HomeMy WebLinkAbout08-16-2012 Airport CommissionIOWA CITY AIRPORT COMMISSION
MEETING AGENDA
AIRPORT TERMINAL BUILDING
1801 S. RIVERSIDE DRIVE
IOWA CITY, IOWA
THURSDAY, AUGUST 16, 2012 - 6:00 P.M.
1. Determine Quorum
1 min*
2. Approval of Minutes from the following meetings:
5 min
July 19, 2012
3. Public Discussion - Items not on the agenda
5 min
4. Items for Discussion / Action:
a. Airport Commerce Park
15 min
i. Consider a motion recommending approval of purchase agreement for lots 15 & 14 and
option to purchase lot 13
b. FAA /IDOT Projects: AECOM / David Hughes
5 min
i. Obstruction Mitigation
ii. 7/25 Parallel Taxiway Grading & Drainage
iii. 7/25 Parallel Taxiway Paving & Lighting
iv. Airport Electrical Rehab
c. Hangar L Taxiway
15 min
i. Consider a resolution approving contract for construction of taxiway
d. T- Hangar Rates and Fees
15 min
e. Airport "Operations"
15 min
i. Strategic Plan- Implementation
ii. Budget
iii. Management
1. Consider a resolution approving purchasing manual
f. Consider a motion to adjourn to executive session pursuant to Section
21.5(1)(k) of the Iowa
Code and Resolution No. A06 -14 regarding security procedures or emergency
preparedness
information
g. FBO / Flight Training Reports
5 min
i. Jet Air
ii. Iowa Flight Training
h. Subcommittee Report
5 min
i. For August: Budget (Chair, Secretary, Ops Spec)
2 min
ii. For September: Community Liaison (Assouline, Tharp)
i. Commission Members' Reports
2 min
j. Staff Report
2 min
5. Set next regular meeting for September 20, 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 Agenda & Info Packet 2 of 76
Airport Commission
July 19, 2012
Page 1
MINUTES DRAFT
IOWA CITY AIRPORT COMMISSION
JULY 19, 2012 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Jose Assouline, Minnetta Gardinier, Howard Horan, Rick Mascari
Staff Present: Sue Dulek, Michael Tharp
Others Present: Matt Wolford, Jeff Edberg, Eric Scott, David Hughes
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action): none
CALL TO ORDER:
Chairperson Assouline called the meeting to order at 6:00 P.M.
APPROVAL OF MEETING MINUTES:
Minutes of the June 21, 2012, meeting were reviewed. Horan moved to approve the minutes
of the June 21, 2012, meeting as submitted; seconded by Mascari. Motion carried 4 -0.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION /ACTION:
a. Airport Commerce Park — Jeff Edberg spoke to Members regarding the marketing plan
for the Commerce Park lots. He shared several handouts with them while reviewing the
plan. Edberg clarified how these lots are listed in both the Iowa City area MLS and the
Cedar Rapids MLS, and are also listed on internet websites. The conversation
continued, with Edberg further sharing how his various contacts in the commercial real
estate business are beneficial in marketing the Airport Commerce Park lots. He also
responded to Members' questions and concerns regarding the marketing plan. Edberg
noted that the recession has affected the amount of interest in such lots, but that he
believes things will pick up again. As the conversation continued, Edberg noted the
various tools that he uses to market these lots. Signage is the most important tool,
andthe MLS listing is also very important. Mascari suggested they share some of
Edberg's handouts with the Council. Horan then suggested they have some type of
presentation in order to share this information with the Council. Others noted that the
minutes themselves will reflect the efforts being made to sell these lots.
b. FAA/IDOT Projects: AECOM —
i. Obstruction Mitigation — David Hughes addressed the Members next,
noting that he has no update on the obstruction mitigation issue.
ii. 7/25 Parallel Taxiway Grading & Drainage — A pre -final inspection was
done last week, according to Hughes. The contractor is working on the punchlist
this week and is close to being done on this project.
