HomeMy WebLinkAbout08-04-2011 Airport CommissionIOWA CITY AIRPORT COMMISSION
MEETING AGENDA
AIRPORT TERMINAL BUILDING
1801 S. RIVERSIDE DRIVE
IOWA CITY, IOWA
THURSDAY, AUGUST 4, 2011 - 6:OOP.M.
1. Determine Quorum
2. Items for Discussion /Action:
a. Corporate Hangar L
i. Public Hearing (continued from July 21)
ii. Consider a resolution approving plans, specifications, and form of contract
for the construction of Hangar L.
b. FY2012 Iowa Department of Transportation Grants
i. Consider a resolution accepting grant agreement 9112010W300
3. Set next regular meeting.
4. Adjourn
�.=�}t, CITY OF IOWA CITY
���' MEMORANDUM
Date: August 2, 2011
To: Airport Commission
From: Operations Specialist
Re: Hangar L schedule
As the Commission considers the plans and specifications for the Hangar L project,
consideration has also been given to the revised schedule for the approval process of the bids
and contract awards. We have worked with guidance from the engineering consultants and
have developed a proposed schedule as well as an alternate schedule, which are listed below:
Proposed Schedule:
Accept Plans /Specs for bids August 4 (special meeting)
Pre -bid meeting with contractors August 16
Open Bids August 23
Accept Bids /Consider award August 25 (move the regular August meeting from 18th)
Construction Schedule September 1 — January 1
Alternate Schedule
Approve Plans /Spec &Advertise Bids August 4 (special meeting)
Pre -bid Meeting August 16
Regular Airport Commission Meeting August 18(regular meeting)
Open Bids August 23
Accept Bids /Award Project September 1 (special meeting)
Construction Schedule September 12 - January 12
The alternate schedule would add a second special meeting on September 1 to accept the bids
and award the contract.
Given the bid schedules do not change between them, it is the recommendation of the
t"
Operations Specialist to move the regular August meeting to the 25
Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Dr. Iowa City, 1A 52246 1 350 5045
RESOLUTION NO.
RESOLUTION APPROVING PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND
ESTIMATE N COST FOR "HANGAR L" CONSTRUCTION PROJECT AT THE IOWA CI'T'Y
MMCIPAL AIRPORT
T
AREAS, notice of public hearing on the plans specifications, form of contract and estimate of cost for
the above - named project was published as required by law, and the hearing thereon held.
NOW, THEREFORE, BE IT RESOLVED Y THE IOWA CITY AIRPORT COMMISSION T14AT:
1. The plans, specifications, form of contract and estimate of cost for the above- named project
are hereby approved
2. The amount of bid security to accompany each bid for the construction of the above -- named
project shall be in the amount of 10% (ten percent) of bid payable to the Iowa City Airport
Commission
3. The City Clerk is hereby authorized and directed to publish notice for the receipt of bids for
the construction of the above - named project in a newspaper published at least once welly
and having a general circulation in the city.
4. Bids for the above -named project are to be received by the City of Iowa City, Iowa at the
Office of the City Clerk, at the City Hall, before :.pm on the August 2, 2011, or at a later
elate and/or time as determined by the Commission Chairperson or their designee, and
thereupon referred to the Airport Commission, for action upon said bids at its next meeting,
to be held at the Iowa City Airport Terminal Building, 1801 S. Riverside Drive, Iowa City,
Iowa at 6:00pm on the 25th clay of August 2011, or at a later date and/or time as determined
by the Commission Chairperson or designee, with notice of said later date and/or time to be
published as required by law, or if said meeting is cancelled, at the next meeting of the
Airport Commission thereafter as posted by the City Cleric.
Passed and approved this
CHAIRPERSON
SON
ATTEST:
SECRETARY
day of
It was moved by and seconded by
adopted, and upon roll call there were-
Ayes
Nays
2011.
Approved Icy:
'S�,S
City Attorney's Office
the Resolution be
Absent
ssIine
Crane
Gard infer
Horan
iascari
r
Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside rside Dr, Iowa City A 52246 319-350-5045
RESOLUTION N .
