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HomeMy WebLinkAbout07-19-2012 Airport CommissionIOWA CITY AIRPORT COMMISSION MEETING AGENDA AIRPORT TERMINAL BUILDING 1801 S. RIVERSIDE DRIVE IOWA CITY, IOWA THURSDAY, JULY 19, 2012 - 6:00 P.M. 1. Determine Quorum 1 min* 2. Approval of Minutes from the following meetings: 5 min June 21, 2012 3. Public Discussion - Items not on the agenda 5 min 4. Items for Discussion / Action: a. Airport Commerce Park 5 min b. FAA /IDOT Projects: AECOM / David Hughes 15 min i. Obstruction Mitigation ii. 7/25 Parallel Taxiway Grading & Drainage iii. 7/25 Parallel Taxiway Paving & Lighting 1. Consider a resolution accepting bids and awarding contract 2. Consider a resolution authorizing chair to sign FAA Grant Offer 3. Consider a resolution authorizing chair to sign Task Order #10 with AECOM for construction observation services iv. Airport Electrical Rehab c. Iowa DOT i. Consider a resolution accepting IDOT Grant for Terminal and Building D Roof rehabilitation ii. Consider a resolution accepting IDOT Grant for Hangar L Taxiway and Utility construction d. Hangar L Taxiway 15 min i. Consider a resolution approving contract with MidAmerican Energy for placement of electrical transformer ii. Consider a resolution approving contract with MidAmerican Energy for placement of Gas Main utility service iii. Consider a resolution approving contract with Foth for engineering services related to Hangar L Taxiway construction design and construction observation e. Airport "Operations" 45 min i. Strategic Plan- Implementation 1. Review of Strategic Plan ii. Budget iii. Management 1. Purchasing Policy review f. FBO / Flight Training Reports 5 min i. Jet Air ii. Iowa Flight Training g. Subcommittee Report 5 min i. For July: No Report ii. For August: Budget 2 min h. Commission Members' Reports 2 min i. Staff Report 2 min 5. Set next regular meeting for August 16, 2012 at 6:00 p.m. 6. Adjourn *The times listed in the agenda are the anticipated duration of that particular agenda item. The actual discussion may take more or less time than anticipated Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 2 of 130 Airport Commission June 21, 2012 Page 1 MINUTES IOWA CITY AIRPORT COMMISSION JUNE 21, 2012 — 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Howard Horan, Rick Mascari Members Absent: Minnetta Gardinier Staff Present: Sue Dulek, Michael Tharp Others Present: Matt Wolford, Jeff Edberg, David Hughes DRAFT RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): Airport Commission by consensus agreed to recommend to Council to develop a policy to allow alcohol be served at events held at city facilities. CALL TO ORDER: Chairperson Assouline called the meeting to order at 6:00 P.M. APPROVAL OF MEETING MINUTES: Minutes of the May 17, 2012, meeting were reviewed. Mascari moved to approve the minutes of the May 17, 2012, meeting as submitted; seconded by Horan. Motion carried 3 -0; Gardinier absent. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION /ACTION: a. Airport Commerce Park — Tharp noted that he has not heard from Jeff Edberg, but that he did have contact with his secretary regarding the meeting schedule. Mascari noted that the realtor is only putting one ad out per month on the commerce park lots, and he questioned if more marketing isn't needed. Edberg showed up at this point in the meeting and Members posed the increased marketing question to him. Edberg explained the advertising methods currently being used, noting both the Skogman web site and his own personal web site. He further clarified how the marketing of these lots is being handled. At next month's meeting, Edberg will bring his laptop and show Members just exactly what he is talking about with the web sites and the marketing plan. The discussion continued, with Members talking about the various angles that could be used to draw attention to these lots. Mascari asked for an update on Deery's option to purchase additional lots. Edberg stated that the option period for Deery to buy the additional lots expired. Edberg noted that he is aware of another client with interest in these lots. b. Terminal Building Brick Repair— Mascari stated that the work looks great and other Members agreed. Mascari moved to consider Resolution #Al2 -20, Accepting Work Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 3 of 130 Airport Commission June 21, 2012 Page 2 for Terminal Building Exterior Repairs; seconded by Horan. Motion carried 3 -0; Gardinier absent. c. Hangar L — Tharp stated that ground has been broken on this project, with the end of September, early October as the expected completion date. Mascari asked if there have been any unexpected changes or delays. Tharp noted that MidAmerican wants to make some changes and he briefly explained these. d. FAA/IDOT Projects: AECOM — i. Obstruction Mitigation — David Hughes addressed the Members, noting that there is no update on the obstruction mitigation at this point. ii. 7125 Parallel Taxiway Grading & Drainage — Hughes noted that they are finishing up the west end of the project. The deep fill is completed and the contractor is currently putting top soil on. Hughes added that they plan to complete this project by the end of next week. iii. 7125 Parallel Taxiway Paving & Lighting — Hughes stated that the paving and lighting project is at the bidding stage now. 1. Public Hearing — Assouline opened the public hearing. Hughes stated that after speaking with the FAA it sounds like discretionary funding is going to be more readily available than it has been in the past few years. Assouline then closed the public hearing after a brief discussion. 2. Mascari moved to consider Resolution #Al2 -21, Accepting Plans and Specifications for Runway 7125 Parallel Taxiway Paving and Lighting for Construction; seconded by Horan. Motion carried 3 -0; Gardinier absent. iv. Airport Electrical Rehab — Hughes stated that they sent out four RFPs to electricians, and received back three. The two lowest bids were only about $300 apart, according to Hughes, with Girard Electric being recommended. Mascari moved to consider Resolution #Al2 -22, Awarding Contract for Airport Electrical Rehabilitation as discussed; seconded by Horan. Motion carried 3 -0; Gardinier absent. e. Aviation Authority — Tharp spoke to this issue, noting that he had a conversation with the Cedar Rapids Airport manager this morning regarding this. He gave Members a brief history of why various other cities have gone to having an Authority, such as Des Moines doing so in order to speed up the process of being able to obtain more airlines. Burlington created an Authority in order to revitalize their airport. Tharp noted that if the Commission is interested, the Cedar Rapids Airport manager did offer to have their consultant expand what he is looking at, to make it not only a regional approach but also to look at possible partnerships that could be forged between entities. Members discussed their feelings, with the majority agreeing that they should take a wait - and -see attitude. f. Airport "Operations ": i. Strategic Plan- Implementation — Tharp stated that he would like to do a review of this plan when all Members are present. Members agreed they could do this at the July meeting. ii. Budget — Tharp stated that things look good for the end of the fiscal year. Revenues are coming in a bit higher due to some lease changes and increases. Expenses, on the other hand, are a bit lower than expected, according to Tharp. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 4 of 130 Airport Commission June 21, 2012 Page 3 iii. Management — Tharp stated that he has the appropriate form needed to change his position from .75 to FTE status on July 1st. Tharp next spoke to the issue of allowing alcohol to be served at Airport functions, noting that he has hac conversations with the Library and Parks and Rec about this. They would like to see the City restrictions eased on being able to serve alcohol in City -owned facilities. This would be tied to an approval process, which Tharp briefly explained. Members discussed whether or not they want to proceed in this direction. Dulek explained what this type of procedure would do for the Airport. The three Members present agreed that they would like to pursue an alcohol policy. g. FBO / Flight Training Reports — i. Jet Air — Matt Wolford spoke to the Commission next. He added to the previous conversation that Jet Air would like to be able to hold special events, where alcohol could be served. He then gave a brief rundown on where Jet Air is with their building project, which has a completion date of July. Wolford also noted an uptick in their business with flights. ii. Iowa Flight Training — Wolford noted that Tim was not present from IFT but that from what he can tell things are still busy there. Tharp noted that a couple of weeks ago during the Young Eagles' event, Tim did an aviation camp. h. Subcommittee Reports - i. for June — Infrastructure (Horan, Mascari, Tharp) — Horan spoke about the vertical infrastructure report. He noted that things are slowly but surely getting done, i.e., runway lights, transformers, and controllers. He briefly touched on some of the other infrastructures projects that are either in the process of getting done or need to be looked at. Assouline asked if the airplane that sits up front could be washed down, to which others agreed. Mascari asked if there is any way to get water to the hangars, some type of pump that a hose could be attached to. Wolford pointed out an area at the Airport where Mascari could access a hose. The discussion continued with Horan touching on some of the long -term projects they hope to achieve. Tharp also noted some roof repairs that will be completed this summer. ii. for July — no reports Commission Members' Reports — Mascari noted that his annual checkup went well at Jet Air. He also noted that Jerry Full called him recently to say that he has vacated his hangar. Mascari said that it will take him some time to get his things moved. Horan stated that he is still enjoying his flight training. j. Staff Report — Tharp stated that he will be taking a few vacation days next week. In July he will take off for a week's vacation. Tharp also stated that yesterday the Airport hosted the department -head staff meeting for the City. He said that he had several compliments on the Airport. Tharp also spoke briefly about the Young Eagles event back on June 9th, stating they did about 32 airplane rides for the youngsters. Horan added that Sertoma is the last Sunday in August. Mascari then mentioned that his daughter got married last weekend. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 5 of 130 Airport Commission June 21, 2012 Page 4 SET NEXT REGULAR MEETING FOR: The next regular meeting will be Thursday, July 19, 2012, at 6:00 P.M. at the Airport Terminal building. ADJOURN: Mascari made the motion to adjourn the meeting at 7:02 P.M.; seconded by Horan. Motion carried 3 -0, Gardinier absent. CHAIRPERSON DATE Airport Commission May 17, 2012 Page S Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 6 of 130 Airport Commission ATTENDANCE RECORD 2012 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent /Excused NM = Not a Member at this time TERM 0 0 0 0 0 0 0 N W A A Ln 0) NAME EXP. m rn N_ 0 N_ m - N N N N N N N _ N 03/01/13 X X X X X X X Rick Mascari 03/01/14 X X X X X X X Howard Horan Minnetta 03/01/15 X X X X X X O/E Gardinier Jose 03/02/12 O/E X X X X X X Assouline Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent /Excused NM = Not a Member at this time Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 7 of 130 INMQ Rol I to] ►t►[0 RESOLUTION AUTHORIZING CHAIRPERSON TO ACCEPT FEDERAL AVIATION GRANT FOR RUNWAY 7/25 PARALLEL TAXIWAY PAVING AND LIGHTING CONSTRUCTION. WHEREAS, the Iowa City Airport Commission will apply for a FAA Grant for funding of the above reference project. WHEREAS, this project is listed in the FFY2012 Federal Aviation Administration Pre - Application previously submitted by the Iowa City Airport Commission WHEREAS, it is in the best interest of the Iowa City Airport Commission to accept this grant. NOW, THEREFORE, BE IT RESOLVED BY THE AIRPORT CITY OF IOWA CITY: [I] OII 111 M 1. The Chairperson is authorized sign and the Secretary to attest to acceptance of the grant on advice from counsel. Passed and approved this CHAIRPERSON ATTEST: SECRETARY day of 2012. Approved By: City Attorney's Office It was moved by and seconded by Resolution be adopted, and upon roll call there were: Ayes Nays Absent Assouline Gardinier Horan Mascari the Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 8 of 130 Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Dr, Iowa City IA 52246 319 - 350 -5045 RESOLUTION NO. RESOLUTION AWARDING CONTRACT AND AUTHORIZING THE CHAIRPERSON TO SIGN AND THE SECRETARY TO ATTEST A CONTRACT FOR RUNWAY 7/25 PARALLEL TAXIWAY PAVING AND LIGHTING WHEREAS, Metro Pavers, Inc. of Iowa City, Iowa has submitted the lowest responsible bid of $2,588,783.00 for construction of the above named project. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION, THAT: 1. The bids for the above named projected are accepted. 2. The Airport Commission is including the alternate bid in the award. 3. The contract for the construction of the above named project is hereby awarded to Metro Pavers, Inc. subject to the conditions: a. That awardee secures adequate performance and payment bond, insurance certificates, and contract compliance program statements. b. FAA concurs in the award. c. FAA grant funding for the project is received. 4. Upon the direction of the City Attorney's Office, the Chairperson is hereby authorized to sign and the Secretary to attest the contract for construction of the above -named project, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, contract compliance program statements, FAA concurrence, and FAA grant funding. Passed and approved this day of CHAIRPERSON ATTEST: SECRETARY It was moved by and seconded by adopted, and upon roll call there were: Ayes Nays Approved by City Attorney's Office Absent 2012. the Resolution be Assouline Gardinier Horan Mascari Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 9 of 130 Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Dr. Iowa City, lA 52246 (319) 350 5045 RESOLUTION NO. RESOLUTION APPROVING TASK ORDER NO. 10 WITH AECOM FOR CONSTRUCTION RELATED SERVICES RELATING TO THE RUNWAY 7 -25 PARALLEL TAXIWAY PAVING AND LIGHTING WHEREAS, the Iowa City Airport Commission entered into a contract entitled "Professional Services Agreement" with Earth Tech, n /k/a AECOM on December 11, 2008 to provide engineering services for Federal Airport Improvement Program Projects; WHEREAS, Part I(A) of said agreement provides that the parties will enter into supplemental task orders for each project; WHEREAS, the Commission and AECOM have previously entered into Task Orders Nos. 1, 2, 3, 4, 5, 6, 7, 8 and No. 9; WHEREAS, the Commission and AECOM now desire to enter into Task Order No. 10, a copy of which is attached. WHEREAS, it is in the best interest of the Commission to enter into Task Order No. 10. NOW, THEREFORE, BE IT RESOLVED BY THE AIRPORT COMMISSION OF THE CITY OF IOWA CITY: 1. The Chairperson is authorized and the Secretary to attest to Task Order No. 10 following advice of counsel. Passed and approved this CHAIRPERSON ATTEST: SECRETARY day of 2012. It was moved by and seconded by adopted, and upon roll call there were: Ayes Nays Approved By: City Attorney's Office Absent the Resolution be Assouline Gardinier Horan Mascari Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 10 of 130 Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Dr, Iowa City IA 52246 319 - 350 -5045 RESOLUTION NO. RESOLUTION ACCEPTING IOWA DEPARTMENT OF TRANSPORTATION GRANT 9I130IOW100 FOR TAXIWAY AND UTILITY INSTALLATION. WHEREAS, 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; WHEREAS, the Iowa DOT has awarded the Commission a grant for taxiway and utility installation for Hangar L; and WHEREAS, it is in the best interest of the Iowa City Airport Commission to accept this grant. NOW, THEREFORE, BE IT RESOLVED BY THE AIRPORT COMMISSION OF THE CITY OF IOWA CITY: 1. The Chairperson is authorized sign and the Secretary to attest to acceptance of the grant. Passed and approved this CHAIRPERSON ATTEST: SECRETARY day of 2012. Approved By: City Attorney's Office It was moved by and seconded by Resolution be adopted, and upon roll call there were: Ayes Nays Absent Assouline Gardinier Horan Mascari the Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 11 of 130 IL41ZIowa Department of Transportation 800 Lincoln Way, Ames, Iowa 50010 Phone: 515-239-1048 Fax: 515- 233 -7983 Kay, thede @ dot, i ow a. go v July 10, 2012 Iowa City Municipal Airport Jose Assouline 1801 S Riverside Dr Iowa City, IA 52246 Dear Jose: Congratulations! The FY 2013 State Airport Development Program project you requested was approved for funding by the Iowa Transportation Commission on July 10, 2012. The Iowa DOT grant award is for 85% of eligible costs up to a maximum state share of $90,525 for the following project: Install taxiway and utility lines. 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 your required responsibilities and assurances, requited 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. The Iowa DOT recommends that you your engineering agreements are either lump sum, or cost plus with fixed overhead rate and maximum allowed. 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 final audit. Please include state related nondiscrimination and targeted small business clauses in your agreements. The project must be under obligation within 12 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,i ewadot.gov/ aviation /rnanagersands ponsois /forms,htrnl, If you have any questions regarding this information, please call meat 515- 239 -1048. Good luck with your airport project! Sincey ly, Kay Thede Aviation Program Manager Enclosures cc: Michelle McEnany, Office of Aviation Airport Commission Meeting Agenda And Information Packet Ju y 19 012 Page 12 of 130 FY 2013 State AIP Contract Number: 416 Prgject Number: 9I130iOW100 IOWA DEPARTMENT OF TRANSPORTATION AGREEMENT FOR THE FISCAL YEAR 2013 Airport Improvement Program This AGREEMENT is made between the Iowa Department of Transportation called the ".Iowa DOT' and City of Iowa City, 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: Install taxiway and utility lines, as more clearly defined in the project application. It shall be referred to as the "Project' and shall be identified by Project number: 9I130IOW100 Contract number: 14168 17.0 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 reserves the right to revoke this grant. 2.62 The Iowa DOT agrees to reimburse the SPONSOR 85% of the eligible project costs, not to exceed the maximum amount payable of $90,525, 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, and final reimbursement will be made up to the contract amount in whole dollars. 2.63 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. ( http : / /www.legis.state.ia.us/Rules/ Current /iaen6liae /t180 /tl8O.pdf ) • Competitive bid procedures for all projects greater than $125,000. • Competitive quotation procedures for airport authorities and city sponsors with populations greater than 50,000 for projects between $69,000 and $125,000 • Competitive quotation procedures for airport authorities and city sponsors with population of 50,000 or less for projects between $48,000 and $125,000, • Informal local procedures for projects less than the thresholds identified for competitive quotations. The SPONSOR shall follow requirements of the Iowa Code Section 544A.18, 193B Iowa Administrative Code Chapter 5, Chapter 542B of the Code of Iowa, and 193C Administrative Code Chapter 1 to determine when professional engineering or architectural plans and specifications must be used. The SPONSOR shall submit any plans, specifications and other contract documents to the Iowa DOT for its files. Page 1 Airport Commission Meeting Agenda And Information Packet FY 2013 State A1P Contract Numbe,,Y. 1 1QJ112 project Number: 9I1301OW109 Page 13 of 130 164 Should the SPONSOR fail 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. 2.65 The Iowa DOT shall not waive any right of authority by making payments pursuant to this agreement, and such payments shall not constitute approval or acceptance of any part of the Project. 2.171 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. 2.172 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. 2.173 The Iowa DOT shall determine what costs charged to the project account are eligible for participation under the terms of this agreement and the SPONSOR shall bear all additional costs accepted and paid. Only those eligible costs incurred after this agreement is executed shall be reimbursed, unless the SPONSOR receives written notice from the Iowa DOT that the Sponsor has authority to incur costs. 2.174 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 Assurances agreed to herein. 2.175 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 lawfully 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, ht the event the Iowa DOT provides such notice, the SPONSOR may terminate this agreement or any part thereof. 2.176 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 VI of the Civil Rights Act of 1964, 78 STAT, 252, 42 U.S.C. 20t10d -42 U.S-C- 2006d -4, and all requirements imposed by or pursuant 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 DOT. In accordance with Iowa Code Chapter 216, the SPONSOR shall not discriminate against any person on the basis of race, color, creed, age, sex, sexual orientation, gender identity, national origin, religion, pregnancy, or disability. Page 2 Airport Commission Meeting Agenda And Information Packet y FY 2013 State l.IP Contract Numoer: J 4 9 6 01 2 Project Number: 9I130I0W 100 Page 14 of 130 2.177 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. 2.178 The SPONSOR agrees to indemnify, defend, and to hold the Iowa DOT harmless from any action or liability out of the design, construction, maintenance and inspection or use of this project. This agreement to indemnify, defend, and hold harmless applies to all aspects of the Iowa DOT's application review and approval process, plan and construction reviews, and funding participation. 2.179 In the case of any dispute concerning the terms of this agreement, the parties shall submit the matter to arbitration pursuant to the Iowa Code Chapter 679A. Either party has the right to submit the matter to arbitration after 10 days notice to the other party of the intent to seek arbitration. The written notice must include a precise statement of the dispute. The Iowa DOT and the SPONSOR agree to be bound by the decision of the appointed arbitrator. Neither party may seek any remedy with the State or Federal courts absent exhaustion of the provisions of this paragraph for arbitration. 2.180 Infrastructure and /or work products developed through this grant become the property of the SPONSOR and the SPONSOR's responsibility to maintain. 2.181 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. 