Airport Commission Agenda & Info Packet 3 of 76
Airport Commission
July 19, 2012
Page 2
iii. 7125 Parallel Taxiway Paving & Lighting — Hughes noted that they have
put this project out for bid. There were four bids received, and these were
shared with the FAA, according to Hughes. The low bid was from Metro Paving
at $2.5 million. Members briefly discussed the four bids and the noted difference
in costs. Hughes noted that the FAA has concurred with his recommendation to
award the contract to the low bidder. Tharp noted that as an alternate bid item
they added the 75 -foot wide connections for north and south, where the closed
runway was. That alternate came in around $48,000, and would need to be
funded locally, according to Tharp. He briefly explained how they could cover
this expense. Tharp then briefly explained what the task order entails.
1. Horan moved to consider Resolution #Al2 -23 to Accept Bids
and Award the Contract, With the Alternate Bid Item, to Metro
Paving; seconded by Mascari. Motion carried 4 -0.
2. Mascari moved to consider Resolution #Al2 -24 to Authorize
the Chair to Sign the FAA Grant; seconded by Horan. Motion carried
4 -0.
3. Mascari moved to consider Resolution #Al2 -25 to Authorize
the Chair to Sign Task Order #10 With AECOM for Construction
Observation Services; seconded by Gardinier. Motion carried 4 -0.
iv. Airport Electrical Rehab — Hughes noted that they had a pre -
construction conference last week with the contractor on this project. The
contractor is basically ready to go, and once contracts are executed work can
begin.
c. Iowa DOT — Tharp noted that these are the two grant awards the Airport applied for
earlier this year. The first one is for funding to do roof rehabs on the terminal building
and also on building D, where Care Ambulance has its office. This is a roughly
$100,000 project, according to Tharp. Tharp then responded to Members' questions
regarding these projects and the accompanying grants.
i. Mascari moved to consider Resolution #Al2 -26 Accepting IDOT
Grant for Terminal and Building D Roof Rehabilitation; seconded by Horan.
Motion carried 4 -0.
ii. Mascari moved to consider Resolution #Al2 -27 Accepting IDOT
Grant for Hangar L taxiway and Utility Construction; seconded by
Gardinier. Motion carried 4 -0.
d. Hangar L Taxiway — Tharp noted that now that the grants have been accepted they
have money to fund the projects. Tharp noted that these next contracts were necessary
to start the taxiway project. He briefly explained the three resolutions needing the
Commission's approval.
i. Horan moved to consider Resolution #Al2 -28 Approving Contract
With MidAmerican Energy for Placement of Electrical Transformer;
seconded by Mascari. Motion carried 4 -0.
ii. Mascari moved to consider Resolution #Al2 -29 Approving Contract
With MidAmerican Energy for Placement of Gas Main Utility Service;
seconded by Gardinier. Motion carried 4 -0.
iii. Mascari moved to consider Resolution #Al2 -30 Approving Contract
With Foth for Consulting Services Related to Hangar L Taxiway
Construction Design and Observation; seconded by Horan. Motion carried
4 -0.
e. Airport Operations —
i. Strategic Plan- Implementation
Airport Commission Agenda & Info Packet 4 of 76
Airport Commission
July 19, 2012
Page 3
1. Review of Strategic Plan — Tharp began the discussion by
stating that he had hoped to have the fifth Member of the Airport Commission
present for this review. He stated that he would like to walk through the goals
and strategies with the Commission. Tharp noted that he and Assouline need to
make a visit to a Council meeting to bring them up -to -date on what the Airport is
doing. Tharp continued to review the plan, noting how the Annual Report is
prepared each year. Gardinier suggested they invite the Councilors to important
events at the Airport, giving them ample time to plan to attend such events.
Tharp continued through the goals and strategies, noting how the Airport is
meeting their objectives. Gardinier asked if anything has been done with the
Airport's emergency operations plan. Tharp responded, noting that he does keep
it updated with current contact information, that type of thing, but that there has
not been a thorough review done in some time. Gardinier asked that they look
into the process for updating this plan. She added that she believes they should
review this plan annually. Tharp continued to review the Strategic Plan with
Members, emphasizing those issues that he will be working on now that his
position is full time.
Gardinier noted the issue of tracking flights. She stated that she emailed Tharp
earlier this week regarding the fuel pump and whether the W number could be
made part of this process. She briefly explained how this is done at other
airports and how it could assist in tracking flights. The topic of where privately -
built hangars could be located was touched on next. Tharp continued his review,
noting that the goal is to give visitors to the Airport a good experience so they
return. He reviewed the improvements and upgrades that have already been
completed, as well as those issues that still need to be addressed.