RESOLUTION ACCEPTING IOWA DEPARTMENT of TRANSPORTATION GRANT
911201OW300 FOR TERNIIINAL U]ILI Il G REHABILITATION,
ER AS, the Iowa City Airport Commission has previously applied for Iowa Department of
Aviation grants for projects to be completed at the Iowa City Municipal Airport; and
Vi REAS, it is in the best interest of the Iowa City Airport Commission t accept this grant.
NOW, THEREFORE, BE IT RESOLVED BY THE AIRPORT COMMISSION OF THE
CITY OF IOWA CITY;
The Chairperson is authorized sign and the Secretary to attest to acceptance of the Iowa
Department of Aviation grant 911201 OW3 00 for terminal building rehabilitation.
Passed and approved this day of 2011.
CHAIRPERSON
ATTEST:
SECRETARY
Approved y:
FX�3� 5�--d
City Attorney's Office
It was moved by and seconded b .�
Resolution be adopted, and upon roll call there were:
Ares Nays Absent
1�=0 fir "
Crane
G r inner
Horan
sri
the
'A
Iowa Depart ent of Transportation
800 Lincoln Way, Ames, Iowa 50010 Phone: 515-239-1048
7, Fax.- 51-5-233-7983
Ku.thedc Cal, dotJowa. goy
July 28, 2011
Iowa City Municipal Airport
Minnetta Gardinier
1801 South Riverside Drive
Iowa City, 1A 52246
Dear Minnetta.-
Congratulations' The FY 2012 General Aviation Vertical Infrastructure project you requested
was approved for funding by the Iowa Transportation ConuT&sion on July 12, 2011. The
Governor signed the infrastructure funding bill on July 27, 2011, so you are authorized to begin
your project as soon as the enclosed agreement is signed and returned. The Iowa DOT grant
award is for 85 % of eligible costs up to a maxim-Lim state share of $ 100,300 for the following
project: Rehabilitate terrm'nal building.
i7i.
Enclosed are two copies of an agreement between the airport sponsor and the Iowa Department
of Transportation (Iowa DOT), The authorized sponsor should sign both copies, return one
copy to my office, and keep one copy for your file.
Please review the agreement noting required responsibilities and assurances, required
affirmative action, targeted small business and audit requirements. If you will be requesting
reimbursement for engineering services, you will need to provide me with a copy of the
agreement. Any engineering agreement more than $50,000 must have a pre-audit completed
by the Iowa DOT. All engineering agreements that are paid with state funds are subject to a
fi nal audit. Please include appropriate clauses in your o
The project must be under obligation within J 2 months. Please note that only expenses incurred on or
after the signature date on the agreement are eligible for reimbursement, Submit claims for
reimbursement with copies of invoices, canceled checks or other documentation that the bills have
been paid. Reimbursement will be in whole dollars, rounding down; however, the final reimbursement
request may include any "lost cents' up to the maximum, grant amount.
A final acceptance form must be completed and submitted with- the final claim for
reimbursement. Required forms can be downloaded from the Office of Aviation Web site at
http://www.iowadot-gov/aviati-on/managersandspoiisors/forms.htnil.
If you have any questions regarding this information.
, please call me at 515-239-1048. Good
luck with your airport project!
Sincerely,
1 104
'41 -_ ? t; e
Kay hede
Aviation Program Manager
Enclosures
cc., Michelle McEnany, Office of Aviation
IOWA DEPARTMENT OF TRANSPORTATION
AGREEMENT
FOR THE FISCAL YEAR 2012
GENERAL AVIATION VERTICAL INFRASTRUCTURE PROGRAM (GAVI)
THIS AGREEMENT is made between the Iowa Department of Transportation called the "Iowa
DOTI" and Iowa City Airport Commission, hereafter the "SPONSOR".
1.00 PURPOSE: The purpose of this agreement is to set forth terms, conditions and
obligations for accomplishment of certain improvements at the
Iowa City Municipal Airport, hereafter the "Airport"'.
Improvements shall consist of:
Rehabilitate terminal building, as more clearly defined in. the project
application.
It shall be referred to as the "Project"' and shall be identified by
Project number: 911201OW300
Contract number-, 13202
2.00 GENERAL PROVISIONS
2.01 The SPONSOR shall have the project under contract no later than 12 months after the
date of the agreement or. the Iowa DOT resciAres the right to revoke this grant.