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) Obtain and provide the sales tax exemption certificates through the Iowa Department of Revenue and Finance to the successful bidder and any subcontractors to enable them to purchase qualifying materials for the project free of sales tax. (e) Submit to the Iowa DOT a Request for Reimbursement form, copies of invoices, and proof of payment for reimbursement. Progress payments are allowed. (f) Inspect work and equipment, test materials, and control construction to ensure that the design intent of the plans and specifications is achieved. (g) Inform the Iowa DOT of construction completion and allow the Iowa DOT access to review the completed project. (h) Certify satisfactory completion of the Project by resolution or signed final acceptance form and provide a copy to the Iowa DOT. (i) Retain all records relating to project cost, including supporting documents, for a period Page 3 Airport Commission Meeting Agenda And Information Packet July 19 2012 Page 15 of 130 FY 2013 State ATP Contract Number: 14168 Project Number: 9113010WWO 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. (j) Ensure that applicable General Provisions and Project Conditions are included in any agreement between the SPONSOR and Engineer /Consultant. 4.00 SPECIAL PROVISIONS 4.01 None 5.00 SPONSOR ASSURANCES By authorizing execution of this agreement the SPONSOR hereby certifies that: 5.31 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. 5.32 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. 5.78 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. 5.79 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 7723 as applied to Section 77.25, Part 77, of the Federal Aviation Regulations. In addition, the Sponsor will not erect or permit the erection of any permanent structure or facility which would interfere materially with the 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. 5.80 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 761 - Chapter 720.10 5.81 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 Page 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 UY 20 13 State AT Contract Number 14168 Project Number: W 13DIOW109 Page 16 of 130 agrees that it will keep the Airport open to all types, kinds, and classes of aeronautical use on fair and reasonable terms without unlawful discrimination between such types, kinds, and Classes. The SPONSOR may establish such fair, equal, and not unjustly discriminatory 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 need of the public. It will operate the Airport on fair and reasonable terms, and without unjust discrimination. 5.82 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, 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 on behalf of the SPONSOR. Title: Attested: Title: Signed this 1 O's day of July , 2012 , on behalf of the Iowa Department of Transportation. By: C Alf Michelle F. McEnany Director Office of Aviation Page 5 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 17 of 130 Exhibit A CONTRACT PROVISION Targeted Small Business (TSB) Affirmative Action Responsibilities on Non - Federal Aid Projects (Third -Parry State - Assisted Projects) May 2012 Airport Commission Meeting Agenda And Information Packet May 2012 July 19, 2012 Page 18 of 130 CONTRACT PROVISION Targeted Small Business (TSB) Affirmative Action Responsibilities on Non - Federal -aid Projects (Third -party State - Assisted Projects) 1. TSB DEFINITION ATSB 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 19B.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- 281 -7102 Website: http: / /dia.lowa.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 contractors 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 -281 -7102) Page 1 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 19 of 130 T5B Affirmative Action Responsibilities 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. D. Provide or arrange for assistance to TSBs 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. 6. COUNTING TSBs PARTICIPATION ON A PROJECT 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: (1) Planned expenditures for materials /supplies to be obtained from TSS 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. REQUIRED DATA, DOCUMENTS AND CONTRACT AWARD PROCEDURES FROM BIDDERS /CONTRACTORS FOR PROJECTS WITH ASSIGNED GOALS A, Bidders Bidders who fail to demonstrate reasonable positive efforts may be declared ineligible to be awarded Page 2 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 20 of 130 TSB Aftirmative Action Responsibilities the contract. Bidders shall complete the bidding documents plus a separate form called "TSB Pre -Bid Contact Information ". This form includes: (1) Name(s) of the TSB(s) contacted regarding subcontractable 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. (20) The dollar amount proposed to be subcontracted. B. Contractors Using Quotes from TSBs Use those TSBs whose quotes are listed in the "Quotation Used in Bid" column along with a "yes" indicated on the Pre -bid Contact Information form. 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? (6) Were interested T58s 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? (8) 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. 8. POSITIVE EFFORT DOCUMENTATION WHFN NO GOALS ARE ASSIGNED Contractors are also required to make positive efforts in utilizing TSBs on all State - assisted projects which are not assigned goals. Form "T5B Pre -bid Contact Information" is required to be submitted with bids an all projects. If there is no TSB participation, then the contractor shall comply with section 7C. of this document prior to the contract award. Page 3 0 `o a d Y � U C � a N C � o o E E � —N E Q N N 0 o m O c N T Q Q x d 01 m 0_ �Z W C) Z d fn :5 fn m Q 1 ? mU 0 Q C3 z �O Q Q m F W Q 0_ O U � T E U fll C U d U � O N � � a 3 E m `o � v Q E fn N N m Y U7 E � E m ca U O C O � 03 Q to co L O N E � � N co C: W 0 � U m m H 'w 3 r y ro as CI c Q O N t ar.+ Vi E c v 6 L N L Lb N N c O W Q _ O O O N E m O N c �E c m E8 a V N 4 p Q C N m ? Q C Q1 LO p p tl L <4 + N= E a '02 cc 0 o 3 E esa G 0 N C N 00 QU U C N N N m C 6 N 3 in E `p N c 0. o � m w m ° E a > Vl n O > N O t _ N o rn 0 3 N N � � E a E 'C a N jE o N 0 m m 0- r E a t N O y O N � O .O N d L C w C O Z L n to LL i F m CL az LLJ Q 07 m i� Z � OW x Z (n rn Z � O 00 JC C W W Z �- W W OU W4 J � m H N �O Q N Y C O m 0 m Ed G O N N ` a 0 O U � N � N W oa ao C d o E E C � T N 9 'o E � Y F J N N o_ on LLI W OU O¢ ¢z cc O m ¢n a Cc U) M ¢W Z M 00 W z O F �Q 0 W w w H W °0 0 W V w h O= W O O } z Q U Q W Z QO QV H 0 Q Q Z CO D i N �O Q N Y C O m 0 m Ed G O N N ` a 0 O U � N � N W oa ao C d o E E C � T N 9 'o E � Y F J N N o_ Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 22 of 130 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 Iowa 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: 91. Obtaining the names of qualified TSB firms from the Iowa Department of Inspections and Appeals (515 -281 -7102) or from its website at: htto: /fdia.iowa.gov /oage7.html. 92. 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. 93. Soliciting bids or proposals from qualified TSB firms on each project, and identifying for TSB firms the availability of subcontract work. 94. 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. 95. 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.dot.state.ia.Us/local_systems/publications/tsb contract_provision.pdf b) Ensuring that the awarded contractor has and shall follow the contract provisions. 96. 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: 46. 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. 47. Bidding proposals or RFPs noting established TSB goals, if any. 48. The attached "Checklist and Certification." This form shall be filled out upon completion of each project and forwarded to: Iowa Department of Transportation, Civil Rights Coordinator, Office of Employee Services, 800 Lincoln Way, Ames, IA 50010. Page 5 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 23 of 130 CHECKLIST AND CERTIFICATION For the Utilization of Targeted Small Businesses (TSB) On Non - Federal -aid Projects {Third -Party State- Assisted Projects) Recipient: Project Number: Courltyt Agreement Number. 1. Were the names of qualified TSB firms obtained from the Iowa Department of Inspections and Appeals? ❑ YES L7 NO If no, explain 2. Were qualified TSB firms notified of project? ❑ YES ❑ NO It yes, by ❑ letter, ❑ telephone, ❑ personal contact, or 0 other (specify) If no, explaln 3. Were bids or proposals solicited from qualified TSB firms? ❑ YES ❑ NO If no, 4. Was a goal or percentage established for TSB participation? ❑ YES ❑ NO If yes, what was the goal or percentage? If no, explain why not: 5. 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? Q YES In NO 6. 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 (Use additional sheets if necessary) Was the goal or percentage achieved? OYES ❑ NO If no, explain As the duly authorized representative of the Recipient, I hereby certify that the Recipient used positive efforts to utilize TSB firms as participants in the State - assisted contracts associated with this project. Title Page 6 Signature Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 24 of 130 Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Dr, Iowa City IA 52246 319 - 350 -5045 RESOLUTION NO. RESOLUTION ACCEPTING IOWA DEPARTMENT OF TRANSPORTATION GRANT 9I130IOW300 FOR TERMINAL AND BUILDING D ROOF REHABILITATION. WHEREAS, 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 WHEREAS, the Iowa DOT has awarded the Commission a grant for terminal and Building D roof rehabilitation; and WHEREAS, it is in the best interest of the Iowa City Airport Commission to accept this grant. NOW, THEREFORE, BE IT RESOLVED BY THE AIRPORT COMMISSION OF THE CITY OF IOWA CITY: 1. The Chairperson is authorized sign and the Secretary to attest to acceptance of the grant. Passed and approved this day of 2012. CHAIRPERSON ATTEST: SECRETARY Approved By: City Attorney's Office It was moved by and seconded by Resolution be adopted, and upon roll call there were: Ayes Nays Absent Assouline Gardinier Horan Mascari the Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 25 of 130 IOWA DEPARTMENT OF TRANSPORTATION AGREEMENT FOR THE FISCAL YEAR 2013 GENERAL AVIATION VERTICAL INFRASTRUCTURE PROGRAM (GAVI) THIS AGREEMENT is made between the Iowa Department of Transportation called the "Iowa DOT" 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 and building D roofs, as more clearly defined in the project application. It shall be referred to as the "Project" and shall be identified by Project number: 9I1301OW300 Contract number: 14146 4.0 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 reserves the right to revoke this grant. 2.10 The Iowa DOT agrees to reimburse the SPONSOR 85% of the eligible project costs, not to exceed the maximum amount payable of $75,000 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. 2.11 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. (http: / /www.legis. state. ia. us / Rules/ Current/iac /76liac /tl80 /tl8O.pdf ) • Competitive bid procedures for all projects greater than $125,000. • Competitive quotation procedures for airport authorities and city sponsors with populations greater than 50,000 for projects between $69,000 and $125,000 • Competitive quotation procedures for airport authorities and city sponsors with population of 50,000 or less for projects between $48,000 and $125,000, • Informal local procedures for projects less than the thresholds identified for competitive quotations. The SPONSOR shall follow requirements of Iowa Code Section 544A18, 193B Iowa Administrative Code Chapter 5, Chapter 542B of the Iowa Code, and 193C Administrative Code Chapter 1 to determine when professional engineering or architectural plans and specifications must be used. Page 1 of 5 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 26 of 130 FY 2013 GAVI Contract Number; 14146 Project Number: 9I1301:OW300 The SPONSOR shall submit any plans, specifications and other contract documents to the Iowa DOT for its files. 2.12 Should the SPONSOR fail to comply with any Condition or Assurance provided herein, the Iowa DOT may withhold further payment and may require reimbursement of any m all payments made by the Iowa DOT toward accomplishment of the Project. 2.13 The Iowa DOT shall not waive any right of authority by making payments pursuant to this agreement, and such payments shall not constitute approval of acceptance of any part of the Project. 2.28 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. 2.29 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. 2.30 The Iowa DOT shall determine what costs charged to the project account are eligible for participation under the terms of this agreement and the SPONSOR shall bear all additional costs accepted and paid. Only those eligible costs incurred after this agreement is executed shall be reimbursed, unless the SPONSOR receives written notice from the Iowa DOT that the Sponsor has authority to incur costs. 2.31 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 Assurances agreed to herein. 2.32 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 lawfully 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 terminate this agreement or any part thereof. 2 -33 The SPONSOR is the contracting agent mud, 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 VI of the Civil Rights Act of 1964, 78 STAT, 252,42 U.S.C, 2000d -42 U.S.C. 2004d -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 21 — 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 DOT_ In accordance with Iowa Code Chapter 216, the SPONSOR shall not discriminate against Page 2 ur 5 Airport Commission Meeting Agenda And Information Packet Jul 19, 2012 Page 27 of 130 IY2013GAV1 Contract Number: 14146 Project Number:911301OW300 any person on the basis of race, color, creed, age, sex, sexual orientation, gender identity, national origin, religion, pregnancy, or disability. 2.34 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. 2.35 The SPONSOR agrees to indemnify, defend, and to hold the Iowa DOT harmless from any action or liability out of the design, construction, maintenance and inspection or use of this project. This agreement to indemnify, defend, and hold harmless applies to all aspects of the Iowa DOT's application review and approval process, plan and construction reviews, and funding participation. 2.36 In the case of any dispute concerning the terms of this agreement, the parties shall submit the matter to arbitration pursuant to the Iowa Code Chapter 679A. Either party has the right to submit the matter to arbitration after 10 days notice to the other party of the intent to seek arbitration. The written notice must include a precise statement of the dispute. The Iowa DOT and the SPONSOR agree to be bound by the decision of the appointed arbitrator. Neither party may seek any remedy with the State or Federal courts absent exhaustion of the provisions of this paragraph for arbitration. 2.37 Infrastructure and/or work products developed through this grant become the property of the SPONSOR and the SPONSOR's responsibility to maintain. 2.38 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. 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 ail 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) Obtain and provide the sales tax exemption certificates through the Iowa Department of Revenue and Finance to the successful bidder and any subcontractors to enable them to purchase qualifying materials for the project free of sales tax. (e) Submit to the Iowa DOT a Request for Relmbursemeat form, copies of invoices, and proof of payment for reimbursement. Progress payments are allowed. (f) Inspect work and equipment, test materials, and control construction to ensure that the design intent of the plans and specifications is achieved. (g) Inform the Iowa DOT of construction completion and allow the Iowa DOT access to review the completed project. (h) Certify satisfactory completion of the Project by resolution or signed final acceptance Page 3 of 5 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 28 of 130 FY 2013 GAV1 Contract Number: 14146 Project Number; 9113010VV300 form and provide a copy to the Iowa DOT. (i) 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. (j) Ensure that applicable General Provisions and Project Conditions are included in any agreement between the SPONSOR and Engineer /Consultant. 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:. 5.05 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. 5.06 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. 5.13 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. 5.14 Insofar as R 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, alteratiod, 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 77.25, 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 the 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. 5.15 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 operadon of such facilities as identified in the Iowa Administrative Code 761 - Chapter 720.10. Page 4 of 5 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 29 of 130 FY 2013 OAVI Contract Number: 14146 Project Numher: 911341OW300 5.16 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 terras without unlawful discrimination between such types, kinds, and classes. The SPONSOR may establish such fair, equal, and not unjustly discriminatory 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 at necessary to serve the civil aviation needs of the public. It will operate the Airport on fair and reasonable terms, and without unjust discrimination. 5.17 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. 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 on behalf of the SPONSOR. By: Attested: Title:. _ Title: Signed this 10th day of Tuly, 2012 , on behalf of the Iowa Depatfinent of TYansportation. Michelle F. M nany Director Office of Aviation Page 5 of 5 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 30 of 130 Exhibit A CONTRACT PROVISION Targeted Small Business (TSB) Affirmative Action Responsibilities on Nort- Federal Aid Projccts (Third -Party State - Assisted Projects) May 2012 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 31 of 130 May 2012 CONTRACT PROVISION Targeted Small Business (TSB) Affirmative Action Responsibilities on Non - Federal -aid Projects (Third-party State - Assisted Projects) 1. TSB DEFINITION ATSB 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. 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 198.7 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 -281 -7102 Website: http: / /dia.iowa.gov /oage7.htmi 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. S. CONTRACTOR SHALL APPOINT AN EQUAL EMPLOYMENT OPPORTUNITY (EEO) OFFICER The contractor shall designate a responsible person to serve as TSB officerto fulfill the contractors 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 anc 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 -281 -7102) Page 1 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 32 of 130 T513 Affirmative Action Responsibilities 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. D. Provide or arrange for assistance to TSBs 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 ail subcontractors and material suppliers to comply with all contract equal opportunity and affirmative action provisions. G. COUNTING TSBs PARTICIPATION ON A PROJECT 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: (1) 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. The contractor may count: (1) 100% of an expenditure to a TSB manufacturer that produres /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. REQUIRED DATA, DOCUMENTS AND CONTRACTAWARD PROCEDURES FROM BIDDERS /CONTRACTORS FOR PROJECTS WITH ASSIGNED GOALS A. Bidders Bidders who fail to demonstrate reasonable positive efforts may be declared ineligible to be awarded Page 2 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 33 of 130 TS8 Affirmative Action Responsibilities the contract. Bidders shall complete the bidding documents plus a separate form called "TSB Pre -Bid Contact Information ". This form includes: (1) Name(s) of theTSB(s) contacted regarding subcontractable 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. (7) The dollar amount proposed to be subcontracted, B. Contractors Using Quotes from TSBs Use those TSBs. whose quotes are listed in the "Quotation Used in Bid" column along with a "yes" Indicated on the Pre -bid Contact Information form, 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? (S) Were TSBs provided with adequate information about the plans, specifications and requirements of the contract? (6) 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? (8) Were services used of minority community organization, minority contractors groups; local, State and Federal minority business assistance offices or any other organization providingsuch 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. S. POSITIVE EFFORT DOCUMENTATION WHEN NO GOALS ARE ASSIGNED Contractors are also required to make 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. Page 3 oc 0 0 2 / CO / § IL \ )LL) §} \( \\ \j a. \/ { \ � ) } } / \\ ca \0 \( )/ \\ � \ 2 / \ Z \ \ \ \ \ Cd co \ \ k ® 0 CD �k { r o \ `\ }cc }E \; U) k ID CD Ca ;a \± \± \9 /» `# \ }} E ) co ) f \j cv \\ > ± u t Lx \\ (\ g }( « }\ j\ \( \� \\ §F- @§ I& & / cc CL w \| ( ( \( / j/ }} (§ @ }+ \ ]E S/ B to . 3 \ ®o j (z g Lu \ �\ LLI ° @ E F- 0 §z \ §\ j° ( § \ / _ / cc CL w \| ( ( \( / Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 35 of 130 UTILIZATION OF TARGETED SMALL BUSINESS (TSB) ENTERPRISES ON NON - FEDERAL AID PROJECTS (THIRD -PARTY STATE - ASSISTED PROJECTS) In accordance with Iowa Code Section 198.7 and S41 Iowa Administrative Code (AC) 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. Underthis 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: 13. Obtaining the names of qualified TSB firms from the Iowa Department of Inspections and Appeals (515- 281 -7102) or from its website at: http: / /dia.lowa.gov /l)age7.html. 14. 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. 15. Soliciting bids or proposals from qualified TSB firms on each project, and identifying for T5B firms the availability of subcontract work. 16. 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. 17. 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. d ot. state. ia. us /Iota i_syste ms/ publications /tsb_contract_provisio n.pdf b) Ensuring that the awarded contractor has and shall follow the contract provisions. 18. 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: 7. 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. B. Bidding proposals or RFPs noting established TSB goals, if any. 9. The attached "Checklist and Certification." This form shall be filled out upon completion of each project and forwarded to: Iowa Department of Transportation, Civil Rights Coordinator, Office of Employee Services, 800 Lincoln Way, Ames, IA 50010. Page 5 Recipient: Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 36 of 130 CHECKLIST AND CERTIFICATION For the Utilization of Targeted Small Businesses (TSB) On Non - Federal -aid Projects (Third-Party State-Assisted Projects) Project Number: County: Agreement Number: L Were the names of qualified TSB firms obtained from the Iowa Department of Inspections and Appeals? 0 YES 0 NO If no, explain 2_ Were qualified TSB firms notified of project? ❑ YES ONO If yes, by 0 letter, ❑ telephone, 0 personal contact, orb other (specify) If no, explain 3. Were bids or proposals solicited from qualified TSB firms? DYES C NO If no, 4. Was a goal or percentage established for TSB participation? 0 YES ❑ NO If yes, what was the goal or percentage? If no, explain why not: 5. Did the prime contractor or consultant use positive efforts to ut0izeTSB firms on subcontracts? 0 YES LINO If no, what action was taken by Recipient? Is documahtation in files? n YES 0 NO 6. 