The discussion turned to upkeep and cleaning of the plane by Riverside Drive.
Members discussed the various groups in the area that might be willing to help in
this endeavor.
ii. Budget — Tharp noted that the new fiscal year began on July 1.
iii. Management -
1. Purchasing Policy Review— Tharp shared what the City's new
purchasing policy is now, noting that the Airport should follow this, as
well. Members briefly discussed the existing policy regarding Tharp's
spending authority that has a $2,000 limit and whether they need to
amend this or not. After some discussion, Members agreed to keep the
limit at $2,000. A resolution adopting the purchase manual will be on the
agenda next month.
f. FBO / Flight Training Reports —
i. Jet Air — Matt Wolford of Jet Air spoke to Members next. He shared the
monthly maintenance report with the Commission, noting that everything has
been pretty standard. Of course the mowing has dropped off dramatically due to
the dry weather. Members reviewed the maintenance items listed and asked
questions of Wolford on a couple of items. Gardinier brought up a couple of
problems with the fuel pump that need to be addressed. Wolford continued,
noting that Jet Air is still doing well. Their building is coming along with some
delays.
ii. Iowa Flight Training -
Airport Commission Agenda & Info Packet 5 of 76
Airport Commission
July 19, 2012
Page 4
g. Subcommittee Report -
i. For July — No Report
ii. For August — Budget — Members of this subcommittee will make plans
to meet.
h. Commission Members' Reports — Gardinier spoke first. She stated that the Air Race
Classic was a `blast' this year. She came in 30th out of 49 planes. Gardinier stated that
she was speaking with someone at the University today who asked why there are so
many planes landing in the middle of the night, adding that the person claims it wakes
her up. She added that she looked into the issue of noise abatement, specifically what
Ames has done. Members began to discuss this issue, with Gardinier stating that she
would like to review this issue. Tharp will put something together for Members' review.
Gardinier also shared upcoming events — July 31st, pilot and author, Carol Ann Garrett
will be giving a talk for EA33. She added that they would like to use the meeting room at
the Airport for this event. The Fishbaughs are hosting this event and are planning to do
a cookout, as well, that evening. Gardinier also shared that on August 28th the
Barnstormers will be coming in for the night. Mascari shared that he is now settled into
his `new' hangar. He also shared that he will be heading to Oshkosh this week. Horan
shared that he has two hours of dual instruction left to do.
i. Staff Report — Tharp noted that he will be out of the office the week of the 30th for
vacation. He shared that there was one applicant for the Commission opening and the
person should be appointed at the next Council meeting.
SET NEXT REGULAR MEETING FOR:
The next regular meeting will be Thursday, August 16, 2012, at 6:00 P.M. at the Airport
Terminal building.
ADJOURN:
The meeting adjourned at 8:01 P.M. Assouline made the motion to adjourn the meeting at
8:01 P.M.; seconded by Horan. Motion carried 4 -0.
CHAIRPERSON DATE
Airport Commission
July 19, 2012
Page S
Airport Commission Agenda & Info Packet 6 of 76
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
-4
N
(o
N
N
N
N
N
N
\
_
N
N
03/01/13
X
X
X
X
X
X
X
X
Rick
Mascari
03/01/14
X
X
X
X
X
X
X
X
Howard
Horan
Minnetta
03/01/15
X
X
X
X
X
X
O/E
X
Gardinier
Jose
03/02/12
O/E
X
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 Agenda & Info Packet 7 of 76
COUNTER OFFER
TO: Autohaus LTD ( "Buyer ")
The City of Iowa City, a municipal corporation, ( "City") makes the following counter oiler to the offer
dated July 31, 2012 to purchase the following described property:
Lot 13 -15 North Airport Development Subdivision.
1. NEW PROVISION. A new Paragraph 18 is added:
Within three years after closing on the sale of the Property, Buyer shall apply for a building permit to
construct a building for commercial use on the Property in compliance with applicable provisions of the
City Zoning Code and Building Code. Said building shall be a minimum of 4,000 to 5,000 square feet, or
a size mutually agreeable to the parties in writing. This obligation shall survive execution, delivery, and
recording of a warranty deed pursuant to Paragraph 4 above, shall inure to the benefit and bind the
successors and assigns of Buyer, and shall be a covenant running with the title to the Property. The City
will record this agreement, and upon issuance of a building permit as provided herein, the City shall
promptly record a release of this covenant.
