02 Miles l i l i l m s'. REZ2 5-0003 691 E Foster Road Prepared By: Sanzida Rahman Setu Date Prepared: February 2025 ti� '9a ATTACHMENT 2 Forest Hill Estates Final Plat APPLICATION FOR FINAL PLAT FOREST HILL ESTATES. IN THE CITY OF IOWA CITY, JOHNSON COUNTY, IOWA LEGAL DESCRIPTION A RESUBDIVISION OF AUDITOR'S PARCEL W AS RECORDED IN BOOK 32, PAGE 52, OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; AUDITOR'S PARCEL'B' AS RECORDED IN BOOK 32, PAGE 53, OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; A PORTION OF THE NORTH HALF OF THE NORTHWEST QUARTER OF THE NORTHEAST QUARTER OF SECTION 3, TOWNSHIP 79 NORTH, RANGE 6 WEST, A TRIANGULAR PIECE LAYING IN THE NORTH HALF OF THE NORTHEAST QUARTER OF THE NORTHEAST QUARTER OF SECTION 3, TOWNSHIP 79 NORTH, RANGE 6 WEST, AND SOUTHEAST QUARTER OF THE SOUTHEAST QUARTER OF SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST, LYING SOUTH OF INTERSTATE 80, EXCEPT THAT LAND CONVEYED TO THE CITY OF IOWA CITY FOR FOSTER ROAD AS RECORDED IN BOOK 3058 PAGE 10F THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; THE PARCEL DESCRIBED IN TRUSTEE WARRANTY DEED RECORDED IN BOOK 5696, PAGE 474 OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; PART OF SOUTHWEST QUARTER OF THE SOUTHEAST QUARTER OF SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST, LYING SOUTH OF INTERSTATE 80; PART OF -SOUTHEAST QUARTER OF THE SOUTHWEST QUARTER SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST, LYING SOUTH OF INTERSTATE 80; PART OF SOUTHEAST QUARTER OF THE SOUTHWEST QUARTER OF THE SOUTHWEST QUARTER SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST LYING SOUTH OF INTERSTATE 80; AND ALL OF THE PARCEL DESCRIBED IN WARRANTY DEED 4879-681 OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; ALL LOCATED IN THE CITY OF IOWA CITY, JOHNSON COUNTY, IOWA: SAID PARCEL CONTAINS 50.15 ACRES, AND IS SUBJECT TO EASEMENTS AND RESTRICTIONS OF RECORD. 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MGMT ESMT wy/ \ / G6 T r -- - - — -' STORM I I / 'FOUND IOWA DEPARTMENT SEWER I / V IRON �/ 2, OUTLOT C TO BE DEDICATED TO THE CITY OF IOWA CITY FOR PUBLIC \ / EASEMENT R.O.W. OF LABOR t STORMWAT�R / / �I I — — — —L140 — — — — �{ h/ ' i ti D / ' REGISTRATION y �„ L62 MGMT ESMT/ FOUND P / -` I / . / 3. SEE SHEET 2 FOR CONSERVATION EASEMENTS NO. 00527328 \�s L138 15 ° FOUND IR6N [ / ��/. STORM WATER I r -DEC / /" /� [ \ <so � / �ORM SEWER I I MGMT ESMT;;�4. LOT CORNERS ARE g�" R>;BAR UNLESS OTHERWISE NOTED. / n<7�_ a _ROD YPC WWW.HBKENGINEERING.COM ....... --- L135 i -- L25 �ji L38 5. ERROR OF CLOSURE IS LESS THAN 1:10,000. ' �/ I EX SANITARY SEWER ESMT r ` ~ DEVELOPER: FOSTER ROAD _. DEVELOPERS, LLC 340 HERKY STREET L9 L11 - NORTH LIBERTY, IA 52317 FOUNDIPOST FOUND RAIL 319-351-6788 FOUND RAIL OWNER: L7 _ -.- - � _ FOSTER ROAD FOUND RAIL FOUND RAIL DEVELOPERS, LLC FOUND RAIL s Lu k - I 340 ERKY STREET H TR T rl A>U- NORTH LIBERTY, IA 52317 OUTLOT "All FOUND RAILI 23,81 AC. 319-351-6788 r^ FO N PIN , ,S L2 N 1 1 CORNER SEC 3 DATE SUBMITTED: FCM MAY 29, 2018 DRAWING LOG REV ISSUED FOR DATE Ur Z /04/18 �- FOUND PIN 0 w. A FINAL PLAT SUBMITTAL o4 __.._. -. _....— — -..... -- --- _.. Ll64 I— LU w L27 r 1 ! w S a CORNER SEC 34 \ I I SCM -------�-_ =------ - �--------------------------------------_------___ -----� I i , I HEREBY CERTIFY THAT THIS LAND SURVEYING DOCUMENT WAS PREPARED AND THE RELATED SURVEY WORK WAS PERFORMED BY ME �tttt ti L r�1<<�T� OR UNDER MY DIRECT PERSONAL SUPERVISION AND THAT I AM A DULY s IO'^144 �fop LICENSED LAND SURVEYOR UNDER THE LAM OF THE STATE OF IOWA. Q �3w-o x5 - 30 18 y CDTHOMAS E. SIGNATURE DATE LLI • HAGENSEE C - 09889 THOMAS E. HAGENSEE N : LICENSE NUMBER 09889 .�. 17' MY LICENSE RENEWAL DATE IS DECEMBER 31,201 S. PAGES OR SHEETS COVERED BY THIS SEAL: l 11 I II I IVlilt" ilt THIS SHEET ONLY STANDARD LEGEND Boundary or Property Line Existing Lot Line, Internal — — Section Line Right -of -Way Easement (Existing) — Easement (Proposed) — — — — — Property Corner, Found 0 Property Corner, Set O Section Corner - Found Recorded Dimensions (R) Measured Dimensions (M) INDEX LEGEND Location: PART OF SE 1/4 SEC. 34-T80N-R6W PART OF SW 1/4 SEC. 34-T80N-R6W PART OF NE 1/4 SEC. 3-T80N-R6W IOWA CITY, JOHNSON, IOWA Proprietor: FOSTER ROAD DEVELOPERS PO BOX 2208 IOWA CITY, IA 52244-2208 319-351-6788 Developer: FOSTER ROAD DEVELOPERS, LLC 340 HERKSY STREET NORTH LIBERTY, IA 52317 319-351-6788 Surveyor: Thomas E. Hagensee Company: HBK Engineering, LLC 509 S. Gilbert St. Iowa City, Iowa 52240 Return To: Thomas Hagensee, PLS 509 S. Gilbert St, Iowa City, Iowa 52240 PLAT/PLAN APPROVED by the City of Iowa City CITY CLERK DATE UTILITY EASEMENTS, AS SHOWN HEREON, MAY OR MATK6T, INCLUDE SANITARY SEWER LINES AND/OR STORM SEWER LINES, AND/OR WATER LINES: SEE CONSTRUCTION PLANS FOR DETAILS. UTILITYEASEMENTS, AS SHOWN HEREON, ARE ADEQUATE FOR THE INSTALLATION AND MAINTENANCE OF THE FACILITIES REQUIRED BY THE FOLLOWING AGENCIES: MiDAMERICAN ENERGY CO: DATE J .s C,, d' CENTURYLINK DA�E MEDIACOM DATE PROJECT MANAGER: N. BETTIS DRAWN BY: CHECKED BY: QM AA SHEET TITLE: FINAL PLAT SHEET: PAGE 1 May 30, 2018 - 11:10am i:lProject11705401dwg1CAD1Plat1170540 - FP -Forest Hill Estates UPDATED.dwq ATTACHMENT 3 Applicant Submittal Materials —Rezoning Exhibit & Applicant Statement LOCATION: APPLICANT: A PORTION OF LOT 5 OF "AMENDED" FOREST HILL ESTATES, FOSTER ROAD DEVELOPERS LLC AND A PORTION OF THE NORTHWEST QUARTER OF THE 340 HERKY DRIVE NORTHEAST QUARTER OF SECTION 3, TOWNSHIP 79 NORTH, NORTH LIBERTY, IOWA 52317 RANGE 6 WEST, OF THE FIFTH PRINCIPAL MERIDIAN, IOWA CITY, JOHNSON COUNTY, IOWA. LAND SURVEYOR: PROPRIETOR OR OWNER: RICHARD R. NOWOTNY P.L.S FOSTER ROAD DEVELOPERS LLC MMS CONSULTANTS INC. 340 HERKY DRIVE 1917 SOUTH GILBERT STREET NORTH LIBERTY, IOWA 52317 IOWA CITY, IOWA, 52240 PHONE: 319-351-8282 DOCUMENT RETURN INFORMATION: DATE OF SURVEY: LAND SURVEYOR 12-30-2024 POINT OF BEGINNING NORTHWEST CORNER OF LOT 25// / REZONING PARCEL/ 2,807 SF 0.06 AC LOU 5 FOFDIEOU H0LL/'00MS / IN ACCORDANCE WITH 111E PLAT THEREOF RECORD IN PLAT !)OGtC 62 AT PAGES 109-110 OF THE RECORD OF THE ,JOHNSON COUNTY RECORDER'S �OFFICE. 0 00 - 00 00 REZONING EXHIBIT (OPD12 TO RS5) A PORTION OF LOT 5 OF FOREST HILL ESTATES IOWA CITY, JOHNSON COUNTY, IOWA / / 0/ / O / R65.61 / LOU 04 /. 2 1 0 0ci / n rn 11 LOU 25 w m GQDIZ z m mW �.� v Ul tio9 N J o�ti5�"� / /�' RS5 LOU 2 ,1 \ \ O O .s 1' �1\159°02'57"E 3.63' �O \ R5rl -- 0 MD oD 0 0 0 0 \ RESUB MON OF M 30 COMAY'0 SUBUM OH IN ACCORDANCE WITH THE PLAT THEREOF RECORD IN PLAT- D00,< 17 AT PAGE 53 OF THE RECORD OF THE JOHNSON COUNTY RECORDER'S OFFICE. \ \ \ \ \ iE 0 5 25 50 GRAPHIC SCALE IN FEET 1"=50' LEGEND AND NOTES 0 — CONGRESSIONAL CORNER, FOUND ! — PROPERTY CORNER(S), FOUND (as noted) O — PROPERTY CORNERS SET (5/8" Iron Pin w/ yellow, plastic LS Cap embossed with "MMS" ) ® — CUT "X" — PROPERTY &/or BOUNDARY LINES — CONGRESSIONAL SECTION LINES — RIGHT—OF—WAY LINES — — CENTER LINES — LOT LINES, INTERNAL LOT LINES, PLATTED OR DEED — — — — — — — — EASEMENT LINES, WIDTH PURPOSE NOTED & = ----- — — — — — — — EXISTING EASEMENT LINES, PURPOSE NOTED (R) — RECORDED DIMENSIONS (M) — MEASURED DIMENSIONS C22-1 — CURVE SEGMENT NUMBER UNLESS NOTED OTHERWISE, ALL DIMENSIONS ARE IN FEET AND HUNDREDTHS REZONING DESCRIPTION - (OPD12 TO RS5) BEGINNING at the Northwest Corner of Lot 25 of Conway's Subdivision, to Iowa City, Iowa, in accordance with the Plat thereof Recorded in Plat Book 4 at Page 253 of the Records of the Johnson County Recorder's Office; Thence S03°34'39"E, along the west Line of said Lot 25, and the Southerly Projection thereof, 112.47 feet, to a Point on the Northerly Right -of -Way of St. Anne's Drive; Thence S59°02'57"E, along the Southwesterly Projection of said St. Anne's Drive, 3.63 feet; Thence N30°57'03"W, 94.87 fee; Thence N53°52'27"E, 55.57 feet, to the POINT OF BEGINNING. Said Auditor's Parcel 2025003 contains 2,807 square feet, and is subject to easements and restrictions of record. LOCATION MAP — N.T.S. Interstate 80 In RS12 PI RS12 REZONING PARCEL a ,Cf.. 4 r Boh!. shun _ o I Elemis e M M S CIVIL ENGINEERS LAND PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS ENVIRONMENTAL SPECIALISTS 1917 S. GILBERT ST. IOWA CITY, IOWA 52240 (319)351-8282 www.mmsconsultants.net Date I Revision REZONING EXHIBIT N IOWA CITY N JOHNSON COUNTY IOWA 0) MMS CONSULTANTS, INC. NJ Date: 01-20-2025 Designed by: Field Book No: ° RLA 1401 M 0 Drawn by: Scale: RLW 1 "=50' ° Checked by: Sheet No: RRN 1 Project No: ° IC 11619-003 of: 1 R IV f C A- A L1' 1917 S. Gilbert Street Iowa City, Iowa 52240 MA MMS Consultants Inc. 319.351,8282 rnmsconsultants.net Experts in Planning and Development Since 1975 mms@mmsconsultants.net February 6, 2025 City of Iowa City Neighborhood and Development Services 410 E. Washington Street Iowa City, IA 52240 Re: Portion of Lot 5 Forest Hill Estates On behalf of the applicant, MMS Consultants requests a rezoning of Auditor's Parcel 2025003. The auditor's parcel is a small portion of Lot 5 Forest Hill Estates, located on E. Foster Road. The request is to change the zoning from OPD12 to RS5. The applicant wishes to add this parcel to Lot 25 of Conways Subdivision to make it more appealing to a potential buyer. The property being added is in a conservation easement and will not be buildable but will be under the control of the purchaser of Lot 25 Conways Subdivision. The purpose of the rezoning is so property will not have two different zonings. The RS5 zoning is consistent with Lot 25 of Conways Subdivision and the other lots along St. Annes Drive. Respectfully submitted, Ronald L. Amelon, PE T.\11619\ 11619-003\11619-003 LOl-Rezone.docx .......................... _ : Item Number: 7.b. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Motion setting a public hearing for April 15, 2025, to consider an ordinance amending Title 14, Zoning Code, and Title 15, Land Subdivision, to adjust standards, increase flexibility, and clarify language related to form -based zones and standards (REZ25-0002). Attachments: REZ25-0002 Packet a r 4 Date: March 5, 2025 CITY OF IOWA CITY MEMORANDUM To: Planning & Zoning Commission From: Rachael Schaefer, Associate Planner, Neighborhood & Development Services Re: Zoning Code Amendment (REZ25-0002) related to the Form -Based Zones and Standards Introduction The Iowa City Zoning Code (Title 14) and Subdivision Code (Title 15) are subject to alteration and clarification as situations and circumstances change throughout the city. The proposed ordinance (Attachment 1) addresses many issues that have come to light with various aspects of the form -based code language and how the form -based code is applied. These code amendments adjust standards, increase flexibility, and clarify language within the form -based code. Background The form -based code is a key tool for guiding the physical development of Iowa City, specifically the South and Southwest Districts. Unlike traditional zoning, which focuses on land use, the form -based code emphasizes the design, form, and character of the built environment to foster cohesive, walkable, and vibrant neighborhoods. Iowa City adopted its current form -based code in 2021 to encourage high -quality development and align growth with the community's long-term vision for the South and Southwest Districts. However, no significant development has occurred within the form -based code districts since its adoption. Feedback from a recent developer working to rezone and develop in the form -based zones has highlighted areas of the code that could be clearer, more streamlined, and better aligned with practical applications. Addressing these aspects will help improve the code's effectiveness and support its intended outcomes. The proposed updates aim to address these issues by making development under the form - based code more feasible. By adjusting regulations, clarifying standards, and removing unnecessary complexities, the revisions detailed in this memo are intended to encourage investment, reduce delays, and ensure the form -based code better serves Iowa City's goals for sustainable, functional, and inclusive growth. While considering potential updates Staff also created and published a user-friendly guide that highlights key standards and walks users through the requirements for development in areas planned for form -based zones (see Attachment 1). If approved, this guide will be updated with the proposed code changes. The proposed code amendment (Attachment 2) includes changes to Article H, Form -Based Zones and Standards, of the Zoning Code (Title 14). Staff also proposes amending Title 15 (Land Subdivisions) to allow flexibility for unique situations related to block sizes and configurations. While the Planning and Zoning Commission does not review changes to the City Code outside of Title 14, they are summarized in this memo so the Commission can understand how the proposed changes work together towards implementing the proposed standards. Proposed Amendments The existing code, proposed code amendments, and justification for each proposed change are detailed below. BUILDING PLACEMENT Building placement standards regulate setbacks and the orientation of buildings to create cohesive streetscapes, support walkability, and protect privacy between neighboring properties. 1. Minimum Side Yard Setbacks for Primary Buildings (Table 14-2H-2C-5 and Table 14- 2H-2D-5) Summary of Existing Code: The minimum side yard setback for primary buildings is 10' in the T3NE zone, 7' in the T3NG zone, 5' in the T4NS and T4NM zones, and 0' in the T41VIS zone. Summary of Proposed Change: Reduce 10' and 7' minimum side setback requirements to 5' minimum in the T3NE and T3NG zones. EXISTING PROPOSED T3 Neighborhood Edge Zone (T3NE) 10, 5' T3 Neighborhood General Zone 7, 5' (T3NG) T4 Neighborhood Small Zone (T4NS) 5' 5' T4 Neighborhood Medium Zone 5' 5' (T4NM) T4 Main Street Zone (T4MS) 0' 0' Justification: Reducing the side setback allows for slightly increased buildable areas on lots. This change aligns with the City's goal of effective land utilization and increasing housing availability. The decrease to 5' mirrors the minimum side setbacks standards in the other form -based zone districts and many of the City's traditional residential zones, which also require a 5' minimum side setback. The consistent setback standard streamlines implementation. 2. Placement of Garages Associated with a Duplex Side -by -Side or Townhome Building Type (Table 14-2H-2C-5, Table 14-2H-2D-5, Table 14-21-1-2E-5, Table 14-2H-2F-5, and Table 14-2H-2G-5) Summary of Existing Code: Depending on which zone the building is in, accessory structures must be setback 10', T, or 5' from side property lines. Summary of Proposed Change: When used for parking, the accessory structure side setbacks and side parking setbacks would be reduced to 0' for Duplex Side -by -Side and Townhome building types. This change would only be applied to interior side setbacks, not to street -side setbacks. This change would also reduce the wing offset to 0' for attached Townhomes where the wing is being used as an attached garage at the rear of the building. The duplex side -by -side does not allow wings so an update to the duplex standards is not required. EXISTING I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I PROPOSED CHANGE 0101010 'IrwGarage Justification: Both the Duplex Side -by -Side and Townhome building types allow for residential units to be attached. By allowing 0' setbacks and wing offsets these building types would be allowed to have the garages of each unit also be attached. This change allows for a more efficient use of the buildable area. Due to other site standards, this change will most frequently be utilized for rear access garages, decreasing any potential visual impacts of the change. BUILDING TYPES Building type guidelines set clear rules for each kind of building so that each zone achieves the intended physical character. They also support a mix of housing options and small businesses as amenities in walkable neighborhoods. Each block must have at least two different building types (e.g. townhouse, cottage court, house, small). 1. Maximum Wing Dimensions for House Large and House Small Building Types (Table 14-2H-6D-3 and Table 14-2H-6E-3) Summary of Existing Code: A wing is a structure physically attached to, and smaller in footprint and height to, the main body of a building. Another way to think of it is an addition to a home. For the House Large and House Small building types, the maximum width of the wings is 20', and the maximum depth is 20'. Summary of Proposed Change: Increase the maximum width and depth of wing for the House Large and House Small building types to 24'. Max. Wing Width 20' 24' House Large Max. Wing Depth 20' 24' Max. Wing Width 20' 24' House Small Max. Wing Depth 20' 24' Justification: Increasing the allowed wing size accommodates modern housing needs by allowing functional attached garages with space for two vehicles, stairs, and storage. This change improves usability, supports market demand for attached garages, and enhances site planning flexibility without significantly impacting neighborhood character. By updating the wing size, the code better supports practical home designs. 2. Wings Off -set from Main Body (Table 14-2H-6D-3, Table 14-2H-6E-3, and Table 14-2H- 6G-3) Summary of Existing Code: Wings must be offset a minimum of 5' from the main body of the building. Summary of Proposed Change: Create an exception for the House Large, House Small, and Duplex Stacked building types when wings are adjacent to the corner of a building that connects to two building faces that do not front a public right-of-way. When this placement is met, then the minimum wing offset may be reduced to 0'. Justification: Allowing a 0' offset for wings on House Large, House Small, and Duplex Stacked building types provides enhanced design flexibility and a more efficient use of space. This exception recognizes that the typical concerns addressed by a 5' offset, such as creating visual breaks in the building mass, are less critical on interior or less visible building faces. The update maintains the standard on the most visible sides of buildings while offering developers flexibility in optimizing their building layouts EXISTING r-----------i I I I L u I w I I I I I I I I I I I I I I I I I I I I I I I I I ------------ Main Body I I I - 1--------------- Main Body Main Body I I I 1-------------- I I STREET r w r N PROPOSED UPDATE r-----------7--------------- T-------------- I Iw i I Iw -----------1--------------- 1------------ STREET Key: 0wing must heoffset from this corner a wing does not need lobe offset from ihiscorner 3. Duplex Side -by -Side Building Type Standards (Table 14-2H-6F-3) Summary of Existing Code: For the Duplex Side -By -Side building type, the maximum width of the main body of the building is 48', and the maximum depth is 40'. Summary of Proposed Change: When units are rear -loaded and only one story in height, the maximum width of the main body of the building can be increased to 60', and the maximum depth can be increased to 70'. Max. Main Body 48' 60' Duplex Side -By -Side Width (Single Story 8t Rear - Loaded) Max. Main Body 40' 70' Depth Justification: The larger main body sizes allow for the development of single -story duplexes, which would otherwise be infeasible using the current standards. This building type adds to the mix of housing types that form -based districts can provide and cater to families, seniors, and those with accessibility needs. The increased main body width of 60' is only 5' and 10' wider than the House Large and Multiplex Small building types, respectively. These two building types are the bulkiest buildings that could be built on the same block as a single - story duplex. While the change would allow single -story duplexes to be wider, the other two building types can be 2.5 stories tall, making them larger in comparison. The increased main body depth of 70' allows for more space within the single -story duplexes by adding bulk lengthwise, allowing the scale at the street to remain in harmony with other building types. The additional requirement of having these buildings be rear loaded is also aligned with the goal of maintaining a walkable neighborhood environment. 4. Cottage Court Building Type Standards (Table 14-2H-6H-3) Summary of Existing Code: For the Cottage Court building type, the maximum depth of the main body of the building is 24'. Summary of Proposed Change: Increase the maximum depth of the main body of the building to 30'. Max. Main Body 32' no change Width 32' Cottage Court Max. Main Body 24' 30' Depth Justification: The Cottage Court building type is a unique "missing middle" housing type that the City would like to see developed to increase housing variation and affordability. Increasing the maximum main body dimensions from 32' by 24' to 32' by 30' allows for more flexibility for interior layouts. This adjustment accommodates slightly larger layouts while maintaining the compact nature of this building type. This change can make this building type an attractive and viable option for developers and residents alike. 5. Cottage Court Lot Depth (Table 14-2H-2C-3, Table 14-2H-2D-3, and Table 14-2H-2E-3) Summary of Existing Code: For the Cottage Court building type, the maximum depth of the lot is 180'. Summary of Proposed Change: Increase maximum lot depth to 200'. Max. Lot Width 120' no change120' Cottage Court Max. Lot Depth 180' 200' Justification: The maximum design site depth was increased from 180' to 200' to accommodate the increased building depths described in the section above. This change allows adequate space for buildings, required setbacks, shared courtyard, sidewalks, parking spaces, landscaping, etc. ARCHITECTURAL ELEMENTS Architectural element standards establish requirements that supplement the zones standards to further refine the intended building form and physical character of the zone. 1. Residential Building Glazing (14-21-1-713-2b) Summary of Existing Code: The ground floor of all residential buildings is required to be 30% glazing. Glazing is defined as, "openings in a building in which glass is installed". The current standard does not mention if attached garages are exempt or not. Summary of Proposed Change: Reduce the glazing requirement to 15% of the ground floor with a minimum of one window per building side and exempt attached garages from this standard. Justification: Reducing the ground -floor glazing requirement to 15% while exempting attached garages provides a more practical and achievable standard for residential buildings. This new percentage is similar to the glazing standards required for City -funded affordable housing projects. The update ensures that homes maintain an active and visually appealing streetscape while allowing for functional design flexibility; such as, room for upper cabinets along exterior walls in kitchens, places to attach televisions to living room walls, showers in bathrooms, and headboards of beds in bedrooms. Requiring a minimum of one window per building side preserves natural light and architectural interest. Exempting attached garages allows for enhanced privacy for items stored inside, aligning the standard with typical residential construction while maintaining overall design quality. FRONTAGE TYPES Frontages are the components of a building that provide the transition and interface between the public realm (street and sidewalk) and the private realm (yard or building). Frontage type standards establish base standards for each allowed frontage type. Frontage type examples include porch projected (open on three sides), porch engaged (open on 1 or two sides, other sides are the building itself), stoops, and dooryards. Each block must have at least two different frontage types. 