C7
2.02 The Iowa DOT agrees to reimburse the SPONSOR 85% of the eligible project costs,, not
to exceed the maximum amount payable of $100,300 incurred according to the terms of
this agreement. Reimbursement will be made in whole dollar amounts only, rounded
down. Final payment request may include documentation of unreimbursed amounts due
to rounding. Final reimbursement will be made up to the contract amount in whole
dollars.
2.03 All projects meeting the definition of public improvements shall follow the competitive
bid and competitive quotation procedures for vertical infrastructure as identified in
Chapter 26 of the Code of Iowa and 761 Iowa Administrative Code Chapter 180.
(htt ww. luis...s.tate. i.a. us/Rule s/C-urrent/iaen 6 1 iae/t 1. 80/t I 80,pdf )
Competitive bid procedures for all projects greater than $100,000.
Competitive quotation procedures for airport authorities and city sponsors with
populations greater than 50,000 for projects between $67,000 and $ 100,000
Competitive quotation procedures for airport authorities and city sponsors with
population of 50,000 or less for projects between $46,000 and $100,000,
Informal local procedures for projects less than the thresholds identified for
competitive quotations.
The SPONSOR shall follow rcquirements of Iowa Code Sep: Lion 544A.18,, 193B Iowa
Administrative Code Chapter 5, Chapter 542B of -the Iowa Code, and 1930
Administrative Code Chapter I to determine when professional engineering or
architectural plans and specifications must be used.
Page I of 5
FY 2012) GAVIC"ontract Nurn'ber: 132021- Pixpject Mim'Oer: 9112010YI-Y-4y,"3010
The SPONSOR shall submit any plans, specifications and other contract documents to
the Iowa DOT for its files.
2.04 Should the SPONSOR fall to comply with any Condition or Assurance provided herein,
the Iowa DOT may withhold further payment and may require reimbursement of any or
all payments made by the Iowa DOT toward accomplishment of the Project.
2.05 The Iowa DOT shall. not waive any flIght of authority by making payments pursuant to
this agreement, and such payments shall not constitute approval or acceptance of any part
of the Project.
2,06 Neither the Department nor the Sponsor intend to create rights in, and shall not be liable
to, any third parties by reason of this agreement.
2.07 If any provision of this agreement is held invalid, the remainder of this agreement shall
not be affected thereby if such remainder would then continue to conform to applicable
law and the intent of this agreement.'
2.08 The Iowa DOT shall determine what costs charged to the project account are eligible for
participation under the tern-is of this agreement and the SPONSOR shall bear all
additional costs accepted and paid.
2.09 Notwithstanding any other provisions of this agreement, the Iowa DOT shall have the
right to enforce, and may require the SPONSOR to comply with, any and all Conditions
and .A.ssurances agreed to herein.
2, 10 The Iowa DOT's obligations hereunder shall cease immediately, without penalty of
further payment being required, in any year for which the General Assembly of the State
of Iowa fails to make an appropriation or reappropriation to pay such obligations, and the
Iowa DOT's obligations hereunder shall cease 'Immediately without penalty of further
payment being required at any time where there are not sufficient authorized funds
lavvNifully available to the Iowa DOT to meet such obligations. The Iowa DOT shall give
the SPONSOR notice of such termination of funding as soon as practicable after the Iowa
DOT becomes aware of the failure of funding. In the event the Iowa DOT provides such
notice, the SPONSOR may ternn'nate this a,,(-T
,,reement or any part thereof.
2.1.1 The SPONSOR is the contracting agent and, as such, retains sole responsibility for
compliance with local state and federal laws and regulations related to accomplishment
of the Project. The sponsor shall ensure compliance with Title V1 of the Civil Rights Act
of 1964, 78 STAT, 252, 42 U.S.C. 20OOd-42 U.S.C. 20OOd-4, and all requirements
imposed by or pursuant to Title 49, Code of Federal Regulations, Department of
Transportation, Subtitle A, Office of the Secretary, Part 24 — to the end that 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 receiving financial. assistance from the Iowa D01 ".
2.12 The attached Exhibit A, "Utilization of Targeted Small Business (TSB) Enterprises on
Non-Federal Aid Projects (Third-Party State Assisted Projects)," will apply and is hereby
made a part of this agreement.