2. OTI4ER TERMS: All other terms and conditions of the initial offer not inconsistent with this
counter -offer shall remain the same.
Expiration: This Counter Offer shall expire at 4:00 p.m. on August 7, 2012,
CITY OF IOWA CITY, IOWA
as M. Markus, City Manager Date
Accepted this 6 day of kl q U c 1 2012 at /0 : r76) o'clock A.M.
BUYER
BYG�ill /�?
Airport Commission Agenda & Info Packet 8 of 76
Purchase and Sale Agreement
Page I
OFFER TO PURCHASE REAL ESTATE AND ACCEPTANCE
(PURCHASE AND SALE AGREEMENT)
TO: City of Iowa City, an Iowa municipal corporation (hereinafter "City ").
Autohaus LTD (hereinafter "Buyer"),
hereby offers to buy all the City's right, title and interest in the real estate legally described as follows:
Lot 14 and 15 of North Airport Development parcel # 1016451006 (.91 acres) and parcel #
1016451007 (.91 acres)
together with all the City's right, title and interest in all Improvements, if any, located on the above -
described real estate, and under any easement and servitudes for the benefit of the City, free and
clear of all liens, encumbrances, reservations, exceptions and modifications except for the Permitted
Exceptions, as defined below. The entirety of the above - described interests being conveyed shall
hereinafter be referred to as the "Property ".
The Property shall be conveyed with good, clear, merchantable title, subject to the following
"Permitted Exceptions ":
Zoning and building laws and ordinances;
2. Subject to covenants, restrictions, reservations and easements of record approved by
Buyer.
In consideration of the covenants and obligations contained herein, the parties agree as follows:
1. PURCHASE PRICE. The purchase price shall be $336,936 (Three Hundred Thirty Six
Thousand Nine Hundred Thirty Six Dollars, the "Purchase Price "), and option to purchase
through January 31, 2013 lot # 13 parcel # 1016451005 for $166,617 (One Hundred Sixty -six
Thousand and Six Hundred Seventeen Dollars, the "Purchase Price ") paid as follows: $10,000
with this offer to be deposited upon acceptance of this offer, in the trust account of Willis Client
Trust Account, delivered to the City at the time of closing and transfer of possession, if any,
and the balance payable in full at the time of closing and transfer of possession. Offer is
subject to Buyer receiving satisfactory terms for financing with -in 30 days of City Council
approval and property appraising for sale price with -in 30 days of City Council approval.
2. ABSTRACT AND TITLE. City shall promptly deliver to the Buyer for examination an abstract of
title for the Property, continued to a date subsequent to the date of this Offer, prepared
pursuant to Iowa Code Sections 614.29 through 614.38, Iowa Land Title Association
Abstracting Standards, and Iowa Land Title Examination Standards of the Iowa State Bar
Association. The abstract shall begin with the government patent to the Property and show
merchantable title in City, subject only to Permitted Exceptions. The cost of the continuance of
an existing abstract shall be paid by the City. The City shall pay all costs required to deliver
marketable title to the Property and City shall pay the cost of any additional abstracting and /or
title work due to acts or omissions of City, including transfers or death of City or assigns. The
abstract shall become the property of the Buyer when the Purchase Price is paid in full.
City of Iowa City - Offer to Purchase Real Estate Lot 14 15 7 30 12.doc
Airport Commission Agenda & Info Packet 9 of 76
Purchase and Sale Agreement
Page 2
3. DEED. At the time of closing and upon payment of the Purchase Price, City shall convey the
Property to Buyer by Warranty Deed, free and clear of all liens, restrictions, and
encumbrances.
4. POSSESSION AND CLOSING. Subject to the Buyer's and City's timely performance of all
obligations herein, closing shall be held at a time mutually agreed upon by City and Buyer, no
later than FORTY FIVE (45) days after formal approval of the agreement by the City Council
of Iowa City pursuant to paragraph 16 of this agreement (the "Closing Date "). On and after the
Closing Date and upon payment of the Purchase Price, the Buyer shall be entitled to
immediate possession of the Property and to receipt of all rents and profits from the Property
due thereafter, if any.