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 (Use additlonal sheets If necessary) Was the goal or percentage achieved? DYES ❑ NO If no, explain As the duly authorized representative of the Recipient, thereby certify that the Recipient used positive efforts to utilize TSB firms as participants in the State- asslsted contracts associated with this project. Title Signature Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 37 of 130 Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Dr, Iowa City IA 52246 319 - 350 -5045 RESOLUTION RESOLUTION AUTHORIZING THE CHAIRPERSON TO SIGN AND THE SECRETARY TO ATTEST A CONTRACT WITH MIDAMERICAN ENERGY, INC. FOR ELECTRICAL TRANSFORMER INSTALLATION. WHEREAS, the Iowa City Airport Commission desires to enter into a contract with MidAmerican Energy, Inc. to provide for installation of electrical transformer; and WHEREAS, both parties have agreed to the contract terms. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION, THAT: 1. The Chairperson is hereby authorized to sign and the Secretary to attest to the attached amendment. Passed and approved this day of 2012. CHAIRPERSON ATTEST: SECRETARY It was moved by and seconded by adopted, and upon roll call there were: Approved by City Attorney's Office Ayes Nays Absent the Resolution be Assouline Mascari Gardinier Horan Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 38 of 130 Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Or, Iowa City IA 52246 319 - 350 -5045 RESOLUTION RESOLUTION AUTHORIZING THE CHAIRPERSON TO SIGN AND THE SECRETARY TO ATTEST A CONTRACT WITH MIDAMERICAN ENERGY, INC. FOR GAS MAIN INSTALLATION. WHEREAS, the Iowa City Airport Commission desires to enter into a contract with MidAmerican Energy, Inc. to provide for installation of gas main service; and WHEREAS, both parties have agreed to the contract terms. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION, THAT: 1. The Chairperson is hereby authorized to sign and the Secretary to attest to the attached amendment. Passed and approved this day of CHAIRPERSON ATTEST: SECRETARY It was moved by and seconded by adopted, and upon roll call there were: Ayes Nays Approved by City Attorney's Office Absent 2012. the Resolution be Assouline Mascari Gardinier Horan Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 39 of 130 Prepared by: Michael Tharp, Operations Specialist, 1801 S. Riverside Dr, Iowa City IA 52246 319- 350 -5045 RESOLUTION RESOLUTION AWARDING CONTRACT FOR ENGINEERING SERVICES FOR CONSTRUCTION PHASES OF TAXIWAY AND UTILITY CONSTRUCTION RELATED TO HANGAR L. WHEREAS, the Commission desires to secure the services of Foth Infrastructure and Environment, LLC to provide engineering construction administration and observation services related to the proposed Iowa City Municipal Airport Hangar `L' Construction. NOW, THEREFORE, BE IT RESOLVED BY THE AIRPORT COMMISSION OF THE CITY OF IOWA CITY: 1. The Chairperson is authorized to sign the agreement. Passed and approved this day of CHAIRPERSON ATTEST: SECRETARY It was moved by adopted, and upon roll call there were: Ayes and seconded by Nays Approved bye^` City Attorney's Office Absent 2012. the Resolution be Assouline Gardinier Horan Mascari Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 40 of 130 CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this 19 day of July 1 2012 , by and between the Iowa City Airport Commission, Iowa City, Iowa, hereinafter referred to as the Commission and Foth Infrastructure and Environment. LLC. , of Cedar Rapids , hereinafter referred to as the Consultant. WHEREAS, the Commission desires to secure the services of the Consultant to provide engineering design, competitive quotation, construction administration and observation services related to the proposed Iowa City Municipal Airport Taxiway Extension Construction. NOW THEREFORE, it is agreed by and between the parties hereto that the Commission does now contract with the Consultant to provide services as set forth herein. SCOPE OF SERVICES Consultant agrees to perform the engineering services for the Commission, and to do so in a timely and satisfactory manner. Services provided under this agreement shall be as further described in Attachment A, attached and incorporated herein. 11. TIME OF COMPLETION The Consultant shall complete design and competitive quotation services for the Project on or before August 15th, 2012. Consultant shall complete construction phase services for the Project on or before October 5th, 2012. Ill. 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 Commission terminate this Agreement, the Consultant shall be paid for all work and services performed up to the time of termination. However, such sums shall not be greater than the "Not -to- exceed" amount listed in Section IV. The Commission 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 Commission 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. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 41 of 130 _2_ E. It is agreed by the Commission that all records and files pertaining to information needed by the Consultant for the project shall be available by said Commission upon reasonable request to the Consultant. The Commission agrees to furnish all reasonable assistance in the use of these records and files. F. It is further agreed that no Parry 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 Commission, the Consultant shall attend meetings of the Commission relative to the work set forth in this Agreement. Any requests made by the Commission 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 Commission, 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 Commission's use of such documents on other projects. The Consultant agrees to furnish all reports, specifications, and drawings, with the seal of a professional engineer affixed thereto or such seal as required by Iowa law. J. The Commission 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 Commission 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 Commission. The Consultant shall be allowed to keep mylar 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 Commission. N. Upon signing this agreement, Consultant acknowledged 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. 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 to the Commission in the sum of $1,000,000. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 42 of 130 -3- IV. COMPENSATION FOR SERVICES METHOD OF PAYMENT, LUMP SUM: In consideration of the Design, Competitive Quotation, and Construction Phase services, work, equipment, supplies, or materials provided herein, the Commission agrees to pay the Consultant $8,675.00, including any authorized reimbursable expenses, based on the following distribution: General Consulting $ 1,146.00 Design Services $ 3,380.00 Quotation Services $ 921.00 Construction Services $ 1,790.00 Construction Observation $ 1,438.00 Total $ 8,675.00 Consultant shall bill Commission monthly for services and reimbursable expenses. Payment shall be due and payable within thirty (30) days of Commission's receipt of invoice. V. MISCELLANEOUS A. All provisions of the Agreement shall be reconciled in accordance with the generally accepted standards of the Engineering Profession. B. It is further agreed that there are no other considerations or monies contingent upon or resulting from the execution of this Agreement, that it is the entire Agreement, and that no other monies or considerations have been solicited. FOR THE COMMISSION FOR THE CONSULTANT Foth Infrastructure and Environment, LLC Signature: Name: David D. Kapler Title: Senior Project Manager Date: Date: ApRFovW By City Attorney'.. Foth Infrastructure and Environment, LLC. Project No. 111010.00 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 43 of 130 Iowa City Municipal Airport Taxiway Extension Construction Iowa City, Iowa ATTACHMENT "A" - SCOPE OF SERVICES Iowa City Municipal Airport Taxiway Extension Design, Quotation & Construction Phase Services Iowa City, Iowa The work to be performed by the Consultant under this agreement shall encompass and include all detail work, services, materials, equipment and supplies necessary to complete the proposed Iowa City Municipal Airport Taxiway Extension Design, Competitive Quotation, and Construction administration and observation phase services. The proposed project involves design, competitive quotation, and construction administration and observation phase services for the construction for a taxiway extension to Hangar'M'. The design services to be provided for project, as outlined above, shall include taxiway design, storm sewer design, site grading, utility coordination, an estimate of probable construction costs, and plan and specification preparation. The competitive quotation services to be provided for project, as outlined above, shall include production of five (5) bound Specifications and Plans, distribution of five (5) bound Specifications and Plans to prospective bidders, and perform proposal opening. The scope of services to be performed by the Consultant shall be completed in accordance with generally accepted standards of practice and shall include the services to complete the following phases /tasks: TASK A — Project Administration 1.0 Project Management The project manager will be responsible for the development and tracking of the project plan and scope for the project development. This includes task identification, staff scheduling and coordination, project communications, invoicing, and other important elements of the project. The Consultant shall inform the Commission of any services required which may not be included in the scope of the services contract approved by the Commission for this Project. It will be the responsibility of the Consultant to make the Commission aware of any potential change orders to the contract before the services are rendered. This notice must occur prior to any extra services being performed. Only those services approved by the COMMISSION are eligible for compensation. The project duration to completion of final construction plans suitable for quotation is assumed to be two (2) weeks. 2.0 Utility Coordination Meeting The Consultant will attend meeting with utility company to coordinate services to the proposed development site. It is anticipated that there will be one (1) meeting with utility company representative and Owner. TASK B — Design Phase Services 1.0 Design Surveys The Consultant shall perform field and office tasks required to collect supplemental topographic information deemed necessary to complete the project. The specific supplemental survey tasks to be performed include verifying pavement tie -in elevations and earthwork adjacent to project site completed during previous projects (Hangar L and M). 2.0 Civil Design Services Civil design will include Commission review, Preliminary, and Final design development, base mapping, grading, paving, site drainage, and public utilities. XACM02011 \111010 -00 \1000 BudgenTaxilane extension \sos - 07192012- IOA- design_CA CO. doc Airport Commission Meeting Agenda And Information Packet July 19, 2012 Foth Infrastructure and Environment, LLC. Project No. 111010.00 Page 44 of 130 Iowa City Municipal Airport Hangar Construction Iowa City, Iowa 3.0 Preparation of Project Manual This task consists of preparation of applicable Civil specifications specific to the construction requirements of this project and utilizing the standard City or Commission front -end documents, including conditions of the contract. 4.0 Final Plans Preparation of documents suitable for competitive quotation and construction purposes, incorporating review comments from COMMISSION and including proposed plan, elevation, and section views and details. 5.0 Opinion of Probable Construction Cost Prepare opinion of probable construction cost for the project based on historic unit price data and current construction environments. TASK C — Competitive Quotation Phase Services The CONSULTANT will attend the proposal opening of the project. For estimating purposes, one (1) proposal opening has been included as part of this scope of services. The work task to be performed or coordinated by the COMMISSION is the advance notice of project publication. The work tasks to be performed or coordinated by the Consultant during the Competitive Quotation Phase Services shall include the following: 1.0 Printing of Plans and Specifications - This task consists of printing and handling the Plans and Specifications. For budget purposes it is estimated that five (5) Specification manuals with full -size (11 "x17 ") plan sheets bound within will be duplicated, assembled, and distributed by the CONSULTANT. One (1) set of the Plans and Specifications will be delivered to the COMMISSION for their file. 2.0 Advance Notice of Project The Consultant shall prepare the Advance Notice of project. The COMMISSION shall handle posting of the Advance Notice of Project with the City of Iowa City website. 3.0 Plan Clarification and Addenda The Consultant shall assist the COMMISSION during the quotation period in answering questions regarding the design intent and prepare addenda as appropriate to interpret, clarify or expand the quotation documents. Plan clarification information and addenda will be distributed to the project plan holders by the Consultant. There will not be a pre -bid conference for this project. 4.0 Opening, Tabulation, and Award Recommendation The Consultant shall be a representative present when the proposals are opened, shall make tabulations of quotations for the COMMISSION, shall advise the COMMISSION on the responsiveness of the bidders and assist the COMMISSION in making the award of contract, including preparation of necessary contract documents. TASK D — Construction Administration 1.0 General Administration of Construction Contract. 2.0 Coordinate and attend preconstruction meeting and distribute minutes to the Contractor and Owner. 3.0 Respond to Requests for Information (RFI's) during construction. 4.0 Shop Drawing Review 5.0 Issue clarification and change documents. 6.0 Process Applications for Payment. 7.0 Perform review and develop punchlist at the completion of project. 8.0 Review Contractor as -built drawings and coordinate submission to Owner. x: \CR \IE @011 \111010 -00 \1000 Budget \Taxilane extension\sos- 07192012- IOA- design_CACO.doc Foth Infrastructure and Environment, -l-C. Project No. 111010.00 TASK E — Construction Observation Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 45 of 130 Iowa City Municipal Airport Hangar Construction Iowa City, Iowa The Engineer shall make visits to the site at intervals appropriate to the various stages of construction as the Engineer deems necessary in order to observe as an experienced and qualified design professional the progress and quality of the various aspects of the Contractor's work. Based on information obtained during such visits and on such observations, the Consultant shall determine, in general, if such work is proceeding in accordance with the Plans, and the Consultant shall keep the Owner informed of the progress of the work. The estimated number of such visits by the Project Engineer is six (6). Estimate is based on an assumed construction schedule of three (3) weeks. Additional visits by the Project Engineer may be made, as requested or required, but shall be beyond this scope of services. ADDITIONAL SERVICES Additional Services not included in this Agreement. If authorized under a Supplemental Agreement, the Consultant shall furnish or obtain from others the following services: 1.) Airfield Lighting and Signage 2.) Updating of any Airport Layout Drawings 3.) Construction Staking. 4.) Construction Testing. 5.) Construction Observation /Resident Project Services beyond schedule noted in Task C. 6.) Airport Tenant Coordination. 7.) Pavement Management Program Update. X: \CR \IE \2011\111010400 \1000 Budget \Taailane eMensioTSOS- 071 9 2 01 2- IOA- design_CACO.doc Foth Infrastructure and Environment, LLC. Project No. 111010.00 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 46 of 130 Iowa City Municipal Airport Hangar Construction Iowa City, Iowa ATTACHMENT "C" - INSURANCE CERTIFICATES Iowa City Municipal Airport Hangar Construction Iowa City, Iowa The pertinent insurance certificates to be submitted upon acceptance of Engineering Proposal. X: \CRVB2011 \111010 -00 \1000 Budgeffaxilane extension\sos- 0 71 9 2 01 2- IOA- design_CACO.doc Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 47 of 130 O O N a Y � U C � a N C � o m O E E E 0�o U Q N N 0 o m o c N T Q Q � sWAN ki 4w son" swam on %J sWAN ll *own LAM r ft cc a L. 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'= E iA C E W E m m ymj m L N W J L o — O m > v ` .W v E W o C E m m >_ r° v iA a C 2 C E °v °W a w v S E C'VO- w O. p m W W W U 2 W 0 m W C O C U E m O O O W o n o a E f J N f 7 J f 7 Z f 7 E �� f 7 � f 7 0_ U N C ry m yW. E O O O L W O LL "O ° N L C U O n U 3 0 v 5 `O v v C m 3 3 2 v °W W a U `W w v0 N O W T U O W Y d W C 0 W O F ¢ rl K a c m a 0 U C U v O J U N U 2 m ¢ > m C O N v 16 o .9 ° ..5 w 42 'a N W J L 0 O v i v iA a C Y O C iA > ¢ W a v w w Y w O. a U E V W m m N O O O C ry m yW. E O O O L W O LL "O ° N L C U O W O O m C O 1U m C O 0 °" 0 C O_ m> "O > W) i L — W m O a w N W L N 0 iA 0 iA 0 U W> m a S c W o L m a 0 J J 2 a W W L v L W 0 C E E °W J `W w J m ry 'in u a w w `v vv" o Y p W E O W U C O O._ E m m._ m C N m U m V v v w v U U C W 0 0 0 3 W Z W Z¢ m W Z C O Z J m d Z Z K Z J J IL Z M M J W 7 rl K a c m \) \ \� \ ( }/ z 2 \zt\ m \ EP Ei - \ \ \\ \ }\ \ : \ \ \ } \\ \ \ } \ ) \ ~ \/} Q ± / / \ ( }/ z 2 \zt\ EP Ei - \ \ \\ \ }\ \ : ( - \ \ \\ \ }\ \ : \ ) \/} \ \ \ ( - \ \ \\ \ }\ \ \ ) Airport Commission Meeting Agenda And Information Packet July 19, 2012 E %PE; 07.13.12 16:19:22 Method: 1 Iowa City General Ledger System FY 2012 Expense Reporting For the period 06.01.12 to 06.30.12 Y D Period Account Appropriated Expenditures Expenditures Encumbrance --- ---- --------- ------ -- -- -------- - - - -- - ---- - - - - - -- ----- ------- ------ -- ---- 7608 Airport AIRPORT 560100 Airport Operations SALARIES & WAGES REGULAR, SALARIES & WAGES Page 73 of 130 Page: I Ba'ance S Used ------ ------ ------ 4IIHO Perm Full Time 1.00 31.25 31.25 -30.25 3125.0 412000 Perm Part Time 36370.00 36274.07 4141,80 95.93 99.74 413,303 Temporary Employees 520.00 472.50 91.00 41.5C 90.87 Total REGULAR SALARIES & WAGES OTHER WAGES 414500 Longevity Pay Total OTHER WAGES Total SALARIES & N GES EMPLOYEE BENEFITS GROUP INSURANCE 421100 Health insurance 421200 Dental Insurance 421300 Life Insurance 421400 Disability Insurance Total GROUP INSURANCE SOCIAL SECURITY CONTRIBUTIONS 422100 FICA Total SOCIAL SECURITY CONTRIBUTIONS RETIREMENT CONTRIBUTIONS 423107 IPERS Total RETIREMENT OONTRIBUTIONS Tctal EMPLOYEE BENEFITS -- - - - - - - - 36891.00 - - - - - - - - - - - - - - - 3677,82 - - - - - - 4264.05 - - - - - - - - - - - - - - - - - - - - - - - - - - - 113.18 - - - 99,69 - - - 24:.00 243.75 .25 99.90 -------- 24°.00 ------ - - -- -- ------------ 343.75 ------ - ---------- .25 ------ .9,90 7135.T30 37021.5; 4264.05 111 3.43 99.69 3595.00 395 ".84 329.82 -359.84 110.01 2,2.00 4?1.54 19.32 .16 99.91 79.00 90.56 7.74 -11.56 114,63 176.CCr) 166.14 14.36 9.86 94.40 - - -- ---- ---- 4D85.00 ------------ ------------ 4446.38 371.24 ------------ -------- --- - 361.38 ---- 1'8.95 - 2941.00 2725.24 317.38 115.16 95.93 ----------- 284'.00 ----- - - - - --- - -- 24125.24 --- - - - :1;,30 - -- ------ - -- --- ------- ----- 1.5.76 -- - 95.933 - -- 2957.00 2987.6111 344.10 9.33 §9.69 --- --------- 2997.00 ----- ------- ---- 2987.67 - - - ---- 344.10 ----- ------- ------------ 9.33 ------ ------------ 9523.-0 ------------ ------ 10159.29 - - - 1032.64 - -- ------ - -- --- ----- - ------ - 236.29 ------ 102.38 Airport Commission Meeting Agenda And Information Packet July 19, 2012 HPE: 07.13.12 16:19:22 Method: 1 Page 74 of 130 Page: 2 Ica Citv General Ledger System H 2012 Expense Reporting For the _period 16.01. 12 to 06.30.11 'ITD Period Account Appropriated Expenditures Expenditures Encumbrance Balance 3 Used -------- --- ------------ ------- - - - - -- -- ----- --- -- - -- -- -- - -..........------ - -- ----- I ...... ............ ---- - -- - --- - ----- ?600 Airport (CONTiN'UED) AIRPORT (CONTINUED) 560100 Airport Operations (CONTINUED; PROFESSIONAL & TECHNICAL SERVICES OFFICIAL!ADMINSTRATIVE SERVICES 431.020 Court Coats & Services 78.00 78.00 Total OFFICIAL /ADMINSTRATIVE SERVICES PROFESSIONAL SERVICES 432020 Annual Audit 432050 ADDraiedl Services 432080 OtT:er Professional Services Total PROFESSIONAL SERVICES DATA AND COMMUNICATION SERVICES 43505E Delivery Services 435C57 Couriers 435060 Legal Publications Total DATA AND COMMUNICATION SERVICES TRAININGs EDUCATION 436030 Transportation 436150 Registration 436060 Lodging 436370 Miscellaneous Travel Expense 436080 Meals Total TRAINING & EDUCATION 1iSURANCE 437010 Cor..p Liability Insurance 437020 Fire & Casualty Insurance 4370330 worker's Comp Insurance 437041 Bonding & Other Insurance =37200 Loss Reserve 'rayrtent Total INSURANCE ------ - ----- --- ----- ------ - --- -- ---- ------ -- ----- ------ ------ 78.DO 78.00 1202.00 347.24 400.00 56.63 854.76 28.89 400.00 56,63 - ----------- ---------- 1202.00 -- ------------ 803.81 ---- ------ -- -- - - -- -- - 396.13 --- --- 66.88 52.03 13.70 38.30 26.35 95.00 85.00 98.70 51.94 12.72 46,06 53.00 - ------- -- 235.00 ------- --- ---- 65.64 --- -- 12.72 - -------------- ----------- 169.36 ------ 27,93 100.00 299.70 400.30 42.81 400.00 350.00 50.00 87.50 500.00 342.50 "_57.50 68.50 30.00 -30,00 2001.00 93.00 117.00 41.50 ------- ----- ------------ 1800.00 --- 1105.20 --- -- ---- - ------ - - --- ------ - - - --- 694.80 ------ 61.40 4148.00 4 100.00 750,OU - 552.00 113.31 12745.00 10792.00 3639.00 1953.00 84.68 36.40 45.10 -9.00 125.00 901.00 875.00 26.00 97. -1 5150.00 5150.00 100.00 ------ - - ---- -- 22480.00 -- -- - ----- ------ 21562.00 - - - 4389.00 - -- --- --------- ------ - - ---- 1418.00 ---- -- 9'9.83 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 75 of 130 EXPE: 07.13,12 16:04:22 Method: 1 Page; 3 owa City General Ledger Systels FY 2011 Expense Reporting For the _period 06.01.12' to 06.37.12 YTD Period Account Appropriated Expenditures Expenditures Encumbrance Balance % Used - _- --- ---- -------- ------ --- - -- --- ---- -- -.. - -.- - -- --- - - ---- ------ - - ---- --- -- - -- - -- -- -- -- ------ - - - - -- 7600 Airport (OONTINUED) AIRPORT (CONTINUED; 5a.100 Airport Operations { CONTINUED) PROFESSIONAL' TECHNICAL SERVICES (CONTINUED) UTILITY SERVICES 438010 Stormwater Utility Charges 438030 Electricity 438070 Heating Fuel/Gas 438080 Sewer Utility Charge 438090 Water Utility Charge 438100 Refuse Collection Charges 433110 Local Phone Service 438120 Long Distance Service Total UTILITY SERVICES Total PROFESSIONAL & TECHNICAL SEMMES REPAIR & MAINTENANCE BU DING REPAIR & MAINTENANCE SERVICES 442010 Other Building Repair & Maintena 442020 Structure Repair & Maintenance S 442030 Heating Equipment Repair R Maint 442040 Cooling Equipment Repair & Maint 442060 Electricai & Plumbing Repair & M 442070 Bldg Pest Control Services Total BUILDING REPAIR & MAINTENANCE SERVICE EQUIPMENT REPAIR & .'MAINTENANCE SERVICES 443050 Radio Equipment Repair & Mainten 443060 Teleccm Equipment Repair & Maint 443080 Otter Equipment Repair & Mainten Total EQUIPMENT REPAIR & MAINTENANCE SERVIC TECHNICAL SERVICES 445637 Nursery Service -Lawn and Plant Cr 445080 Snow and Ice Removal 7104.70 9459.32 789.11 - 2165.32 133,30 12903.00 15088.93 1257.65 - 2185,53 116.94 6489.00 4125.29 34,78 2363.71 63.57 1654.00 1123.96 001.03 530.04 67.95 1454.00 1100.51 97.13 353.49 75.6.9 1253.00 11.98.00 97.00 55.00 95.61 907.00 907.00 65.00 52.53 4,54 12.41 80.82 --- --- --- 31829.00 - -- -- ---- --- 32158.54 --- --- --- - -- 238116 - -- --- --- - - - - -- ------ - - - - 329.54 - -- - ----- 101.04 ........... 