1. Minimum Depth and Width of Porch Projected and Porch Engaged Frontage Types (Table 14-2H-8C-2 and Table 14-2H-8D-2) Summary of Existing Code: For both the Porch Projected and Porch Engaged frontage types, the width and depth measurements are taken from the inside of the porch posts, "width, clear" and "depth, overall". The minimum width, clear is 15' and the minimum depth, overall is 8' for porches elevated less than twelve inches and 6' for porches elevated twelve or more inches. Summary of Proposed Change: Remove "clear' and "overall" from the width and depth standards, respectively, to simplify implementation and review. Reduce the width from to 12' minimum and the depth to 6' minimum regardless of the porch elevation. E Width, Clear 15' min Width 12' min Depth, Overall Depth 6' min Elevated < 12" from average finish grade $' min Elevated 12" from 6' min average finish grade W.163 91►141 sethnk ROW street Q:tQ &1-14 OXON F_1► Eel SPt6eck ROW Key: (A) — Width (B) - Depth slreel Justification: The proposed change simplifies the implementation and review process by standardizing minimum porch dimensions. Eliminating "clear" and "overall" from width and depth measurements reduces confusion, ensuring consistent application of the standards. In addition, using a "clear' dimension is difficult at plan review since certain details like column are unknown. Adjusting the minimum width to 12' and depth to 6' regardless of elevation creates a more flexible and practical requirement that accommodates a wider range of housing designs while maintaining functional and visually appealing porches. This update streamlines code review and supports efficient development. Depth of Recessed Entries (Table 14-2H-8E-2 and Table 14-2H-8F-2) Summary of Existing Code: For both the Dooryard and Stoop frontage types, there is a depth of recessed entry maximum of 12". This is measured from the front facade to the front door. Summary of Proposed Change: Increase the depth of recessed entry maximum to 3' for both the Dooryard and Stoop frontage types. PROPOSED CHANGE Depth of recessed entries 12" max. Depth of recessed entries 3' max. EXISTING PROPOSED CHANGE Setback ROW Street Setback ROW Street Key: (E) - Depth of Recess Entries Justification: Increasing the maximum recessed entry depth from 12" to 3' for Dooryard and Stoop frontage types provides greater flexibility for architectural design while maintaining an inviting and pedestrian -friendly streetscape. A slightly deeper recess allows for better weather protection, improved privacy, and a more functional transition space between public and private areas. This change enhances building usability and aligns with common architectural practices without negatively impacting the overall frontage character. 3. Dooryard Frontage Type Glazing Spacing (Table 14-2H-8E-2) Summary of Existing Code: For the Dooryard frontage type, there is a distance between glazing (i.e. window) standard that limits the distance between glazing to 4' maximum. Summary of Proposed Change: Remove distance between glazing requirements. Justification: Removing the 4' maximum distance between glazing for the Dooryard frontage type provides greater design flexibility while still encouraging an active and visually engaging streetscape. By eliminating this requirement, the update allows for more adaptable designs while still relying on other frontage standards to ensure high -quality, pedestrian - friendly development. 4. Stoop Frontage Type (14-2H-8F-1 and 14-2H-9B-3) Summary of Existing Code: For the Stoop frontage type, the landing of the stoop is required to be elevated a minimum of 12" above the sidewalk. The description and miscellaneous sections state that stairs and ramps can be used to access the elevated landing. Summary of Proposed Change: Add language to allow a sloped walkway to access the landing. The sloped walkway shall connect the stoop landing to the public sidewalk or driveway. EXAMPLE OF SLOPED WALKWAYS (for illustration purposes) Justification: Adding language to allow a sloped walkway provides more accessible and flexible entry options for the Stoop frontage type. This change improves accessibility for individuals with mobility challenges and offers an alternative to stairs or ramps. By permitting a sloped walkway to connect the stoop landing to the sidewalk or driveway, the update enhances usability while maintaining the intended elevated entry design. PARKING Each zone has its own set of parking standards. Parking standards regulate how many private parking spaces are required, where parking spaces and driveways can be located, and their allowed size. 1. Minimum Distance Between Driveways (Table 14-2H-2C-7, Table 14-2H-2D-7, Table 14- 2H-2E-7, and Table 14-2H-2F-7) Summary of Existing Code: The minimum distance between driveways is 40' in all form - based zones. Summary of Proposed Change: Decrease the minimum distance between driveways to 20'. Distance between driveways is measured at the property line. Justification: Reducing the minimum distance between driveways allows for more efficient use of smaller lots, particularly in areas with higher -density housing or compact development patterns. The change supports the City's goals of maximizing land use. This change also allows for flexibility of driveway placement, which is needed in instances where the site's topography restricts driveway placement. One of the main intents of this standard is to mitigate concerns about the visual dominance of curb cuts and prioritize streetscapes that increase walkability. While the reduction from 40' to 20' will allow for more driveways per block, it is still much less than what would be allowed in the City's traditional single-family residential zones, which only require 6' between driveways. The form -based zones also require front -loaded garages to be setback 15' from the facade of the main body of the building to further reduce the visual dominance of the garage. FLEXIBILITY FOR UNIQUE SITUATIONS These changes are proposed to allow adjustments to standard requirements for unique site conditions while maintaining the intent of the Form -Based Code. 1. Maximum Lot Depth and Width Adjustment (14-2H-4E-1) Summary of Existing Code: Each building type has a maximum lot depth and width. Summary of Proposed Change: This change allows applicants to apply for an administrative adjustment to the maximum design site depth and width standards if specific approval criteria are met. The applicant must demonstrate that the adjustment to the lot standards is needed to avoid a regulated sensitive area, existing topography constraints, configuration of existing streets, or block size of abutting neighborhood. Justification: This adjustment recognizes that certain sites may have unique challenges that make meeting design site standards impractical. The proposed adjustment protects sensitive areas by allowing site design to adapt to natural conditions. Sites with steep grades, irregular shapes, or existing infrastructure constraints may find strict adherence to depth and width standards impractical. Allowing an administrative adjustment ensures that projects can respond to these challenges without compromising functionality or quality. In areas where existing conventionally zoned blocks have unique site and street configurations, allowing adjustments ensures that new developments integrate seamlessly with existing developments. By allowing flexibility in lot depth and width standards, this change supports creative site designs that work with the site's characteristics and constraints. By establishing clear approval criteria, the adjustment process ensures that changes are thoughtfully considered and aligned with the City's goals. 2. Two -Way Traffic Driveway Width Adjustment (14-2H-4E-1) Summary of Existing Code: The maximum driveway width for all zones is 12'. Parking areas must be behind the residential buildings or setback from the public right-of-way. Summary of Proposed Change: If alley access is not feasible, a longer drive aisle is needed to access the parking area. These drive aisles will be used for two-way traffic and warrant a larger driveway width. This change allows applicants to apply for an administrative adjustment to increase the maximum driveway width to 18' if specific approval criteria are met. The applicant must demonstrate that the adjustment is needed to access a parking area for a building with 3 or more units and alley access is not feasible. Justification: Allowing an administrative adjustment for increased driveway width provides necessary flexibility for developments with three or more units where alley access is not feasible. This change ensures that Cottage Court and other multi -unit building types have adequate access to off-street parking while maintaining safe and functional site design. LANGUAGE CLARIFICATION & CODE CLEAN UP These changes are proposed to improve clarity, remove inconsistencies, and streamline the code to ensure easier interpretation and application. 1. Encroachments Into Setbacks (Table 14-2H-2C-6, Table 14-2H-2D-6, Table 14-2H-2E-6, Table 14-2H-2F-6, and Table 14-2H-2G-6) Summary of Existing Code: Architectural features (i.e. eaves, bay windows, window and door surrounds, light fixtures, canopies, and balconies) and stairs can encroach into building setbacks a certain amount depending on the zone. Architectural features and stairs can encroach a maximum of 3' to 5' into side setbacks depending on the zone. Summary of Proposed Change: Reduce the maximum side setback encroachment for architectural features and stairs to align with the reduced side setbacks for all zones. See page PROPOSED I EXISTING PROPOSED i EXISTING PROPOSED T3 Neighborhood 5' min. 5' max. 3' max. 5' max. 2' max. Edge Zone (T3NE) T3 Neighborhood General Zone 5' min. 5' max. 3' max. 5' max. 2' max. (T3NG) 5' min. T4 Neighborhood 5' max. 3' max 5' max. 2' max. Small Zone (T4NS) T4 Neighborhood Medium Zone 5' min. 5' max. 3' max 5' max. 2' max. (T4NM) L 0' min. 3' max. 0' IT4 Main Street Zone (T4MS) 3' max. 0' Justification: This change is required because of the proposed change to the side setbacks (see "Minimum Side Yard Setbacks for Primary Buildings (Table 14-2H-2C-5 and Table 14- 2H-2D-5)" above. The proposed change ensures that the maximum allowable encroachment of architectural features and stairs remains proportional to the reduced side setbacks across all zones. Aligning encroachment limits with the updated setbacks enhances consistency in site planning, simplifies code application, and reduces potential conflicts between neighboring properties. 2. Driveway Curb Width and Curb Cuts (Table 14-2H-2C-7, Table 14-2H-2D-7, Table 14- 2H-2E-7, Table 14-2H-2F-7, and Table 14-2H-2G-7) Summary of Existing Code: The current code language only refers to "curb cut width". The measurement "curb cut width" is referring to is the width of the driveway. The maximum curb cut width is 12'. Summary of Proposed Change: We have found that most code users define "curb cut width" as the width of a driveway where it meets the street pavement. For clarity we are proposing to change "curb cut width" to "driveway width". This standard will be measured at the property line. 3 EXISITING PROPOSED CHANGE r-----------------� I � I � I � I � I � I � I � I � I � I � I � I � Driveway Width — — — — — — — — — — — — — — — Key: — — — - ROW/Property Line Justification: Clarifying the distinction between curb cut width and driveway width ensures consistency in interpretation and application of zoning regulations. This change helps prevent confusion among developers, homeowners, and staff by clearly defining each measurement's role in site design. Townhome Building Type (Table 14-2H-2G-3, 14-2H-6K-1, and Table 14-2H-6K-2) Summary of Existinq Code: The Townhouse building type is described as a "small -to -large sized, typically attached, building with a rear yard that consists of three to eight townhouses placed side -by -side. Each townhouse consists of one unit or up to three stacked units as allowed by the zone. As allowed by the zone, this type may also be detached with minimal separations between buildings. This type is typically located within moderate -to -high intensity neighborhoods or near a neighborhood main street". Summary of Proposed Change: The change simplifies the description to a small -to -large sized, typically attached, building with a rear yard that consists of two to eight townhouses placed side -by -side. Each townhouse consists of one unit or up to three stacked units as allowed by the zone. As allowed by the zone, the house -scale townhouse type may be detached. Justification: The simplified description provides a clearer, more concise explanation of the Townhouse building type, making it easier for stakeholders, including developers, staff, and residents, to understand the intended use and design characteristics. The update removes the confusion of what minimally separated means and broadens applicability by clarifying that the house -scale Townhouse building type may be detached and setback from adjacent properties at the minimum setback distance. Adjusting the description to include two townhouses as the minimum (rather than three) accommodates smaller -scale developments, which can help diversify housing options. The revised description eliminates potential ambiguities about the number of townhouses, their configuration, and their placement, ensuring consistency in how the type is interpreted and applied across zones. 4. Neighborhood Plan (14-21-1-1 E) Summary of Existing Code: The current code requires an updated Neighborhood Plan to be submitted and approved prior to site plan or building permit approval when any changes to the Neighborhood Plan are requested. Summary of Proposed Change: The proposed change streamlines the process by requiring that all requested changes from the original Neighborhood Plan be clearly identified on site plans and building plans instead of requiring the applicant to prepare and submit an updated Neighborhood Plan. City staff will internally update and track changes to the Neighborhood Plan to maintain consistency and accuracy. Justification: The proposed change aims to streamline the development review process while maintaining oversight and ensuring that changes are properly addressed. This adjustment provides greater flexibility for developers by reducing the need for extensive updates to the entire Neighborhood Plan. Instead, they can focus on the specific modifications relevant to their project, making the process less burdensome and more tailored to individual development needs. This approach supports ongoing development while ensuring that significant changes are still considered, approved, and documented. 5. Architectural Features Definition (14-9A-1) Summary of Existing Code: The current definition for Architectural Features is, "Exterior building elements intended to provide ornamentation to the building massing, including, but not limited to: eaves, cornices, bay windows, window and door surrounds, light fixtures, canopies, and balconies". Summary of Proposed Change: Add awnings, belt courses, and chimneys to provide more examples within the definition. Justification: Expanding the definition of Architectural Features to include awnings, belt courses, and chimneys provides greater clarity and consistency in code interpretation. By explicitly listing these common design elements, the update helps ensure predictable application of encroachment standards while reducing ambiguity for developers and staff. 6. Code Cleanup (Table 14-2H-2E-5, Table 14-2H-4E-1, Table 14-2H-6K-2, 14-2H-8G-1, 14- 2H-9B-2, and Table 14-2H-9L-2) Summary of Proposed Change: Several formatting errors were noted as Staff utilized the form -based code. These edits remedy those errors. Justification: The proposed code cleanups, such as removing duplicate words and correcting formatting with superscripts, aim to enhance the clarity, accuracy, and professionalism of the City's Zoning Ordinance. These edits help users interpret requirements without confusion. TITLE 15 — LAND SUBDIVISIONS 1. Block Size Adjustment (15-3-4A) Summary of Existing Code: Maximum block lengths range from 360' to 500' depending on the zone. With a Pedestrian Passage, the maximum block lengths range from 500' to 800'. The maximum block perimeter lengths range from 1,440' to 1,600'. With a pedestrian passage added, the maximum block perimeter lengths range from 1,750' to 2,200'. A Pedestrian Passage (see graphic below) allows for greater block lengths and perimeters because they help to maintain walkability and connectivity without requiring additional street infrastructure. Longer blocks can sometimes create barriers for pedestrians, making it harder to navigate a neighborhood efficiently. By incorporating mid -block Pedestrian Passage, residents and visitors maintain direct and convenient walking routes without the addition of cross streets. l - Block Length `l STREET ---1---—T-----r----T-----f----1-----T-----1 1 I I I I I I I I BLock Perimeter 1 I I I I I I I 1 I I I I I I I 1 1 1 I I I I I I I 1 1 I I I I I I I 1 1 I I I I I I I 1 1 I I I I I I I 1 I I I I I I I 1 1 I I I I I I I 1 W I I I I I I I I i W W I I I I I I I I 1 UJ cc L----1-----L---------1-----L----1-----J STREET Passage: Summary of Proposed Change: Allow applicants to apply for an administrative adjustment to the block size standards if specific approval criteria are met. The applicant must demonstrate that the adjustment to the block standards is due to at least one of the following special circumstances: 1) The adjustment is needed to avoid a regulated sensitive area. 2) The adjustment is needed to reduce the amount of grading needed due to the property's existing topography. 3) The adjustment is needed because the alignment of an existing street that must be extended creates a configuration that makes compliance impractical. 4) The adjustment is needed because the abutting neighborhood is designed with longer blocks that impact the proposed development. The new blocks abutting the existing longer blocks cannot accommodate new streets and pedestrian passages are infeasible. 5) The adjustment is needed because a single -loaded street or passage has been determined to be undesirable for the block to protect the sensitive nature of public parkland. 