Page 2 of 5
) 2 GAS ontra t NUMN.. Project �: v3
2.13 Funding will be available for reimbursement of the project for three fiscal years after the
date of the agreement, unless appropriations are withdrawn under 2.10. Assurances in
this agreement remain in full force and effect for a period of 20 years from the date of the
agreement.
3.00 PROJECT CONDITIONS
3.01 The SPONSOR Agrees to:
(a) Let contracts according to provisions of Chapter 26 of the Iowa Code and preside at all
public hearings occasioned by the Project.
(b) Contract for all professional and construction services as needed, submitting a copy of
any engineering /consultant contract to the Iowa DOT. If the engineering /consultant
agreement is more than $50,000 and the sponsor will request state reimbursement for the
engineering /consultant services, the agreement must be submitted to the Iowa DOT for
pre -audit prior to execution of the agreement.
(c) Establish and maintain a project schedule and provide the schedule to the Iowa DOT.
(d) Submit to the Iowa DOT a Request for Reimbursement form, copies of invoices, and
proof of payment for reimbursement. Progress payments are allowed..
(e) Inspect work and equipment, test materials, and control construction to ensure that the
design intent of the plans and specifications is achieved.
(f) Inform the Iowa DOT of construction completion and allow the Iowa DOT access to
review the completed project.
(g) Certify satisfactory completion of the Project by resolution or signed final acceptance
form and provide a copy to the Iowa DOT.
(h) Retain all records relating to project cost, including supporting documents, for a period
of three (3) years following final payment by the Iowa DOT, and to make such records
and documents available to Iowa DOT personnel for audit.
4.00 SPECIAL PROVISIONS
4.01 The Project is for the sole purpose and use of aviation related activities and must be
owned by the SPONSOR.. The SPONSOR shall not lease airport space constructed with
this grant to activities unrelated to aviation.
5,00 SPONSOR ASSURANCES
By authorizing execution of this agreement the SPONSOR. hereby certifies that:
5.01 It will not enter into any transaction which would operate to deprive it of any of the rights
and powers necessary to perform any or all of the assurances made herein, unless by such
transaction the obligation to perform all such covenants are assumed by another public
agency found by the Iowa DoT to be eligible under the laws of the State of Iowa to
assume such obligations and to have the power, authority, and financial resources to carry
out all such obligations. If an arrangement is made for the management or operation of
the Airport by any agency or person other than the SPONSOR or an employee of the
SPONSOR, the SPONSOR will reserve sufficient rights and authority to insure that the
Airport will be operated and maintained in accordance with these assurances.
Page 3 of 5
FY 2012 GAVK�ontract NUmber. 13202 Project Min ibei-.- 911201OW300
5.02 It will not dispose of or encumber its title or other interests in the site and facilities during
the 20-year period of this agreement.
5.03 It will operate and maintain in a safe and serviceable condition the Airport and all
facilities thereon and connected therewith which are necessary to service the aeronautical
users of the Airport and will not permit any activity thereon which would interfere with
its use for airport purposes.
5D4 Insofar as it is within its power and reasonable, the Sponsor will, either by the acquisition
and retention of easements or other interests in or rights for the use of land or airspace
and by the adoption and enforcement of zoning regulations, prevent the construction,
erection, alteration, or growth of any structure, tree,, or other object in the approach areas
of the runways of the Airport, which would constitute an obstruction to air navigation
according to the criteria or standards prescribed in Section 77.23 as applied to Section
77. 5, Part 77,, of the Federal Aviation Regulations. In addition, the Sponsor will not
erect or permit the erection of any permanent structure or facility that would interfere
materially with [he use, operation, or future development of the Airport,, or any portion of
a runway approach area in which the Sponsor has acquired, or hereafter acquires.