58124.00 ...........• 55695.25 -.. ----- 6782.88 --- -- - --- --- -------- ­­ 2428.75 .... ._ 95.82 12085.00 9992.24 600.00 2092,76 82.68 5000,00 3716.43 840.50 1283.57 74.33 1;00.00 915.00 585.80 51.30 1007.00 813.32 186.68 81,33 1000.00 3994.27 14-6.22 - 2994,27 399.43 419.18 407.40 33.95 11.60 97.23 ---- - - - ---- 21004.40 ----- - - -- - 19938.66 -- ----- - - ----- 1620,67 --- ---- -- --- ------------ 1165,34 -- - - -- 94.45 283.00 1127.42 -844.42 398.38 454,00 454.00 5898.00 2196.42 3701.58 37,24 ---- -------- 6635.1- ---- -- ---- 3323,84 -- --- --- - - - - -- ------ - - - - -- ----- - - - - 331-16 - -- -- - --- 50.'0 37080.00 36070.01 4500,00 1080.00 97.09 18540.CC 8600.00 540.00 97.09 EXPE- 07.13.1.2 16:19:22 Method: 1 ACCOInt --------------------------------------- 1600 Airport TUTINURD) IT (CONTINUED) 560100 Airport Operations (CONTINUED; REPAIR & MAINTENANCE ;CONTINUED! ECHNTCAL SERVICES (CONTINUED) 445110 Testing Services 445147 Outside Printing Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 76 of 130 page: 4 Iowa City General Ledger Sys`.em EY 2012 Expense Reporting For the period 06.01.12 to 06,30.12 YTD Period Apnronriated expenditures Expenditures Encumbrance Balance ; Used - ------- ----- - -- --- ..... ............. ...... --- ...... ....-------- - - ---- °ctal TECHNICAL SERVICES iNTRA- DEPARTMENT SERVICES 446017 Administrative Services 446100 City Attorney Chargeback 446130 ITS- P'Peripherai Support Charge ,46240 STS - Computer Replacement Ohareeb 446150 ITS - Application Development Fee 446160 TTS- Network/Internet Chargeback 44620E Photocopying Chargeback 446220 Phone Service Chargeback 446300 Phone Equipment /Line Chargeback 446320 `:flail Chargeback 446150 City Vehicle Replacement Chargeb 446360 City Vehicle Rental Chargeback 446370 Fuel Chargeback 446380 Vehicle Repair & Maintenance Cha 44639.0 Auto Body Repair Chargeback Total INTRA- DEPARTMENT SERVICES MI6CELLAHECUS SERVICES & CHARGES 449055 Permitting Fees 449060 Dues & Memberships 449120 Equipment Rental 449350 Meals (non - travel) 449360 Interest Expense Total MISCELLANEOUS SERVICES & CEARGES 850.00 977.60 - 127,60 11531 127,00 127.00 ----- ------- ------------ 5659x.00 -- 54977,60 - ---• --- ---- ----- 4500.00 - -- -- ----- -- - -- 1619.40 ------ 97.14 45.00 -45.00 5233.00 5511.24 836.89 - 278.24 105.32 400.00 1082.00 - 68230 210.50 517,00 950.36 101.42 - 433.36 183.82 ;.752.52 - 1762.52 360.00 570.00 60.00 210,00 158,33 231.0.0 178.74 14.88 52.2, 77.38 692.00 1020.54 82.29 - 328,54 147.48 102J.00 :10.00 92.50 -90.00 108.82 529.00 269.29 13.07 259.71 50.91 14 397.00 16388.64 1361.72 - 1991.64 113.83 500.00 308.21 191.79 61.64 3669.00 359338 474.18 75.12 97.95 15132.00 15923.76 67.5; - 691.76 104.57 224.00 224.00 ------ - - -- -- --- 42904.00 -- - ----- ------ 48604.18 ------ -- --- ------ 3106.52 --- -- ------- 5700.18 -- - -- 113.29 65.00 E5.00 100.00 675.00 1175.00 - 500,00 174.07 754.00 446.00 308.40 =9.15 38.46 -38,46 60060.00 57877.18 4823,03 2182.82 96.17 61554,0C °• 59601.64 - 4823.08 -------- - - -- 1952.36 -- 96.83 Airport Commission Meeting Agenda And Information Packet July 19, 2012 E %PE: D7 -13.12 16:19:21 Method: 1 Page 77 of 130 Page; 5 Iowa ^ity General Ledeer System FY 2012 Expense Reporting For the period 06.01.12 to 06,30,12 YTD Period Account Appropriated Expenditures Expenditures Encumbrance flAleve 3 !ISed ---- ---- ---- -- -- ------------------------------- - --- - - - - -- -- ---- - - - --- ------ - -- - -- ........... . .......... ...... 7600 Airport I^VNTINUEDi AIRPORT IMTINUED) 560100 Airport Operations (CONTINUED) REPAIR & MAINTENANCE (CONTINUED) MISCELLANEOUS SERVICES & CHARGES (CONTINUED Total REPAIR & MAINTENANCE OTHER PURCHASED SERVICES iCHANGB TO OFFICE SU GENERA: SUPPLIES 452,310 Office Supplies 452039 Minor Office Equipiert /Furniture Total GENERAL SUPPLIES BO07S & PERIODICALS 454010 Reference Materials & Books 459020 Subscriptions .otal BOOKS & PERIODICALS COMPUTER & PRINTING SUPPLIES 455120 51,isc Compater Hardware Total COMPUTER & PRINTING SUPPLIER Total OTHER PURCHASED SERVICES fCEANGE TO OFF OPERATING SUPPLIES AGRICULTURE SUPPLIES 461030 Plants & Trees 461040 Other Agriculture Chemicals `otal AGRICULTURE SUPPLIES REPAIR & MAINTENANCE SUPPLIES 466630 Paint Supplies 466040 Pluinbiag Supplies 466050 Electrical Supplies 466060 Other Construction Supplies 466070 Other Maintenance Supplies -- - - - - - - - 188694.00 - - - - - - - - - - - - 186345.92 - - - - - - - - -- 14050.27 -- - - - - - - - - - - - - - - - - - - - - - - - - 2348.08 --- - -- 98.76 577.00 797,73 183.89 -220.73 132.25 279.97 - 279,97 ----- - - - - - 577.00 -- ------ - - - 1077.78 - -- ----- - ----- 183.89 ----- -- ----- ------------ - 51]0.70 ..... - 186.78 16.00 16.00 2099.00 605.95 1493.05 28.87 - ----------- IM5.00 - -- -- • - -- 605.95 --- -- --- - ----- -•- --- ----•- •--- --- - - -- 1509.05 ----- 28.45 2600.00 2154.91 445.09 82,88 - -- --- ---- 2600.00 -- --- ----- - 2154.91 --- ---- -- - --- -- ----- - ----- ------ -- - - -- 445.09 ------ 82.88 5292.00 ............................ 3838,56 183.89 1453.44 ...... 72.54 3000.00 3000.00 1500.00 49.14 1451.86 3.21 ------ -- - --- 4500.100 ----- - - - - 48.14 -- --- •• - - ---- ------ ---- -- ------- ... -- 4451.86 ----- 1,07 23.00 20.88 1066.00 1070.51 119.07 280.00 169.18 23,00 -20.88 1C9.70 5i 1.V, 2 119.00 31.95 569.:9 184.59 Airport Commission Meeting Agenda And Information Packet July 19, 2012 EXPE: 1,7.13.12 6:19:23 MPth0i: ' Page 78 of 130 Page: 6 Iaaa City General Ledger System FY 2012 Expense. Reporting For the period 06.01.12 to 06,30,12 YT) Period ACCount Appropriated Expenditures Expenditures Encumbrance Balance % Used ........... ......................... ...... ---- 7600 Airport ;CONTINUED) ------ - - ---- ....- --- ---- ----- -- - - ---- --- - --- -- - - - - -- -- --.. AIRPORT ;CONTINUED) 560100 Airport Operations ;CONTINUED) OPERATING SUPPLIES 10NITiNUEW REPAIR & MAINTENANCE SUPPLIES (CONTINUED) Total 3 "sP 13 k NAINTENANCE SUPPLIES ------- ------ 14118.00 ---- 1867.57 --- ----- - ------ 141.n8 452. §7 ------ 132.14 EQUIPMENT REPAIR & MAINTENANCE SUPPLIES 467020 Equipment Repair & Maintenance S 64.!9 64.19 467160 Other Vehicle Repair & Maintenan 58.02 56.02 ------------ Total EQUTPMENT REPAIR & MAINTENANCE SUPPLI ------ ------ 122.21 ------- - - - -- -- -- -- ---- ------------ - 122.21 . -.... SURFACING MATERIALS 468030 Asphalt 103.00 103.00 468050 Sand 26,55 -26.55 Total SURFACING MATERIALS 103.00 26.55 76,45 25,78 OT- -HER SUPPLIES & EQUIPMENT 469040 Traffic Control Improvement Supp 1338.00 138,00 469190 Minor Equipment 324.00 - 324.00 469200 Too''s 76.00 581,17 - 505.17 754.70 469260 Fire Ext a Refills 466.00 655.55 189.55 140.68 469°x20 Miscellaneous Supplies 552.00 260.22 29:.78 47.14 ------ Total CTHEP, SUPPLIES & EQUIPMENT - - - - -- ----- 1212.00 -- ----- 1820.94 ------ - - - - -- ---- -- ------ ----- - - - - -- - 588.44 - - - - -- 147,80 ------ Total OPERATING SUPPLIES - ----- ---------- 7243.00 -- 3878.41 ------ - ----- -- ---- - - - - -- ---- 141.68 ---- ---- 33364.59 ------ 53,55 IMPROVEMENTS OTHER THAN BUILDING IMPROVEMENTS OTHER THAN BUILDING (GREATER 473010 Contracted Improvements 20090.00 17100.00 2900.00 35.50 473720 Non- Contracted Improvements 9000.00 2822.00 6178.00 31.36 --- Total IMPROVEMENTS OTHER THAN BUILDING -- -- - - -- - ---- 29000.00 -- - - - -- 19922.60 ------ ------ ------ - • - - -- ------------ 9078.00 ------ 68.70 E %PE 0 ".13.11 16:15:23 Method: 1 Account Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iowa City Genera= Ledger System F. 2012 Expense Reporting Far the period 08.0E 12 to 06.30.12 ,TD Period Appropriated Expenditures Expenditures ------- -- -------- ---- -- - -•- ----------- ---- - - ---- -- ------- -- - -- ------ ------ 600 Airport ;CONTINUED! AIR ?ORT iCONTIPtUEDI 560100 Airport Operations 'COKINUEU;[ EQUIPMENT & FURNITURE VEHICULAR EQUIPMENT (GREATER THAN $1,0001 474240 Tractors Total VEHICULAR EQUIPMENT (GREATER THAN $1, FURNITURE & FIXTURES (GREATER THAN $1,000) 475010 Furniture & Office Equipment Total FURNITURE & FIXTURES (GREATER THAN $1 IT HARDWARE "SOFTWARE (GREATER. THAN $1,000] 475070 PC Hardware 4990.00 Page 79 of 130 Page: 7 Encumbrance Balance $ Used - ..- -- -- - - -- - ----- - - ---- ------ - 4990.00 -- ------- --- --- --- - - - - -- -- -- -------- ------ - - - - -- ------ ------ 4990.00 - 4990.00 3898.93 3898.93 ------- --- -- -- -- - - - - -- --- --------- - ----- - - - - -- ----- ------- ---- 3898.93 -3598.93 50025.81 5025.81 Total IT HARDWARE/SOFTWARE (GREATER THAN $1 5025.51 -------- -- ------- ---..- -- ------ - - 5025.81 - -- - -- --- Total EQUIPMENT & FURNITURE --------- ------------ 13914.74 ------------ ------------ ------------ - 13914.79 -- - - -- O7EER FINANCIAL USES 490040 Capital Project Funding 2041.68 25 ?7.68 2097.68 490150 Operating Subsidy 11517.00 11517.00 959.75 107.00 490190 Tnterfund 0an 45236.00 S23S81.86 29s656.94 219645.86 115.95 Total OTHER FINANCIAL J11K 56753.00 337446.54 286664." €7 -280693.54 594.59 - Total Airport Operations ----------- 392164.00 ----- - - - 668222.28 - -- -- -- -- ------ 313119.68 --------- - -- - ----- - - - - 276058.28 - -- - - - - -- 110.39 - Total Airport ----- - - ---- 392164.05 ------ ------ 668222.28 --- --- --- - 313119.68 -- ------------ ------ - - -- - 276058.28 -- - - --- 170.39 E %PE_ 87.13.12 16:19:23 Method: 1 Account 7600 Airport (201721'JED) AIR?ORT (CONTINUED) 560100 Airport Operations (CONTINUED) OTHER, FINANCIAL USES (CONTINUED) ''' GRAND TOTAL "' Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iowa City General Ledger System FY 2012 Expense Reporting For the period 06.01.12 to 06.30.12 YTD Period Appropriated Expenditures Expenditures Page 80 of 130 Paae: 8 Encumbrance Balance 4 Used 392164.00 668222.28 313119.68 - 276058.28 170.39 ------ - - - - -- ------ - - - - -- ------ - - - - -- --- --- - - - - -- - -- ----- -- -- -- -- -- REVE: 07.13.12 16:19:46 Method: 3 Accuunt 7600 Airport OTHER N SC REVENUE 369100 Reimb of Expenses Total OTHER MIS' REVENUE INTEREST REVENUES 381100 Interest on Investments Total INTEREST REVENUES RENTS 382100 Land Rental 382200 Buildina;Room Renni Tetal RENTS ROYALTIES & COY.A.SSIONS 384100 Telephone Commission 334200 Vending Machine Comm 384900 Other Commissions Total ROYALTIES & "OIUMISSIONS SALE OF ASSETS 392100 Sale of Land 392300 Sale of Equipment Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 81 of 130 Page- . -own Citp General Ledger System 77 2812 Revenue Repo-ting For the period 06.01.12 to 06,30,:2 Estimated YTD ?eriod Rcvcn�12 Revenue ReVetlu Remainder a ..................... ............ ..... ........ ............ .................. Total SALE 07 ASSETS TRANSFERS TRANSFERS FROM GOVERNMENTAL ACTIVITIES 393;20 General Levy Tetai TRANSFERS FROM GOVERNMENTAL ACTIVITIES Total -TRANSFERS Yota''_ Airport * ** GRAND TOTAL +� 3155.52 -3155.52 - ----------- -- --- ----- 3155.52 -- - ----- ------ ------ - ---- - 3155.52 ------ 600.0( 1026.35 - 426.35 111.06 -- -- -- - - - --- ------ 600.00 - - - 1026.35 - -- ------ - - - - -- ------ - - ---- - 426.35 ------ L7T.06 41968.00 43756.74 756.67 - 1788.74 104.26 231842.06 239266.00 20077,50 - 6424.00 102.77 - ----- - -- - -- --- 2'73010.00 -- - - - - 292022.74 - -- --- --- - - - 20834.17 - -- - ----- - ----- - 8212.74 - - - 103.00 - -- 83.00 108,00 •25.00 130.12 20000.00 14139.70 1595,20 - 4139.77 120.70 ------------ ------------ 20083.00 24247.70 ------ --- 1595.20 --- ------- -- - 4164.70 - -- - - - 120.74 - -- 400000.77 - 4CCCCO.00 747.45 '747.45 ------ - - - - -- ------ ---- 400747.45 -- ------ ------ - ----- - - - - 400747.45 - -- - - - - -- '00000.00 99999.96 8333.33 .04 1(0.00 --- --- --- - -- -------- :00000.01 ---- 99999.96 ---- - --- 8333.33 -- --------- - -- .04 ------ 100.97 ----- - ------ ------------ 100000.00 99999.96 ------ - --- 8333.33 -- --- --- - - - --- .04 ------ 100.00 - ----------- --- 394493-00 -- - --- 811199.72 -- ------ -- - 30762.70 - -- --- --- - - - 416706.72 - -- --- 205.63 - -- ---------- - - ------------ 394493.00 811199.72 - -- --- ------ 30762.70 -- --- - - - - - 416706,72 --- - - - 205.63 - -- TR'D: 0?,13.12 16: %0:20 Method: 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iowa City General Loccsr System Expenditures netaii FY 20,24, Detail Reporting Far the period 06.01.12 to 06.30.12 Page 82 of 130 Page: 1 Trans Date Trans Type Report# Source Dewc.P *,ion Debit. Credit 1600 Airport 5601f0 Airport Operations 411000 Perm Full Time 75.29.12 Old Sys 120Q7010009 Total Perm Full Time 412000 Perm Part Time 06.01.12 Old Svs 06.15.12 Old Sys 06.29.12 Old Sys 'otal Perm Part Time 413007 Temporary Employees 06,01.12 Old Sys 06.15.12 Old Sys Total Temporary Employees 421'_00 Health Insu *ante 06.14.12 vo¢rn31 Total Health Insurance 421200 Dental Insurance 06.14.12 Journal 506957\CIC PAYROLL RECAP�,PAYROLL 29 31.25 - ------- -- ----- 31.25 120530010008 506651\CIC PAYROLL RECAP \PAYROLL 0' 1380.60 127613010009 506803 \CIC PAYROLL R °CAP \PAYROLL 15 1380.60 120627010009 506957 \CIC PAYROLL RECAP\PAYROLL 29 1380.60 --- --------- 4141.80 ------------ 1205 37010008 576651 \CIC PAYROLL RECAP\PAYR.OLL of 52.50 120613010009 5068W.CIC PAYROLL RECAPyPAYROLL 15 38 -50 ---- -- - - - 9' - -- ------ ------ .00 120615113200 010133 JI1N HEALTH INSURANCE \CIC HEALTH INS 329.82 329,82 120615113137 C10132 JLtN DENTAL INSURANCE\CP: DENTAL IS 19.32 ------------ ------- -- - -- Total Dental Insurance 19.32 421300 Life Insurance 06.20.12 New Vouch 120621030056 06791020 Check:710665i,NADISON NATIONAL LIFE 7.74 Total Lift Insurance 7.74 421400 Disability Insurance 06.13.12 New .ouch 120614030057 06796194 Check:710354V14ADISON NATIONAL LIFE 14.36 Total Disability Insurance 14.36 TRID: 07.13.1_2 6:20:20 Method: 4 Trans Date 1600 Airport ;CONTiNUBD) 560100 Airport Operations 422100 FICA 06.01.12 06.15.12 06.29.12 Total FICA 421100 IPERS 06.01.12 06.15,12 06.29.12 Trans Type (CONTINUED) Old Sys Old Sys Old Sys Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 83 of 130 Page: 1 Ioea City General Ledger S; °stem Expenditures Detail FY 2012 Detail Reporting For the period 06,01,12 to 06,30,12 Report# Sonree Description; Debit Credit - ----------------------------------- . ---- - - -- - -- - ----------- 120530010008 120613010009 120627010009 Old Sys 120530010068 Old Sys 120613010009 0':d Sys 1206277011009 Total ?PEPS 435,060 Legal Publications 06.27.12 New Vouch, Total Legal Publications MO'O Coap Liability Insurance 06.13.12 New Vouch 6010599 \FICA \CITY CONTRIBUTION 6I50599\F1CA1kCITY CONTRIBUTION 6290599 \FPCA \CITY CONTRIBUTION 6010599 \IPERS \CIT'Y CONTRIBUTION 6150599 \IPERS'iCITY CONTRI3UTION 6290599 \IPERS \CITY CONTRIBUTION 120628030110 06191416 Cne,k:71P95\IOWA CITY PRESS CITTKE 1200614030057 06790477 Check:710509\PETROLEUM MARKETERS YA Total Comp Liability Insurance 43 ?020 Fite & Casualty Insurance 06.05.12 New Vouch 120606030011 06789993 Check:7101501SELECTIVE INSURANCE CO Total Fire & CasaaltV Insurance 438019 Stcrawater Utility Charges 06,20.12 Journal 120703134235 010140 057. 095.03 \STORMWTR \6.20.12 BiH Da Total Stormwater Utility Charg, 435030 Electricity 06.26.:2 New Vouch 06.26.12 New Vouch 06.26.12 New Vouch 06.26.12 New Vouch s 120627030011 00900301 Check:910012 \MIDANERICAN ENERGM180 12062733CG11 00900_52 Check:910G12 \N'_DANENICAN ENERGY \180 120627030011 00900356 Cieck:910012iMIDAMERICAN ENERGY \180 120627030011 CC900361 Check:910612\MIDAMERICAN ENERW,180 105.18 104.11 108.01 --- -- ------ - ---- --- - -- 31"71.30 115.65 114.52 113.93 344.10 12.72 ------------ --------- --- 12.72 750.00 -- ---- ----- ---- -------- 750.00 3633.00 --- --- - - ---- - ---- -- -- - -- 3639.00 789.11 - ------- ------- - - --- 789.11 93.05 24.83 934.21 205.56 TE=D, 07,13.12 10:20:2C Method: 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 awa City General Ledger System Expenditures Detail, FY 2012 Detail Reperting For the period 06.01.12 to 06,30,12 Page 84 of 130 Page: 3 Trans Date Trans 'type Report# Source Description Debit Credit - ---- -- - - -- 7600 Airport (CONTINUED) -- ---- - - -- ----- - - ----- --- - ---- -- - - -- ------ --- - -- -- ----- ---- - - ------ - - - - -- 560100 Airport Operations (CONTINUED) 438030 Electricity (CONTINUED) Total Electricity ----- ---- --- ------ -- - - -- 1257,65 - "38070 Heating Fuel,!Gas E6.26.12 New Vouch 120627030011 00900316 Check :910012�N1DANEk.CAN ENERGY�180 14.70 06.26,12 New Vouch 120627030011 00900353 Check:910012\14IDANERICAN 3NERGY�180 10.00 06.26.12 New Vouch 120627030011 00900358 Check:910012�MIDANERICAN ENERGY'y180 13.00 Total Eeatirg Fuel/Gas 43x080 Seder Utility Charge 06.26,12 Journal 06.20.12 Journal 06.20.12 Journal 06,24,12 Journal Total Sewer Utility Charge 438090 'dater Utility Charge 06.20.12 Jntroal 06.20.12 Journal 06.20.12 Journal 76.2Q. 12 3oarnal :15.20.12 Journal 120703134235 010140 057 - 115- 001,SEWERy6.2G.12 Bill Date 120703134235 010140 057- 117 -00 i,SEWER\6.20.12 Bill Date 120703134235 ClC140 057- 118 C3'ysEWEP,;6.20.12 Bill Date 120703134235 010140 Bill Date 120703134235 010140 057 - 095- 03\WATER,6.20.12 Bill Date 120703154235 010140 3111 Date 12070 33134235 010140 ll Date 120703134235 010140 057. 118- 03\WATER\6.20.12 3 1 Date 120703134235 010140 057 - 120- 00\WATER }6.20.12 Bill Date Total Water Utility Charge 438100 Refuse Collection Charges 06.20.12 New Vouch 120621030056 06790928 Chect:7L05901ABC DISPOSAL SYSTEMS I 06.20.12 New Vouch 120621130056 06790928 Check:710594\ABC DISPOSAL SYSTEMS I Total Refuse Co'_'_ection Charges 438120 Lonq Distance Service 06,03.12 Pi Lou Dst 120703112449 00006019 JUN GONG DIST CEGBR Total Long Distance Service --- ---- -- - - -------- --- "34.70 8.15 20.12 32.09 40.67 ----- - - - - -- ------------ 101.7'3 10.15 16.47 15.38 24.35 30.7E 97.13 69.00 28. CC --- --- -- ---- - ----------- 97.00 4.54 ---- ----- --- -------- -- -- 4.54 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 85 of 130 TGID: 07.13.12 6 20'20 Method: 4 Pace: 4 Iowa City Genera: Ledger Svstem Expenditures Detail FY 2012 Detail Reportino For the period 06,01,12 to 06.30,12 Trans Bate Trans Type Report! Source Description Debit Credit ------ ----- ---- ----- -- -------- -- -------- 7600 Airport 1CONTINUED) ----- -------- ------- --- ------- -- -- ------ - -- - -- - ---------- 560100 Airport Operatzons (CONTINUED) 442010 Other Building Repair & Maintenance Set 06.13.112 New Vouch 120614030057 -16790404 Check:710335`J9T AIR INC IOWEGROUNB 6M OC Total Other Building Repair & Maintenance Servi 600.00 442GH Structure Repair & Maintenance Services 06.13.12 New Vouch 120614030057 -06790330 Check:710374\0VEREEAD DOOR COMPANY 840.50 Total Structure Repair & Raintenarce Services ------ ------ 840.50 -- ---------- 442,060 Electrical & Plumbing Repair & Mainena 06.27,12 ':iew Vouch 120628030110 06791243 1heck:710848\ADVANCFD ELECTRICAL S8 146.22 Total Electrical & Plumbing Repair & Maintenanc ................ 146.22 442010 Bldg Pest Control Services 06.20.12 New Vouch 12062103 -0056 06790875 Check:710643\HAW %EYE PEST CONTROL I 33.95 Total Bldc Pest Control Services ----- -- - - 33.95 -- ---- -------- 445030 Nursery Service -Lawn and Plant Care 06.13.12 New Vouch 120614030057 06790405 Check:710335�JET AIR INC IOW'01AINT 40G0.OG Taal Nursery Service -Lawn and Plant Care --- -- ------- 4500.03 --- ---- -- - -- 446130 City Attorney Chargeback 06.30.12 Journal 120703134235 010141 Apr -Jan CityAtty chg,Interdepartmen 836.89 Total City Actornep Chargeback ------------ 836.89 ---- -- ------ 446140 ITS- Corsputer Replacer.ent Chargeback 06.01.12 IT Rep' 120611154737 00006025 JUN ITS REPL CHGBC4 1�i1.42 Total ITS- Compster Repiacement Chargeback 101.42 446.60 ITS - Network /Internet Chargeback 06.01,12 IT InCNwk 120606145537 00006031 JUN ITS NETW /INTRNET 6o.00 - ----------- --------- --- Total ITS- Network;Internet Chargeback 60.00 'RID: 07,13,12 16:2x,20 Method: 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 im City General Ledger System Expenditures Detail Tf 201a Detail Reporting For the period D6.D1.' -2 to 06.:40.12 Page 86 of 130 Page: 5 Trans Date Trans Type Retort# Source Description Debit Credit -- ---- ----- -- --- - - - -- ------------ -- - - ---- ----------------------------------- ------------ --- --- ------ 7600 Airport !CONTINUED) 560100 Airport Operations ICCN'TINUED 446200 Photocopying Chargeback 06.01.12 Copier Chg 120628142306 04600041 MAY PHOTOCOPY CHARGE 14.88 I Photocopying Chargeback 446220 Phone Service Charceback 06.30.12 Qaest arg 120703164503 00906032 Jun Telecom Charges Tota� Phone Service Chargeback 446300 Phone Equipment/Line Chargeback 06.103, 12 Ph Equipmt 120703112444 00006012 JUN PEON EQUIP CNGBR Total Phone Seuipment./Line Charceback 446320 Mail Chargeback 06 01,12` Mail 120619185805 00600650 MAP POSTAL Cf3AKES Total Mail Chargebaek 446350 City Vehicle Replacement Chargeback 06.30.12 EQ Repl 120706091121 00006006 JUN REPLACEMENT COST Total City Vehicle Replacement Chargeback 446310 Fuel Chargeback 06.30.12 EQ Diu 120706091121 00006008 JUN DIVISION FUEL Total Fuel Chargeback 446380 Vehicle Repair & Maintenance Chargeback 06.30.12 EQ Div 120706091121 00006608 JUN DIVISION SERVICE Total Vehicle Repair & Mairtenance Chargeback - -sso interest Expense 11936 06.30.12 journal 120615113137 010127 Corp Hangar Loan IntlJune Interfund 06.30.12 Journal 120615113137 010127 UI Hangar Loan Int'�June Interfund L 06.30.12 Journal 120615113137 010127 SE T -Hngr Loan Int'�Jure Interfund L 06.30.12 Journal 1206:5113137 010127 SW T•Hngr Loan IntiJune Interfund L - - - - - - - - - - - - ---- ------ -- 14.88 82.29 ------ -- --- - -------- 82.25 92.50 ---- -- ------ ---------- -- 92.58 13.07 --- -- -- ---- -------- - -- 1-3.07 1363.72 ----- ------- ------------ 1363.72 474.18 4714.18 67.5ii --- --- - ----- --- --------- 67.57 1770,03 1-134.57 9"30.86 867.64 TRID: 7 ".13.12 15:20:20 Method: 4 Trans Date 9'rans Type 7609 Airport (CONTINUED) 560100 airport operations 449760 Interest Exp 06.3~.12 06.30.12 ;6.30.12 CONTINIED; me (CONTIN Journal Journal Journal Total Interest Expense 452010 Office Supplies. L�6 -21.12 P -Card 06.21.12 P —Card Total_ Office Supplies 466750 Electrical Supplies 06.13.12 New Vouch Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iowa City General Ledger Syster 3rnenditures Deta''l F"Y 2012 Detail Reporting For the period 06.01.12 to 06.30.12 Report# Source Description BEL 120712162610 011174 Airprt SW Hangar Int�Interfund loan 120712162610 010174 Airprt SE Hangar Int�Interfuud loan 120712162610 010174 DI Hangar Expans Int?Iaterfund loan 120703144410 19900534 STAPLES CONTRA00710004 {MICHAEL ''THAR 120703144430 19900535 STAPLES CONTRA00710004\MICHAEL THAR 120614030057 06790403 Check:710335i�JET AIR INC TOW�,MAY201 T otal Electrical Supplies 466070 Other Maintenance Supplies 06.13.12 New Vouch 120614030057 06790403 Check:710335�,M AIR INC 1OW \MAP201 Total Other Maintenance Supplies 49'1(4( Capital Project Funding 06.30.12 Journal Total Capital Project Funding 49011-0 Operating Subsidy 0630,12 Journal Total Operating Subsidy 490190 Interfund Loan 16.30.12 Journal 06,30.12 Journal 06.30.12 Journal 06.30.12 Journal 06.37.12 Journal :20712162610 010162 Capital Project Fund'6.30 CIP fundi Page 87 of 130 Page: 6 Debit Credit 02 06 .06 ------ - - - - -- ------ - -- - -- 4823.16 .0 21. -s0 162.59 -- ---- - - - --- --- --- - - - - -- 193.99 10 °.70 ------ -- ---- --- ------- -- 109.70 31.99 ----- --- - - -- ------ - - - - -- 31.99 2047.65 - ----- ------ -- -- -- - - - --- 2047.69 I-MI K37 3101:5 Airport 10% ED Coord��June Budgeted 959.75 959.7: 1205151.3137 010127 Corp Hangar Loan PrnUune Interfund 1229.97 120615113137 010127 UI Hangar Loan Princllune Interfund 1136.95 120615113137 010127 S3 T -Hngr Loan PrinciJune Interfund 727,54 12061511313' 010127 SW T -Hngr Loan: Princ\Jnne Interfund 562.36 120712162610 010174 Airprt SW Hangar Prn\1nterfund loan .02 TRID: U7,13.12 16:29:20 Method: 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Icwa Cite General Ledger System Menditures Detail FY 2 "c1 "L Detail Reporting Per tfle period 06.oLi^ to 06.30.12 Page 88 of 130 Paae: 7 Trans Date Trans Type Report Source Description Debit Credit ......... ..