6) The adjustment is needed because visibility and access to public parks, civic uses, and natural open spaces are provided through other means besides a single - loaded street. The areas being developed using the Form -based Code may be directly adjacent to sensitive areas and conventionally zoned development or have topographical features that create unique site design constraints. The situations noted in criteria 1-3 are related to the need to slightly increase a blocks length to incorporate a sensitive area, topographical feature, or to extend an existing street. There are unique situations where simply expanding a block past the allowed length is the most efficient use of the property being developed. The situations noted in criteria 4 -6 relate to when adding a pedestrian passage is not feasible, which is the only way block size can be increased using the current code. This is because, to add a pedestrian passage there must be two parallel streets to connect to. When a block abuts an existing neighborhood, sensitive park land, or a single -loaded street is not needed only one street will abut the block making pedestrian passageways infeasible as they would not lead to a parallel street on the other side of the block. Justification: The proposed change to allow applicants to request an administrative adjustment to block size standards provides flexibility for addressing unique site -specific constraints while maintaining overall development quality and compatibility. Introducing an adjustment process acknowledges that not all development sites are uniform. Factors such as regulated sensitive areas, existing topography, existing street configurations, and the block size of abutting neighborhoods can present challenges in meeting standard block size requirements. By permitting adjustments in cases where block standards would negatively impact wetlands, steep slopes, or other sensitive areas, this change supports the City's commitment to environmental stewardship and sustainable development practices. Sites with significant grade changes or existing infrastructure constraints can also create practical challenges for meeting block size requirements. Allowing adjustments provides a pathway for developers to design functional and efficient projects that work with, rather than against, these conditions. For sites adjacent to sensitive areas, strict adherence to public access and block size standards can limit development potential or create inefficient layouts. The adjustment process ensures that public access, visibility, and block size standards are not compromised but instead adapted to site -specific needs in a way that aligns with the City's long-term goals for accessibility, connectivity, and environmental preservation. Requiring applicants to demonstrate alternative methods for achieving public access and visibility ensures that adjustments are thoughtfully considered and still fulfill the intended goals of the standards. For sites abutting neighborhoods with established block sizes or street layouts that differ from the form -based zone standards, this adjustment process ensures new developments integrate seamlessly with existing patterns, preserving neighborhood character and connectivity. Allowing administrative adjustments provides a more efficient and predictable review process for developers compared to seeking formal approval via a public process. This promotes timely project approvals while maintaining a high level of scrutiny and accountability through clear approval criteria. A single -loaded street or pedestrian passage may not always be a desirable way to achieve public access and visibility to areas as it could invite unwanted disturbance of sensitive parkland. Allowing adjustments ensures that public access and visibility can be achieved while protecting environmentally sensitive areas. Certain developments may require innovative design approaches to achieve access and visibility goals. Administrative adjustments allow for flexibility in how these objectives are met, particularly in constrained sites or sites with unique topography. This change ensures that even if a single -loaded street or passage is not feasible, public access to parks, civic uses, and open spaces can still be maintained through other design solutions, such as easements or view corridors. Consistency with Comprehensive Plan The proposed amendments support several goals from the IC2030 Comprehensive Plan: • Ensure a mix of housing types within each neighborhood, to provide options for households of all types (singles, families, retirees, etc.) and people of all incomes. • Encourage pedestrian -oriented development and attractive and functional streetscapes that make it safe, convenient, and comfortable to walk. • Plan for commercial development in defined commercial nodes, including small-scale neighborhood commercial centers. • Support preservation of valuable farmland, open space, and environmentally sensitive areas. • Ensure that future parks have visibility and access from the street. • Discourage parks that are surrounded by private property; encourage development of parks with single -loaded street access. In addition, the proposed amendments also help to further the form -based land use policies recently incorporated into the South District Plan (CPA21-0001) and Southwest District Plan (CPA22-0002). Next Steps Pending a recommendation from the Planning and Zoning Commission, the City Council must hold a public hearing to consider the proposed text amendments. Staff Recommendation Staff recommends that Title 14 Zoning be amended, as illustrated in Attachment 2, to enhance land use regulations related to the form -cased code and to further implement the City's goals. Attachments 1. Form -Based Code User Guide 2. Draft Zoning and Land Subdivision Code Text Amendments Approved by: Danielle Sitzman, AICP, Development Services Coordinator Department of Neighborhood and Development Services ATTACHMENT 1 Form -Based Code User Guide This reflects the code as it was adopted on 11-16-2021. Staff is currently considering multiple amendments. This document will be updated as those amendments are approved. This document highlights key form -based code standards to guide those new to developing in form -based zone districts. It is not comprehensive or intended to replace the use of the Iowa City Zoning or Subdivision Codes. Form -based zoning regulations are different than the conventional approach to zoning. Form -based zoning focuses less on land use (e.g., commercial v. residential) and more on the scale (e.g., bulk and height) of the development and its relationship to the street and the public realm. The City of Iowa City's form -based code standards are designed to improve walkability, increase housing diversity and affordability, and provide for a more sustainable neighborhood pattern. The form -based code promotes a compatible mix of non-residential uses, including neighborhood nodes. These nodes may encompass commercial areas that serve local needs as well as open spaces within walking distance. Additionally, a key goal of the code is to create a highly interconnected network of streets and paths that provide easy access to homes and neighborhood amenities. This document is for reference only. Please see the Iowa City Zoning and Subdivision Code for full details. A 111', IIII f ��f � l 1 Contact the Iowa City Development Services - Urban Planning to schedule a meeting to discuss the development process. Anne Russett, Senior Planner p: (319) 356-5251 e: arussett@iowa-city.org Review the Future Thoroughfare Map for the planned street network. Refer to the Zoning Code for the thoroughfare type standards. ilkREVIEW DISTRICT PLANS The Zoning Code includes form -based zone information and standards. The Subdivision Code includes information related to street design, utilities, public amenities, length and layout of blocks and lots, etc. ubdivis on Code Staff is available to review concepts prior to formal application submittal. CREATE STREET NETWORK This document is for reference only. Please see the Iowa City Zoning & Subdivision Codeforfull details. The South District Plan and Southwest District Plan address the unique issues and opportunities in each district based on extensive community participation. Southwest I District Plan DETERMINE ZONES Review the Future Land Use Map to see what zoning districts are envisioned for the area. Refer to the Zoning Code for the REVIEW THE ZONING A SUBDIVISION CODES i- DETERMINE BUILDING TYPES SUBMIT CONCEPT FOR STAFF REVIEW zone standards. After creating a concept of the street network and determining zone districts, determine what building types will be used for each block based on the relevant zone district. T3NE I T3NG I T4NS IT4NM IT4MS s *4000—+ Open Space: Form -Based Land Use Designations r,r _ Public Civic Space - T3 Neighborhood Edge It M Private Civic Space T3 Neighborhood General - Extension of Existing Public Park/Open Space T3 Neighborhood General -Open To improve functionality of proposed blocks)_ Maybe _ T4 Neighborhood Small reconfigured to conform to the e istingbaundary if preferred. T4 Neighborhood Small -Open Ll Existing Public Park/Open Space T4 Neighborhood Medium - Existing & Potential Wetlands/Lagoons t T4 _—� Neighborhood Medium -Open LLJ LLl1 t� - T4 Main Street oeee� ` o� ■ 1 � ooa v ■ ■ CnLI�n�I Llli 1,1I �LJD CL,�i—'L7L. — --T IH.., 'I� Ilil�r ' .IIIIII��I ALRIE�� p ` 5w 1000 FT i This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. Street and Block Network: - Main Street with Median 1OU ROW Alloy:20' ROW 2110 _ Utility FasementArea : Yffdr? - Main Street without Median: 80' ROW Passage: ROW LMiity Fasement Area. O'm1n- access Pedestrian access only y a n - Avenue 2 ■ New Roundabout • Without Pnrk ng: 1 W ROW Utility Eosemv„tArea 15'm,n- Existing Roundabout 4r ii it Future Parldng:109 RDW Udity Easement Area 15'min- '- Avenue 3: 100' ROW UtilityFasemgntArgo i5'min. - Avenue se ent rea 1 Utility FasernentArea� 75' min. -Extension of Covered Wagon Drive l Rility Fauunartl Brea- 10'mm - Neighborhood Street: 70' ROW Utility Easement Areo-l�' min_ �DE�] H11 n This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. 0 500 1000 FT ROHRET SOUTH SUBAREA Q� 8 aeope 0 0 %a4epe■� p— p vp' O Aa 0� p v.�ao 'a o CVV ■y a r- a■ d pea o v 4� Special Thoroughfares 0 c a.r e a o a a e ;ooa °"s n mo� �° Q • j"6+■� ey ® e Passage Oe�O o Alk[[[{{yr�r�r�}}}]]] ynap i•..L � 9 C 4�o e � Tf Isle "a Future Land Use 4 *. -°� q • • Private Open Space NIv Public Open Space 0a+� ! ? []]1Cy T3: Neighborhood Edge �17 _+ T3: Neghborhood General —` T4: Neighborhood Small . r T4: Neighborhood Medium - T4: Main Street Open school Site — — Other Chic '�,., ■, ,,, � Commercial [ - Commercial Office fn IN 7 ►i 5= 0 _MMMMMW MMO -r - ---r i r— This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. Iwo n p4oa Op G } f we 'i • A ita Il ■ es . ca ■ 1141W r _• 4 625 i �`' •�• . *� �. _ I Miles 11. ROHRET SOUTH SUBAREA p .�.vr a u 14 n� + a �•+' ! jr ~ 0 .0. j ■■ G p •- r*tea • K M M +� F' � r Thoroughfare Types c e ¢ o e -°�`� `.': Cy•`'+ Alley [20' ROW] a+� °p D 6 a o •' 0 a `l P �00 d' �p►� O a +� Passage (20' ROW) a, --La) • •• s a Aa 6 w 1 • f ■ y - Main Street w Median (100' ROW; O' Utddy Easement Area) ap �s Neighborhood Street (70' ROW; 10' Utility Easement Area) t " ' *' t 3 ` ■ " + - Main Street w/o Median (80' ROW; 0' Utifily Easement Area) Avenue 2 - No Parking (100' ROW; 15' Utility Easement Area) �Y r A ~ Avenue 3 (100' Row; 15' Utility Easement Area) + tip. • ■'y, Avenue 5 (Undetermined ROW; 15' Utility Easement Area) Future Land Use �` •• L Private Open Space ~ Public Open Space Blocks .r ow i 0.25 us This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. moo `D4� f s-wrr" e"." aR �► r M • c� [ 104, ■ • 1{g�J�p'� cp n ems•■ " VC5 04 - m �I 0.5 ❑ 75 1 4 1111111111"Miles °•" A walkable neighborhood environment of detached, small -to -large building footprint, low -intensity housing choices from house large, duplex side -by -side to cottage court, supporting and within short walking distance of neighborhood - serving retail, food and service uses. Setbacks Front (Fagade Zone)1,2 Side Street (Fagade Zone)1,2 Side Rear Interior Design Site [F] Corner Design Site Primary Building [G] Accessory Structures [H] Primary Building [I] Accessory Structures [J] Primary Building [K] Accessory Structures [L] Building Within Fagade Zone Min 25' 25' 20' 20' 10, 5' 25' 5' Max 35' 35' 25' Front 50% Total length of facade required within or abutting the facade zone, exclusive of setbacks. Side Street 40% (design site width — both side setbacks) x facade zone standard = total length of the facade required within or abutting the facade zone Standards 1. Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). 1If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-2H-9), subtract 5' from required setback. 1The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the require- ments in section 14-2H-8 (Frontage Type Standards). • I II II m�", �� d �i IIIIIO � ills I� --- --— ..— - —J Street(Front: Narrowest Side) Key . Buildable Area ---- ROW/ Design Site Line Accessory Structure(s) --- Setback Line Facade Zone General Note: the illustration above are intended to provide a brief overview of the zone and are descriptive in nature. Height Primary Building 1 Stories 2.5 stories max' To Roofline3 30' max [C] Accessory Structure(s)1 Carriage House 2 stories max Other 1 story max Ground Floor Ceiling Height 9' min [D] Footprint Depth, ground -floor space 30' min [E] a Stn d d ar s 1. Design site coverage defined by max. building size of primary building type allowed and carriage house per section 14-2H-6 (Building Type Standards) and Item 5 (Building Placement) standards of this zone. 1 See section 14-2H-6 (Building Type Standards) for refinements to massing and height standards. z ".5" refers to an occupiable attic. 3 Typically measured from average finished grade along the frontage. Solar energy systems shall not be included in the maximum building height measurement. See building height in article 14-9A (General Definitions). 12' min. for cottage court building type. Key - ROW Line Mid -Point of Roof This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. Required Spaces Residential Uses Studio or 1-2 bedrooms 1 min per unit 3 or more bedrooms 2 min per unit Non -Residential Uses 1,500 SF None > 1,500 SF 2.5 min/1,000 SF after first 1,500 SF Setbacks (Distance from ROW/Design Side Lines): Fronts House Large 15' min behind face of frontage types or building whichever is closerto the street [Q] All other building types 50' min [R] Side Street 20' min [S] Side 5' min [T] Rear 5' min [U] Characteristics Curb Cut Width 12' max' [V] Distance between driveways 40' min [W] Standards 1. Parking may be covered or uncovered and may be attached or detached from main body. 2. Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). 3. Porte-cochere allowed if integrated into building facade. 4. Curb cut width along alley may exceed 12'. 5. A driveway may be shared between adjacent design sites. 1 Front access is not allowed in corner design sites. z With 2' planting strip on each side. III II III � 11� II B ��I I Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line Frontage Type There shall be a mix of frontage and building types per block as outlined in sections 14-2H-6.B.6 (Building Type Standards) and 14-2H-B.B.5 (Frontage Type Standards). Min Max Max Max Max Max Separation Offset from BUILDING TYPES ALLOWED Width Width MI& Min Max Max Min Max Width Depth Width Depth Between Wings Main Body House Large 60i1 95' 110iz 180' 1 2.5 1 55' 55i3 20' 20' 15' 5i4 Duplex Side -by -Side 60" 75' 100'z 180' 1 2.5 2 48' 40i3 Cottage Court 90'1 120' 120" 180' 3 9 1.5' 15 327 24' Carriage House Accessory Dwelling Unit — See 14-2H-6C for details 1 Min. width may be reduced by 10' if vehicle access is provided from rear. z Min. depth may be adjusted as follows: a. It may be reduced by 10' if utility easement is relocated to alley; and/or b. It may be reduced by 15' if the design site fronts new civic space (14-2H-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5'. °Except when used for parking, front parking setback shall complywith standards in Item 7 (Parking) of the zone. 5 Most rear cottage (i.e. cottage furthest from the street and located at the rear of the design site) may be a building with up to 3 units. B Max. height to mid- point of roof : 18' 7 Max. width of most rear cottage: 40', Min. separation between cottages: 10' aSee 14.2H.6 for the respective building type subsection 3 to see building size and massing standards 'See 14.2H.6 for the respective building type subsection 7 to see private open space standards. House Large ALLOWED BUILDING TYPES ALLOWED FRONTAGE TYPES Duplex Side -by -Side Cottage Court Porch Projected Porch Engaged Stoop Dooryard This document is for reference only. Please see the Iowa City Zoning and Subdivision Code for full details. Area Dimension Porch Porch Dooryard Stoop Projecting Engaged 400 SF A A A A 225 SF/unit 15' A A A A See Code' See Code' A A A OTHER FORM -BASED ZONE STANDARDS Use Standards Site Standards Civic Space Standards Architectural Element Standards Frontage Type Standards Thoroughfare Type Standards Affordable Housing Incentives A walkable neighborhood environment of small footprint, low -intensity housing choices from house small, duplex side -by -side, duplex stacked, cottage court, multiplex small to townhouse, supporting and within short walking distance of neighborhood -serving retail and services. Setbacks Front (Fagade Zone)1,2 Side Street (Fagade Zone)1,2 Side Rear Interior Design Site [F] Corner Design Site Primary Building [G] Accessory Structures [H] Primary Building [I] Accessory Structures [J] Primary Building [K] Accessory Structures [L] Building Within Fagade Zone Min 20' 20' 15' 15' 7' 5' 20' 5' Max 30' 30' 25' Front 60% Total length of facade required within or abutting the facade zone, exclusive of setbacks. Side Street 50% (design site width — both side setbacks) x facade zone standard = total length of the facade required within or abutting the facade zone Standards 1. Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). 1If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-2H-9), subtract 5' from required setback. 1The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the require- ments in section 14-2H-8 (Frontage Type Standards). I III I 0,11 � 0-4"Is i i �� III m�O pis -11 Key . Buildable Area ---- ROW/ Design Site Line 1 AcceSsory Structure(5) --- Setback Line E Facade Zone General Note: the illustration above are intended to provide a brief overview of the zone and are descriptive in nature. Height Primary Building 1 Stories 2.5 stories max' To Roofline3 30' max [C] Accessory Structure(s)1 Carriage House 2 stories max Other 1 story max Ground Floor Ceiling Height 9' min [D] Footprint Depth, ground -floor space 30' min [E] a Stn d d ar s 1. Design site coverage defined by max. building size of primary building type allowed and carriage house per section 14-2H-6 (Building Type Standards) and Item 5 (Building Placement) standards of this zone. 1 See section 14-2H-6 (Building Type Standards) for refinements to massing and height standards. z ".5" refers to an occupiable attic. 3 Typically measured from average finished grade along the frontage. Solar energy systems shall not be included in the maximum building height measurement. See building height in article 14-9A (General Definitions). 12' min. for cottage court building type. Key - ROW Line Mid -Point of Roof This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. Required Spaces Residential Uses Studio or 1-2 bedrooms 1 min per unit 3 or more bedrooms 2 min per unit Non -Residential Uses 1,500 SF None > 1,500 SF 2.5 min/1,000 SF after first 1,500 SF Setbacks (Distance from ROW/Design Side Lines): Fronts House Small 15' min behind face of frontage types or building whichever is closer to the street [Q] All other building types 40' min [R] Side Street 15' min [S] Side 5' min [T] Rear 5' min [U] Characteristics Curb Cut Width 12' max' [V] Distance between driveways 40' min [W] Standards 1. Parking may be covered or uncovered and may be attached or detached from main body. 2. Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). 3. Porte-cochere allowed if integrated into building facade. 4. Curb cut width along alley may exceed 12'. 5. A driveway may be shared between adjacent design sites. 1 Front access is not allowed in corner design sites. z With 2' planting strip on each side. 7y— 7,— III I m� III I II Illy III IIIII O Illy I I II Ill: � ill: I I Street (Front Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line Frontage Type BUILDING TYPES ALLOWED House Small Duplex Side -by -Side Duplex Stacked Cottage Court Multiplex Small Townhouse (House Scale) Carriage House House Small Cottage Court There shall be a mix of frontage and building types per block as outlined in sections 14-2H-6.B.6 (Building Type Standards) and 14-2H-B.B.5 (Frontage Type Standards). Min Max Min Max Max Max Width �M Depth Depth` Min Max Max Min Max Width Depth 50" 75' 100'2 180' 1 2.5 1 35' 45" 60i1 75' 100i2 180' 1 2.5 2 48' 40" 50" 70' 100'2 180' 1 2.5 2 36' 40" 90i1 120' 120" 180' 3 9 1.512 111 32'13 24' 70' 100, 110, 150' 1 2.5 3 6 50' 50i5 25'3 125A 100'2 180' 17 2.5 1 18' min 50,5 $ 30' max Accessory Dwelling Unit — See 14-2H-6C for details 1 Min. width maybe reduced by 10' if vehicle access is provided from rear. 2 Min. depth may be adjusted as follows: a. It may be reduced by 10' if utility easement is relocated to alley; and/or b. It may be reduced by 15' if the design site fronts new civic space (14-2H-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3Represents 1 townhouse. °Represents 3 townhouses side -by -side or attached. 6 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5' 6 Except when used for parking, front parking setback shall complywith standards in Item 7 (Parking) of the zone. House -scale building, 2 -3 buildings 2 - 3 individual townhouses max. per row. a Max. width per building: 90' This document is for reference only. Please see the Iowa City Zoning and Subdivision Code for full details. Max Max Separation Offset from MM Porch Porch Door yard Stoop Width Depth Between Wings Main Body Projecting Engaged 20' 20' 15' 5'6 400 SF A A A A 225 SF/unit 15' A A A A 15' 20' 15' 5' 225 SF/unit 15' A A A A See Code10 See Code10 A A A 20' 30' 15' 5' 225 SF 15' A A A A 15' 15' 8' 64 SF/building 8' A A A A 95ee 14.2H.6 for the respective building type subsection 3 to see building size and massing standards. 10See14.2H.6for the respective building type subsection 7 to see private open space standards. 12 Most rear cottage (i.e. cottage furthest from the street and located at the rear of the design site) may be a building with up to 3 units. 12 Max. height to mid- point of roof : 18' 13 Max. width of most rear cottage: 40', Min. separation between cottages: 10' ALLOWED BUILDING TYPES ALLOWED FRONTAGE TYPES Duplex Side -by -Side Duplex Stacked Porch Projected Porch Engaged Dooryard Multiplex Small Townhouse (House Scale) Stoop OTHER FORM -BASED ZONE STANDARDS MUse Standards Site Standards Civic Space Standards Architectural Element Standards Frontage Type Standards Thoroughfare Type Standards Affordable Housing Incentives A walkable neighborhood environment of small -to- medium -footprint, moderate -intensity housing choices from cottage court, multiplex small, courtyard building small to townhouse, supporting and within short walking distance of neighborhood -serving retail and services. Setbacks Front (Fagade Zone)1,2 Side Street (Fagade Zone)1,2 Side Rear Interior Design Site [F] Corner Design Site Primary Building Accessory Structures [H] Primary Building [G] Accessory Structures [H] Primary Building [1] Accessory Structures [J] Building Within Fagade Zone Min 15' 15' 15' 15' 5' 3' 15' 5' Max 30' 30' 25' Front 65% Total length of facade required within or abutting the facade zone, exclusive of setbacks. Side Street 55% (design site width — both side setbacks) x facade zone standard = total length of the facade required within or abutting the facade zone Standards 1. Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). 1If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-2H-9), subtract 5' from required setback. 1The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the require- ments in section 14-2H-8 (Frontage Type Standards). WT01 II ili ©III 'I I I I I I I' O � O I I I I I I II ' I I I O II I II I Street (Front. Narrowest Side) Key Buildable Area - ROW/Design Site Line Accessory Structure(s) --- Setback Line Facade Zone General Note: the illustration above are intended to provide a brief overview of the zone and are descriptive in nature. Height Primary Building 1 Stories 2.5 stories max' To Roofline3 30' max [C] Accessory Structure(s)1 Carriage House 2 stories max Other 1 story max Ground Floor Ceiling Height 9' min [D] Footprint Depth, ground -floor space 30' min [E] a Stn d d ar s � 1. Design site coverage defined by max. building size of primary building type allowed and carriage house per section 14-2H-6 (Building Type Standards) and Item 5 (Building Placement) standards of this zone. 1 See section 14-2H-6 (Building Type Standards) for refinements to massing and height standards. z ".5" refers to an occupiable attic. 3 Typically measured from average finished grade along the frontage. Solar energy systems shall not be included in the maximum building height measurement. See building height in article 14-9A (General Definitions). 