5,05 It will operate and maintain the facility in accordance with the minimum standards as
may be required or prescribed by the Iowa DOT for the maintenance and operation of
such facilities as identified .in the Iowa: Administrative Code 76 1- Chapter pter 720. 10,
5M It will operate the Airport as such for the use and benefits of the public. In furtherance of
this covenant (but without limiting its general applicability and effect), the SPONSOR
specifically agrees that it will keep the Airport open to all types, kinds, and classes of
aeronautical use on fair and reasonable terms without unlawful disedmination between
such types, kinds, and classes. The SPONSOR may establish such fair, equal, and not
unjustly discrim.1natory conditions to be met by all users of the Airport as may be
necessary for the safe and efficient operation of the airport. The SPONSOR may also
prohibit or limit any given type, kind or class of aeronautical use of the Airport if such
action is necessary for the safe operation of the airport or necessary to serve the civil
aviation needs of the public. It will operate the Airport on fair and reasonable terms, and,
without unjust discrimination.
5.07 The SPONSOR will keep up-to-date and provide to the Iowa DOT an airport layout plan.
The SPONSOR will not make or permit the making of any changes or alterations in the
Airport or any of its facilities other than in conformity with the airport layout plan, if
such changes or alterations might adversely affect the safety, utility, or efficiency of the
Airport.
NMI=
FY 2012 GAVIContrac-lt Numbcr: 13202 Projoct Nllmbc�r: 9-112010W300
6.00 EXECUTION OF THE AGREEMENT. By resolution made a part of this agreement
the SPONSOR authorized the undersigned to execute this agreement.
Signed this day of
SPONSOR.
M10
Title:
1 -
Attested:
Title:
, on behalf of the
Signed this 12th day of July 2011 on behalf of the Iowa Department of Transportation.
By:
Michelle cEnany
Director
Office of Aviation
Page 5 of 5
April 2010
Exhibit A
CONTRACT PROVISION
Targeted Small Business (TSB)
Affirmative Action Responsibilities
On
Non- Federal Aid Projects (Third -Party State- Assisted Projects)
April 2010
April 2010
CONTRACT PROVISiON
Targeted Small Business (TSB) Affirmative Action Responsibilities
on Non- Federal -aid Projects (Third-party State- Assisted Projects)
1. TSB Definition
A TSB is a small business, as defined by Iowa Code Section 15.102(5), which is 51 % or more owned, operated
and actively managed by one or more women, minority persons or persons with a disability. Generally this is a
for - profit small business enterprise under single management, is located in Iowa and has an annual gross income
of less than 3 million dollars computed as an average of the three preceding fiscal years.
2. TSB Requirements
In all state - assisted projects made available through the Iowa Department of Transportation, local governments
have certain affirmative action requirements to encourage and increase participation of disadvantaged individuals
in business enterprises. These requirements are based on Iowa Code Section 1913.7 and 541 Iowa
Administrative Code Chapter 4. These requirements supersede all existing TSB regulations, orders, circulars and
administrative requirements.
3. TSB Directory Information
Available from: Iowa Department of Inspections and Appeals
Targeted Small Business
Lucas Building
Des Moines, IA 50319
Phone: 515- 231 -7102
Website: http://dia.iowa.gov/page7.html
4. The Contractor's TSB Policy
The contractor is expected to promote participation of disadvantaged business enterprises as suppliers,
manufactures and subcontractors through a continuous, positive, result- oriented program. Therefore the
contractor's TSB policy shall be:
It is the policy of this firm that Targeted Small Business (TSB) concerns shall have the maximum practical
opportunity to participate in contracts funded with State - assisted funds which are administered by this firm
(e.g. suppliers, manufactures and subcontractors). The purpose of our policy is to encourage and
increase the TSB participation in contracting opportunities made available by State- assisted programs.
5. Contractor shall appoint an Equal Employment opportunity (EEO) officer
The contractor shall designate a responsible person to serve as TSB officer to fulfill the contractor's affirmative
action responsibilities. This person shall have the necessary statistics, funding, authority and responsibility to
carry out and enforce the firm's EEO policy. The EEO officer shall be responsible for developing, managing and
implementing the program on a day -to -day basis. The officer shall also:
A. For current TSB information, contact the Iowa Department of inspections and Appeals (515- 231 -7102) to
identify potential material suppliers, manufactures and contractors.
B. Make every reasonable effort to involve TSBs by soliciting quotations from them and incorporating them
into the firm's bid.
C. Make every reasonable effort to establish systematic written and verbal contact with those TSBs having
the materials or expertise to perform the work to be subcontracted, at least two weeks prior to the time
quotations are to be submitted. Maintain complete records of negotiation efforts.