- •-------- - -°----- - - -- ----- ----- ----- ---- ------ - - - --- ------ - - - - -- ---- ------- 7600 Airport ICOtdTIN ➢ED) 560190 Airport Operations (CONTINUED) 490;90 Interfund Loan {CONTINUED; 36,30.12 Journal 120112162613 010174 Airprt SR Hangar Prn'�lnter:ard loan b 06.30.12 Journal 12011216261E 010174 UI Hangar Expan Prinl,ilterinnd loan .06 06.30.12 Oournal 1201 ?2162610 010183 SE TSangar Loan Prin \Apply Aviation 213704.28 06.30.12 Journal '20712162610 01018.3 SA THangar Loan PrinyApply Aviation 6295.72 Total interfund Loan Total Airport Operations 283656.9C G6 -- --- ------ -------- ---- 313119.92 .14 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 89 of 130 TRID: V,0,12 16:20:20 Method: 4 Pace: B Iowa City General Ledger System Expendi N.res Detail 7Y 2012 Detail Reporting For the period 06.01.12 to 06,30.12 Trans Date Trans Type Report# Soiree Descripiian Debit Credit ------- -- — - - - - -- ----- - -- ------ --- ---- -- - ---------- ------ -- --------- -------- - --- 'SN Airport (CONTINUED) 560100 Airport Operations !CONTINUED;) 490190 Interfund Loan ;CONTINUED) ------- ----- - ------- -- -- Total Airport 313119.52 .14 TR.ID_ 07.13.12 Method: 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iowa City General Ledger System Expenditures Detail Di 2012 Detail Reporting For the period 06,01,12 to 06.10.12 Trans Date Trans Type Report# Scarce Description -- ------ --- -- -------------- — 7600 Airport ;CON ?INCED) 550100 Airport Operations ;CONTINUED? 490190 Iaterfund Loan (CONTItiIED) ## LAND TOTAL kk* Page 90 of 130 Page: 9 Debit Credit --------- ---- ---- - - -- 313119.92 .14 TP,ID: 67.13.12 16:20..30 Method: 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iaaa City General Ledger System Revenues Detail FY 2012 Detail Reaertiny Far the period 06.01.12 to 06.30.12 Page 91 of 130 Page: 1 Trans Date Trans Type Report# Source Description Debit Credit - --- - - --- - -- ------ - - -- — ----- -- --- - -- --- ------------------------- ------ - - - - --- ----- - - - --- 7600 Airport 569100 Airport Operations 382100 Lard Rental 06,12.12 Payment '20612092515 00022275 1- 14'�JET AIRIJUN 12\GROUND LEASE 96.13.12 Payment 120613090119 00022168 1- 13�EELL LARRY & SANDW PAYMENT 26.25.12 Nis- Pymt 120626161939 70- 9 °XMED FORCES RESERVE�,AiRPOR.T L Total Land Rental 382200 Buildirg;Raem Rental 06.04.12 Payment 06.04.12 Payment 06.04.12 Payment 06.04.12 Payment 06.04.12 Payment 06.04,12 Payment 06.75.12 Payment 06,75.12 Payment 06.06.12 Payment 06,06.12 Payment 06.06.12 Payment 06.06.12 Payment 06.07.12 Payment 06.07.12 Payment 96.07.12 Payment 06.07.12 Payment 06.11.12 Payment 06.1.2.12 Payment 06.2.12 Payment 06,12.12 Payment 36.12.12 Payment 06.12.12 Payment 06,12.12 Payment 06.12.'_2 Payment 06.12.12 Pavment 76,12.12 payment 120604100830 30921890 1- 28�AEROHP.WKVXY 12 \HANGAR 919 120604100830 99922093 2- 10 \PITTON MIKE \JUN 12\HANGAP, #26 12060410083E 00022096 2- 140CFNELL TOM }JUN 12;,E4NGAR #62 12060410083vv 00022099 2- 12\BULGARELLI DAS'IMIJUN 12�HANGA 120604100830 000221211 1- 28`4AEROHAWKS'JUN 12 \HANGAR #19 120604100830 00022'42 2- 151STEARMANjJUN 121,HANGAR #47 ,420695091555 07022056 1- 14\ODGAARD dACWOUN 12�11 NGAR # 120605091555 0:1922057 1 -8 \FIELD HONARD\JUN IVIRANGAR #54 120606092316 73722097 2- 11;EULLERS JONATHANIJUN 121,HANGA 120606092316 00922116 2- 8\ZUEROD ROY�JUN - .1\BAANGAR #20 120606092316 00022141 2- 280PERATOR PERFORMANCE LAB�JUN 1 120606092316 0002214' 2-28jOPERATOR PERFORMANCE LABWUN 1 120607092858 0002206/ 2- 21,FULLER SCOV -10JUN 12'MNGAR #38 120607092858 00 0221033 2- 31MASCARI RICKt1JUN 12'1HANGAR 130 120607092858 08022124 2- 41GERR FRED\JUN 12\HANGAR #16 120607092858 00022140 2- 6�POWERS ROBERT�JUN 12 \HANGAR #9 12061109163 3 00022137 1- 19�AOF KFITH03 121HANGAR #42 120612092515 00021821 1- 141,JET AIR\MAY 121HANGAR 41 120612092515 00022082 1.241,RUYLE JOHN JUN 12'�RANGAR #33 1206 12092515 07722094 L- 25 \DENARIA JOSEPH \JUN 12'HANGAR 120612092515 00022'04 1- 13\EUTLER JOHN'JUN 12;HANGAR #36 120612092515 09022104 1.13�BUTLER JOHWUN 12;HANGAR #37 120612092515 70022138 '- 14\JET AIR INC\JUN 12'1BUILDINGS D 120612092515 00022149 '-1_4\JET AIR�,JUN 12 \HANGAR #60 1236120 92515 00022149 ' 14\JET AIR }JUN 12 \HANGAR #59 120612092515 77022149 1- 14\JET AIP,,JUN 12\9ANGAR #1 106.6% 300.00 350.00 '56.67 151.00 151.00 178.00 151.00 C, CE 72.0E 1S1.CC 172,00 144.07 15'.00 4038.00 615.00 172.00 151,00 151.00 144,03 358.00 151.00 172.10 172,00 42'6 ?,00 1178.00 144.00 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 92 of 130 TRID; 07,1:,12 16:20:17 Method: 4 Page: 2 owa City General Ledger System Revenuea Detail FY 2012 Detail Ren: &.''0'r Far the period 06.01.12 to G6.30.12 raps date Trans Type Rgort.# Source Description Debit Credit - -- 7600 Airport (CONTINUED) --- ----- -- -- 5ED100 Airport Operations (, CONTINUED; 382200 Building/Room Rental CONTINUEDI 06.13.12 Payment 120613090119 56(21913 2- 6'SAPPHiRE VISTAS LLC \14AY 12'0ANG 1;1.00 06.13.12 Payment 120613000113 00022115 2- 3;CHALKLEY HENIJUN 12 \HANGAR #14 15:.00 06.14.12 Payment 120614092127 00021893 2.7�GERR FREDI,MA's 12�HANGAR #16 1 51.00 06.14.12 Payment 120614116604 60021460 9 -0 ZIMNERMAN GREG�MAR 2�HANGA.R # 147.73 06.14.12 Payment 120614110604 00021460 94t.ZIMMERMAN GREGiMAR 12jHANGAR # 1""- 06.14.12 Payment 120614110604 00021460 9- 4jZIM14ERMAN GREG\MAR '21HANGAR # 168.27 06.14.12 Payment 123614110604 00021460 9.4`,ZIMMERMAN GREG \MAR 12'�HANGAR # 169.27 06.14.12 Payment 120614118604 00021627 9- 3}ZIMMERMAN GREGtAPR 121EANGAR # 151.00 06.14,12 Payment 120614110604 00021627 9- 3�ZIMMERMAN GREG�APR 12'�HANGAR # 151.60 H.11.12 Payment 126614110664 00021627 9-31ZINMERMA.N GREGAPR 12\HANGA.R # 172.00 66,14.12 Payment 120614110604 00021627 9-3,ZIM;MERMAN GREG�tAPR 12;HANGAR # 11 2.00 06.14.12 Payment 120614110604 60021871 9- 2�ZIMNERMAN GREG�MA1' 121HANGAR # 151.00 06.14.12 Pa4ueen1 1406141100'94 00621871 9- 2 \ZINMERMAN GREOMAY 121;HANGAR # 151.00 06.14.12 Payment 120614116604 0002187/ 9- 2�ZINMERMAN GREG ;MAY 11tiHANGAR # 172.00 06.14.12 Payment 120614110604 0002187! 9- 2 \ZIMMERMAN GREGI,MAY 12�HANSAR # 172.00 06.14.12 Payment 120614110604 00022102 9- 11,ZINMERW GRETWUN 12\HANGAR 4 165.00 06.14.12 Payment 120614110604 00022102 9- I'ZIM1MERMAN GP.EG'�JUN 12'RHANGAP, # 151.00 06.14.12 Payment 120614110604 COM".12 9- l\ZINMERMAN GREG�JUN 121HAKAR # 172.00 06.14.12 Payment 120614110604 00022102 9- I \ZTMMERMAN GREGI,UN 126,HANGAR # i12.00 06.15.12 Payment 120615091048 00022072 2-12v „ARE AMBULANCE\JUN 1216FFICE 100 .00 06.15.12 Payment 120615091045 00022181 2-W0 POLASFI MICHAELQUN 12`11ANGAR 151.00 06.15.12 Payment 120615102559 00022054 89 -1\MILLER RICHARD\JUN 12�HANGAR 172.00 06.15M Payment 120615102559 00022071 89- 6\YAMADA THORUIJUN !V HANGAR #2 151,00 06.15,12 Payment 206151 -02559 00622080 89- SIHINCNLEY HARRY\JUN 121,11ANGAR 404.00 06.15.:2 Payment 1.20615102559 00022080 89- 8\HINCELEY HARRYIJUN 12�HANGAR 144.00 06,15.12 Payment 1206151D2559 ;0022084 89 -9�VOS JERENYI,JUN 12\EARYGAP #64 196.00 06,15.1 2 Payment 120615162559 00022109 89- 10 \FISHBAUGH JUST1100UN 121HANG 118.00 06.15.12 Payment 12061x162559 00022112 89- 11 \PATTSCHULL RICHARD'�JUN 121,HA 234,C0 06.15.12 Payment 120615102559 00022114 89- 12;ALLENDER PATRICF\JUN 12'+HANG 172.CC 06.15.12 Payment :20615132559 H024" 27 89- 14\EDMONDS TERRY \vTUN 12''HANGAR 32C,Co 06.15.12 Payment 120615102559 00022134 89-18�SQUADRONS UPiJUN 12EHANGAR #5 172.CC 06.15.12 Payment 120615102559 00022136 89-19WURNETT DON\JUN 12 \HA.NGAR 43 310.00 T3I ": 07.133.12 16:20:30 Method! 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iowa City General Ledger System Revenues Detail PY 2012 Detail Reporting For the period 06.01.12 to 06.30.12 Page 93 of 130 Pa4e, 3 Trans Date Trans Type Report# hoar. "e ne'suipt.on Debit Credit - ---- - ----- 7509 Airport ICGNTINU_-< ----- ----- ------ - ----- -------- ------ --------- ------------- - - - - -- ------ - - - - -- ------ - - - - -- 5601)7 Airport Operations (.001dTINUED',. 332267 Building /Room Rental jCONTINUEDI� 06.15.12 Payment 120615102559 00022156 89-21} WANSON NAOMI'tJUN 12iHA`IGER 144.00 06.15.12 Payment 120615102559 00022172 89- 26�C0HN GARY�JUN 12�HANGAR #41 172,00 06.15.12 Payment 120615102559 00022175 89- 28�MBADE JAMBS NAJUN 12\HANGAP. 172.00 06.19.12 Payment 120619093444 00021632 1- 17'FULL JERRY \APR 12\HANGAR 445 204,80 06,19,12 Payment 120619093444 00022117 1- 11�ROHR BRIAN\JUN 12�HANGAR 421 151.80 ,6.21.122 Payment 120b2108581U 00022113 1 2U1,NE IA PHfS THBRPY ASSOCI,JUN 12 272,0 "v 06,25.12 Payment 120625090956 06622015 1- 10\1899PHRU TODD a vUL_RyoUN 12\ 14;,,0 06. "8.12 Payment 120628092160 00022;45 2- 9\,SCHMEISE3 RUSBiJUL 12\HANGAR ti 269.7:1 06.29.12 Payment 120629091640 000221}43 2- 5'\116226N INO T,I 12\HANGAR 449 1;2.00 Total Building /Room Rental 384900 Other Commissions 06.14.12 Misc Pymt 120614092131 Total Other Commissions 353120 General Levy 06.34.12 Joarral Total General Levv 1- 14AASTERN AVIATION FUELS\FUEL CO 120615113137 210125 ?tax to lirportiJene Bndgetea Opera 20077.50 1595.20 ------- --------- --- 1595.20 8333.33 Total Airport Operations 30762.70 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 94 of 130 TRID: 07.13.12 16:20:30 Method: 4 Page: 4 Iowa City General Ledger System Revenues Detail FY 2012 Detail Reporting For the period 06.01.12 to 06.30.12 Trans Date Trans Type Report# Source Description Debit Credit ----- - - - - -- ---- - - - - -- ------ - - - - -- -- - - - - -- ----------------------------- - - - - -- ------ - - - - -- -- -- -------- 1600 Airport (CONTINUED) 560100 Airport Operations (CONTINUED; -- -- -- - - - -- ---------- Total Airport 30762.70 TRID: V.13.12 16:20:30 Method: d Airport Commission Meeting Agenda And Information Packet July 19, 2012 Iona City General Ledger System Revenues Detail F1 2012 Detail Reporting For the period 06.01.12 to 06.30.12 Trans Date Trans Type Report# Source Description ----- - - - - -- ---- - - -- -- ------ --- --- -- --- - -- ----------------------- 76CC Airyort (COHTIHUED) 560100 Airport Operations (CONTINUED) xk: GRAND TOTAL + +* Page 95 of 130 ?age: S Debit Credit --------- ----- - ------ --- --- -- ---- !1 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 96 of 130 PURCHASING POLICY MANUAL 11 1 '',w CITY OF IOWA CITY Last revised: April 17, 2012 SECTION I SECTION II SECTION III SECTION IV SECTION V Airport Commission Meeting Agenda And Information Packet July 19, 2012 INTRODUCTION Purpose Employee Responsibility Waivers /Changes to the Manual Authority to Purchase Signature Approval Requirements PURCHASING DIVISION Mission Statement Role of the Purchasing Division Objectives of Purchasing Purchasing Cycle Copiers and Fax Machines Purchasing Staff Page 97 of 130 TABLE OF CONTENTS Page 3 Page 3 Page 3 Pages 3 -4 Pages 4 -6 Page 7 Page 7 Pages 7 -8 Pages 8 -9 Page 9 Page 9 I,N 11KOADOIDI ►YII, Role II Dim A DIM pill 111 0 to0 :IAD691(0017.1 Types of Solicitations Page 10 Methods of Solicitation Pages 10 -11 Dollar Thresholds Pages 11 -12 Public Improvement Definition and Procurement Page 13 Advertising Public Bids and Request for Proposals Page 13 Surplus Equipment Transfer /Disposal Page 13 EXCEPTIONS TO COMPETITIVE PURCHASING Emergency Purchases Sole Source Cooperative Purchasing Page 14 Pages 14 -15 Page 15 INFORMATION TECHNOLOGY PROCUREMENT POLICY Purpose Page 16 Responsibility Page 16 Procedures Pages 16 -17 SECTION VI LEGAL REQUIREMENTS Gratuities/ Gift Law Page 18 Prohibited Interest in Public Contracts Policy Page 18 Local Preference Policy Page 18 -19 State and Federal Funding Page 19 Donated Funds Page 19 Professional and Technical Service Contracts Pages 19 -20 Record Retention Page 20 Public Record Page 20 SECTION VII REQUIRED DOCUMENTS FOR CITY PURCHASES Purchase Requisition Page 21 Purchase Order Page 21 Tax Exempt Certificate Page 21 General Terms and Conditions Document Page 21 Contract Compliance Document Page 21 Insurance Certificate Pages 21 -22 Security Bonds, Liquidated Damage Provisions, and Contract Incentives Pages 22 -24 SECTION VIII Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 98 of 130 SHIPPING & PAYMENT TERMS FOR CITY PURCHASES Shipping Terms Page 25 Payment Terms Page 26 SECTION IX PURCHASING TERMS AND DEFINITIONS Pages 27 -29 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 99 of 130 SECTION L INTRODUCTION A. Purpose The purpose of this manual is to define the City of Iowa City's purchasing policies in order to establish uniform purchasing practices throughout the City's departments and divisions. The policies defined in this manual are to encourage competition while promoting fair and equitable treatment of individuals who participate in the procurement process. In the event there is a separate funding authority with its own procurement policy, the departments and divisions shall follow both the funding authority's rules, as well as the City's purchasing policies. If they conflict, the more stringent policy shall prevail. The Iowa City Public Library and Iowa City Airport are managed by their own separate governing bodies and adopt their own purchasing policies. All other City entities are governed by this Purchasing Manual. All Public Improvement projects are managed by the City's Engineering Division, instead of the Purchasing Division, and are subject to all requirements of Iowa Code. Non - Public Improvement procurements made by the Engineering Division remain subject to the Purchasing Manual. B. EmploveeResponsibility It is the individual responsibility of each employee involved in the procurement process to understand the intent and the meaning of the policies and the procedures stated in this manual. If there is any question or concern relative to either the policies or procedures, or the ability of the employee to respond effectively to the requirements of the procedures, then it is the responsibility of the employee to bring it to the attention of the Purchasing Agent immediately. Employees failing to follow the purchasing policies may be subject to discipline. C. Waivers/ Changes to the Manual The City Manager may, for good reason consistent with the purposes of these policies, allow a purchase that is not in compliance with these policies if the waiver is not inconsistent with applicable law. The City Manager or designee may amend this Purchasing Manual to reflect City Council action. Any other change to the manual must be approved by the City Council. D. Authority to Purchase City Council Any spending authority not delegated by City Council is retained by City Council. The City Council determines expenditure levels through the formulation and approval of an Annual Operating Budget and Capital Improvements Program. In performing this policy - making function, the City Council establishes a set of goals, priorities, and performance standards which the City organization directs its collective efforts toward accomplishing. The adoption of the Annual Operating Budget is the approval of a level of expenditures necessary to accomplish the goals and objectives that have been established by each City program. With the exception of specific statutory requirements for Public Improvements, and subject to the limitations imposed by Council resolution on City Manager spending authority, no further Council action is required to initiate purchases within the budget (See Section III (D) of the Purchasing Policy Manual for more on Public Improvements). However, it is intended that the City Council will approve final disbursement of all public funds, as well as specific changes in program funding levels, upon the recommendation of the City Manager. Pursuant to a passed resolution, Council may designate an employee to sign a contract. As a general rule, all contracts and other transactions with other public bodies, such as Johnson County, the State of Iowa, or the United States government, are subject to City Council Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 100 of 130 approval. Also, it should be noted that there may be additional requirements for certain transactions that would dictate deviation from these rules. Citv Manager The City Manager is delegated the responsibility by the City Council to carry out the policy, direction, and goals of the City Council. It is his /her responsibility to manage the Annual Operating Budget in such a way that the goals and priorities of the City Council are accomplished. All recommendations for changes in general purchasing policy will be made with the prior approval of the City Manager. Departments City Departments are responsible for meeting the goals and objectives established by City Council and the City Manager, and are provided budget funds to meet these goals. With the approval of the Director of Finance and the concurrence of the City Manager, departments may initiate internal reallocation of their budget funds as needed within the guidelines established by the Finance Department. Although the City Council has established goals and levels of expenditures for each program, appropriation is not a permit nor a directive to expend funds unless the need for the item continues to exist at the time for purchase and the price of the item is within the parameters of the budget In addition, these criteria must be weighed ultimately against the unavailability of funds and the relationship of the department goals to the overall City priorities. For proper management control, it is necessary that expenditures be authorized prior to purchase. This authorization will be in the form of a signature on a purchase requisition, check request, or other approved forms for goods and services in question. In instances where additional justification is required, an interdepartmental memorandum, budget revision, or budget amendment form will be required. Note: Budget authorization for the expenditure of funds does not negate a department's responsibility to follow the City's purchasing policies and bid thresholds stated within this manual. E. Sianature Approval Requirements The following describes the signature approval required for the purchase and payment of different categories of procurement. The guidelines listed below address only the signatures required — not whether the project needs to go out for quote, bid, or REP. Those guidelines are listed in Section III of the Purchasing Manual. The Department must have budget authorization prior to any procurement Resolution No. 12 -190, passed April 17, 2012, addresses the dollar thresholds laid out below. 1.) Commodities, Operational Services, and Capital Outlav Expenditures of $20,000 or less: Appropriate Department Director or designee signature required. Expenditures greater than $20,000, but no greater than $150,000: Appropriate Department Director and City Manager or designee signatures required. Expenditures greater than $150,000: Appropriate Department Director and City Manager or designee signatures as well as City Council approval required via signed resolution. Because rock salt is typically purchased through the cooperative bidding process through the Iowa Department of Transportation, and the time period between DOT notification and the deadline for City commitment is shorter than would allow City Council approval, the City Manager is granted signature authority for the 4 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 101 of 130 purchase and payment of rock salt through the DOT contract, even if that purchase exceeds $150,000. 2.) Professional and Technical Services Professional and Technical Services include services provided by consultants or individuals or organizations possessing a high degree of technical skill, such as lawyers, physicians, architects, and engineers. The requested services may include information, professional advice, training, or direct assistance. Contractors working within trades, such as plumbing, electrical services, and I VAC are considered as providing Operational Services, not Professional and Technical Services. It is the responsibility of the requesting department to confirm that the contractor possesses the skills required to pertomi the job. Cost remains an important consideration in securing Professional and Technical Services. Department Directors must confirm that the service provider does not appear on the Prohibited Interest List, maintained by the Accounting Division. Written contracts should contain the Prohibited Interest in Public Contracts Policy language, found on page 18. Any procurement of Professional or Technical Services in excess of $10,000 must take the form of a written contract. All written Professional and Technical Service Contracts, regardless of dollar value, must be approved by the City Attorney's Office before services can begin. Professional and Technical Service Contracts of $20,000 or less: Appropriate Department Director signature, and signed contract approval by the City Attorney's Office required. Contracts under $10,000 need not be in writing. Professional and Technical Service Contracts over $20,000, but no greater than $50,000: City Manager or designee and appropriate Department Director signatures, and signed contract approval by the City Attorney's Office required. Professional and Technical Service Contracts of greater than $50,000: City Manager and appropriate Department Director signatures, signed contract approval by the City Attorney's Office, and approval by the City Council required. 3.) Lease of Real Property or Rental of Equipment from Another Partv for More than One Year City Council signature approval is required for any lease of real property from another party for more than one year. City Manager signature approval and Department Director approval is required for the leasing or rental of equipment for more than one year. All written lease contracts for real property or rental of equipment from another party must be reviewed and approved by the City Attorney's Office. For any lease longer than one year for either real property or equipment rental, a copy of the signed lease should be forwarded to the Accounting division. The City allows the leasing or rental of equipment or building(s) if all of the following requirements are met: 1. Funds are budgeted and available to the requesting department; and 2. The period of time involved does not extend beyond fund availability; and 3. It is not the intent of the initial rental to transition into a lease /purchase option. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 102 of 130 Tyne of Procurement Signatures Required * With the exception of DOT rock salt contracts, for which no City Council approval is required. City Council City Manager or Desi nee Department Director or Designee Commodities, Operational Services, Capital Outlay, and Lease of Real Property or Rental of Equipment for one year or less: Expenditures of $20,000 or less X Expenditures greater than $20,000, but no greater than $150,000 X X Expenditures greater than $150,000 X. X X Professional and Technical Services: Expenditures of $20,000 or less X Expenditures greater than $20,000, but no greater than $50,000 X X Expenditures greater than $50,000 X X X Lease of Real Property or Rental of Equipment for More than One Year: Real Property leased from another party X X X Rental of Equipment X X * With the exception of DOT rock salt contracts, for which no City Council approval is required. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 103 of 130 SECTION IL PURCHASING DIVISION A. Mission Statement To provide quality service to City departments, protect the City's legal interests, and act responsibly on behalf of the public by maintaining the integrity of the City's procurement system through the encouragement of open competition and the impartial and fair treatment of vendors. B. Role of the Purchasing Division The Purchasing Division is a division of the Finance Department and is under the direction and supervision of the Director of Finance. The role of the Purchasing Division is to provide assistance to City employees in the purchase of commodities and/or services, the disposition of surplus property, and the processing and delivery of City mail. In addition, the Purchasing Division provides information to the general public regarding the operation of the City and its departments. The main responsibilities of Purchasing include: 1.) Assisting departments in the preparation of bid and request for proposal documents. 2.) Reviewing bid and request for proposal documents for conformance to City, state, and federal requirements. 3.) Coordinating the issuance and advertisement of requests for competitive sealed bids and request for proposals. 4.) Assisting bidders with questions regarding bids and request for proposals. 5.) Opening sealed bids at public bid openings (Bids that are prepared by the Purchasing Division). 6.) Opening sealed proposals and coordinating the evaluation process. 7.) Providing recommendations for contract awards. 8.) Completing the required documents and securing the appropriate signatures to make an award. 9.) Assisting departments in the administration of vendor contracts. 10.)Assisting departments with the informal competitive bidding process. 11.)Disposing of surplus property by transfer between departments, by competitive sale, or by issuance to a nonprofit organization. 12.)Assisting departments with mail procedure questions. 13.)Informing departments of any changes that occur within the postal industry. C. Objectives of Purchasing To assist City Departments with their purchasing needs by: 1.) Complying with all applicable state and federal laws. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 104 of 130 2.) Encouraging fair and open competition among vendors through negotiation, competitive bidding and contract buying. 3.) Developing a cooperative relationship between the Purchasing Staff and the vendor and between the department and the vendor. 4.) Assisting in the preparation of the documents required to purchase commodities and services that meet all user specifications. 5.) Providing the necessary terms and conditions and contract language to protect the City from unforeseen contractual issues and/or risk management issues. 6.) Insuring timely delivery of the products and services at the right price. 7.) Providing current information on new products and services, alternative materials and costs. 8.) Insuring that Purchase Orders and contracts contain all necessary conditions such as quantities, warranties, shipping instructions, f.o.b. points, liability and indemnification terms, credit terms, and discounts allowed. 9.) Maintaining adequate records, files of vendors, and catalogs. 10.)Participating in established cooperative purchasing programs and contracts with other government entities. D. Purchasing Cvcle The purchasing cycle consists of four basic steps. The steps are listed below to provide guidance to departments and define the Purchasing Division's involvement in the procurement of goods and services for the City. 1.) Requirements Determination The need for a good or service is recognized by the department. 2.) Procurement Decision The method of purchase is determined based on the dollar value and the type of good or service being purchased. If the Purchasing Division's assistance is required (see bid guidelines), the department or division contacts the Purchasing Division with the requirements. 3.) Procurement Process a. The Purchasing Division works with the department to create a request for quote, request for bid or request for proposal. b. The Purchasing Division posts the solicitation to the City's website and contacts vendors to confirm that they have received the e -mail notification of the posting. c. The Purchasing Division, with the collaboration of the department, serves as a single point of contact for vendors with questions, assuring a uniform distribution of information to all interested vendors. d. With the approval of the City Manager, the Purchasing Division may create a pre - qualification program for vendors in certain classes of procurement. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 105 of 130 e. Responses (bid or proposal submittal) to the solicitation are received through the City Clerk's office where they are time and date stamped. f All bids are publicly opened by the Purchasing Division. If the solicitation is a request for proposal, the Purchasing Division will review all proposals received for completeness and adherence to the specifications of the solicitation. The proposals that are determined to be complete will be distributed to the evaluation committee for review (see Request for Proposal description, Section III, for proposal guidelines). The City reserves the right to reject any incomplete bid or proposal, or all bids or proposals, in the event the City determines none of them sufficiently meet the City's needs. g. The Purchasing Division tabulates the responses and forwards the tabulation to the department for approval of the award recommendation and signature. It. The Purchasing Division makes an award once appropriate signatures have been received and required documents have been submitted by the vendor receiving the award. The City Attorney's office must approve the general terms and conditions that are included in city contracts. Any contract not utilizing our terms and conditions must be approved and signed by the City Attorney's Office. i. The Purchasing Division prepares the Purchase Order /contract and sends it to the awarded vendor for execution. 4.) Contract Administration a. The Purchasing Division administers the contract, including assisting with any service, quality, or delivery issues that occur during the contract period. The Purchasing Division involves the City Attorney's Office as needed. b. The Purchasing Division assists the department with contract renewal. E. Copiers & Fax Machines In addition to the responsibilities listed above, the Purchasing Division is responsible for procuring and maintaining the City's inventory of photocopiers and fax machines. F. Purchasing Staff The Purchasing Division includes staff certified in the Public Procurement Profession. City employees requiring assistance with purchasing issues can contact the Purchasing Division at 356 -5078. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 106 of 130 SECTION III. PROCUREMENT PROCEDURES AND DOLLAR THRESHOLDS A. Types of Solicitations 1.) Informal Competitive Procedure: A competitive selection process in which the user department or the Purchasing Division makes an effort to contact at least three prospective and qualified vendors to provide a telephone or written quote for the required goods and /or services. 2.) Formal Competitive Procedure: A competitive selection process in which the Purchasing Division or the Public Works Department issues a solicitation (request for bid or request for proposal) for goods and/or services. The formal procedures include the manner and condition in which bids or proposals are received; and the procedure by which bids or proposals are opened, evaluated, and rejected or awarded. B. Methods of Solicitation The method of procurement for City departments shall be in accordance with the Purchasing Manual and shall consider the nature and circumstances of the specific procurement. The methods of procurement are listed below. 1.) Request for Bid (RFB) A Request for Bid is a formal method used to solicit competitive sealed bids for a good and/or operational service valued at greater than $20,000. Professional Services are typically put out for Request for Proposal. A bid is submitted to the City Clerk's office in a sealed envelope and is not opened until a specified time and date, otherwise known as a public bid opening. Award of the bid is made to the lowest responsible and responsive bidder meeting the standards, specifications, and terms and conditions contained within the solicitation. Bids not received by the stated due date and time will be rejected. 2.) Request for Proposal (RFP) A Request for Proposal is a formal method used to solicit competitive sealed proposals that includes all of the information contained within a bid as well as other criteria for evaluation. This form of solicitation is not evaluated on price alone; criteria including, but not limited to, the following may be used in evaluating proposals: the quality of the product or service, company responsibility and history, references, financial stability, technical expertise, warranties and guarantees, price, compliance with the specifications, management/customer service, and contract terms. The criteria used and the value placed on the criteria will depend on the goods and/or the services solicited. Proposals are received by the City Clerk's office; proposals received after the due date and time may be rejected. The Purchasing Division reviews the submitted proposals to make sure that they are complete. Only those proposals that are considered complete, otherwise known as responsive, are dispersed to an evaluation committee. The evaluation committee, which will consist of representatives from the the department making the purchase and other representatives appointed by the department, will receive the complete proposals with oral and written instructions from the Purchasing Division regarding the evaluation process. The evaluation committee may elect to meet as a group before the evaluation process begins. All proposals will be evaluated on an individual basis. Several scoring /evaluation methods, including a committee average, weighted scores, and pass -fail criteria, may be used to evaluate the proposals. During the evaluation process each committee 10 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 107 of 130 member must keep an individual tabulation and notes of how he /she arrived at his/her decision. Once the evaluation committee has reviewed and scored the proposals, the evaluation committee may meet to discuss the proposals and the evaluations. During this time, items in question will be discussed. The evaluation committee may decide to make an award or elect to request clarification on the proposals. During this time, all contact with the vendor will be conducted solely through the Purchasing Division's point of contact, and responses will be presented in writing to the committee. The evaluation committee may also request an oral presentation to assist with the final decision to award. Once a recommendation for award has been made and it has been determined that the prospective awardee has met the standards, specifications, and terms and conditions contained within the solicitation, the Purchasing Division will route the recommendation for authorized signature approval. After required signature approval has been received, the Purchasing Division will send a letter announcing the award to all of the vendors who have submitted a proposal. The Purchasing Division will then secure the appropriate documents from the selected vendor and issue a Purchase Order for the contract Note: During the RFP process all information, including, but not limited to the submitted proposals, will be kept confidential until a formal award has been made by the Purchasing Division. 3.) Request for Quote (RFQ) A Request for Quote is an informal method of solicitation. The buyer will seek a minimum of three quotations and an award will be made to the vendor who provides the quote with the best combination of cost and quality for the specified good or service (See the bid threshold chart for the dollar amounts that apply to telephone quotes and written quotes, page 12). C. Dollar Thresholds (EXCLUDING PUBLIC IMPROVEMENTS) The following chart is intended to provide departments with guidelines to follow based on the dollar value of the goods and /or services being purchased. As noted in the chart, the Purchasing Division will also provide assistance to departments upon request for purchases that fall below the formal bid threshold. Note: Freight, handling, and installation costs are included in all dollar limits stated above. Note: City departments are strictly prohibited from dividing purchases into separate parts in order to avoid the bid threshold requirements listed in the following chart. 11 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 108 of 130 Dollar Value of Purchase Method of Procurement Documentation Required Commodities, Operational Services, Capital Outlay, and Rental of Equipment: $5,000 or less No set procurement procedure: Proper Signature Authority Pricing obtained must be reasonable. Greater than $5,000 but no greater Informal Competitive Procedure: City employee (purchaser) must than $20,000 Minimum of 3 Telephone or document the date, name of the Written Quotes. company, name of company representative, description of good Note: Upon request from the internal and/or service (manufacturer, model department, the Purchasing Division #, dimensions, etc.), delivery date, will obtain quotes for goods or freight, terns, and dollar amount. services in this dollar range. All documentation regarding the informal quotation must be kept by the purchaser for audit purposes. Proper Signature Authority Greater than $20,000 Competitive Bidding Procedure: Formal Bid/Request for Proposal Formal Sealed Bid/Request for Document Proposal through Purchasing Division or Public Works Department. Proper Signature Authority Professional and Technical Services: $10,000 or less No set procurement procedure: Proper Signature Authority Pricing obtained should be reasonable. Greater than $10,000 but no greater Informal Competitive Procedure: City employee (purchaser) must than $50,000 Minimum of 3 written proposals. document the date, name of the company, name of company Note: Upon request from the internal representative, company department, the Purchasing Division qualifications, description of service will obtain quotes for goods or to be provided, completion date, and services in this dollar range. payment terms. All documentation regarding the informal quotation must be kept by the purchaser for audit purposes. Proper Signature Authority Greater than $50,000 Competitive Bidding Procedure: Formal Bid/Request for Proposal Formal Sealed Bid/Request for Document Proposal through Purchasing Division or Public Works Department. Proper Signature Authority 12 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 109 of 130 D. Public Improvement Definition and Procurement This section defines the procurement procedures for public improvement projects, which differ significantly from the procedures used to procure goods and /or services. A public improvement is defined as, "a building or construction work, which is constructed under the control of a governmental entity and is paid for in whole or in part with funds of the government entity, including a building or improvement constructed or operated jointly with any other public or private agency. This definition is entirely controlled by Iowa Code Section 26.2 (3) (2011), as amended, and features some exclusions, including, but not limited to, emergency work or repair or maintenance work performed by employees of a governmental entity; and construction or repair or maintenance work performed for a city utility by its employees. If the procurement meets the definition of a public improvement project, or there is a question whether the project qualifies as a public improvement project, acquiring departments should consult with the City Attorney's Office for direction. Note: Under Iowa Code Section 26.5, departments are prohibited from dividing the project into separate parts in order to avoid the threshold requirements. All Public Improvement projects are managed by the City's Engineering Division, instead of the Purchasing Division, and are subject to all requirements of Iowa Code. Non - Public Improvement procurements made by the Engineering Division remain subject to the Purchasing Manual. E. Advertising Public Bids and Request for Proposals - City of Iowa Citv Website With the emergence of electronic procurement, the City of Iowa City's public website has become one of the main advertising resources for formal bid and proposal solicitations. The Purchasing Division utilizes the website to post Request for Proposals, Request for Bids, addendums, and bid results for commodities, services, vehicles and equipment, and construction projects. The Purchasing Division will use their discretion in determining other appropriate methods of advertising bid and proposal solicitations. F. Surplus Equipment Transfer/Disposal If a department no longer has a use for surplus vehicles and equipment, including, but not limited to, office furniture, heavy equipment, and computer equipment, the department should contact the Purchasing Division to assist with transfer or disposal. The Purchasing Division may contact other City divisions to determine whether they may have use for the surplus equipment. If no City department has use for the item, the Purchasing Division may dispose of it through public bidding (on- line), sealed bidding, the sale or transfer to other governmental agencies, or through donation or sale to a non - profit organization. The department requesting the transfer /disposal of the equipment shall provide the Purchasing Division with a description of the item (color, measurements), make, model, serial number, condition of the item, and any other pertinent information required to assist with transfer /disposal. 13 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 110 of 130 SECTION IV. EXCEPTIONS TO COMPETITIVE PURCHASING All procurements that are exempt from the competitive process must have appropriate justification for exemption. The department initiating the purchase must complete a form for exemption from the bidding procedures before the purchase is made. The form can be obtained from the Purchasing Division. Once the form has been completed by the department and signed by the department director, the department should forward the form to the Purchasing Division. The Purchasing Division and the City Attorney's office will review the completed form. The department may proceed with the purchase once the Purchasing Division, City Attorney's Office, the Finance Director, and the City Manager or designee have approved the form. Documentation of the justification must be kept on file by the department initiating the purchase. The justification and the record of purchase shall be available for public inspection. Departments completing a purchase requisition for this type of procurement must attach the approved form for exemption to the purchase requisition before sending it to Purchasing for a purchase order number. Note: Even though a purchase may be exempt from the competitive purchasing requirements the department shall make a conscious effort to obtain the best pricing though price comparisons and /or negotiations with the selected supplier. It is the department's responsibility to obtain a fair and reasonable price, investigate the vendor's qualifications and any other information pertinent to the procurement while thoroughly documenting the process. In addition, if a department's purchase is deemed to be exempt from the competitive purchasing procedures, the department will be responsible for securing all of the required documents from the vendor before making the purchase (see Section VII. Required Documents for City Purchases). The following procurements are exempt from the competitive purchasing process: A. EmeraencyPurchases An Emergency Purchase may be exempt from the competitive bidding process when the purchase is made due to an unexpected and urgent request, where health and safety or the conservation of public resources is at risk. The use of this process is greatly discouraged, and should be utilized only when absolutely necessary. Before proceeding with an emergency purchase, the department requiring the commodity or service must receive written approval from the City Manager or designee. Within two (2) weeks of the emergency purchase, the department making the purchase must complete an "Emergency Purchase Form" available from the Purchasing Division, and return it to the Purchasing Division. Copies will be distributed to the City Manager, the Finance Director, and the Department Director. B. Sole Source In general, all purchases shall be made on a competitive basis. However, there may be a reason to request a Sole Source purchase. This means that there is only one product or service that meets the department's needs, and there is only one vendor offering the product or service. In this situation, the individual requesting the purchase must complete a "Sole Source Procurement Request" form (contact the Purchasing Division to receive a copy of the form) and return it to the Purchasing Agent for approval by City Manager or designee. 14 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 111 of 130 Examples of a Sole Source procurement include: 1.) Items which must be compatible with existing equipment or systems and are available only from the original manufacturer or an exclusive distributor. 2.) Services that can be provided by only one source due to nature of the equipment requiring service (proprietary equipment features). 3.) Items that have specific features or are related to a specific geographic location that are available from only one source, by virtue of experience, expertise, proximity, or ownership of intellectual property rights. 4.) Items or services of information technology for which there are compatibility considerations, or the purchase would prevent voidance or termination of a warranty, or the purchase would prevent default under contract or other obligations. 5.) The Federal government or other government provider of funds for the items or services being purchased has imposed clear and specific restrictions on the use of the funds in a way that restricts the procurement to only one vendor. Situations when a Sole Source procurement is not appropriate: 1.) Only one specific make or model of an item will work, but it's available from at least two different vendors. Under these circumstances, bid out the item. 2.) Only one specific make or model of an item will work, and only one installer is available to install it, but the installer can still install the item if it is purchased from other vendors. Under these circumstances, bid out the item, and have the installer perform the installation. 3.) The Department really prefers one model, but at least one other model will perform adequately. Under these circumstances, consider an RFP, where the reason for the Department's preference for the first model will be strongly considered in evaluating the proposals. 