5. CONDITION OF THE PROPERTY. Buyer is purchasing the Real Estate and improvements
thereon in their present condition with no warranties or representations from City regarding the
condition of the property or improvements thereon. Within THIRTY (30) days of formal
approval of this agreement by the City Council for City pursuant to paragraph 16 of this
agreement , the Buyer, at its expense, shall have the right to conduct such investigations,
inspections and inventories of the Property and conditions related to the Property, including
but not limited to surveys, soil tests, well water tests and /or reports, environmental studies,
review of zoning and/or other applicable legal regulations, costs of development, as it deems
reasonable or necessary prior to closing. The City hereby grants the Buyer, its officers, agents,
employees and independent contractors, the right to enter upon the Property at reasonable
times upon reasonable notice, oral or written, from time to time after the date of this Offer for
the purposes of investigating, inspecting and performing inventories of the Property and to
determine if there are any environmental deficiencies, including hazardous materials,
substances, conditions, or waste. Buyer shall indemnify and hold harmless City from and
against any and all expenses, claims, or losses arising from or in connection with any activities
of Buyer, its officers, agents, employees, or contractors on the Property prior to the Closing
Date, including without limitation, any attorney's fees or court costs occasioned by such
claims. Buyer may notify City in writing of any such deficiency. Failure to do so shall be
deemed a waiver of Buyer's inspection and repair rights. In the event of any claim or demand
by Buyer as a result of inspections, City shall declare and commence one of the following
options: (a) curing the deficiency, or (b) amending this agreement by giving Buyer a credit for
the cost of curing the deficiency, or (c) canceling this agreement. If prior to the Closing Date
City does not promptly cure all such deficiencies in a manner mutually agreeable to the Buyer
and City, then Buyer may declare this offer null and void.
6. STATUS QUO MAINTAINED. The Property shall be preserved in its present condition and
City shall deliver it intact at the time possession to the Buyer is given. All risk of loss or
damage to the Property is on City until the Buyer takes possession. Prior to possession by the
Buyer, City shall promptly give written notice to the Buyer of any loss or damage to the
Property. In the event of loss, damage or destruction of all or part of the Property, the Buyer
shall have the option to terminate this Agreement effective immediately. However, in the case
of loss, damage or destruction of all or part of the Property from causes covered by insurance,
the Buyer shall have the option to either: (1) take possession of the Property and accept an
assignment of all City's right, title and interest in and to any claims City has under the
insurance policies covering the Property; or (2) terminate this Agreement effective
immediately. Buyer shall be permitted to make a walk through inspection of the property prior
to possession and closing, in order to determine that there has been no material change in the
condition of the property except those mutually agreed upon.
City of Iowa City - Offer to Purchase Real Estate Lot 14 15 7 30 12.doc
Airport Commission Agenda & Info Packet 10 of 76
Purchase and Sale Agreement
Page 3
7. TAXES. City shall pay a pro -rata share of any taxes on the Property (real and personal) for the
fiscal year (July 1 - June 30) of Closing based on the Closing Date, and all unpaid taxes for
prior years. The amount shall be calculated based upon the assessed valuation, legislative tax
rollback, and real estate tax exemptions that will actually be applicable to and used for the
calculation of taxes payable in the fiscal year commencing July 1, 2012. If, at the time of
closing the tax rate is not certified, then the most current, certified tax rate shall be used.
8. REMEDIES OF THE PARTIES. In the event of default hereunder, Buyer and City is entitled to
utilize any and all remedies or actions at law or in equity available to them with respect to this
agreement and shall be entitled to obtain judgment for costs and attorney fees as permitted by
law.
9. SPECIAL ASSESSMENTS. City shall pay in full all special assessments on the Property which
have been certified to the Johnson County Treasurer for collection before the Closing Date.
10. TIME IS OF THE ESSENCE. Time is of the essence of this agreement.
11. CONTRACTS BINDING ON SUCCESSORS IN INTEREST. The document shall apply to and
bind the heirs, executors, administrators, partners, assigns, and successors in interest of the
respective parties.