12' min. for cottage court building type. Key - ROW Line Mid -Point of Roof This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. Required Spaces Residential Uses Studio or 1-2 bedrooms 1 min per unit 3 or more bedrooms 1.5 min per unit Non -Residential Uses 1,500 SF None > 1,500 SF 2.5 min/1,000 SF after first 1,500 SF Setbacks (Distance from ROW/Design Side Lines): Fronts 40' min [Q] Side Street 15' min [R] Side 5' min [S] Rear 5' min [T] Characteristics Curb Cut Width 12' maxZ [U] Distance between driveways 40' min [V] Standards 1. Parking may be covered or uncovered and may be attached or detached from main body. 2. Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). 3. Porte-cochere allowed if integrated into building facade. 4. Curb cut width along alley may exceed 12'. 5. A driveway may be shared between adjacent design sites. 1 Front access is not allowed in corner design sites. 1 With 2' planting strip on each side. S I I III i t I II 11I Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area - Building Setback Line This document is for reference only. Please see the Iowa City Zoning and Subdivision Code for full details. There shall be a mix of frontage and building types per block as outlined in sections 14-2H-6.B.6 (Building Type Standards) and 14-2H-B.B ' (Frontage Type Standards). Max Max Max Max Separation Offset from Porch Porch BUILDING TYPES ALLOWED Min Width Min Depth Min Width Depth Max Max Min Max Max Width Max Depth Width Depth Area Between Main Body Dimension Projecting Engaged Dooryard Stoop Cottage Court 90'1 120' 120" 180' 3 9 1.511 112 32'13 24' See Code' See Code' A A A Multiplex Small 60" 100, 110'2 150' 1 2.5 3 6 50' 50' 10 20' 30' 15' 5' 225 SF 15' A A A A Townhouse (Block -Scale) 18'3 1604 100'2 180' 15 2.5 1 18' min 630' 50' 10 15' 15' 8' 64 SF 8' A A A A max Courtyard Building Small 100'1 130' 150'2 180' 3 1' 2.5 10 16 100, 100'10 30' width A A A 50' depth Carriage House Accessory Dwelling Unit — See 14-2H-6C for details Cottage Court 3 Min. width may be reduced by 10' if vehicle access is provided from rear. Z Min. depth may be adjusted as follows: a. It may be reduced by 10' if utility easement is relocated to alley; and/or b. It may be reduced by 15' if the design site fronts new civic space (14-2H-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3Represents 1 townhouse. °Represents 4 townhouses side -by -side or attached. 6 Block -scale building, 4 - 8 individual townhouses max. per row. 6 Max width per building: 120' Primary buildings may be designed as a up to two adjacent buildings not more than 15' apart. a See 14.2H.6 for the respective building type subsection 3 to see building size and massing standards. 9See 14.2H.6 for the respective building type subsection 7 to see private open space standards. ALLOWED BUILDING TYPES Multiplex Small r� _dn' Courtyard Building Small Townhouse (Block -Scale) Porch Projected 10 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by5'. 11 Max. height to mid- point of roof : 18' 12 Most rear cottage (i.e. cottage furthest from the street and located at the rear of the design site) 13 Max. width of most rear cottage: 40', Min. separation between cottages: 10' ALLOWED FRONTAGE TYPES Porch Engaged Dooryard Stoop OTHER FORM -BASED ZONE STANDARDS MUse Standards Site Standards Civic Space Standards Architectural Element Standards Frontage Type Standards Thoroughfare Type Standards Affordable Housing Incentives A walkable neighborhood environment with medium -footprint, moderate - intensity housing choices from multiplex large, courtyard building small to townhouse, supporting and within short walking distance of neighborhood - serving retail and services. Setbacks Min Front (Fagade Interior Design Site [F] 15' Zone)1'2 Corner Design Site 15' Side Street (Fagade Primary Building [G] 15' Zone)1'2 Accessory Structures [H] 15' Primary Building [I] 5' Side Accessory Structures [J] 3' Primary Building [K] 15' Rear Accessory Structures [L] 5' Building Within Fagade Zone Max 25' 25' 25' Front 65% Total length of facade required within or abutting the facade zone, exclusive of setbacks. Side Street 55% (design site width — both side setbacks) x facade zone standard = total length of the facade required within or abutting the facade zone Standards 1. Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). 1If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-2H-9), subtract 5' from required setback. 1The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the require- ments in section 14-2H-8 (Frontage Type Standards). ---- y-- '�------ 211 I Im I OIL lej " O I d� II � IOI I I ------------------ L-------------- { Street (Front: Narrowest Side) Key . Buildable Area -"- ROW! Design Site Line \\ Accessory Structure(s) --- Setback Line 0 Facade Zane General Note: the illustration above are intended to provide a brief overview of the zone and are descriptive in nature. Height Primary Building 1 Stories 3.5 stories maxZ [C] To Roofline3 40' max Accessory Structure(s)1 Carriage House 2 stories max Other 1 story max Ground Floor Ceiling Height 9' min [D] Footprint Depth, ground -floor space 30' min [E] a Stn d d ar s � 1. Design site coverage defined by max. building size of primary building type allowed and carriage house per section 14-2H-6 (Building Type Standards) and Item 5 (Building Placement) standards of this zone. 1 See section 14-2H-6 (Building Type Standards) for refinements to massing and height standards. z ...5" refers to an occupiable attic. 3 Typically measured from average finished grade along the frontage. Solar energy systems shall not be included in the maximum building height measurement. See building height in article 14-9A (General Definitions). Key - ROW Line Mid -Point of Roof This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. Required Spaces Residential Uses Studio or 1-2 bedrooms 1 min per unit 3 or more bedrooms 1.5 min per unit Non -Residential Uses 2,000 SF None > 2,000 SF 2.5 min/1,000 SF after first 2,000 SF Setbacks (Distance from ROW/Design Side Lines): Fronts 40' min [Q] Side Street 15' min [R] Side 5' min [S] Rear 5' min [T] Characteristics Curb Cut Width 12' maxZ [U] Distance between driveways 40' min [V] Standards 1. Parking may be covered or uncovered and may be attached or detached from main body. 2. Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). 3. Porte-cochere allowed if integrated into building facade. 4. Curb cut width along alley may exceed 12'. 5. A driveway may be shared between adjacent design sites. 1 Front access is not allowed in corner design sites. 1 With 2' planting strip on each side. S I II III I III II I I III III II I Tt Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area - Building Setback Line This document is for reference only. Please see the Iowa City Zoning and Subdivision Code for full details. There shall be a mix of frontage and building types per block as outlined in sections 14-2H-6.B.6 (Building Type Standards) and 14-2H-B.B.5 (Frontage Type Standards). BUILDINGS PER UNITS PER ALLOWED FRONTAGE TYPES Min Max Min Max Separation Offset Porch Porch BUILDING TYPES ALLOWED — Width _ Width Depth.,�h Min Max Max Min Max Max Width Max Depth Between from Main Area Dimension Projecting Engaged Dooryard Stoop Terrace Forecourt Multiplex Large 75i1 100' 130" 150' 1 3.5 7 12 60' 60i10 20' 40' 15' 5' 225 SF 15' A A A A Townhouse (Block -Scale) 18i3 130'4,6 100i2 180' 16 3.5 112 18' min 50'10 15' 15 8' 64 SF 8' A A A A A 30' max 30' d h Courtyard Building Small Carriage House Multiplex Large 100'1 130' 150'2 180' 111 3.5 10 16 100, 100'10 50' A A A A depth Accessory Dwelling Unit — See 14-2H-6C for details 1 Min. width may be reduced by 10' if vehicle access is provided from rear. 2Min. depth may be adjusted as follows: a. It may be reduced by 10' if utility easement is relocated to alley; and/or b. It may be reduced by 15' if the design site fronts new civic space (14-2H-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3 Represents 1 townhouse. 4 Represents 4 townhouses side -by -side or attached. 5In the open sub -zone, each townhouse may be divided vertically into 3 units. 6Block-scale building, 4 -8 individual townhouses max. per row. 7Max width per building: 100' a See 14.2H.6for the respective building type subsection 3 to see building size and massing standards. 95ee 14.2H.6 for the respective building type subsection 7 to see private open space standards. 10 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by5'. ALLOWED BUILDING TYPES Townhouse (Block -Scale) Courtyard Building Small Porch Projected Stoop n Primary buildings may be designed as a up to two adjacent buildings not more than 15' apart. 12 3 max in T4NM-0 zone ALLOWED FRONTAGE TYPES Porch Engaged Terrace Dooryard Forecourt OTHER FORM -BASED ZONE STANDARDS MUse Standards Site Standards Civic Space Standards Architectural Element Standards Frontage Type Standards Thoroughfare Type Standards Affordable Housing Incentives A walkable, vibrant district of medium -to -large -footprint, moderate -intensity, mixed -use buildings and housing choices from townhouse and courtyard building large to main street building, supporting neighborhood -serving ground floor retail, food and services, including indoor and outdoor artisanal industrial businesses. Setbacks Min Max Front (Fagade Interior Design Site [F] 0' 10, Zone) Corner Design Site 0' 10, Side Street (Fagade Primary Building [G] 0' 10, Zone) Accessory Structures [H] 0' Primary Building [I] 0' Side Accessory Structures [J] 3' Primary Building [K] 10, Rear Accessory Structures [L] 5' Building Within Fagade Zone Total length of facade required within or abutting the Front 80% facade zone, exclusive of setbacks. Side Street 70% (design site width — both side setbacks) x facade zone standard = total length of the facade required within or abutting the facade zone Standards 1. Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). 2. Utility easement required in alley as identified by the applicable abutting thoroughfare type (14-2H-9). Street (Front; Narrowest Side) Key E Buildable Area ---- ROW/ Design Site Line \\\\Xl Accessory Structure(s) --- Setback Line E Facade Zone General Note: the illustration above are intended to provide a brief overview of the zone and are descriptive in nature. Height Primary Building 1 Stories 4 stories max To Roofline2 45' max [C] Accessory Structure(s)1 Carriage House 2 stories max Other 1 story max Ground Floor Ceiling Height 14' min [D] Footprint Depth, ground -floor space 30' min [E] Standards 1. Design site coverage defined by max. building size of primary building type allowed and carriage house per section 14-2H-6 (Building Type Standards) and Item 5 (Building Placement) standards of this zone. 1 See section 14-2H-6 (Building Type Standards) for refinements to massing and height standards. Z Typically measured from average finished grade along the frontage. Solar energy systems shall not be included in the maximum building height measurement. See building height in article 14-9A (General Definitions). Key - ROW Line Mid -Point of Roof This document is for reference only. Please see the Iowa City Zoning & Subdivision Code for full details. Required Spaces Residential Uses Studio or 1-2 bedrooms 1 min per unit 3 or more bedrooms 1.5 min per unit Non -Residential Uses 5,000 SF 0 max > 5,000 SF 2 max/1,000 SF after first 5,000 SF Setbacks (Distance from ROW/Design Side Lines): Front 40' min [Q] Side Street [R] 75' from front 25' min [S] > 75' from front 5' min Side 0' min [T] Rear 5' min [U] Characteristics Curb Cut Width 12' max' Standards 1. Parking may be covered or uncovered and may be attached or detached from main body. 2. Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). 3. Curb cut width along alley may exceed 12'. 4. A driveway may be shared between adjacent design sites. 1 With 2' planting strip on each side. I� -----------p I�--— 0 -- I�---- � T� F } Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area -- Building Setback Line This document is for reference only. Please see the Iowa City Zoning and Subdivision Code for full details. ALLOWED FRONTAGE TYPE Min Max Min Max Max Max Separation Maker BUILDING TYPES ALLOWED Width Width Depth Depth Min Max Max Min Max Max Width Max Depth Width Depth Between Area Dimension Dooryard Stoop Terrace Shopfront Shopfront Gallery Forecourt Arcade Townhouse (Block -Scale) 18i2 220i " 100i1 180' 15 3.5 3 18' mint 50i10 15' 15' 8' 64 SF 8' A A A 30' max Courtyard Building Large 100, 150' 180i1 200' 17 3.5 18 24 100, 140' 3 A A A A 0' depth Main Street Building 25' 150' 100i1 200' 1 3.5 Unrestricted11 200' 120' Not Required Al2 A A Al2 A A A A Carriage House Accessory Dwelling Unit — See 4-2H-6C for details 1 Min. depth maybe reduced by 15' if the design site fronts anew civic space (14-2H-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reductions may not exceed 25' total. 2 Represents 1 townhouse. 3 Represents 8 townhouses side -by -side or attached. Each townhouse may be divided vertically into 3 units. 5 Block -scale building, 4 - 8 individual townhouses max. per row. 6 Max width per building: 200' Primary buildings may be designed as a up to two adjacent buildings not more than 15' apart. 8See 14.2H.6for the respective building type subsection 3 to see building size and massing standards. 9See 14.2H.6 for the respective building type subsection 7 to see private open space standards. 10 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5'. 11 Number of units restricted by Iowa City's adopted Building Code, Fire Code, and Housing Code standards. 12 Only on neighborhood (side) streets and min. 60' from front of design site. ALLOWED BUILDING TYPES Townhouse (Block -Scale) Courtyard Building Large Main Street Building a Dooryard ALLOWED FRONTAGE TYPES Stoop Terrace Gallery Forecourt Maker Shopfront Arcade OTHER FORM -BASED ZONE STANDARDS MUse Standards Site Standards Civic Space Standards Architectural Element Standards Frontage Type Standards Thoroughfare Type Standards Affordable Housing Incentives ALL ZONES An MIJ There shall be a mix of frontage and building types per block as outlined in sections (Building Type Standards) and (Frontage Type Standards). This document is for reference only. Please see the Iowa City Zoning and Subdivision Code for full details. Min Max Min Max Separation Offsetfrom BUILDING TYPES ALLOWED T3NE T3NG T4NS T4NM T4MS Width Width Depth Depth Min Max Max Min Max Max Width Max Depth Max Width Max Depth Between Main Body Area Dimension House Large A 60" 95' 110'2 180' 1 2.5 1 55' 55'5 20' 20' 15' 5'6 400 SF porch projecting, porch engaged, dooryard, stoop porch projecting, porch engaged, House Small A 50" 75' 100'2 180' 1 2.5 1 35' 45" 20' 20' 15' 5'6 400 SF dooryard, stoop Duplex Side -by -Side A A 60" 75' 100'2 180' 1 2.5 2 48' 40'5 225 SF/unit 15' porch projecting, porch engaged, dooryard, stoop Duplex Stacked A 50" 70' 100'2 180' 1 2.5 2 36' 40" 15' 20' 15' 5' 225 SF/unit 15' porch projecting, porch engaged, dooryard, stoop Cottage Court A A A 90'1 120' 120'2 180' 3 9 1.512 111 32,13 24' See Code10 See Codelo porch projecting, dooryard, stoop 18' min 64 SF/ porch projecting, porch engaged, Townhouse (House Scale) A 25'3 125'4 100'2 180' 17 2.5 1 8 50" 15' 15' 8' 8' 30' max building dooryard, stoop, terrace Townhouse (Block Scale) A A A 18'3 1308 100'2 180' 116 2.5 117 18' min 8 50'5 15' 15' 8' 64 SF 8' porch projecting, porch engaged, 220 30' max dooryard, stoop, terrace Multiplex Small A A 70'14 100, 110, 150' 1 2.5 3 6 50' 50" 20' 30' 15' 5' 225 SF 15' porch projecting, porch engaged, dooryard, stoop Multiplex Large A 75" 100, 130'2 150' 1 3.5 7 12 60' 60'5 20' 40' 15' 5' 225 SF 15' porch projecting, stoop, forecourt, terrace 30' width 50' porch projecting, porch engaged, stoop, Courtyard Building Small A A 100'1 130' 150'2 180' 3 115 2.5 10 16 100, 100'S depth terrace Courtyard Building Large A 100, 150' 180" 200' 17 3.5 18 24 100, 140' 30' width stoop, shopfront, terrace, gallery 70' depth 1 Unrestricted" Re- dooryard 20, stoop, forecourt, maker shop- Main Street Building A 25' 150' 100' 200' 1 3.5 Unrestricted11 200' 200' 120' quired Not Required front20, shopfront, terrace, gallery, arcade Carriage House Accessory Dwelling Unit — See 14-2H-6C for details 1 Min. width may be reduced by 10' if vehicle access is provided from rear. lOSee for the respective building type subsection 7 to see private open space standards. 2 Min. depth may be adjusted as follows: 11 Most rear cottage (i.e. cottage furthest from the street and located at the rear of the design site) may be a building with up a. It may be reduced by 10' if utility easement is relocated to alley; and/or to 3 units. b. It may be reduced by 15' if the design site fronts new civic space ( ) not shown on the Future Land Use Map of the Comprehensive 12 Max. height to mid -point of roof: 18' Plan. Min. depth reduction may not exceed 25' total. 13 Max. width of most rear cottage: 40', Min. separation between cottages: 10' 3 Represents 1 townhouse. 14 60' min in the T4NS zone. 4125' - Represents 3 townhouses side -by -side or attached. 15 Primary buildings may be designed as a up to two adjacent buildings not more than 15' apart. 5 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5'. 16 Block -scale building, 4 - 8 individual townhouses max. per row. 6 Except when used for parking, front parking setback shall comply with standards in Item 7 (Parking) of the zone. 17 In the open sub -zone (T4NM-0), each townhouse may be divided vertically into 3 units. House -scale building, 2 - 3 buildings 2 - 3 individual townhouses max. per row. 1s 160 - Represents 4 (T4NS) townhouses side -by -side or attached. 130 - Represents 4 (T4NM) townhouses side -by -side or attached. 220 - Represents 8 (T4MS) townhouses side -by -side or attached. 8 House Scale: Max. width per building: 90' (T3NG). Block Scale: Max width per building: 120' (T4NS) 100' (T4NM) 200' (T4MS). 19 Number of units restricted by Iowa City's adopted Building Code, Fire Code, and Housing Code standards. 9See 14.2H.6 for the respective building type subsection 3 to see building size and massing standards. 20 Only on neighborhood (side) streets and min. 60' from front of design site. ATTACHMENT 2 Draft Zoning and Land Subdivision Code Text Amendments DRAFT ZONING CODE TEXT A. Amend 14-2H-1 E, Neighborhood Plan, by adding the underlined text: E. Neighborhood Plan: 1. The Neighborhood Plan, submitted as an accompanying document with the final plat, ensures compliance with the standards in this Article. It shall substantially conform to the Future Land Use Map included in the Comprehensive Plan and District Plan, as applicable. 2. The Neighborhood Plan shall include the following components in plan view on application forms provided by the department, along with any additional information as requested by the City: a. Identify all applicable Form -Based Zones, lots, and design sites. b. Identify all proposed building types pursuant to section 14-2H-E (Building Type Standards) and proposed frontage types pursuant to section 14-2H-8 (Frontages) for each lot and/or design site. c. Apply thoroughfares in an interconnected network and identify proposed thoroughfare types pursuant to sections 14-2H-9 (Thoroughfare Type Standards) and 15-3-2 (Streets And Circulation), including all proposed passages (14-2H-9L) and/or alleys (14-2H-9K). d. Identify natural open space and civic space types pursuant to section 14-2H-5 (Civic Space Type Standards) and delineate all proposed buildings, paved areas, trees, and/or landscaping in civic spaces. e. Identify all connections to existing streets and sidewalks and lots and design sites on adjacent properties in conformance with block standards pursuant to section 15-3-4 (Layout Of Blocks And Lots). 3. Following adoption of the final plat, the following changes to the Neighborhood Plan may be administratively approved concurrently with building permit or site plan review. `"'"QPQ ^""P@I4& All requested changes from the original Neighborhood Plan must be identified on site plans and building plans. a. Substituting one building type for another where the lot and/or design site meets the requirements of sections 14-2H-2 (Zones) and 14-2H-6 (Building Type Standards) and where the change does not limit the ability of other lots and/or design sites on the block to change or maintain their building type. b. Substituting one frontage type for another where the lot and/or design site meets the requirements of section 14-2H-8 (Frontage Type Standards) and where the change does not limit the ability of other lots and/or design sites on the block to change or maintain their frontage type. c. Substituting one civic space type for another, including changes to the design of said civic spaces, where the civic space type meets the requirements of section 4-2H-5 (Civic Space Type Standards). d. Changing the number, size, and layout of design sites within a single lot where all modified design sites meet the size and shape requirements of section 14-2H-2 (Zones). (Ord. 21- 4866, 11-16-2021) B. Amend Table 14-2H-2C-3, Building Types, by deleting the strikethrough text and adding the underlined text: Primary Design Site Building Type Width (A) Depth (B) Standards House Large 60' min. 95' max. 110' min.2 180' max. 14-2H-6D Duplex Side -by- Side! 60' min. 75' max. 100' min.2 180' max. 14-2H-6F Cottage Court 90' min. 120' min.2 14-21-1-61-1 120' max. 490 200' max. 1 Min. width may be reduced by 10' if vehicle access is provided from rear. 2 Min. depth may be adjusted as follows: a. It may be reduced by 10' if utility easement is relocated to alley; and/or b. It may be reduced by 15' if the design site fronts new civic space (14-21-1-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3 For fee simple arrangements, no side setback is required between the units of this building type. C. Amend Table 14-2H-2C-5, Building Placement, by deleting the strikethrough text and adding the underlined text: a. Setback (Distance from ROW/Design Site Line) Front (Facade Zone)', 2 (F) Interior Design Site Corner Design Site 25' min.; 35' max. 25' min.; 35' max. Side Street (Facade Zone)', 2 Primary Building Accessory Structure(s) 20' min.; 25' max. (G) 20' min. (H) Side Primary Building Accessory Structure(s)3 49 5' min. (1) 5' min. (J) Rear Primary Building Accessory Structure(s) 25' min. (K) 5' min. (L) b. Building Within Facade Zone Total length of facade required within or abutting the facade zone, exclusive of setbacks. Front Side Street 50% min. 40% min c. Standards (1) Facades facing a street or civic space must be designed in compliance with section 14-21-1-7 (Architectural Element Standards). 1 If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-21-1-9), subtract 5' from required setback. 2 The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the requirements in section 14-21-1-8 (Frontage Type Standards). 