Exhibit A - Page 1
'
OF
A a L i �. ,.
D. Provide or arrange for assistance to Ts13s in seeking bonding, analyzing plans /specifications or other
actions that can be viewed as technical assistance.
E. Ensure the scheduled progress payments are made to TSBs as agreed in subcontract agreements.
F. Require all subcontractors and material suppliers to comply with all contract equal opportunity and
affirmative action provisions.
to Me
111 11 111!!111 ,
TSBs are to assume actual and contractual responsibilities for provision of materials /supplies, subcontracted work
or other commercially useful function.
A. The bidder may count:
Planned expenditures for materials /supplies to be obtained from TSB suppliers and
manufacturers; or
2 Work to be subcontracted to a TSB; or
3) Any other commercially useful function.
B. The contractor may count:
(1) 100% of an expenditure to a TSB manufacturer that produces supplies goods manufactured from
raw materials.
(2) 60% of an expenditure to TSB suppliers that are not manufacturers; provided the suppliers
perform a commercially useful function in the supply process.
(3) only those expenditures to TSBs that perform a commercially useful function in the work of a
contract, including those as a subcontractor.
(4) Work the contracting Authority has determined that it involves a commercially useful function.
The TSB must have a necessary and useful role in the transaction of a kind for which there is a
market outside the context of the TSB program. For example, leasing equipment or purchasing
materials from the prime contractor would not count.
A, Bidders
Bidders who fail to demonstrate reasonable positive efforts may be declared ineligible to be awarded the
contract. Bidders shall complete the bidding documents plus a separate fora called `TSB Pre -Bid
Contact Information ". This form includes:
Name(s) of the TSB (s) contacted regarding subcont actable items.
2) Date of the contract.
3 'whether or not a TSB bid /quotation was received.
4) Whether or not the TSB's bid/quotation was used.
(8) The dollar amount proposed to be subcontracted.
■ f
Use those TSBs whose quotes are listed in the "Quotation Used in Bid" column along with a "yesi`
indicated on the lire -bid contact information form.
Exhibit A - Page 2
April 2010 - TSB Affirmative Action Responsibilities
C. contractors NOT Using Quotes from TSBs
If there are no TSBs listed on the Pre -bid contract Information form, then the contractor shall document
all efforts made to include TSB participation in this project by documenting the following:
1 ) what pre - solicitation or pre -bid meetings scheduled by the contracting authority were attended`
(2) which general news circulation, trade associations and/or minority- focused media were
advertised concerning the subcontracting opportunities?
(3) Were written notices sent to TSBs that TSBs were being solicited and was sufficient time allowed
for the TSBs to participate effectively?
(4) were initial solicitations of interested TSBs followed up?
5 were TSBs provided with adequate information about the plans, specifications and requirements
of the contract's
Were interested TSBs negotiated with in good faith? If a TSB was rejected as unqualified, was
the decision based on an investigation of their capabilities`
7 were interested TSBs assisted in obtaining bonding, lines of credit or insurance required by the
contractor?
Were services used of minority community organization, minority contractors groups; local, State
and Federal minority business assistance offices or any other organization providing such
assistance,
The above documentation shall remain in the contractor's files for a period of three 3 years after the completion
of the project and be available for examination by the Iowa Department of Inspections and Appeals,
84 Positive Effort Documentation when No Goals are Assigned
Contractors are also required to rake positive efforts in utilizing TSBs on all State - assisted projects which are not
assigned goals. Form `TSB Pre -bid Contact Information" is required to be submitted with bids on all projects. If
there is no TSB participation, then the contractor shall comply with section 7c of this document prior to the
contract award.
Exhibit A - Page 3
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April 2010
UTILIZATION OF TARGETED SMALL BUSINESS (TSB) ENTERPRISES
ON NON - FEDERAL AID PROJECTS
(THIRD -PARTY STATE- ASSISTED PROJECTS)
In accordance with Iowa Code Section 19B.7 and 541 lo`nra Administrative Code (IAC) Chapter 4, it is the policy of
the Iowa Department of Transportation (Iowa DOT) that Targeted Small Business (TSB) enterprises shall have
the maximum practicable opportunity to participate in the performance of contracts financed in whole or part with
State funds.