12. INTENTION OF USE OF WORDS AND PHRASES. Words and phrases contained herein,
including the acknowledgement clause, shall be construed as in the singular and plural
number, and as masculine, feminine or neuter gender, according to the context.
13. PARAGRAPH HEADINGS. The paragraph headings contained herein are for convenience in
reference and are not intended to define or limit the scope of any provision of this document.
14. AGENCY DISCLOSURE. City is represented in this transaction by real estate agent Jeff
Edberg of Skogman Commercial Real Estate Services Group. Buyer is represented in this
transaction by real estate agent Bill Wittig of Allison James Estates and Homes — Commercial
Services Division.
15. NOTICE. Any notice required under this agreement shall be deemed perfected when it is
received in writing either by personal delivery or upon the date of the posting of said notice
posted by Certified Mail. Such notices to City shall be sent or delivered to City of Iowa City,
Attn. City Manager, 410 E. Washington St., Iowa City, Iowa, 52240. Such notices to Buyer
shall be sent or delivered to PO Box 2057 Iowa City, IA 52244.
16. IOWA CITY COUNCIL APPROVAL. City's obligations under this agreement are contingent
upon formal approval by the City Council for Iowa City, pursuant to Section 364.7 of the Code
of Iowa. City shall seek said approval with -in 30 days after acceptance of execution of this
agreement by the City Manager on behalf of the City.
City of Iowa City - Offer to Purchase Real Estate Lot 14 15 7 30 12.doc
Airport Commission Agenda & Info Packet 11 of 76
Purchase and Sale Agreement
Page 4
17. TIME FOR ACCEPTANCE. If this offer is not accepted by the City Manager on behalf of the
City on or before 5:00 (P.M.) on August 3, 2012 it shall become void and all payments shall be
returned to Buyer.
This Offer is presented to the City on this 31 s' day of July, 2012.
Accepted this 31st day of July, 2012.
BUYER: Autohaus LTD
i
This offer is
accepted this day
(A.M. / P.M.)
CITY OF IOWA CITY, IOWA
BY:
Thomas Markus - City Manager
of , at
City of Iowa City - Offer to Purchase Real Estate Lot 14 15 7 30 12.doc
Airport Commission Agenda & Info Packet 12 of 76
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Airport Commission Agenda & Info Packet 13 of 76
CITY OF IOWA CITY
-- "'� =T MEMORANDUM
Date: August 13, 2012
To: Airport Commission
From: Michael Tharp
Re: T- Hangars rates and fees for 2012 -2013
Iowa City has consistently measured at or above area airports in regards to T- Hangar Rates.
The Iowa City Airport Commission last adjusted rates for the 2011/2012 lease cycle.
Based on the information, it is staff's recommendation that the Airport Commission maintain the
existing rates.
It is staff's position that these rates continue to be fair market value for the hangars at the Iowa
City Airport
T- Hangar Monthly Rates at select airports
Iowa City Airport $144 -$234
Cedar Rapids $88 -$370
Ames $95
Tipton $100
Washington $70 -$100
Davenport $105 -235
2012 Hangar Rate Survey
Current
Iowa City
HangarA
144
HangarB
151
HangarC
151
Hangarl
172,209
Hangar)
172,209
Hangar K
178,202,234,196
Airport Commission Agenda & Info Packet
Cedar Rapids Tipton
88
88 100
88 100
156 -194
156 -194
156 -370
Washington Ames
70
100
14 of 76
Davenport
105
95 127
127
235
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CPI Inflation Calculator Page 1 of 1
Airport Commission Agenda & Info Packet 17 of 76
CPI Inflation Calculator
100.00
in 2011 E
Has the same buying power as:
$102.02
in 2012
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EY.PE: 08.13.12 12:43:29 Netaod: 1
Account
° .................