3 For Duplex Side -By -Side and Attached Townhouses, no side setback is required for accessory structures used for parking. D. Amend Table 14-2H-2C-6, Encroachments Into Setbacks, by deleting the strikethrough text and adding the underlined text: a. Encroachment Type: Front (M) Side St. (N) Side (0) Rear (P) Architectural Features 5' max. 5' max. ' max. 5' max. Stairs X 5' max. ' max. 5' max. b. Standards: (1) Encroachments are not allowed within utility easement area, ROW, alley ROW or across a property line. (2) Upper story encroachments on front and side street require 8' min. of clearance. (3) See Item 8 (Frontages) for allowed frontages and section 14-21-1-8 (Frontage Type Standards) for further refinements. E. Amend 14-2H-2C-6, Encroachments Into Setbacks, by removing the image with red border and adding the image with the no border: y r-----� I r---4b--, I r------ I �I 'I I I ICI min. I I I II min_ I I ICI I I I© II I I I ©�I I T I � Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line F M 3 I n. min. I I I I AEI I I I li© I i I i min. ©� I min. II y III IIII i I R li: Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line Frontage Type V1 F. Amend Table 14-2H-2C-7, Parking, by deleting the strikethrough text and adding the underlined text: a. Required Spaces: Residential Uses Studio or 1- 2 bedrooms 3 or more bedrooms 1 min. per unit 2 min. per unit Non -Residential Uses 1,500 sf. > 1,500 sf. None 2.5 min./1,000 sf. after first 1,500 sf. b. Setback (Distance From ROW/Design Site Line): Front' House large All other building types 15' min. behind face of frontage type or building whichever is closer to street (Q) 50' min. (R) Side Street 20' min. (S) Side 5' min. (T) Rear 5' min. (U) c. Characteristics: Sib -Gut Driveway Width 12' max.2 (V) Distance between driveways 40 20, min. (W) d. Standards: (1) Parking may be covered or uncovered and may be attached or detached from main body. (2) Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). 4 (3) Porte-cochere allowed if integrated into building facade. (4) GuFb Cut Driveway width along alley may exceed 12'. (5) A driveway may be shared between adjacent design sites. Front access is not allowed in corner design sites. 2 With 2' planting strip on each side. G. Amend Table 14-2H-2D-3, Building Types, by deleting the strikethrough text and adding the underlined text: Primary Design Site Building Type Width (A) Depth (B) Standards a. House -Scale: House small 50' min. 1 00'min.2 14-2H-6E 75' max. 180' max. Duplex side -by- 60' min. 100' min.2 14-2H-6F sides 75' max. 180' max. Duplex stacked 50' min. 100' min.2 14-2H-6G 70' max. 180' max. Cottage court 90' min. 120' min.2 14-2H-6H 120' max. 4-88 200' max. Multiplex small 70' min. 110' min.2 14-2H-61 100' max. 150' max. Townhouses 25' min.3 100' min.2 14-2H-6K 125' max.4 180' max. 1 Min. width may be reduced by 10' if vehicle access is provided from rear. 2 Min. depth may be adjusted as follows: (a) It may be reduced by 10' if utility easement is relocated to alley; and/or (b) It may be reduced by 15' if the design site fronts new civic space (14-2H-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3 Represents 1 townhouse. 4 Represents 3 townhouses sidebyside ^r -a++-ar+head s For fee simple arrangements, no side setback is required between the units of this building type. H. Amend Table 14-2H-2D-5, Building Placement, by deleting the strikethrough text and adding the underlined text: a. Setback (Distance from ROW/Design Site Line) Front (Facade Zone)', 2 (F) Interior Design Site 20' min.; 30' max. Corner Design Site 20' min.; 30' max. Side Street (Facade Zone)', 2 Primary Building Accessory Structure(s) 15' min.; 25' max. (G) 15' min. (H) Side Primary Building Accessory Structure(s)3 7- 5' min. (1) 5' min. (J) Rear Primary Building Accessory Structure(s) 25' min. (K) 5' min. (L) b. Building Within Facade Zone Total length of facade required within or abutting the facade zone, exclusive of setbacks. Front Side Street 60% min. 50% min c. Standards (1) Facades facing a street or civic space must be designed in compliance with section 14-21-1-7 (Architectural Element Standards). 1 If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-21-1-9), subtract 5' from required setback. 2 The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the requirements in section 14-21-1-8 (Frontage Type Standards). 3 For Duplex Side -By -Side and Attached Townhouses, no side setback is required for accessory structures used for parking. I. Amend Table 14-2H-2D-6, Encroachments Into Setbacks, by deleting the strikethrough text and adding the underlined text: a. Encroachment Type: Front (M) Side St. (N) Side (0) Rear (P) Architectural Features 3' max. 3' max. 5 3' max. 5' max. Stairs X 3' max. 5 2' max. 5' max. b. Standards: (1) Encroachments are not allowed within utility easement area, ROW, alley ROW or across a property line. (2) See Item 8 (Frontages) for allowed frontages and section 14-21-1-8 (Frontage Type Standards) for further refinements. J. Amend 14-2H-2D-6, Encroachments Into Setbacks, by removing the image with red border and adding the image with the no border: r-----� I r---4b--, I r------ I I i I I min. I I I II min. min. I I I II I I I© I min.--)-. min:I I I I I I y I I L_----J L—_ .—J L-- ---J T C j r► Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line Frontage I II I 04 min. � I III ,E+ min. I III 1 ; I I I I I I i I I I I I I© I I li i.l� � illmmp�I min. min. I I Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line Frontage Type M V) K. Amend Table 14-2H-2D-7, Parking, by deleting the strikethrough text and adding the underlined text: a. Required Spaces: Residential Uses Studio or 1- 2 bedrooms 3 or more bedrooms 1 min. per unit 2 min. per unit Non -Residential Uses 1,500 sf. > 1,500 sf. None 2.5 min./1,000 sf. after first 1,500 sf. b. Setback (Distance From ROW/Design Site Line): Front' House small All other building types 15' min. behind face of frontage type or building whichever is closer to street (Q) 40' min. (R) Side Street 15' min. (S) Side 5' min. (T) Rear 5' min. (U) c. Characteristics: Curb -Gut Driveway Width 12' max.2 (V) Distance between driveways 40 20, min. (W) d. Standards: (1) Parking may be covered or uncovered and may be attached or detached from main body. (2) Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). (3) Porte-cochere allowed if integrated into building facade. (4) GuFb-Sut Driveway width along alley may exceed 12'. (5) A driveway may be shared between adjacent design sites. Front access is not allowed in corner design sites. 2 With 2' planting strip on each side. L. Amend Table 14-2H-2E-3, Building Types, by deleting the strikethrough text and adding the underlined text: Primary Design Site Building Type Width (A) Depth (B) Standards a. House -Scale: Cottage court 90' min. 120' max. 120' min.2 490 200' max. 14-2H-6H Multiplex small 70' min. 100' max. 110' min.2 150' max. 14-2H-61 Courtyard building small 100' min. 130' max.4 150' min.2 180' max. 14-2H-6L b. Block -Scale Townhouses 18' min.3 160' max.4 100' min.2 180' max. 14-2H-6K Min. width may be reduced by 10' if vehicle access is provided from rear. 2 Min. depth may be adjusted as follows: (c) It may be reduced by 10' if utility easement is relocated to alley; and/or (d) It may be reduced by 15' if the design site fronts new civic space (14-21-1-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3 Represents 1 townhouse. 4 Represents 4 townhouses sidebyside 5 For fee simple arrangements, no side setback is required between the units of this building type. M. Amend Table 14-2H-2E-5, Building Placement, by deleting the strikethrough text and adding the underlined text: a. Setback (Distance from ROW/Design Site Line) Front (Facade Zone)' ° 2 Interior Design Site Corner Design Site 15' min.; 30' max. (F) 15' min.; 30' max. Side Street (Facade Zone)' 2 Primary Building Accessory Structure(s) 15' min.; 25' max. 15' min. (H) Side Primary Building Accessory Structure(s)3 5' min. kG) 3' min. {#) Rear Primary Building Accessory Structure(s) 15' min. 04 5' min. 4�LLJ b. Building Within Facade Zone Total length of facade required within or abutting the facade zone, exclusive of setbacks. Front Side Street 65% min. {144 55% min {1.4 c. Standards (1) Facades facing a street or civic space must be designed in compliance with section 14-21-1-7 (Architectural Element Standards). 1 If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-21-1-9), subtract 5' from required setback. 2 The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the requirements in section 14-21-1-8 (Frontage Type Standards). 3 For Duplex Side -By -Side and Attached Townhouses, no side setback is required for accessory structures used for parking. N. Amend Table 14-2H-2E-6, Encroachments Into Setbacks, by deleting the strikethrough text and adding the underlined text: a. Encroachment Type: Front (M) Side St. (N) Side (0) Rear (P) Architectural Features 3' max. 3' max. 5 3' max. 5' max. Stairs X 3' max. 5 2' max. 5' max. b. Standards: (1) Encroachments are not allowed within utility easement area, ROW, alley ROW or across a property line. (2) Upper story encroachments on front and side street require 8' min. of clearance. (3) See Item 8 (Frontages) for allowed frontages and section 14-21-1-8 (Frontage Type Standards) for further refinements. O. Amend 14-2H-2E-6, Encroachments Into Setbacks, by removing the image with red border and adding the image with the no border: M Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line 10 II I III �� I ©min min. i I I I I i min. j 1 I i I I r I I � o �T T Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line v v N P. Amend Table 14-2H-2E-7, Parking, by deleting the strikethrough text and adding the underlined text: a. Required Spaces: Residential Uses Studio or 1- 2 bedrooms 3 or more bedrooms 1 min. per unit 2 min. per unit Non -Residential Uses 1,500 sf. > 1,500 sf. None 2.5 min./1,000 sf. after first 1,500 sf. b. Setback (Distance From ROW/Design Site Line): Front' 40' min. (Q) Side Street 15' min. (R) Side 5' min. (S) Rear 5' min. (T) c. Characteristics: 96-Sut Driveway Width 12' max.2 (U) Distance between driveways 40 20, min. (V) d. Standards: (1) Parking may be covered or uncovered and may be attached or detached from main body. (2) Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). (3) Porte-cochere allowed if integrated into building facade. (4) G6iFb-Gut Driveway width along alley may exceed 12'. (5) A driveway may be shared between adjacent design sites. 11 1 Front access is not allowed in corner design sites. 2 With 2' planting strip on each side. Q. Amend Table 14-2H-2F-3, Building Types, by deleting the strikethrough text and adding the underlined text: Primary Design Site Building Type Width (A) Depth (B) Standards a. House -Scale: Multiplex large 75' min. 130' min.2 14-2H-6J 100' max. 150' max. Courtyard building 100' min. 150' min.2 14-2H-6L small 130' max. 180' max. b. Block -Scale Townhouse6 18' min.3 100' min.2 14-2H-6K 160' max.4,5 180' max. 1 Min. width may be reduced by 10' if vehicle access is provided from rear. 2 Min. depth may be adjusted as follows: (a) It may be reduced by 10' if utility easement is relocated to alley; and/or (b) It may be reduced by 15' if the design site fronts new civic space (14-2H-5) not shown on the Future Land Use Map of the Comprehensive Plan. Min. depth reduction may not exceed 25' total. 3 Represents 1 townhouse. 4 Represents 4 townhouses side by side r -a++-ar0head 5 In the open sub -zone, each townhouse may be divided vertically into 3 units. 6 For fee simple arrangements, no side setback is required between the units of this building type. R. Amend Table 14-2H-2F-5, Building Placement, by deleting the strikethrough text and adding the underlined text: a. Setback (Distance from ROW/Design Site Line) Front (Facade Zone)' 2 Interior Design Site Corner Design Site 15' min.; 25' max. (F) 15' min.; 25' max. Side Street (Facade Zone)', 2 Primary Building Accessory Structure(s) 15' min.; 25' max.(G) 15' min. (H) Side Primary Building Accessory Structure(s)3 5' min. (1) 3' min. (J) 12 Rear Primary Building Accessory Structure(s) 15' min. (K) 5' min. (L) b. Building Within Facade Zone Total length of facade required within or abutting the facade zone, exclusive of setbacks. Front Side Street 65% min. (K) 55% min (L) c. Standards (1) Facades facing a street or civic space must be designed in compliance with section 14-21-1-7 (Architectural Element Standards). 1 If utility easement is 10' as determined by the applicable abutting thoroughfare type (14-21-1-9), subtract 5' from required setback. 2 The area between the front and side street design site lines and the building shall not be paved (except for allowed driveways and pedestrian routes) and is subject to the requirements in section 14-21-1-8 (Frontage Type Standards). 3 For Duplex Side -By -Side and Attached Townhouses, no side setback is required for accessory structures used for parking. S. Amend Table 14-2H-2F-6, Encroachments Into Setbacks, by deleting the strikethrough text and adding the underlined text: a. Encroachment Type: Front (M) Side St. (N) Side (0) Rear (P) Architectural Features 3' max. 3' max. 5 3' max. 5' max. Stairs X 3' max. 5 2' max. 5' max. b. Standards: (1) Encroachments are not allowed within utility easement area, ROW, alley ROW or across a property line. (2) Upper story encroachments on front and side street require 8' min. of clearance. (3) See Item 8 (Frontages) for allowed frontages and section 14-21-1-8 (Frontage Type Standards) for further refinements. T. Amend 14-2H-2F-6, Encroachments Into Setbacks, by removing the image with red border and adding the image with the no border: 13 • I I I.' 04• ;`T-in.11 min. i I I y I I i min. L---J L-----J I L-----J I Street (Front: Narrowest Side) Key ---- ROW/ Design Site Line Parking Area --- Building Setback Line I I I I i I I ©4 I I I I I I I j l I I I I r I I I I �..tf __o-OJT_. �_.�_.J.--•-------� li Street (Front: Narrowest Side) Key -••- ROW/ Design Site Line Parking Area --- Building Setback Line Md U. Amend Table 14-2H-2F-7, Parking, by deleting the strikethrough text and adding the underlined text: a. Required Spaces: Residential Uses Studio or 1- 2 bedrooms 3 or more bedrooms 1 min. per unit 2 min. per unit Non -Residential Uses 2,000 sf. > 2,500 sf. None 2.5 min./1,000 sf. after first 2,000 sf. b. Setback (Distance From ROW/Design Site Line): 14 Front' 40' min. (Q) Side Street 15' min. (R) Side 5' min. (S) Rear 5' min. (T) c. Characteristics: GuFb Gw Driveway Width 12' max.2 (U) Distance between driveways 48 20, min. (V) d. Standards: (1) Parking may be covered or uncovered and may be attached or detached from main body. (2) Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-2H-6 (Building Type Standards). (3) Porte-cochere allowed if integrated into building facade. (4) C;6irb-C6it Driveway width along alley may exceed 12'. (5) A driveway may be shared between adjacent design sites. Front access is not allowed in corner design sites. 2 With 2' planting strip on each side. V. Amend Table 14-2H-2G-3, Building Types, by deleting the strikethrough text and adding the underlined text: Primary Design Site Building Type Width (A) Depth (B) Standards a. Block -Scale: Townhouse45 18' mina? 220' max.�3 4 100' mina 180' max. 14-2H-6K Courtyard building large 100' min. 150' max. 180' min.-! 200' max. 14-2H-6M Main street building 25' min. 150' max. 100' min. 1 200' max. 14-2H-6N {�} Min. depth may be reduced by 15' if the design site fronts a new civic space ) not shown on the Future Land Use Map of the Comprehensive Plan.{2}Min. depth reductions may not exceed 25' total. 42 Represents 1 townhouse. 23 Represents 8 townhouses side by side ^r -a++-ar0head 34 Each townhouse may be divided vertically into 3 units. 45 For fee simple arrangements, no side setback is required between the units of this building type. W. Amend Table 14-2H-2G-5, Building Placement, by deleting the strikethrough text and adding the underlined text: 15 a. Setback (Distance from ROW/Design Site Line) Front (Facade Zone) Interior Design Site Corner Design Site 0' min.; 10' max. (F) 0' min.; 10' max. Side Street (Facade Zone) Primary Building Accessory Structure(s) 0' min.; 10' max.(G) 0' min. (H) Side Primary Building Accessory Structure(s)i 0' min. (1) 3' min. (J) Rear Primary Building Accessory Structure(s) 15' min. (K) 5' min. (L) b. Building Within Facade Zone Total length of facade required within or abutting the facade zone, exclusive of setbacks. Front Side Street 80% min. 70% min. c. Standards (1) Facades facing a street or civic space must be designed in compliance with section 14-21-1-7 (Architectural Element Standards). (2) Utility easements requiring in alley as identified by the applicable abutting throughfare type (14-21-1-9) For Duplex Side -By -Side and Attached Townhouses, no side setback is required for accessory structures used for parking. X. Amend Table 14-2H-2G-6, Encroachments Into Setbacks, by deleting the strikethrough text and adding the underlined text: a. Encroachment Type: Front (M) Side St. (N) Side (0) Rear (P) Architectural Features 3 X 3 X 2-� X 3' max. Stairs X 3 X 2�X 3' max. b. Standards: (1) Encroachments are not allowed within utility easement area, ROW, alley ROW or across a property line. (2) Upper story encroachments on front and side street require 8' min. of clearance. (3) See Item 8 (Frontages) for allowed frontages and section 14-21-1-8 (Frontage Type Standards) for further refinements. 16 Y. Amend 14-2H-2G-6, Encroachments Into Setbacks, by removing the image with red border and adding the image with the no border: y F Street (Front: Narrowest Side) Key - - ROW/ Design Site Line Parking Area -- Building Setback Line _ I 0 ©� IF I min � I 1 Street (Front: Narrowest Side) Key - - ROW/ Design Site Line Parking Area -- Building Setback Line Z. Amend Table 14-2H-2G-7, Parking, by deleting the strikethrough text and adding the underlined text: a. Required Spaces: Residential Uses Studio or 1- 2 bedrooms 3 or more bedrooms 1 max. per unit 1.5 max. per unit Non -Residential Uses 5,000 sf. 0 max. 17 > 5,000 sf. 12 max./1,000 sf. after first 5,000 sf. b. Setback (Distance From ROW/Design Site Line): Front' 40' min. (Q) Side Street 75' from front > 75' from front (R) 25' min. (S) 5' min. Side 0' min. (T) Rear 5' min. (U) c. Characteristics: G6irb G6i Driveway Width 12' max.2 (V) d. Standards: (1) Parking may be covered or uncovered and may be attached or detached from main body. (2) Parking may be located in rear or side wing in compliance with main body and wing(s) standards per section 14-21-1-6 (Building Type Standards). (3) G6irb G6it Driveway width along alley may exceed 12'. (4) A driveway may be shared between adjacent design sites. With 2' planting strip on each side. AA.Amend Table 14-2H-4E-1, Adjustments to Standards, by deleting the strikethrough text and adding the underlined text: Table 14-2H-4E-1: Adjustments to Standards Eligible Standards and Required Findings Adjustment/Amount Allowed Adjustments of Adjustment Design Site Design Site Dimensions (Depth/Width) Decrease in the minimum 1 The adjustment accommodates Up to 10% of the standard. required or increase the an existing feature including, but not maximum allowed. limited, to a tree or utility; and 2 An existing or new design site can still be developed in compliance with the standards of the zone. Increase the maximum 1 Demonstrates that one or more of No Limit allowed. the following special circumstances apply to the Property, which make it impractical to comply with the subject regulation: a. The adjustment is needed to avoid a regulated sensitive area. b. The adjustment is needed to reduce the amount of grading 18 needed due to the property's existing topography. c. The alignment of an existing street that must be extended creates a configuration that makes compliance impractical due to irregularly shaped blocks. d. Corner design sites within non -rectangular blocks (see figure below). Additional Width with Adiustment Max. Width 2 The building(s) complies with the setbacks of the zone. 3 The adjustment fits the characteristics of the site and the .surrounding neighborhood. Building Setbacks C-,r acauc Building Within Facade Zone Reduction of the minimum 1 The adjustment accommodates Up to 20% of the standard. amount of facade building an existing feature including, but not required within the facade limited, to a tree or utility. zone. 2 The proposed development is visually compatible with adjacent development and the intended physical character of the zone. Building Footprint Size of Main Body or Wing(s) Increase in the allowed 1 The adjustment accommodates Up to 10% of the standard. length or width. an existing feature including, but not limited, to a tree or utility. 2 The wing(s) maintains the required 5' offset from the main body. 3 The building complies with the setbacks of the zone. 4 The proposed development is visually compatible with adjacent development and the intended physical character of the zone. 19 Parking' ^.A. 4 Front Setback! Reduction in the required 1 The adjustment accommodates Up to 10% of the standard. parking setback. an existing feature including, but not limited, to a tree or utility. 2 If accessed from the street, the driveway complies with the Form - Based Zone standards. 3 The ground floor space is in compliance with the Form -Based Zone standards. Characteristics Increase in driveway width 1 The adjustment is needed to access a parking area for a Up to 18' driveway width building with 3 or more units. 2 Alley access is not feasible. Screening Maximum Screening Height Increase in the total height 1 There will be little or no impact on Up to 33% of the standard. of screens and the retaining the adjoining properties or the walls that they are mounted surrounding neighborhood. on or attached to beyond 6'. 2 The height is necessary to achieve the objectives of this sub- section or is required for health and safety. Affordable Housing Zones (14-2H-2) Select one of the following 1 The adjustment is in a building Building type design site minor adjustments. that contains Affordable Housing depth may be adjusted by units.2 up to 1513; or 2 The adjustment fits the Building type design site characteristics of the site and the width may be adjusted by up surrounding neighborhood. to 15%; or 3 The adjustment is consistent with Minimum amount of facade the intent of the standard building required within the being adjusted and the goals of the facade zone may be Comprehensive and District Plans. reduced by up to 20%. Building Type Standards (14-2H-6) Select one of the following 1 The adjustment is in a building Building main body and wing minor adjustments. that contains Affordable Housing standards may units.2 be adjusted by up to 15%; or 2 The adjustment fits the characteristics of the site and the Maximum building height surrounding neighborhood. may be increased by up to 3 The adjustment is consistent with 0.5 stories.4 the intent and the standard being adjusted and the goals of the Comprehensive and District Plans. 