Under this policy the Recipient shall be responsible to make a positive effort to solicit bids or proposals from TSB
firms and to utilize TSB firms as contractors or consultants. The Recipient shall also ensure that the contractors
or consultants make positive efforts to utilize TSB firms as subcontractors, subconsultants, suppliers, or
participants in the work covered by this agreement.
The Recipient's `positive efforts" shall include, but not be limited to:
10. Obtaining the names of qualified TSB firms from the Iowa Department of Inspections and Appeals (515-
231 -7102) or from its website at: http://dia.iowa.gov/page7.html.
20. Notifying qualified TSB firms of proposed projects involving State funding. Notification should be made in
sufficient time to allow the TSB firms to participate effectively in the bidding or request for proposal (RFP)
process.
21. Soliciting bids or proposals from qualified TSB firms on each project, and identifying for TSB firms the
availability of subcontract work.
22. considering establishment of a percentage goal for TSB participation in each contract that is a part of this
project and for which State funds will be used. Contract goals may vary depending on the type of project,
the subcontracting opportunities available, the type of service or supplies needed for the project, and the
availability of qualified TSB firms in the area.
23. For construction contracts:
a) Including in the bid proposals a contract provision titled "TSB Affirmative Action Responsibilities on
Non -- Federal Aid Projects (Third -Party State - Assisted Projects)" or a similar document developed by
the Recipient. This contract provision is available on -line at:
http://www.iowadot.gov/local s stems) ublications /tsb contract -provision. pdf
b) Ensuring that the awarded contractor has and shall follow the contract provisions.
24. For consultant contracts:
a) Identifying the TSB goal in the Request for Proposal (RFP), if one has been set.
b) Ensuring that the selected consultant made a positive effort to meet the established TSB goal, if any.
This should include obtaining documentation from the consultant that includes a list of TSB firms
contacted; a list of TSB firms that responded with a subcontract proposal; and, if the consultant does
not propose to use a TSB firm that submitted a subcontract proposal, an explanation why such a TSB
firm will not be used.
The Recipient shall provide the Iowa DoT the following documentation:
10. copies of correspondence and replies, and written notes of personal and/or telephone contacts with any
TSB firms. Such documentation can be used to demonstrate the Recipient's positive efforts and it should
be placed in the general project file.
11. Bidding proposals or RFPs noting established TSB goals, if any.
12. The attached "Checklist and Certification." This form shall be filled out upon completion of each project
and forwarded to: Iowa Department of Transportation, EEO Administrator, office of Contracts, 800
Lincoln Way, Ames, IA 50010.
Appendix A - Page 5
Recipientm
CHECKLIST AND CERTIFICATION
For the Utilization of Targeted Small Businesses (TSB)
On Non - Federal -aal Projects (Third -Warty State - Assisted Projects)
Pr ject Number:
County: Agreement dumber:
4. Were the names of qualified TSB firms obtained from the Iowa Department of Inspections and Appeals?
YES ❑ No if no, explain
2. Were qualified TSB firms notified of project? ❑ YES ❑ NO
If yes, by ❑ letter, ❑ telephone, ] personal contact, or ❑ other (specify)
if no, explain
3. Were bids or proposals solicited from qualified TSB firms? ❑ YES ❑ NO
If no, explain-
4. Was a goal or percentage established for TSB participation? 0 YES U. NO
if yes, what was the goal or percentage ?_
If no, explain why not: -
a
M
Did the prime contractor or consultant use positive efforts to utilize TSB firms on subcontracts?
❑ YES NO
If no, what action was taken by Recipient?
Is documentation in files? ❑ YES ❑ No
What was the dollar amount reimbursed to the recipient
from the Iowa Department of Transportation?
'what was the final project cost?
What was the dollar amount performed by TSB firms? $
Name(s) ) and address(es) of the TSB firms (s)
(Use additional sheets if necessary)
Was the goal or percentage achieved? ❑ YES NO
If no, explain
As the duly authorized representative of the Recipient, l hereby certify that the Recipient used positive efforts to
utilize TSB firms as participants in the state - assisted contracts associated with this project.
Title
Signature
Exhibit A - Page 6
Date