4.) The item or service is available from two vendors, one who has done unsatisfactory work for the City, and one who has done good work for the City. Unless the unsatisfactory vendor's past work has been thoroughly documented, and is bad enough to warrant deeming them an "irresponsible bidder ", this vendor must be allowed to bid. In this event, consider an RFP to take into account prior work quality. C. CooperativePurchasina "Piggybacking ", a form of cooperative purchasing, allows government and goverriment- related agencies to utilize existing purchasing contracts or agreements from other government entities. This type of purchasing is a competitive form of procurement that combines the requirements of two or more agencies in order to reduce administrative expenses and obtain better pricing based on volume discounts. In order for a government agency to participate in this form of cooperative purchasing, the following criteria must exist: 1.) The purchasing contract must be current. 2.) The purchasing contract must be the result of a formal competitive process. 3.) The government agency administering the contract must be willing to allow participation on behalf of other government agencies (note: participation may be limited to specific government agencies based on location, etc.). 4.) The government agency taking advantage of the existing contract must purchase the same products identified in the contract. 5.) If the cooperative purchasing contract is a regional contract, the state of the governrnent agency requesting participation must have signed a contract to participate. 15 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 112 of 130 SECTION V. INFORMATION TECHNOLOGY PROCUREMENT POLICY A. Purpose 1.) To establish requirements for procurement of information technology goods and services for all Departments. 2.) To ensure that the City's purchases of information technology goods and services meet the necessary requirements for network connectivity, security and compliance. 3.) To ensure that contracts for procurement of information technology goods and services are written and documented with clear, complete and technically accurate specifications and/or Scope of Work, and that all such contracts, including all documents incorporated by reference as part of such contracts, are readily available for reference to ensure that vendors are providing the goods and services promised, and in case of a contract dispute. 4.) To establish collaboration between the City's Information Technology Services Division (ITS) and the Purchasing division, unless other arrangements are made ahead of time, to ensure the smooth acceptance and installation of information technology. 5.) To ensure that all information technology procurements follow the regulations and policies related to City procurement. This policy may be modified by Administrative Regulation approved, in writing, by the City Manager. 6.) To protect the City against loss following vendor default or failure. B. Responsibilitv All City departments and divisions shall comply with the policies and procedures in this regulation. C. Procedures 1.) Hardware and Software Purchases and Related Maintenance Agreements. The department initiating the procurement of information technology goods and services, shall submit a "Hardware /Software Recommendation" form to the ITS Help Desk for evaluation and assistance. In the case of information technology goods and services which are not linked to the City's computer network, and which are not supported by ITS, the initiating Department may inform ITS of its intended procurement via e -mail or memo, rather than by submitting a Hardware /Software Recommendation form. [ITS may request additional information from the initiating department if the intended procurement raises concerns as to connectivity, security, alternative procurement that may be less expensive or more efficient, or other issues of concern to ITS. ITS will offer all assistance that is appropriate.] ITS shall provide assistance in the development of specifications for hardware and software needs and development of a Scope of Work ( "SOW ") for related maintenance agreements. ITS approval is required for any Information Technology procurement. If ITS does not approve a purchase, the Department must seek review and approval by the City Manager, regardless of dollar amount, in order to proceed. 2.) IT Consulting Services. ITS will assist the initiating department in the development of the SOW. A preliminary SOW will be submitted to ITS, and ITS will either recommend the SOW be accomplished with in -house resources, or the procurement of an outside source. If outsource procurement is required, ITS will assist the initiating department in defining outsource requirements. The initiating department will submit a "Request to Retain Outside Consultant" form. 16 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 113 of 130 3.) The Purchasing Division will prepare the appropriate contract, if required, between the City and the vendor, which Purchasing Division or end user will submit to the City Attorney's Office for approval. Payment in arrears will be encouraged if at all possible. 4.) Departments will submit computer - related requests through ITS for review prior to P- Card purchases. ITS will submit requisitions to the Purchasing Division for approval and issue of any necessary purchase orders. ITS will review the computer- related requisitions and either return it to the initiating department with comments and/or recommendations, or forward the completed requisition to the Purchasing Division. 5.) Unless otherwise specified by ITS, all information technology equipment will be delivered to ITS, and ITS will be responsible to track and verify satisfactory receipt of equipment. If the delivery is made directly to the initiating department, the department will immediately alert ITS of the equipmenPs arrival for inventory tracking purposes. 17 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 114 of 130 SECTION VI. LEGAL REQUIREMENTS A. Gratuities/ Gift Law As stated in Iowa Code section 6813.22, (2011), as amended, the "Gift Law" prohibits officials, employees, candidates, or their immediate family members from receiving or soliciting gifts from a person who is or is seeking to be a party to a sale, purchase, lease, or contract with the City. Gifts from such restricted donors may be accepted only if they are worth $3.00 or less. Additional exceptions can be found in Iowa Code Section 68B.22(4), (2011) as amended, but should not be exercised without the approval of the City Attorney's Office. B. Prohibited Interest in Public Contracts Policv Pursuant to Iowa Code Section 362.5 (2011), as amended, a city officer or employee shall not have an interest, direct or indirect, in any contract or job of work or material or the profits thereof or services to be furnished or performed for the City. "City officer or employee" includes all employees, as well as members of the City Council and all City boards and commissions. With respect to "direct or indirect" interest, the City presumes a City officer or employee has shared financial interest with any of the following persons: • The spouse of a City officer or employee. • Any person eligible to register as a domestic partner, as defined in Iowa City Code 2 -6- 2, as amended, of a City officer or employee. • The unemancipated child of a City officer or employee. • The parent of a City officer or employee, if the City officer or employee is an unemancipated child. It is prohibited for any City officer or employee to participate, directly or indirectly, in a procurement when the City officer or employee is aware that: Any City officer or employee, directly or indirectly, has a financial interest pertaining to the procurement. Any other person, business, or organization with which a City officer or employee, directly or indirectly, is negotiating or has an arrangement concerning prospective employment is involved in the procurement. Before proceeding with a purchase, the department procuring the goods or services must confirm the vendor is not on the Prohibited Vendor list, as maintained by the Accounting Division. Some exceptions apply, but no procurement may be made from a Prohibited Vendor without the written approval of the City Attorney's Office. Procurements made in violation of this policy may result in disciplinary action and /or criminal charges under Iowa Code Section 362.5. C. Local Preference Preference may be given to local businesses or vendors that have a business located within Johnson County. This includes branch operations and franchises. Cost and other considerations being equal, local businesses shall be given first consideration for the purchase of goods or services. A local business or vendor that submits a quote or bid by the established deadline falling within 5% of the lowest bid will have the opportunity to match the lowest price submitted, but only if that price was submitted by a non -local vendor. 18 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 115 of 130 In this instance, the City representative responsible for issuing the solicitation will contact the local vendor /business that has fallen within the 5% threshold to request a price match. The business /vendor will have a twenty -four hour period to submit a written price match to the City representative. If more than one local business /vendor meets the criteria above, each local vendor will be given forty -eight hours to submit a lower bid in writing. All revised bids must be at or lower than the original lowest bid. At the close of the forty-eight hour period, the contract will be awarded to the lowest bidder, local or otherwise. In the event of a tie, the local vendor will be awarded the contract. If two or more local vendors tie, the award will be determined by coin flip. The local preference policy does not apply to Public Improvement projects, goods and services acquired through the Request for Proposal process, or purchases utilizing Federal Transit funds or Federal funding. D. State and Federal Funding The purchasing policies stated in this manual are not preempted by the requirements for state and federal grants unless the city requirement is inconsistent with the state or federal grant requirements, in which case departments shall follow the strictest of any applicable policy. Departments shall adhere to the City's purchasing policies and all state and federal requirements, including completion of all required documents. In addition, all applicable conditions of state or federal funding must be included in bid and proposal solicitations. E. Donated Funds Departments are required to follow the bidding policies stated in this manual unless all of the following is true: 1.) Private funds are offered to the City for procurement of good or services. 2.) The City does not contribute any funds to the procurement. 3.) Pricing is reasonable. F. Professional and Technical Service Contracts Any procurement of Professional or Technical Services in excess of $10,000 must take the form of a written contract. All written Professional and Technical Service Contracts, regardless of dollar value, must be approved by the City Attorney's Office before services can begin. The following information must be included in a written Professional and Technical Services contract: 1.) Party Designation — identification of parties. 2.) Scope of the Agreement — defines the general nature of the goods and/or services to be provided. 3.) Compensation - The compensation should be clearly defined. A fixed fee or a not -to- exceed figure is preferred. 4.) Responsibility of both parties — specifically defines the role of both parties. 5.) Commencement and Termination — defines the start date, end date, and procedures required to terminate the contract. 6.) Time Requirements — defines a schedule of when specific milestones or objectives must be met. 7.) Modification Procedures —the procedures required to make changes to the contract. 8.) Conflict of Laws (if applicable) — language that sets the agreement for what state or courts will have jurisdiction, and what law will apply. Iowa law and Johnson County, Iowa jurisdiction is strongly encouraged. 19 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 116 of 130 9.) Liability and Indemnification — defines the legal responsibility of the parties involved and the remedy for loss. Indemnification of the City should be sought from all such providers. 10.) Insurance — Coverage parameters and a monetary amount that protects against loss, damage, or liability. 11.) Equal Opportunity — policies and procedures used to ensure nondiscrimination and equal opportunity in employment. 12.) Severability - a clause that protects the remaining provisions of the agreement if one or more clauses of the agreement are declared void or unconstitutional. 13.) Acknowledgement — acceptance of the terms and conditions stated in the contract in the form of a signature by parties empowered to do so. G. Record Retention The Purchasing Division and Public Works Department, who are responsible for the procurement of goods, services, and equipment, are required to retain all written contracts, including bid and request for proposal documents, the awarded vendor's bid or proposal, and the purchase order for a period of five years. Departments procuring goods, services, and equipment through the informal quotation process, where assistance is not provided by Purchasing, are responsible for retaining documentation (including all quotes received) for a period of five years. H. Public Record Procurement information shall be recognized as public record to the extent provided by law and as set by Council Resolution 07 -260, passed August 21', 2007. However, the identity of proposers and documents received in response to a Request for Proposal may only be released to City staff prior to award of the contract. All details of contract proposals shall be kept confidential until final award of the contract. Details of contracts requiring Council approval may be disclosed as part of the Council approval process. In that event, disclosures should be limited as much as possible in order to best preserve the integrity of the procurement process. Questions regarding the potential confidentiality of documents should be directed to the City Attorney's Office. 20 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 117 of 130 SECTION VII. REQUIRED DOCUMENTS FOR CITY PURCHASES A. Purchase Requisition See Administrative Rule for instructions. The City Manager is empowered to set Administrative Rules governing Purchase Requisition documents. Administrative Rules are available on the intranet, or from the Purchasing Division. B. Purchase Order See Administrative Rule for instructions. The City Manager is empowered to set Administrative Rules governing Purchase Order documents. Administrative Rules are available on the intranet, or from the Purchasing Division. C. Tax Exempt Certificate The City is exempt from all Federal, State of Iowa, sales, and use taxes on the purchase of goods and services used by the City of Iowa City within the State of Iowa. Departments requiring a tax exemption certificate can contact the Purchasing Division for the certificate. The tax exemption certificate can also be found on the City's intranet page under Forms /Templates. Out -of -state taxes imposed on purchases of commodities and/or services which are used within another state are applicable and subject to payment. In addition, the City is not exempt from paying state excise taxes on renting rooms or local hotel/motel taxes. D. General Terms and Conditions Document The City has established a standard document of general rules and conditions that the Purchasing Division includes in all request for bids and request for proposals. The General Terms and Conditions document, which binds the bidder to applicable conditions and requirements, is a separate section within the request for bid or request for proposal document. Bidders or their authorized agents are expected to fully inform themselves as to the conditions and requirements of this document before submitting a bid or proposal. Bidders are also subject to all federal, state, and municipal laws, rules, regulations, and limitations. Note: The General Terms and Conditions document is only one section of the request for bid or request for proposal document; this document shall be used as an addition to other Purchasing documents. Changes shall not be made to the General Terms and Conditions language without the approval of the City Attorney's Office. E. Contract Compliance Document 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 anti - discrimination laws. All City contractors, subcontractors or consultants with contracts of $25,000 or more (or less, if required by another governmental agency) must complete the Contract Compliance Document and abide by the requirements of the document. Emergency contracts are exempt from this provision. F. Insurance Certificate Request for bids, request for proposals, and other agreements for the supply of some goods and services must include insurance and indemnity clauses as a means of risk management. The appropriate clauses are included in the Purchasing Division's General Term and Conditions document. The following examples are types of procurements where the vendor must provide an insurance certificate to the City: 1.) Contracts for professional or operational services to be performed for the City. 21 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 118 of 130 2.) Public Improvement Projects. 3.) Purchases of goods potentially affecting the life or safety of employees or members of the public. 4.) Purchases of goods greater than $20,000. 5.) Contracts under which the contractor will have possession of City equipment. The vendor will be required to submit a certificate of insurance prior to commencement of work. In the event services are to be provided to the City, the vendor shall also provide a certificate of insurance showing workers compensation coverage. The certificate of insurance must meet all requirements set by Administrative Rule. The City Manager is empowered to set and amend said requirements by Administrative Rule. Administrative Rules are available on the intranet, or from the Purchasing Division. G. Securitv Bonds and Liquidated Damage Provisions The following are examples of bonding requirements and provisions that may be included in a contract between the City and the vendor to assist in the completion of a project. The decision to require a bid bond or performance bond should be made after consideration of the type of procurement and potential risks of vendor failure to commence work or complete work successfully. This subject may be subject to Administrative Rule, as set by the City Manager. 1.) Bid Bond The bid security is a guarantee submitted by the vendor, accompanied by a monetary commitment, by which a third party (surety) accepts liability and guarantees that the bidder: a. Will not withdraw a bid within the period specified for acceptance. b. Will execute a written contract or honor the written acceptance of the bid/proposal as executed by the Purchasing Division/Public Works Division. c. Will furnish such bonds, insurance certifications, etc. as required by the bid documents. The bid bond, if required, is part of the initial bid or request for proposal. No bid requiring a bid bond shall be considered unless accompanied by either of the following forms of bid 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 bid, or b. A bid 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 bid. 2.) Performance Bond A performance bond is a requirement of the initial bid or request for proposal which assures that the vendor will perform under the contract. The vendor is required to furnish a bond in the amount of 100% of the contract price before the project commences. The performance bond transfers the risk of default from the vendor to a bond company and protects the public entity from loss due to the vendor's inability to complete the contract as agreed. 22 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 119 of 130 3.) Liquidated Damages & Contract Incentives Liquidated damage provisions are clauses in some contracts that require a specific predetermined sum to be paid by one party to the other in the event of breach of contract, such as late completion. It is not (and legally cannot be) a penalty. The liquidated damages sum constitutes a fair and best estimate of the actual damage suffered by a party in the event of breach by the other party. The following is a list of several possible factors to consider in determining damage figures. This should not be interpreted as an exhaustive list, as each individual contract delay breach could suggest different damages to the City or the public. • Actual monetary loss if applicable • Staff time (to finish a job, clean up after the contractor, to do anything that the contractor was supposed to do.) • Inconvenience to the public (continued detours, loss of use of facilities, etc.) • Lost opportunities (for trees to grow or other season - specific activities) • Lost revenue (such as from parking ramps, etc.) • Causing us to have to breach other contracts (does the City have to pay others liquidated damages if the City's work is not done right, or on time? Will our failure to complete a project well or on time reflect poorly on our City when trying to recruit businesses and tourism to the City ?) • Poor workmanship leading to ugly appearance, air pollution, noise pollution, odors, etc. • Any other losses contemplated The following is an example of a liquidated damages clause: Liquidated Damages A. Basis for Liquidated Damages: 1.) The City and the Contractor (Vendor, etc.) recognize that time is of the essence and that the City will suffer financial loss if the work is not completed within the times or by the dates specified in paragraph above, (or alternative date as determined by the City), as a result of (list factors contributing to the liquidated damages amount). 2.) The City and the Contractor (Vendor) recognize and agree that the delays, expense and difficulties involved in proving and litigating the actual loss suffered by the City if the work is not completed as scheduled is substantial and burdensome for both parties. 3.) Accordingly, it is intended that the Agreement between the City and the Contractor (Vendor) shall include provisions for Liquidated Damages to be paid for non - completion of the work, but not as a penalty, in accordance with the provisions outlined below. B. Terms of Liquidated Damages: 1.) Liquidated Damages in the amount of $ per day will be withheld from final payment from the City to the Contractor (Vendor) for each calendar day, or portion of a day, that expires after the dates established for project milestones in paragraph above (or alternative dates as 23 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 120 of 130 determined by the City) without the milestone or project being completed. 