20 Additional Minor Adjustments Select an additional The Affordable Housing units are An additional minor adjustment each for income restricted to households minor adjustment to each of the two sets of making 50% or less of the Area the minor adjustments for Median Income.2 minor adjustments described affordable housing for Affordable Housing described above. above. ' In compliance with section 14-2H-3 (Frontage Standards). 2 In compliance with section 14-2H-10 (Affordable Housing Incentives). 3 This may be combined with other reductions in section 14-2H-2 (Zones) up to a combined maximum of 25'. 4 With this adjustment, the building height may exceed the maximum standards for primary buildings found in item 4a (Building Form; Height) of section 14-2H-2 (Zones) by 0.5 stories and by 5' BB.Amend Table 14-2H-6D-3, Building Size and Massing, by deleting the strikethrough text and adding the underlined text: a. Height: T3NE Max. number of stories 2.5 b. Main Body': Width 55' max. (A) Depth 55' max. (B) c. Wing(s)' Width 29 24' max. (C) Depth 29 24' max. (D) Separation between wings 15' min. Offset from main body 5' min.3 (E) d. Standards: (1) Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). (2) Maximum one carriage house is allowed per sub- section 14-2H-6C (Carriage House). (3) Rooftop room allowed on uppermost roof per sub -section 14-2H-7F (Rooftop Room). 1 In compliance with the standards of the zone. 2 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5'. 3 Except when used for parking, front parking setback shall comply with standards in Item 7 (Parking) of the zone. 4 Except at a corner of two building faces where neither of those faces front a public 21 right-of-way, then the minimum is 0'. CC. Amend Table 14-2H-6E-3, Building Size and Massing, by deleting the strikethrough text and adding the underlined text: a. Height: T3NG Max. number of stories 2.5 b. Main Body': Width 35' max. (A) Depth2 45' max. (B) c. Wing(s)' Width 2G 24' max. (C) Depth 28 24' max. (D) Separation between wings 15' min. Offset from main body 5' min. 34 (E) d. Standards: (1) Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). (2) Maximum one carriage house is allowed per sub- section 14-2H-6C (Carriage House). (3) Rooftop room allowed on uppermost roof per sub -section 14-2H-7F (Rooftop Room). 1 In compliance with the standards of the zone. 2 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5'. 3 Except when used for parking, front parking setback shall comply with standards in Item 7 (Parking) of the zone. 4 Except at a corner of two building faces where neither of those faces front a public right-of-way, then the minimum is 0'. DD. Amend Table 14-2H-6F-3, Building Size and Massing, by deleting the strikethrough text and adding the underlined text: a. Height: T3NE T3NG Max. number of stories 2.5 2.5 b. Main Body': Widths 48' max. (A) Depth 3y4 40' max. (B) c. Standards: (1) Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). 22 (2) Maximum one carriage house is allowed per sub- section 14-2H-6C (Carriage House). (3) Rooftop room allowed on uppermost roof per sub -section 14-2H-7F (Rooftop Room). 1 In compliance with the standards of the zone. garages) the maxim,,m main herrb, epth magi be inrro�cor•! hi F o 2 When units are rear loaded and only one story in height, the max. main body width may be increased to 60'. 3 When units are rear loaded and only one story in height, the max. main body depth may be increased to 70'. a When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased to 45'. EE.Amend Table 14-2H-6G-3, Building Size and Massing, by deleting the strikethrough text and adding the underlined text: a. Height: T3NG Max. number of stories 2.5 b. Main Body': Width 36' max. (A) Depth 40' max. (B) c. Wing(s)' Width 15' max. (C) Depth 20' max. (D) Separation between wings 15' min. Offset from main body 5' min. (E) d. Standards: (1) Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). (2) Maximum one carriage house is allowed per sub- section 14-2H-6C (Carriage House). (3) Rooftop room allowed on uppermost roof per sub -section 14-2H-7F (Rooftop Room). 1 In compliance with the standards of the zone. 2 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5'. 3 Except when used for parking, front parking setback shall comply with standards in Item 7 (Parking) of the zone. 4 Except at a corner of two building faces where neither of those faces front a public right-of-way, then the minimum is 0'. 23 FF. Amend Table 14-2H-6H-3, Building Size and Massing, by deleting the strikethrough text and adding the underlined text: a. Height: T3NE T3NG T4NS Max. number of stories 1.5 1.5 1.5 Max. height to mid- point of roof 18' 18' 18' b. Main Body: All Cottages Width 32' max. (A) Depth 24 30' max. (B) Most Rear Cottage Width 40' max. (C) Depth 24 30' max. (D) Separation between cottages 10' min. (E) c. Standards: (1) Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). (2) Maximum one carriage house is allowed per sub -section 14-2H-6C (Carriage House). 1 In compliance with the standards of the zone. 2 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5. GG. Amend 14-2H-6K-1, Description, by deleting the strikethrough text and adding the underlined text: a. A small -to -large sized, typically attached, building with a rear yard that consists of thFee two 2 to eight (8) townhouses placed side -by -side. Each townhouse consists of one (1) unit or, up to three (3) stacked units as allowed by the zone. As allowed by the zone, this the house -scale townhouse type mayafse be detached `"^th minim-aI separatieRG hehyee.n build) rrs This type is typically IGGated within rvmerlerate to high iRteRsity Reighherheeds er Rear a Reighherheed main street , HH. Amend Table 14-2H-6K-2, Number of Units, by deleting the strikethrough text and adding the underlined text: Units per primary building 1 max. 3 max. in T4NM-0; T4MS Primary buildings per design site 1 max. House -scale building,—: attached — 2 townhouses min. 3 townhouses max. , detached — 2 townhouses minimum - 3 h„ilydiRg te,n,r,he„ses max. per T3NE X T3NG A T4NS X T4N M X 24 T4MS X Block -scale building;_ attached - 4 townhouses min, 8 townhouses max. 4--8 i nrdiyirdi a t-m.1 ices mw per rGw T3NE X T3NG X T4NS A T4N M A T4MS A Key: A = Allowed X = Not Allowed II. Amend Table 14-2H-6K-3, Building Size and Massing, by deleting the strikethrough text and adding the underlined text: a. Height: T3NG T4NS T4NM T4MS Max. number of stories 2.5 2.5 3.5 3.5 b. Main Body: Width 18' min.; 30' max. (A) Depth2 50' max. (B) Max. width per building 90, 120' 498160' 200' (C) c. Wing(s)': Width 15' max. (D) Depth 15' max. (E) Separation between wings 8' min. (F) c. Standards: (1) Facades facing a street or civic space must be designed in compliance with section 14-2H-7 (Architectural Element Standards). (2) Maximum one carriage house is allowed per sub -section 14-2H-6C (Carriage House). (3) In T4NM-0 and T4MS, each townhouse may be divided vertically into 3 units. 1 In compliance with the standards of the zone. 2 When a porch is designed to extend the full width of the front facade (excluding garages), the maximum main body depth may be increased by 5'. 3 No separation is required for wings used for parking, when entirely behind attached townhomes. JJ. Amend 14-2H-7B-2b, General Standards, by deleting the strikethrough text and adding the underlined text: b. Ground floor glazing on residential buildings shall be tY fifteen percent (88 15%) minimum with a minimum of one (1) window on the ground floor of each building elevations se. Attached garages are excluded from this standard and calculation. Ground floor glazing on shopfronts shall be seventy- five percent (75%) minimum. 25 KK.Amend 14-2H-8C-1, Description, by removing the image with red border and adding the image with the no border: Setback ROW Setback ROW Street Street LL. Amend Table 14-2H-8C-2, Size, by deleting the strikethrough text and adding the underlined text: Wiidth,Glea 45 12' min. (A) Depth, Overall €It�/uted--T� m average fzmTSh nee (B) [�--I-I-I-FY'r 6' min. €t�utedT� m a.,p�.�A� `^`Jfshe J" Height, Clear 8' min. (C) Stories 2 stories max.t Pedestrian Access Width 3' min. (D) 26 Utility easement area as identified by the applicable abutting thoroughfare type (14- 21-1-9). (E) 1 Glear Width reduce to 8' when applied to Cottage Court (14-21-1-61-1) building type. Story height maximum reduced to 1 story. MM. Amend 14-2H-8D-1, Description, by removing the image with red border and adding the image with the no border: Setback ROW Street Setback ROW Street NN. Amend Table 14-2H-8D-2, Size, by deleting the strikethrough text and adding the underlined text: Width, lea 4& 12' min. (A) 27 Depth, Overall frem average f� de (B) A'GTIT T 6' min. rRiSh €Iey�tedfe�er�+�slie Height, Clear 8' min. (C) Stories 2 stories max. Pedestrian Access Width 3' min. (D) Utility easement area as identified by the applicable abutting thoroughfare type (14- 2H-9). (E) Encroachment Area of Building Facade Depth Width 6' max. (F) 1/3 min. of overall building facade' (G) May not exceed porch clear width ( (A) ) 00. Amend 14-2H-8E-1, Description, by removing the image with red border and adding the image with the no border: Setback ROW Street Key ---- ROW / Design site Line Setback Line Setback I I I I h� I I I I I I ROW Street 28 Setback ROW Street Key ---- ROW / Design site Line Setback Line Setback ROW Street PP.Amend Table 14-2H-8E-2, Size, by deleting the strikethrough text and adding the underlined text: Depth, lea 10' min. 1 (A) Length 15' min. (B) Depth of recessed entries 42-! 3' max. {DAL Pedestrian Access Width 3' min. {€ LQJ Height of dooryard fence/wall above finish level 36" max. {F4(E) Utility easement area as identified by the applicable abutting thoroughfare type (14- 2H-9). (G) 1 Reduce to 8' when applied to Cottage Court (14-2H-6H) building type. QQ. Amend 14-2H-8F-1, by deleting the strikethrough text and adding the underlined text: Description: The main facade of the building is near the front design site line with steps to an elevated entry. The stoop is elevated above the sidewalk to provide privacy along the sidewalk -facing rooms. Stoop landings may be accessed via stairs, ramp, or a sloped walkway. Stairs-oamps#steer may lead tG thP— ssG f"'IL A-F may be parallel te the sidewalk RR. Amend 14-2H-8F-1, Description, by removing the image with red border and adding the image with the no border: 29 Key — --ROW/ Design site Line Setback ROW Street Key — — ROW / Design site Line Setback Line Street Setback ROW Street SS.Amend Table 14-2H-8F-2, Size, by deleting the strikethrough text and adding the underlined text: Width, lear 5' min. (A) Depth, r� 3' min. (B) Height, Clear 8' min. (C) Stories 1 story max. Finish level above c;;dk average finished grade alonq frontage 12" min. (D) Depth of recessed entries 4-2!1 3' max. (E) Utility easement area as identified by the applicable abutting thoroughfare type (14- 2H-9). (F) TT. Amend 14-2H-8G-1, Description, by removing the image with red border and adding the image with the no border: 30 ibLI n; Setback ROW Street Key ---- ROW / Design site Line Setback Line Setback ROW Street Setback ROW Sh eet Key — — ROW / Design site Line Setback Line UU. Amend Table 14-2H-8G-2, Size, by deleting the strikethrough text and adding the underlined text: Width, Glear 15' min. (A) Depth, leaf 15' min. (B) Ratio, height to width 2:1 max. (C) Height from sidewalk 12" max. (D) Utility easement area as identified by the applicable abutting thoroughfare type (14- 2H-9). (E) W.Amend 14-21-1-913-3, Miscellaneous, by adding the underlined text: 3. Miscellaneous: a. Stairs may be perpendicular or parallel to the building facade. b. Ramps shall be parallel to facade or along the side of the building. 31 c. Sloped walkways shall connect to the public sidewalk or driveway. d. Entry doors are covered or recessed to provide shelter from the elements. 4, e. Gates are not allowed. e- f. All doors shall face the street. WW. Amend 14-2H-9B-2, by adding the underlined text: 1. The individual standards of each thoroughfare type in this section may be adjusted as part of the subdivision process. In considering adjustments, the Director of Public Works and the Director Neighborhood and Development Services shall find that the proposed adjustment meets the following criteria: XX.Amend Table 14-2H-9L-2, Overall Widths, by deleting the strikethrough text and adding the underlined text: a. Widths: ROW Width 20' (A) Pavement Width 10' (B) b. Additional Standards: (1) Side/front street adjoining design sites to comply with section 14-2H- 9 (Frontage Standards). (2) Pedestrians share 10' section with bicycles. (3) See sub -section 14-2H-,6451 (Passage) for additional standards. (4) Passage shall be open to the public at all times. YY.Amend 14-9A-1, Definitions, by adding the underlined text: ARCHITECTURAL FEATURES: Exterior building elements intended to provide ornamentation to the building massing, including, but not limited to: , light fiat iron GaRG IeS and ba'GGnioc, awnings, balconies, bay windows, belt courses, canopies, chimneys, cornices, eaves, light fixtures, and windows and door surrounds. DRAFT LAND SUBDIVISIONS CODE TEXT ZZ. Amend 15-3-4A, Blocks, by adding the underlined text: A. Blocks: 1. Blocks should be limited in size and be laid out in a pattern that ensures the connectivity of streets, provides for efficient provision of public and safety services, and establishes efficient and logical routes between residences and nonresidential destinations and public gathering places. 2. Block Lengths: 32 a. Except as required by Article 14-2H (Form -Based Zones And Standards), to provide multiple travel routes within and between neighborhoods, block faces along local and collector streets should range between three hundred (300) and six hundred feet (600') in length and for residential subdivisions have a width sufficient to accommodate two (2) tiers of lots. Longer block faces may be allowed in cases of large lot commercial, industrial, or rural residential development, or where topography, water features, or existing development prevents shorter block lengths, although midblock pedestrian connections may be required (see section 15-3-3 of this chapter). Block faces are measured from centerline to centerline. b. Where the area is subject to Article 14-2H (Form -Based Zones And Standards), the block network shall substantially comply with the Form -Based Code Future Land Use Map in the Comprehensive Plan and shall meet the following standards: (1) Individual block lengths and the total block perimeter shall comply with the standards in Table 15-3-4A-1 (Block Size Standards). Where a block contains multiple Form -Based Zones, the most intense zone is to be used to establish the standards for block size. Blocks may exceed the maximum allowed length if a compliant passage (14-2H-9L) is provided to break up the block. Table 15-3-4A-1: Block Size Standards Zone Length (max.) Length (max.) With Passage' Perimeter Length Perimeter Length With Passage' T3 NE 500' max. 800' max. 1,600' max. 2,200' max. T3 NG 500' max. 800max. 1,600' max. 21200' max. T4 NS 360' max. 600' max. 1,440' max. 1,950' max. T4 NM 360' max. 600' max. 1,440' max. 1,950' max. T4 MS 360' max. 500' max. 1,440' max. 1,750' max. 1 In compliance with the standards fora passage in sub -section 14-2H-9L (Passage). 2 Adjustment to block size standards may be requested according to the approval criteria and procedures for admustments contained in 15-3-4A-5. (2) Blocks shall be a minimum width to result in two (2) halves of developable design sites in compliance with the minimum design site depth standards of the allowed building types in the Form -Based Zone. When the zone has a range of minimum design site depths, the applicant may show the shortest minimum design site depth with an acknowledgement that the selected depth may not accommodate the full range of building types allowed by the zone. A single half is allowed when adjoining an existing half -block. (3) The size, shape, length, location, and design of blocks may vary from the Future Land Use Map where required to accommodate sensitive areas, or where the variation complies maintains street connectivity, complies with Table 15-3-4A-1 (Block Size Standards, minimizes changes to Form -Based Zones on each block, and adjusts all blocks affected by the proposed change(s). Where this affects the location, shape, or design of civic space, the variation shall maintain civic space of a similar size in a nearby location within the subdivision. 3. Block faces along arterial streets should be at least six hundred feet (600') in length. Intersecting collector streets should be spaced in a manner that provides adequate connectivity between neighborhoods, but also maintains the capacity of the street for the safe and efficient movement of traffic. Longer block faces may be required along high capacity or higher speed arterial streets where the interests in moving traffic outweigh the connectivity between areas of development. The city may approve shorter block faces in high density commercial areas or other areas with high pedestrian counts. 4. Cul-de-sacs may not exceed nine hundred feet (900') in length. The length of a cul-de-sac is measured from the centerline of the street from which it commences to the center of the bulb. 5. Adjustments to Block Size Standards 33 a. The individual block lenaths and the total block aerimeter standards of each zone in this section may be adjusted as part of the subdivision process. In considering an adjustment, the Director of Neighborhood and Development Services shall find that the proposed adjustment meets the following criteria: M Demonstrates that one or more of the following special circumstances apply to the Property, which make it impractical to comply with the block size standards: 1. The adjustment is needed to avoid a regulated sensitive area. 2. The adjustment is needed to reduce the amount of grading needed due to the Property's existing topography. 3. The adjustment is needed because the alignment of an existing street that must be extended creates a configuration that makes compliance impractical. 4. The adjustment is needed because the abutting neighborhood is designed with longer blocks that impact the proposed development. The new blocks abutting the existing longer blocks cannot accommodate new streets and pedestrian passages are infeasible. 5. The adjustment is needed because a single -loaded street or passage has been determined to be undesirable for the block to arotect the sensitive nature of aublic parkland. 6. The adjustment is needed because visibility and access to public parks, civic uses, and natural open spaces are provided through other means besides a single -loaded street. The adjustment will not be detrimental to the public health, safety, or welfare or be incurious to other property or improvements in the vicinity and in the zone in which the Property is located. The adjustment requested is in conformity with the intent and purpose of the regulation modified. The requested adjustment complies with other applicable statutes, ordinances, laws, and regulations. 34 Item Number: 7.c. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution setting public hearing on amending the Fiscal Year 2025 Operating Budget. Prepared By: Nicole Davies, Finance Director Reviewed By: Geoff Fruin, City Manager Fiscal Impact: See attached Notice of Public Hearing Amended FY25 Budget Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Notice of Public Hearing Amended FY25 Budget Resolution Executive Summary: On April 15, 2025, two public hearings are being scheduled: one hearing will be held to take public input on the proposed amendment of the fiscal year 2025 (FY2025) budget, and one hearing will be held to take public input on the proposed fiscal year 2026 (FY2026) budget. Following the first public hearing, a resolution to amend the FY2025 Operating Budget will be considered. Following the second public hearing, a resolution to adopt the FY2026 Operating Budget and a resolution to approve the FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document will be considered. The FY2026 adopted budget must be certified by the Johnson County Auditor's office by April 30, 2025. Background / Analysis: The FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document was made available to City Council and the general public in January 2025. This document included the proposed FY2025 amended budget and the proposed FY2026 budget. This document detailed the proposed and amended budgets as submitted by the City Manager following an extensive budget process. The City Council held public work sessions in January and February 2025 to review and discuss the FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document. During these budget work sessions, the City Manager and the department directors presented their budget proposals and responded to questions from the City Council. The City Council also clarified and refined their budget priorities during these work sessions. The Resolutions to Amend the FY2025 Budget and to Adopt the FY2026 Budget and related schedules represent the programs and details that were included in the FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document. The Resolutions and related schedules also include any subsequent changes as directed by the City Council as well as corrections and adjustments identified by City staff. The related schedules for the FY2025 Amended Budget and the FY2026 Budget will be made available to the public on April 1, 2025 and the Notices of Public Hearing for both will be published on April 3, 2025, in accordance with state law to allow for public input. Fiscal Year 2025 Revised Budget The FY2025 budget amendment presented for City Council approval is the second budget amendment of FY2025. This amendment incorporates all of the programs, changes, and updates presented in the financial plan and capital improvement plan document that was distributed to the City Council and the general public on January 8, 2025. The State of Iowa allows cities to amend the annual operating budget for supplemental appropriation authority. These changes may include new or revised revenue and expenditure projections, transfers between funds, and capital improvement plan changes. Increased expenditures must utilize available fund balance or additional revenue sources, as the State does not allow amendments to increase property taxes. According to the City's financial policies, amendments to operating budgets will be made only in the following situations: • emergency situations • transfer from contingency • expenditures with offsetting revenues or fund balance • carry-over of prior year budget authority for expenses that had not been paid as of the end of the fiscal year. Since the distribution of the plan document, one correction was made by City staff to the amended FY2025 budget. The correction was a transfer in of $100,000 to the Capital Projects Fund and a transfer out of $100,000 from the Road Use Tax Fund for funding that was missed in the initial draft. The proposed budget amendment to the City's FY2025 budget does not increase property taxes or change the property tax levy rate and expenditures are funded from increased revenues or available fund balance. NOTICE OF PUBLIC HEARING -AMENDMENT OF CURRENT BUDGET City of IOWA CITY Fiscal Year July 1, 2024 - June 30, 2025 The City of IOWA CITY will conduct a public hearing for the purpose of amending the current budget for fiscal year ending June 30, 2025 Meeting Date/Time: 4/15/2025 06:00 PM I Contact: Kellie Grace Phone: (319) 356-5041 Meeting Location: 410 E. Washington St., Emma Harvat Hall There will be no increase in taxes. Any residents or taxpayers will be heard for or against the proposed amendment at the time and place specified above. A detailed statement of: additional receipts, cash balances on hand at the close of the preceding fiscal year, and proposed disbursements, both past and anticipated, will be available at the hearing. Budget amendments are subject to protest. If protest petition requirements are met, the State Appeal Board will hold a local hearing. For more information, consult https://dom.iowa.gov/local-gov-appeals. REVENUES & OTHER FINANCING SOURCES Total Budget as Certified or Last Amended Current Amendment Total Budget After Current Amendment Taxes Levied on Property 1 68,821,450 0 68,821,450 Less: Uncollected Delinquent Taxes - Levy Year 2 0 0 0 Net Current Property Tax 3 68,821,450 0 68,821,450 Delinquent Property Tax Revenue 4 0 0 0 TIF Revenues 5 4,388,100 0 4,388,100 Other City Taxes 6 3,576,298 2 3,576,300 Licenses & Permits 7 2,122,880 0 2,122,880 Use of Money & Property 8 3,171,385 0 3,171,385 Intergovernmental 9 75,672,982 -18,461,678 57,211,304 Charges for Service 10 56,579,585 -2,103,848 54,475,737 Special Assessments 11 2,000 0 2,000 Miscellaneous 12 12,023,211 -6,258,450 5,764,761 Other Financing Sources 13 49,035,590 886,885 49,922,475 Transfers In 14 64,934,610 479,700 65,414,310 Total Revenues & Other Sources 15 340,328,091 -25,457,389 314,870,702 EXPENDITURES & OTHER FINANCING USES Public Safety 16 32,276,392 4,799 32,281,191 Public Works 17 13,184,600 68,600 13,253,200 Health and Social Services 18 687,576 0 687,576 Culture and Recreation 19 17,726,460 25,100 17,751,560 Community and Economic Development 20 25,807,149 -28,049 25,779,100 General Government 21 14,396,678 119,999 14,516,677 Debt Service 22 13,787,740 0 13,787,740 Capital Projects 23 79,353,654 -5,347,885 74,005,769 Total Government Activities Expenditures 24 197,220,249 -5,157,436 192,062,813 Business Type/Enterprise 25 163,228,681 -18,146,828 145,081,853 Total Gov Activities & Business Expenditures 261 360,448,930 -23,304,264 337,144,666 Transfers Out 27 64,934,610 479,700 65,414,310 Total Expenditures/Transfers Out 28 425,383,540 -22,824,564 402,558,976 Excess Revenues & Other Sources Over (Under) Expenditures/Transfers Out 29 -85,055,449 -2,632,825 -87,688,274 Beginning Fund Balance July 1, 2024 30 158,684,272 80,772,396 239,456,668 Ending Fund Balance June 30, 2025 31 73,628,823 78,139,571 151,768,394 Explanation of Changes: Amendments include the review and modification of the 2025 CIP plan and various other smaller amendments. Additional detail is on file from the Iowa City Finance Department. 03/19/2025 01:01 PM Paae 1 of 1 Prepared by: Nicole Davies, Finance Director, 410 E. Washington St., Iowa City, IA 52240 (319)356-5085 Resolution No. 25-75 Resolution setting public hearing on amending the Fiscal Year 2025 Operating Budget. Be it resolved by the City Council of Iowa City, Iowa, that a public hearing will be held in Emma J. Harvat Hall of the Iowa City City Hall, 410 East Washington Steet, Iowa City, Iowa, at 6:00 p.m., April 15, 2025, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk, to permit any resident to be heard for or against the proposed amendment to the Fiscal Year 2025 Operating Budget. The City Clerk is hereby directed to give notice of said public hearing and time and place thereof by publication in the Iowa City Press -Citizen, a newspaper of general circulation in Iowa City, not less than ten (10) days and not more than twenty (20) days before the time set for such hearing. Passed and approved this 1st day of April 2025. Mayor Prc/ Tem Attest: City Clerk It was moved by MOe and seconded by adopted, and upon roll call there were: Ayes: Nays: x x x x x Approved by G City Attor y's Office - 03/27/2025 Harmsen the Resolution be Absent Alter Bergus Harmsen Moe Salih x Teague Weilein Item Number: 7.d. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution setting a public hearing on April 15, 2025 to discuss the proposed Fiscal Year 2026 Operating Budget, the proposed three-year Financial Plan for Fiscal Year 2025 - Fiscal Year 2027, and the five-year Capital Improvement Plan 2025 - 2029. Prepared By: Nicole Davies, Finance Director Reviewed By: Geoff Fruin, City Manager Fiscal Impact: See attached Notice of Public Hearing Amended FY25 Budget Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Notice of Public Hearing FY26 Budget Resolution Executive Summary: On April 15, 2025, two public hearings are being scheduled: one hearing will be held to take public input on the proposed amendment of the fiscal year 2025 (FY2025) budget, and one hearing will be held to take public input on the proposed fiscal year 2026 (FY2026) budget. Following the first public hearing, a resolution to amend the FY2025 Operating Budget will be considered. Following the second public hearing, a resolution to adopt the FY2026 Operating Budget and a resolution to approve the FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document will be considered. The FY2026 adopted budget must be certified by the Johnson County Auditor's office by April 30, 2025. Background / Analysis: The FY2025 - 2027 Financial Plan and 2025 - 2029 Capital made available to City Council and the general public ii included the proposed FY2025 amended budget and the document detailed the proposed and amended budgets a: following an extensive budget process. Improvement Plan document was i January 2025. This document proposed FY2026 budget. This submitted by the City Manager The City Council held public work sessions in January and February 2025 to review and discuss the FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document. During these budget work sessions, the City Manager and the department directors presented their budget proposals and responded to questions from the City Council. The City Council also clarified and refined their budget priorities during these work sessions. The Resolutions to Amend the FY2025 Budget and to Adopt the FY2026 Budget and related schedules represent the programs and details that were included in the FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document. The Resolutions and related schedules also include any subsequent changes as directed by the City Council as well as corrections and adjustments identified by City staff. The related schedules for the FY2025 Amended Budget and the FY2026 Budget will be made available to the public on April 1, 2025 and the Notices of Public Hearing for both will be published on April 3, 2025, in accordance with state law to allow for public input. Financial Impact: Fiscal Year 2026 Proposed Budget On January 8, 2025, the FY2025 - 2027 Financial Plan and 2025 - 2029 Capital Improvement Plan document was delivered to the City Council and made available to the general public. Since that time, changes and adjustments were made by City staff to the proposed FY2026 budget. The changes to the FY2026 budget are summarized as follows: Decreased Property Tax Revenue by $76,500, which adjusted revenues, expenditures and transfers for the following funds: • General Fund - $43,200 reduction to revenues, $15,700 reduction to transfers in & $3,600 reduction to transfers out • Employee Benefits Fund - $14,400 reduction to revenues & $15,700 reduction to transfers out • Debt Service Fund - $17,400 reduction to revenues • SSMID Fund - $1,500 reduction to revenues and expenditures • Transit Fund - $3,600 reduction to transfers in Increased Gas & Electric Excise Tax Revenue by $10,400, which adjusted revenue in the following funds: • General Fund - $10,000 increase to revenues • Employee Benefits Fund - $1,300 reduction to revenues • Debt Service Fund - $1,700 increase to revenues Increased the transfer out from the General Fund and the transfer in to the Affordable Housing Fund by $200,000 and also increased the expenditures for the Affordable Housing Fund by $200,000. The final proposed property tax levy rate for FY2026 is $15.633 per $1,000 of taxable valuation; this is unchanged from the proposed levy rate presented in January. The FY2026 levy rate is unchanged from Iowa City's FY2025 levy rate of $15.633 per $1,000 of taxable valuation. This is the fourth consecutive year that the levy has been unchanged. 3/19/25, 1:56 PM Local Government Property Valuation System NOTICE OF PUBLIC HEARING -- PROPOSED BUDGET Fiscal Year July 1, 2025 - June 30, 2026 City of: IOWA CITY The City Council will conduct a public hearing on the proposed Budget at: 410 E. Washington St., Emma Harvat Hall Meeting Date: 4/15/2025 Meeting Time: 06:00 PM At the public hearing any resident or taxpayer may present objections to, or arguments in favor of, any part of the proposed budget. This notice represents a summary of the supporting detail of revenues and expenditures on File with the City Clerk and County Auditor. City budgets are subject to protest. If protest petition requirements are met, the State Appeal Board will hold a local hearing. For more information, consult http§.//dom.iowa.gov/local-budgetet=aappeals. The Budget Estimate Summary of proposed receipts and expenditures is shown below. Copies of the the detailed proposed Budget may be obtained or viewed at the offices of the Mayor, City Clerk, and at the Library. e estimated Total tax levy rate per 1000 valuation on regular property 15.63305 e estimated tax levy rate per 1000 valuation on Agricultural property is 3.00375 At the public hearing, any resident or taxpayer may present objections to, or arguments in favor of, any part of the proposed budget. Phone Number City Clerk/Finance Officer's NAM (319) 356-5041 Kellie Grace Budget FY 2026 Re -estimated FY 2025 Actual FY 2024 Revenues & Other Financing Sources Taxes Levied on Property 1 70,579,069 68,821,450 66,212,366 Less: Uncollected Property Taxes -Levy Year 2 0 0 0 Net Current Property Taxes 3 70,579,069 68,821,450 66,212,366 Delinquent Property Taxes 4 0 0 13,185 TIE Revenues 5 4,166,800 4,388,100 4,304,866 Other City Taxes 6 4,734,689 3,576,300 3,822,266 Licenses & Permits 7 2,182,800 2,122,880 3,044,155 Use of Money and Property 8 3,251,300 3,171,385 11,733,188 Intergovernmental 9 55,441,442 57,211,304 39,341,011 Charges for Fees & Service 10 58,013,200 54,475,737 51,697,337 Special Assessments 11 800 2,000 0 Miscellaneous 12 11,522,600 5,764,761 3,454,212 Other Financing Sources 13 14,257,700 49,922,475 12,658,945 Transfers In 14 54,811,177 65,414,310 65,314,522 Total Revenues and Other Sources 15 278,961,577 314,870,702 261,596,053 Expenditures & Other Financing Uses Public Safety 16 33,296,700 32,281,191 29,663,236 Public Works 17 13,695,700 13,253,200 12,254,943 Health and Social Services 18 684,700 687,576 696,500 Culture and Recreation 19 18,163,300 17,751,560 16,898,654 Community and Economic Development 20 10,874,050 25,779,100 16,722,676 General Government 21 14,375,600 14,516,677 12,627,157 Debt Service 22 14,390,900 13,787,740 13,189,955 Capital Projects 23 37,577,800 74,005,769 20,533,546 Total Government Activities Expenditures 24 143,058,750 192,062,813 122,586,667 Business Type / Enterprises 25 94,945,774 145,081,853 71,617,362 Total ALL Expenditures 26 238,004,524 337,144,666 194,204,029 Transfers Out 27 54,811,177 65,414,310 65,314,522 Total ALL Expenditures/Transfers Out 28 292,815,701 402,558,976 259,518,551 Excess Revenues & Other Sources Over (Under) Expenditures/Transfers Out 29 -13,854,124 -87,688,274 21077,502 Beginning Fund Balance July 1 30 151,768,394 239,456,668 237,379,166 Ending Fund Balance June 30 31 137,914,270 151,768,394 239,456,668 https://dom-localgov.iowa.gov/budget-renderer?id=21391 1 /2 3/19/25, 1:56 PM Local Government Property Valuation System https://dom-localgov.iowa.gov/budget-renderer?id=21391 2/2 Prepared by: Nicole Davies, Finance Director, 410 E. Washington St., Iowa City IA 52240 (319)356-5085 Resolution No. 25-76 Resolution setting a public hearing on April 15, 2025 to discuss the proposed Fiscal Year 2026 Operating Budget, the proposed three-year Financial Plan for Fiscal Year 2025 - Fiscal Year 2027, and the five-year Capital Improvement Plan 2025 - 2029. Be it resolved by the City Council of the City of Iowa City, Iowa, that a public hearing on said proposal should be and is hereby set for April 15, 2025, at 6:00 p.m. in Emma J. Harvat Hall of the Iowa City City Hall, 410 East Washington Steet, Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk, and that the City Clerk be and is hereby directed to cause notice of said public hearing to be published as provided by law, to permit any taxpayer to be heard for or against the proposed Fiscal Year 2026 Operating Budget and the proposed Fiscal Year 2025 - Fiscal Year 2027 Financial Plan and also the five- year Capital Improvement Plan 2025 - 2029. Passed and approved this t st day of Attest: City Clerk 2025. Mayor Prlo Tem Approved b/y G City Atto ey's Office - 03/27/2025 It was moved by Moe and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: X Alter X Bergus X Harmsen X Moe X Salih X Teague X Weilein Item Number: 7.e. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution setting a public hearing for April 15, 2025 on an ordinance amending Title 3, entitled "Finance, Taxation and Fees," Chapter 4, entitled "Schedule of Fees, Rates, Charges, Bonds, Fines and Penalties" of the City Code to increase or change charges and fees. Prepared By: Nicole Davies, Finance Director Reviewed By: Geoff Fruin, City Manager Fiscal Impact: Water rate adjustments for FY2026 amounting to an increase of approximately $320,000 per year in revenues for the Water fund. Solid Waste Disposal rate adjustments for FY2026 amounting to an increase of approximately $140,000 per year in revenues for the Refuse fund. Tipping fee rate adjustments for FY2026 amount to an increase of approximately $40,000 per year in revenues for the Landfill fund. Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Notice of Public Hearing Utility Fee Draft Ordinance Resolution Executive Summary: The Finance Department requests the City Council set a public hearing for April 15, 2025 to consider amending Title 3, Chapter 4 of the City Code. Title 3, Chapter 4 amendments include a 3% increase in water users charges, adding a yard waste fee sticker of $2.00 per bag or bundle and adding a minimum yard waste tipping fee charged at the landfill of $5.00. Background / Analysis: Title 3, Chapter 4 of the City Code is the Schedule of Fees, Rates, Charges, Bonds, Fines and Penalties" Potable Water Use and Service Rate Adjustments In the revised fiscal year 2025, the Water fund has a projected ending fund balance of $14 039 947. With the rate adjustments the projected ending fund balance for fiscal year 2026 would be $12,080,447, a 14.0% decrease. This decrease is due to funding capital projects of $4,150,000 in fiscal year 2026. The City's five-year capital improvement program projects water funding for capital projects over the next five years to total $14,070,000. This figure does not include the cost of repairing emergency water main breaks. Without a rate increase, the fund balance would realize an even larger decrease. The Water fund is an enterprise or a business -type fund that is expected to be self -funding. The primary solution is to review water rates and charges to ensure that the fund is generating sufficient revenue to cover both its operating and capital expenses. By implementing a user rate increase of 3% in fiscal year 2026 the anticipated decline in the water fund's cash balance is reduced. This solution also provides for a much healthier and sustainable fund over time versus financing the necessary capital improvements through revenue bonds or other debt. All fees and charges, within the Water rates, are proposed to be increased 3% in fiscal year 2026, with a few small exceptions. The fee for the direct purchase of water is proposed to remain at $0.50 per 100 gallons, the deposit for residential tenant accounts is proposed to remain at $120.00, and the reconnection of discontinued service is proposed to remain at $45.00. With these changes the minimum monthly charge for households with a 5/8 or 5/8 x 3/4 meter size increases from $8.78 to $9.04 in fiscal year 2026. The proposed fee increases are expected to generate enough revenue to be able to help offset the increases in operational costs and in funding for the capital improvement program and ensuring that the Water fund remains a self -funding enterprise. The expected increase in revenues is approximately $320,000 each year. Solid Waste Disposal Rate Adjustments In the revised fiscal year 2025, the Refuse Collection fund had an ending unassigned fund balance of $2,923,269 The estimated fund balance for fiscal year 2026 with the rate adjustments is $3,205,369, which is an increase of 8.8%.The addition of a yard waste sticker is to help offset the operational costs for yard waste collection. In the revised fiscal year 2025, the Landfill fund had an ending unassigned fund balance of $3,976,366. The estimated ending fund balance for fiscal year 2026 with the rate adjustments is $4,044,366, a slight 1.7% increase. The addition of this minimum yard waste tipping fee of $5.00 is needed to help offset the operational costs of collecting yard waste. The Refuse Collection and Landfill funds are enterprise or business -type funds that are expected to be self -funding. The primary solution is to review user rates to ensure that the fund is generating sufficient revenue to cover both operating and capital expenses. By implementing the solid waste rate increases mentioned previously in fiscal year 2026, the fund balances remain in a stable and sustainable position. This solution also provides for much healthier and sustainable funds over time versus financing the necessary capital improvements through revenue bonds or other debt. The proposed fee increases are expected to generate enough revenue to support the increase in operational costs and ensures that the Refuse Collection and Landfill funds remain a self -funding enterprise. The expected increase in revenues for the Refuse Collection and Landfill funds are approximately $140,000 and $40,000 a year, respectively. Notice of Public Hearing Notice is hereby given that a public hearing will be held at which the Council will consider: Ordinance amending Title 3, Entitled "Finances, Taxation and Fees," Chapter 4, entitled "Schedule of Fees, Rates, Charges, Bonds, Fines and Penalties," of the City Code to increase water system, and solid waste disposal. Copies of the proposed ordinance are on file for public examination in the office of the City Clerk, City Hall, 410 E. Washington St., Iowa City, Iowa. Copies are available by telephoning the City Clerk at 319/356-5043 or emailing kgrace(uiowa-citV.orq. The public hearing will be held at 6:00 p.m. on April 15, 2025, in the Emma J. Harvat Hall, City Hall, Iowa City. Persons wishing to make their views known for Council consideration are encouraged to participate. Kellie K. Grace, City Clerk Prepared by: Nicole Davies, Finance Director, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5085 Resolution No. 25-77 Resolution setting a public hearing for April 15, 2025 on an ordinance amending Title 3, entitled "Finance, Taxation and Fees," Chapter 4, entitled "Schedule of Fees, Rates, Charges, Bonds, Fines and Penalties" of the City Code to increase or change charges and fees. Whereas, pursuant to Chapter 384, Code of Iowa (2025), the City of Iowa City provides certain utilities, such as potable water use and service, wastewater treatment, solid waste disposal services, and parking; and Whereas, it is in the public interest to review certain fees and charges associated with said services; and Whereas, the Iowa City City Council proposes to increase water service charges by approximately 3% for billing on or after July 1, 2025; and Whereas, the Iowa City City Council proposes to add a yard waste sticker of $2.00 per bag or bundle, and to add a minimum yard waste landfill tipping fee of $5.00, all on or after July 1, 2025; and Whereas, the City Code requires that notice and public hearing on proposed changes in rates for fees and charges for City utilities be provided to the public, prior to enactment of said rates for fees and charges. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: A public hearing on an ordinance amending Title 3 entitled "Finances, Taxation and Fees," Chapter 4 entitled "Schedule of Fees, Rates, Charges, Bonds, Fines and Penalties," of the City Code to increase water service charges and solid waste disposal charges is to be held on the 15th day of April, 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. Passed and approved this 1st day of ADril , 2025. Mayor o Tem Approved by Attest.Er- City Clerk City Attorne s Mice - 03/27/2025 Resolution No. Page 2 25-77 It was moved by MOe and seconded by the Resolution be adopted, and upon roll call there were: Ayes: X x x x x Nays: Absent: Harmsen Alter Bergus Harmsen Moe Salih Teague Weilein Ordinance No. Paqe 2 1 11.63 1'/2 23.19 2 31.18 3 57.63 4 100.50 6 202.23 There will be no minimum monthly charge for a single purpose water meter for the months of November to March if no water is used. User charges for water in excess of 100 cubic feet per Monthly Charge Per 100 Cubic Feet month: Usage (Cubic Feet) Dual purpose meters 101 - 3,000 $4.21 Over 3,000 3.03 Single purpose meters Over 100 4.21 Other charges and discounts: Charge Low income discount 75 percent of minimum monthly water charge Temporary water use (see subsection 16-3A-4 B of this Code): During construction for the first 90 days from the date Charge Per Month of the connection to the water main for a new water service or a maximum of 90 days for reconstruction: Single- and two-family residences $ 21.14 Multi -family residences 21.14 Commercial structures 35.22 After 90 days for any structure, until the water meter is 140.82 installed Charge Direct purchase of water fee, per 100 gallons or fraction $ 0.50 thereof (see subsection 16-3A-4 C of this Code) Deposit and delinquency fee for combined City water and/or sanitary sewer and/or solid waste collection accounts (see section 16-3A-5 of this Code): Residential owner account 0.00 Residential tenant account 120.00 Commercial account An amount equal to an average 2 month billing for commercial service for City water and/or sanitary sewer service, or $120.00, whichever is greater 10 percent delinquency charge on current billed portion of the outstanding amount on combined water and/or sanitary sewer and/or solid waste account that is not paid within 22 days of billing date. Can be waived once every 12 months Delinquency deposit fee for combined water and/or An amount equal to an average 2 month billing for the sanitary sewer and/or solid waste collection accounts (see delinquent account. Can be waived if the account holder section 16-3A-5 of this Code) enrolls in SurePay To connect water main extensions, per acre Charge $555.60 Service Fees During Normal After Normal Working Hours Working Hours' Reconnection of discontinued service $45 $97.31 Ordinance No. Page 3 Posting fee for shutting off water in collection procedure $0 Not done after normal working hours Frozen water meters $40.13, plus cost of meter $97.31, plus cost of meter Shut off water service at curb and check for exterior leaks No charge $97.31, plus hourly overtime rate beyond 2 hours Broken or damaged hydrant Repair cost $97.31, plus repair cost Location of City owned water main for other utilities No charge No charge Location of City owned water main for private enterprise No charge $97.31, plus hourly overtime rate beyond 2 hours Check water meter for accuracy at consumer's request $93.67 Not done after normal working hours Annual fire hydrant fee for inspection and operation of fire 110.69 Not done after normal hydrants which are privately owned or owned by other working hours government agencies After hours callout fee for any water work done outside of Not applicable $97.31, plus hourly normal working hours overtime rate beyond 2 hours 2. Title 3, entitled "City Finances, Taxation, and Fees," Chapter 4, entitled "Schedule of Fees, Rates, Charges, Bonds, Fines, and Penalties," Section 5, entitled "Solid Waste Disposal," of the Iowa City Code is hereby amended by deleting it in its entirety and replacing it as follows: 3-4-5: Solid Waste Disposal: Description Of Fee, Charge, Bond, Fine Or Penalty Charge Yard waste collection fees: Per dwelling unit, per month $3.50 Low income discount 75 percent of monthly charge Additional yard waste carts over 1, per month $3.50 Per sticker for each bag or bundle $2.00 Collection of large items fees: Appliance collection, per item collected $20.00 Bulky solid waste $20.00 per stop and 1 item; $10.00 per additional items Tire collection $3.75 per tire; $7.50 tire and rim Residential solid waste collection fees: Curbside household refuse: Per dwelling unit, per month $14.00 Low income discount 75 percent of monthly charge Per sticker for each additional bag beyond each unit's monthly allotment $ 2.50 each Additional refuse carts over 1, per month $14.00 each Per 2 rooming units, per month (in addition to the dwelling unit fees) 15.90 Electronic waste TVs or monitors $21.50 per item Curbside recycling: Ordinance No. Paqe 4 Per dwelling unit, per month $8.50 Low income discount 75 percent of monthly charge Iowa City community compost $20.00 per ton, $2.00 minimum Wood chip mulch No charge Deposit and delinquency fee combined for City water and/or sanitary sewer and/or solid waste collection accounts: Residential owner account, per combined residential service for City water and/or sanitary sewer and/or solid waste collection service $ 0.00 Residential tenant account, per combined residential service for City water and/or sanitary sewer and/or solid waste collection service 120.00 10 percent delinquency charge on current billed portion of the outstanding amount on combined water and/or sanitary sewer and/or solid waste account that is not paid within 22 days of billing date 10 percent current billed portion. Can be waived once every 12 months Delinquency deposit for combined water and/or sanitary sewer and/or solid waste collection service An amount equal to an average 2-month billing for the delinquent account. Can be waived if the account holder enrolls in SurePay Special wastes disposal fees: Disposal of special wastes (except for asbestos containing material and contaminated soils) 2 times the landfill use fees in this section Minimum fee 2 times the landfill use fee for 1 ton Asbestos containing material (ACM): Nonfriable ACM, from Iowa City premises subject to a Property Tax and City owned property $100.00/ton Nonfriable ACM, from other locations 105.00/ton Friable ACM, from Iowa City premises subject to a Property Tax and City owned property 100.00/cubic yard Friable ACM, from other locations 105.00/cubic yard Minimum fee for any regulated ACM 100.00 Contaminated soil: 50.00/ton Minimum fee for contaminated soil 150.00 Disposal of large items fees (see also Collection of large items fees above): Appliance disposal fees: Commercial per item disposed 1.00/cubic foot Residential per item disposed $12.50 (at landfill scale house) Tire disposal fee: Per pound $ 0.15 Subject to minimum fee 3.00 Untreated wood waste and yard waste: 24.00/ton Minimum yard waste fee in lieu of tonnage fees (400 pounds or less) 5.00 Landfill use fees: Arriving at the landfill with an unsecured or uncovered load: First instance in trailing 12 months Warning Ordinance No. Page 5 Second or subsequent instances in trailing 12 months $50.00 Electronic waste $3.00 per item; TVs or monitors $15.00 per item Solid waste from Iowa City premises subject to a Property Tax and City owned property: Total landfill fee per ton (includes State fee per ton) $47.50 All other solid waste: Total landfill fee per ton (includes State fee per ton) $52.50 Minimum fee in lieu of tonnage fees (600 pounds or less): Solid waste from Iowa City premises subject to a Property Tax and City owned property $14.00 All other solid waste $15.00 Section II. Repealer. All ordinances and parts of ordinances in conflict with the provisions of this Ordinance are hereby repealed. Section III. Severability. If any section, provision or part of the Ordinance shall be adjudged to be invalid or unconstitutional, such adjudication shall not affect the validity of the Ordinance as a whole or any section, provision or part thereof not adjudged invalid or unconstitutional. Section IV. Effective Date. This Ordinance shall be in effect on July 1, 2025. Passed and approved this day of , 20 Mayor Attest: City Clerk Approved by City Attorney's Office Prepared by: Nicole Davies, Finance Director, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5085 Resolution No. Resolution setting a public hearing for April 15, 2025 on an ordinance amending Title 3, entitled "Finance, Taxation and Fees," Chapter 4, entitled "Schedule of Fees, Rates, Charges, Bonds, Fines and Penalties" of the City Code to increase or change charges and fees. Whereas, pursuant to Chapter 384, Code of Iowa (2025), the City of Iowa City provides certain utilities, such as potable water use and service, wastewater treatment, solid waste disposal services, and parking; and Whereas, it is in the public interest to review certain fees and charges associated with said services; and Whereas, the Iowa City City Council proposes to increase water service charges by approximately 3% for billing on or after July 1, 2025; and Whereas, the Iowa City City Council proposes to add a yard waste sticker of $2.00 per bag or bundle, and to add a minimum yard waste landfill tipping fee of $5.00, all on or after July 1, 2025; and Whereas, the City Code requires that notice and public hearing on proposed changes in rates for fees and charges for City utilities be provided to the public, prior to enactment of said rates for fees and charges. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. A public hearing on an ordinance amending Title 3 entitled "Finances, Taxation and Fees," Chapter 4 entitled "Schedule of Fees, Rates, Charges, Bonds, Fines and Penalties," of the City Code to increase water service charges and solid waste disposal charges is to be held on the 151" day of April, 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. Passed and approved this day of '2025. Mayor Approved by Attest: City Clerk City Attorney's Office Item Number: 7.f. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution setting a public hearing on April 15, 2025 on project manual and estimate of cost for the construction of the FY2025 Pavement Rehabilitation 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: Justin Harland, Senior Engineer Reviewed By: Jason Havel — City Engineer Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: $2,458,000 available in the Pavement Rehabilitation account, #S3824. Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item begins the bidding process for the FY2025 Pavement Rehabilitation Project, which is a recurring maintenance project that concentrates on asphalt resurfacing and chip sealing streets throughout Iowa City. This project includes resurfacing streets with 3" HMA pavement, full depth HMA and PCC patching, sanitary sewer manhole replacement, storm intake top replacement, PCC sidewalk and ADA curb ramp improvements. Background / Analysis: The FY2025 Pavement Rehabilitation Project includes work on the following streets: Asahalt Resurfacina: • S Dubuque Street • Glendale Road • Ridgeway Drive • Hawthorne Street • N Lowell Street • S Lowell Street Chip Seal: • Nursery Lane • Taft Avenue • Grove Street • Hutchinson Avenue • Dodge Street Court • Conklin Lane Project Timeline: Public Hearing and Approve Project Manual: April 15, 2025 Bid Letting: May 7, 2025 Contract Award: May 20, 2025 Construction: June — August 2025 Prepared by: Justin Harland, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5154 Resolution No. 25-78 Resolution setting a public hearing on April 15, 2025 on project manual and estimate of cost for the construction of the FY2025 Pavement Rehabilitation 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 Annual Pavement Rehabilitation account # S3824. 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 15th day of April, 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 1st day of April 2025 Mayor Pro Tem Approved by/ Attest: �'�►x--���`-�k ��1' •.—� G City Clerk City Attorn 's Office (Sue Dulek - 03/27/2025) Harmsen It was moved by Moe adopted, and upon roll call there were: Ayes: x x X x X X and seconded by Nays: Absent: Alter Bergus Harmsen Moe Salih x Teague Weilein the Resolution be Item Number: 7.g. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution setting a public hearing on April 15, 2025 on project manual and estimate of cost for the construction of the Iowa River Trail Bridge Replacement Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Prepared By: Justin Harland — Senior Engineer Reviewed By: Jason Havel — City Engineer Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: $459,000 available in the Iowa River Trail Bridge replacement account, #R4423. Staff Recommendation: Approval Attachments: Resolution Executive Summary: This agenda item begins the bidding process for the Iowa River Trail Bridge Replacement Project. This project generally includes the removal of an existing Iowa River Trail bridge and replacement with a retaining wall, grading, and other associated work, repairs to an existing pedestrian bridge under the Iowa Interstate Railroad, and additional trail replacement on the east side of 526 and 510 S. Riverside Drive. Background / Analysis: The Iowa River Trail bridge located to the east of the Riverside Drive and Myrtle Ave intersection, behind Dairy Queen and Kelly's Auto, has reached the end of its service life. The trail bridge will be replaced with an engineered retaining wall, which will provide the same trail route for users while having a reduced life cycle cost compared to the trail bridge. The retaining wall design has been hydraulically modeled and meets the no -rise condition necessary for construction. Project Timeline: Hold Public Hearing and Approve Project Manual: April 15, 2025 Bid Letting: April 30, 2025 Contract Award: May 6, 2025 Construction: May — September 2025 Prepared by: Justin Harland, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5154 Resolution No. 25-79 Resolution setting a public hearing on April 15, 2025 on project manual and estimate of cost for the construction of the Iowa River Trail Bridge Replacement Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Whereas, funds for this project are available in the Iowa River Trail Bridge Replacement account # R4423. 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 15th day of April, 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 1st day of Apri 1 202_ Mayor Pro em Approved by , Attest. City blerk City Attor y's Office - 03/27/2025 It was moved by Moe adopted, and upon roll call there were: Ayes: x and seconded by Nays: Harmsen Absent: ►UtM_ Bergus Harmsen Moe Salih x Teague Weilein the Resolution be Item Number: 7.h. CITY OF IOWA CITY COUNCIL ACTION REPORT April 1, 2025 Resolution setting a public hearing for the April 15, 2025 City Council Meeting regarding the FY2026 Iowa Department of Transportation Consolidated Transit Funding Application for Iowa City Transit. Prepared By: Darian L. Nagle-Gamm; Transportation Services Director Reviewed By: Geoff Fruin, City Manager Jennifer Schwickerath, Assistant City Attorney Fiscal Impact: Permits application for State and Federal transit operating and capital funds which may require matching funds. Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Notice of Public Hearing Resolution Executive Summary: The consolidated transit funding application is an annual application filed with Iowa Department of Transportation (DOT) listing capital and operating expenses for which the City seeks funding from the Iowa DOT and the Federal Transit Administration (FTA). The projects contained in the application have been programmed by Iowa City Transit for FTA Section 5307, 5310 and/or 5339 funds in FY2026. The projects will be included in the FY2026 Iowa DOT consolidated transit funding application that the Metropolitan Planning Organization of Johnson County (MPOJC) is completing and in the FY2026-2029 MPOJC Transportation Improvement Program (TIP). Iowa City Transit may not seek funding for all of the projects; however, each project needs to be listed in order to be eligible for funding. Iowa City Transit is requesting approximately $3.5 million in operating funds and approximately $43.7 million in capital funds. The total amount of funds being requested in the funding application is approximately $47.1 million dollars. Background / Analysis: Due to our application for and potential receipt of federal grant funds, we are required to hold a public hearing so that the public has an opportunity to comment on the funding request. The specific allocations for the funds being applied for are detailed below: State Transit Assistance Program: approximately $810,761 -- These are formula funds for operations awarded to the Metropolitan Planning Organization (MPO) and then distributed between Iowa City Transit, Coralville Transit and the University of Iowa CAMBUS. Federal operating assistance for transit (5307): approximately $3,200,000 -- These are funds awarded from FTA to provide operational assistance to the transit agency. From federal funds for transit in non -urbanized areas and/or for transit serving primarily elderly persons and persons with disabilities (5310): $257,019 -- These funds are awarded to Iowa City and committed to paratransit services that are contracted through a 28E Agreement with Johnson County. State-wide federal capital assistance for transit (5339): $43,671,073 -- These funds include all of the capital projects that Iowa City Transit wishes to see funded. This sum includes replacement and relocation of the transit facility, bus replacements and bus shelters. A local match of 15%-25% is commonly required for the award of these funds. OFFICIAL PUBLICATION NOTICE OF PUBLIC HEARING TO ALL TAXPAYERS OF THE CITY OF IOWA CITY, IOWA, AND TO OTHER INTERESTED PERSONS: Public notice is hereby given that the City of Iowa City, Iowa will conduct a public hearing on the Citys FY2026 Iowa DOT Consolidated Transit Funding grant application. The application will be for approximately $810,761 (4.19%) in Iowa DOT State Transit Assistance formula funds to be used for operating and/or purchasing capital items for Iowa City Transit during FY2026. Said application will also include a listing of projects to be applied for in FY2025 from the Federal Transit Administration (FTA) Section 5307, Section 5310, and/or Section 5339 programs. The FTA Section 5307 program provides formula federal funds to be used for the operating and capital needs of Iowa City Transit. The Section 5310 program provides federal funds to be used for programs assisting persons with disabilities and Section 5339 is a discretionary capital funding program. Section 5307, Section 5310, and/or Section 5339 projects to be applied for in FY2026 include (total cost and federal amount): FY2026 Federal Transit Administration Program of Projects Iowa City Transit Project Total FTA 1 Operating Assistance (5307) $3,200,000 (est) 2 Contracted services for persons with special needs (5310)* $2,060,000 $257,019 3 Purchase bus shelters 000 5255.000 4 Associated capital bus maintenance (spare parts) $500,000 $425,000 5 Transit Operations and Maintenance $36,706,517 $19,733,293 6 Purchase (4) - 40' heavy-duty battery -electric replacement buses (101, 102, 103, 104) w/ cameras, low floor, fixed route configuration, AVL and charging equipment $16,860,000 $12,886,000 7 Purchase (10) - 40' heavy-duty diesel bus replacement buses (656, 658, 660, 661, 667, 668, 669, 670, 671, 672) w/ cameras, low floor, fixed route configuration, and AVL $8,022,000 $6,814,800 8 Purchase (2) - 40' hybrid diesel/battery electric bus replacement buses buses (673, 674) w/ cameras, low floor, fixed route configuration, and AVL $2,221,600 $1,982,980 9 Purchase (10) - 176" light -duty replacement buses (6510, 6520, 6530, 6540, 6710, 6711, 6712, 6713, 6714) w/ cameras and AVL $1,855,000 $1,574,000 Total Capital Funds: $66,465,117 FTA Capital Funds: $43,671,073 FTA Operating Funds: $3,457,019 *This is an estimate provided by Iowa DOT The public hearing will be held at 6:00 p.m. on April 15, 2025, in Emma Harvat Hall, Iowa City City Hall, 410 E. Washington Street, Iowa City. A preliminary application is on file at the Metropolitan Planning Organization of Johnson County (MPOJC), Iowa City City Hall, 410 E. Washington Street, Iowa City, and may be inspected by interested persons. Any questions or comments regarding the application, the projects, or the public hearing, should be directed to Hannah Neel, MPOJC Associate Transportation Planner, 319-356-5235, or e-mail hannah-neel@iowa-city.org The projects are in conformance with the MPOJC Long Range Transportation Plan for the Iowa City Urbanized Area. Any interested persons may appear at the public hearing for the purpose of making objections or comments. Written comments will be accepted by MPOJC at the above address through the date and time of the hearing specified above. The proposals in this notice, including the Program of Projects, will become final unless amended and republished. This notice is given by the City Council of the City of Iowa City, Iowa. KELLIE FRUEHLING, CITY CLERK CITY OF IOWA CITY, IOWA Prepared by: Hannah Neel, Assoc. Transp. Planner, 410 E. Washington St., Iowa City, IA 52240 319-356-5235 RESOLUTION NO. 25-80 Resolution setting a public hearing for the April 15, 2025 City Council Meeting regarding the FY2026 Iowa Department of Transportation Consolidated Transit Funding Application for Iowa City Transit. Whereas, the City of Iowa City, Iowa has undertaken to provide its residents with a public transportation system; and Whereas, the Iowa Department of Transportation offers financial assistance to local governmental units for their public transportation systems: and Whereas, this is an annual process that Iowa City undertakes, outlining federal funds requested for operating and capital expenses; and Whereas, the City of Iowa City wishes to apply for financial assistance as noted below and to enter into related contract(s) with the Iowa Department of Transportation. From the State Transit Assistance Program: 4.19051097 % (approximately $810,761) of Formula Funds From federal operating assistance for transit: $3,200,000; From federal funds for transit in non -urbanized areas and/or for transit serving primarily elderly persons and person with disabilities: $257,019; From state-wide federal capital assistance for transit: $43,671,073; Whereas, a public hearing is a requirement for the application and receipt of federal funds. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. A public hearing is hereby set for 6:00 p.m. on April 15, 2026, to be held in the Emma J. Harvat Hall, City Hall, 410 East Washington St., Iowa City, Iowa, or if said meeting is canceled at the next meeting of the City Council thereafter as posted by the City Clerk, and that the City Clerk is hereby directed to cause notice of said public hearing to be published as provided by law. Resolution No. 25-80 Page 2 Passed and approved this 111 day of April, 2025. MAYOR PRO T Approved by ATTEST: C L, CITY CLERK City Attorne s Office (Jennifer Schwickerath — 03/27/2025) It was moved by Moe and seconded by Harmsen the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Alter x Bergus x Harmsen _ x Moe x Salih x Teague x Weilein