2.) If the Contractor (Vendor) abandons the project by words or action, Liquidated Damages in the amount of S per day will be paid by Contractor (Vendor) to the City for each day that expires after the milestone or project completion date until the project is completed by the City or the Contractor (Vendor) selected by the City to replace the Contractor (Vendor). Contract Incentives A Contract Incentive is a contract provision that provides a means to reward the Contractor (Vendor) for reaching predetermined goals to reduce cost, reach a level of performance above the level contracted for, or produce results that are beneficial and exceed contract requirements. The following is an example of a Contract Incentive Clause: For each day the Contractor (Vendor) completes the project in its entirety before the beginning of the completion date in Paragraph the City will pay the Contractor (Vendor) an additional $ 24 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 121 of 130 SECTION VIII. SHIPPING & PAYMENT TERMS FOR CITY PURCHASES A. Shiooina Terms When purchasing goods from a vendor it is important that the department understands and designates the appropriate shipping terms. The shipping terms not only determine who has the legal right to specify the carrier and the routing of any goods purchased, but they also define the point at which the City takes title of the goods, otherwise known as `Tree on board" (F.O.B.), and thus who takes the risk of damage during transit. The most common freight terms are F.O.B. destination and F.O.B. point of origin. F.O.B. destination (City of Iowa City Address) — title /ownership of the goods passes to the department when the goods have been delivered to the City. The cost of shipping and the risk of loss are borne by the vendor. The vendor is responsible for the goods until they are delivered. F.O.B. point of origin (vendor's facility) — title /ownership of the goods passes to the department at the vendor's facility. The department or division owns the goods in transit and files any claims. The department or division is responsible for the goods at the origin of shipment Note: Whether the department is making a small or large dollar purchase or signing a contract, it's pertinent that the shipping terms are carefully reviewed. The shipping terms will determine which party bears the risk of loss during transportation of the goods. For instance, if the department selects 17.0.13 destination and the goods are damaged while in transit, the department or division is not responsible for the goods since it has not accepted ownership. The following chart includes additional freight terms that may be used by the vendor and should be carefully selected by the department making the purchase. Freight Terms City Takes City Responsibilities Vendor Title of Goods Responsibilities F.O.B. Destination, At the City's facility Owns goods in transit Freight Prepaid (delivery destination) Pays freight F.O.B. Destination, At the City's facility Pays freight Owns goods in transit Freight Collect (delivery destination) F.O.B. Destination, At the City's facility Pays freight Owns goods in transit Freight Collect and (delivery destination) Deducts freight from Allowed vendor's invoice F.O.B. Point of Origin, At the point of origin or Owns goods in transit Freight Collect the vendor's facility Pays freight (factory) Files claims F.O.B. Point of Origin, At the point of origin or Owns goods in transit Pays freight Freight Prepaid the vendor's facility Files claims Adds freight to invoice facto Note: F.O.B. destination (City of Iowa City Address) is the City's preferred method of shipping since the seller maintains ownership of the goods until they are delivered. The cost of shipping (activities performed in preparation of the outgoing shipment of goods, which may include packaging, weighing, marking, loading, etc.) and the risk of loss are borne by the seller. 25 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 122 of 130 B. Payment Terms Unless otherwise specified, the City's standard payment terms designate that payment to the vendor may be made only after inspection, approval, and final acceptance of the goods or services. Procurements for construction, capital equipment, professional services and other labor intensive and/or capital intensive projects may require interim payments. Interim payments or milestone payments must be clearly defined in written form in order to eliminate confusion between the City and the vendor. Whether the City makes interim payments or makes a single payment, it is important that the department not only receives the goods or services, but performs a complete inspection and confirms that the products received or the services performed are acceptable before payment to the vendor is made. The City's ability to remedy a problem is severely hampered if we have already paid the vendor for the good or services. Advance payment or prepayment for products or services is strongly discouraged (exclusions: subscriptions, memberships). Note: Before a department signs a contract for the procurement of goods or services the payment terms must be carefully reviewed. Payment in advance is strongly discouraged. Also, the department should review the number of days specified for payment. A department should not accept payment terms of less than thirty days considering the time it takes to receive, inspect, and accept the product or service and process the paperwork for payment. 26 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 123 of 130 IX. PURCHASING TERMS AND DEFINITIONS Bid Bond: A monetary commitment (cashier's check or certified check) made by a third party to accept liability and to guarantee that the bidder will not withdraw the bid. The certified check or cashier's check will not exceed 10% of the bid price and will accompany the bid upon submittal. If an award is made and the successful bidder fails to enter into a contract with the City, the City is entitled to the entire amount of the bid bond. Bid Opening: A specified time and date where formal bids are opened and the enclosed information is publicly read. The bidder's name, price, items offered, delivery, etc. are read during the opening. Capital Asset: Assets that have a life expectancy beyond one year and a cost of $5,000.00 per item or more (examples: land, land improvement, building, equipment). Capital Outlav/Expenditure: Expenditures for acquiring land, building, equipment or other property, or for their preservation, development or permanent improvement (i.e. the acquisition or renovation of capital assets). The threshold for capital outlay is $5,000 per item or more. Purchases of goods under $5,000 per item are considered supplies. Cam: Shall mean the City of Iowa City, Iowa. Competition: The process by which two or more vendors attempt to secure the business of a third party through the offer of the most favorable price, quality, delivery terms or service. Contract: A legally binding promise, oral or in writing, enforceable by law. Emergency Purchase: A purchase made due to an unexpected and urgent request, where health and safety or the conservation of public resources is at risk. Evaluation Committee: A group or team of advisors selected to assist in recommending a vendor for a contract award. Goods: Anything purchased other than services or real property. Online Bidding: A procurement process in which an invitation for bid or request for proposal is posted electronically over the internet in a real -time, competitive bidding event. Operating Services: The furnishing of labor and time by a contractor or a vendor, which may involve to a lesser degree, the delivery or supply of products. Examples of contractors providing operational services are those working within trades, such as plumbing, electrical services, and HVAC. Professional and Technical Services are not Operational Services. Performance Bond: A bond, issued upon award of the contract, that secures the performance of all terms, conditions, and agreements stated within the contract by the vendor. A performance bond protects the buyer from the vendor's inability to complete the contract. Pre - Solicitation (Pre- Submission Conference): A meeting with prospective bidders or proposers to clarify the requirements of a contract to be put out for bid or proposal. Procurement: Purchasing, renting, leasing, or otherwise acquiring any supplies, services, or construction; includes all functions that pertain to the acquisition, description of requirements, selection and solicitation of sources, preparation and award of contract, and all phases of contract 27 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 124 of 130 administration; combining the functions of purchasing, inventory control, traffic and transportation, receiving, inspection, storekeeping, and salvage and disposal operations. Procurement/Purchasina Policv: Governing principle which establishes the general parameters for the organization to follow in carrying out its responsibility for procuring equipment, supplies and services, etc. in the most efficient and economical method possible. Professional or Technical Services: Services provided by individuals or organizations possessing a high degree of technical skill, such as lawyers, physicians, architects, engineers, and other consultants. Contractors working within trades, such as plumbing, electrical services, and HVAC are considered as providing Operational Services, not Professional and Technical services. Public Improvement: A building or construction work, which is constructed under the control of governmental entity and is paid for in whole or in part with funds of the government entity, including a building or improvement constructed or operated jointly with any other public or private agency, but excluding urban renewal, demolition, and low -rent housing projects, industrial aid projects authorized under chapter 419, emergency work or repair or maintenance work performed by employees of a governmental entity, and excluding a highway, bridge, or culvert project, and excluding construction or repair or maintenance work performed for a city utility under chapter 388 by its employees or performed for a rural water district under chapter 357A by its employees. This definition is controlled by Iowa Code, and thus will incorporate any amendments to the statutory definition. See Iowa Code Section 26.2(3) (2011), as amended, for the controlling definition. Note - highway, bridge, and culvert projects are controlled by Iowa Code chapter 314, as amended. Real Propertv: Land and its permanently affixed buildings or structures Responsible Bidder: Avendor who has the capability in all respects to fully perform the contract requirements, and the integrity and reliability which will assure good faith performance. Responsive Bidder: A vendor who submits a bid or proposal that fully conforms to all requirements contained within the solicitation. Request for Bid: A formal method used to procure a specific requirement (goods /services). A Request for Bid requires the submission of sealed bids and a public bid opening. Award is made to the lowest responsible and responsive bidder meeting the standards, specifications, and terms and conditions contained within the solicitation. Request for Proposal: A formal procurement method similar to a Request for Bid, except that factors other than price (such as quality, timeliness, experience, ability to meet specifications) are also considered in making the award. Risk Manaaement: The identification, measurement and treatment of property, liability, and personal loss exposures; includes analysis of potential risk situations and insurance needs, as well as the amount of financial coverage needed to protect the government. Sealed: The submission of responses to a solicitation in a form that prevents disclosure of the contents prior to a date and time established by the department or division for opening the responses. 28 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 125 of 130 Specification: A detailed description of the physical, functional, or performance characteristics of a good or service that must be met before a contract is awarded. Sole Source: A purchase to fulfill a need for a commodity or service where there is only one product or service that meets the department's needs, and there is only one vendor offering the product or service. Only one vendor possesses the unique and singularly available capability to meet the requirements (technical specifications) of the solicitation. Surplus: Supplies or commodities that have completed their useful life and no longer have use to the original consumer, but may have some purpose or alternative use to another department within the City, or to an individual or entity outside the City. Tax Exempt: The 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. Vendor: A supplier /seller of goods or services 29 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 126 of 130 Iowa City Purchasing Policy Manual Administrative Rules INTRODUCTION These rules serve to supplement the Purchasing Policy Manual, passed by the Iowa City Council on April 17, 2011. Per that Manual, the City Manager is empowered to consider and adopt Administrative rules to complement the procurement structures put in place by the Purchasing Manual. The Purchasing Manual is available on the intranet. Questions should be posed to the Purchasing Division at x5078. 1. PURCHASE REQUISITIONS A Purchase Requisition is a form used to initiate the procurement of goods and services. The form describes what is to be purchased, provides a record of the purchase request, and approves the commitment of funds. The department that initiates the purchase is responsible for completing the Purchase Requisition and acquiring a Purchase Order number from the Purchasing Division. A Purchase Requisition is required when the expenditure is $20,000 or more, the vendor requires a Purchase Order, or the Purchasing Division has assisted with the purchase through the bidding process. Purchase Requisitions are not required for Public Improvement projects. The Purchasing Division will assist with the completion of the Purchase Requisition, acquiring signatures, and assigning a Purchase Order number when the bidding process is used. Purchases not requiring the completion of a Purchase Requisition and the issuance of a Purchase Order will still require authorized signature approval (see pages 4 -6 of the Purchasing Manual). Note for Departments: It's important that the information listed on the Purchase Requisition is complete and accurate since this information is used to type the Purchase Order. A Purchase Requisition must include the following information: A. Authorized fund number, cost center, expenditure number, and activity number, if applicable. B. An accurate and complete description of each good and/or service (catalog number, size, color, etc.) C. Quantities, including unit of measure D. Item cost and total cost E. Discounts, including trade -in values (if applicable) F. Warranties G. Delivery instructions, including delivery date, delivery address (department/division, name of individual, building and room number, as applicable) H. Term or timeframe of the contract (if applicable) 1. Shipping instructions /terms - f.o.b. points (see Section VIII of the Purchasing Manual) J. Authorized signatures for approval This Rule last revised: April 20, 2012 2. PURCHASE ORDERS The Purchase Order is a legal document that reflects a contract for the purchase of goods and/or services from the vendor. Once a Purchase Requisition has received signature approval and a Purchase Order number has been assigned by the Purchasing Division, a Purchase Order will be generated by the Purchasing Division. Copies of the Purchase Order are sent to the vendor, the Accounting Division, and the Department requesting the goods or services. Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 127 of 130 After the goods and/or services have been received and approved, a representative from the Department signs the Department Approval Copy and forwards it to the Accounting Division to proceed with payment. It is the Department's responsibility to confirm that the goods or services purchased are acceptable. If they are unacceptable in any way, the Department should not sign any acceptance with the delivery driver and should not pay for the goods or services until received in an acceptable manner. Once the Accounting Division receives the Department Approval Copy and the vendor's invoice, payment will be made. The Department will then receive a Department File Copy to close out the procurement process. Note: Once a Purchase Order has been issued and the vendor has accepted the document, it becomes a binding contract. Since a Purchase Order is a binding contract, it is important that this document contain the terms and conditions of the purchase. The terms and conditions should be obtained from the information listed on the Purchase Requisition. A description of the goods or services, quantities (including unit of measure), item cost and total cost, delivery dates, warranties, shipping instructions, f.o.b. points, credit terms, discounts, and the term or timeframe of the contract are essential requirements that must be stated on the Purchase Order. The term or timeframe of the Purchase Order depends on the goods and/or services being purchased. Clearly stated terms and conditions will assist in eliminating confusion on behalf of the City and the vendor. This Rule last revised: April 20, 2012 3. INSURANCE REQUIREMENTS When required by the Purchasing Manual (e.g. Section VII(F)), as amended, the successful bidder shall provide insurance as follows: A. Certificate of Insurance; Cancellation or Modification i. Before commencing work, the Contractor shall submit to the City for approval a Certificate of Insurance meeting all requirements specified herein, to be in effect for the full contract period. ii. The Contractor shall notify the City in writing at least thirty (30) calendar days prior to any change or cancellation of said policy or policies. iii. 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. iv. The policy shall be primary in payment, not excess or contingent, regardless of any other coverage available to the City. B. Minimum Coverage i. The minimum coverage amounts will be governed by a number of factors relating to the associated potential risk to the City, as well as the dollar amount of the goods (including equipment or property leases) or services procured. Projects will be classified as either Class I or Class II. Class II projects will include any project determined by the City's Risk Manager to be higher in risk, or any procurement of goods or services of $1,000,000 or more. Any other procurement shall be considered a Class I procurement. Any policy or policies of insurance purchased by the Contractor to satisfy his /her responsibilities under this contract shall include contractual liability coverage, and shall include the minimum coverage requirements listed herein. Airport Commission Meeting Agenda And Information Packet July 19, 2012 ii. Insurance Requirements Class I Type of Coverage a. Comprehensive General Liability Page 128 of 130 Each Occurrence Aggregate (1) Bodily Injury & Property Damage $500,000 $1,000,000 b. Automobile Liability Combined Single Limit (1) Bodily Injury & Property Damage $500,000 c. Worker's Compensation Insurance as required by Chapter 85, Code of Iowa. Class 11 Type of Coverage Each Occurrence Aggregate a. Comprehensive General Liability (1) Bodily Injury & Property Damage $1,000,000 $2,000,000 b. Automobile Liability Combined Single Limit (1) Bodily Injury & Property Damage $1,000,000 c. Excess Liability $1,000,000 $1,000,000 d. Worker's Compensation Insurance as required by Chapter 85, Code of Iowa. The City requires that the Contractor's Insurance carrier be "A" rated or better by A.M. Best. WHEN ADDITIONALLY REQUIRED: Errors & Omissions $500,000 Fidelity Bond (minimum) $ 50,000 This Rule last revised: April 20, 2012 4. PROCUREMENT CONSOLIDATION As described in the Purchasing Manual, purchases shall not be divided so as to avoid crossing bid thresholds. In addition, the total sum of procurement of like goods or services anticipated in the course of the whole fiscal year should be considered as one purchase, and procured according to that dollar threshold. The annual budget allotment for the goods or services is the amount staff should use for the anticipated total expenditure for those goods or services for the fiscal year. For example, if a department has budgeted $50,000 for the purchase of widgets in a fiscal year, which they purchase in varying quantities each month, with each individual purchase under $20,000, but knows that over the course of the year they will need approximately $50,000 worth of widgets, they should consider it a $50,000 procurement, and put the widgets out for bid. They need not take delivery all at one time, but instead can take delivery monthly, or as needed, over the course of the year, paying for each delivery only after it has been received and accepted. In addition, multi -year contracts should be valued at the total expenditure for the entire length of the contract. It shall be presumed that any optional renewals will be exercised and therefore be considered part of the total expenditure. Finally, consider whether other Departments within the City may expect to procure the same goods or services, so as to create efficiencies and economies of scale by procuring the goods or services together. The Purchasing Division can assist in identifying these goods and services. This Rule last revised: April 20, 2012 Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 129 of 130 Prepared by: Susan Dulek, Assistant City Attorney, 410 E. Washington St., Iowa City, IA 52240 - 319 - 356 -5030 RESOLUTION NO. 116X-0-6' RESOLUTION RESCINDING RESOLUTION NO. A06 -21 AND AUTHORIZING THE AIRPORT OPERATIONS SPECIALIST AND COMMISSION CHAIRPERSON TO EXECUTE CONTRACTS FOR PUBLIC IMPROVEMENTS AND FOR PURCHASE OF GOODS NOT TO EXCEED A SPECIFIED DOLLAR AMOUNT. WHEREAS, the Airport Operations Specialist and the Commission Chairperson should be authorized to enter into certain contracts for public improvements, for professional services, and for purchase of goods if the estimated cost does not exceed a specified dollar amount. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT: 1. The Chairperson and the Operations Specialist are hereby authorized to initiate and execute, without Commission approval, the following contracts in accordance with the annual operation budget as approved by the City Council: a. Contracts for public improvements (i.e., "bricks and mortar ") where the total estimated total amount does not exceed $ 2,000.00. b. Purchases for goods, commodities, operating services, and capital outlay where the estimated total amount does not exceed $ 2,000.00. 2. In case of an "emergency," defined as when a failure to take immediate action would have an adverse impact on airport operations, facilities, personnel, airport customers or the general public, the Chairperson, the Chairperson is hereby authorized to initiate and execute, and to direct the Operations Specialist to do the same, without Commission approval, the following contracts in accordance with the annual operation budget as approved by the City Council: Contracts for public improvements (i.e., "bricks and mortar ") where the total estimated total amount does not exceed $ 10,000.00. b. Purchases for goods, commodities, operating services, and capital outlay where the estimated total amount does not exceed $ 10,000.00. Resolution No. A06 -21 is rescinded in its entirety. Passed and approved this (Qt'- day of �� C, V .2008. 014AIRPERSON Airport Commission Meeting Agenda And Information Packet July 19, 2012 Page 130 of 130 Approved by ATTEST: UL SECRETAIR-Y City Attorney's Office It was moved by stq t-e and seconded by $e y y t S adopted, and upon roll call there were: AYES: X K NAYS: ABSENT: Ferris Hartwig Horan Rettig Staley the Resolution be