7600 AirDOrt
AIRPORT
560100 Airport Operations
SALARIES & WAGES
REGULAR SALARIES & WAGES
411000 Perm Full Time
413000 Temporary Employees
Total REGULAR SALARIES & WAGES
OTHER WAGES
414500 Longevity Pay
Total OTHER WAGES
Total SALARIES & WAGES
EMPLOYER BENEFITS
GROUP INSURANCE
421100 Health Insurance
421200 Dental Insurance
421300 Life Insurance
421400 Disability Insurance
Total GROUP INSURANCE
SOCIAL SECURITY CONTRIBUTIONS
422101 FICA
Trzai SOCIAL SECURITY CONTRIBUTIONS
RETIREMENT CONTRIBUTIONS
42310) 1PERS
iota! RETIREMENT CONTRIBUTIONS
Total EMPLOYEE BENEFITS
Airport Commission Agenda 8, Info Packet
iBI111M
Page: 1
Iowa City General Ledger System
FY 2013 Expense Reporting
For the oeriod 07.01.12 to 0731.12
YTD Period
Appropriated Expenditures Expenditures Encumbrance Balance T Toed
........... -- - -- ----- -- - -- -- ----- -- --• -- -- --- --- ---- - -----
49474,00
353517
3535.07
45939.93
1.15
3530
35.00
-35.00
-- --- ----- -- ----
49474.00
-- ---- -- - ---
35,10.07
-- -- -
3570.07
--- ---- --- --
- -- - -- -- -- - ----
4590s.93
------
7.22
244.00
244.00
-- --- ------- ----------
244,00
-- --------
----
---------
- -- --- --- -- - - --
244.00
- -- ---
49718.00
° ------
3510.07
3570.07
-
46147.93
7,18
4525.00
389.23
389.23
4135.7"
8.63
318.00
26.70
26.70
291.30
8.40
94.00
10.54
10.54
83.46
1'.21
23930
19.40
19.40
219,60
8.12
-- --- - - -- -- ----
5176,00
-- --- - -- --
445.87
- ---
445.87
--- ------
-- ---
4732.13
- --- --
8.61
3893.00
21,0.06
27).06
3532.34
7.10
- --- ------ -- --
1803.CO
---------- ------------
270.06
270,06
-- °-- ---....
----------
3532,94
------
7,10
4311.00
309.53
309.53
4001.47
7.18
---- - -- --- ---
431-.30
-- - ------ ---
309.53
309.53
----
--- -- - -- ----- --
4001.47
-- -- --
7.18
-- --------- --------
13290.00
---- - ---
1025.46
--- ---
'1025.46
---
12264.54
---- --
7.72
Airport Commission Agenda & Info Packet
'ax.PE' C9.I3,12 12 2:43:29 Method; 1
0111 M
Pane; 2
:owa City General Ledger System
FT 2013 Expense Reporting
For the period 07.01.12 to 07.31.12
9T3 Period
Account Appropriates Expenditures Expenditures Rnnnmbrance Balance %Used
,600 Airport (CONTINUED;
AIRPORT !CONHNUED?
560100 Airport Operations (CONTINUED
PROFESSIONAL & TECHNICAJ SERVICES
OFFICIAL11ADMINSTRATIV3 SERVICES
431020 Court Costs k Services
Total OFFICIALIADMINSTRATIVE SERVICES
PROFESSIONAL SERVICES
432020 Annual Audit
?otEi PROMSLONAL SERVICES
DATA AND COMMUNICATION SERVICES
435C56 Delivery Services
435063 Leaai Publications
Total DATA AND COMMUNICATION SERVICES
TRATNINC & EDUCATION
436030 Transportation
435050 Registration
436060 Lodging
436084 .Meals
Total TRAINING & EDUCATION
INSURANCE
4370'10 Cow.) Liability Insurance
439024 Fire & Casualty Insurance
437030 Worker's C9ap Insurance
07041 Bonding & Other Insurance
437200 Loss Reserve Payment
Total I':tSUP,ANCE
UTILITY SERVICES
438010 Scormwater Uti'ity Charges
43303) Eiectridty
430050 Landfill: Use
67.00 67,00
67.00 61.00
2350,00 23350.01
-- --- -- --- -- --- --•-- --------- --- -- • ----- -- -- ------
2350.00 2560.00
15.00 15.00
12.00 12.00
27.00 27.04
100.10 700.00
400.00 420-.00 423.00 •25.00 ilf.23
500.16 SOO.OD
270,00 200.01
6O0.O0 425.00 42530 1375.00 23.61
4345.00 3530.00
13316,00
44.30
410.00
5000.00
23615.00 3530.00
3530.00
-- - - - - - - - - - ------•--
3530.00
7104.00 906.26 986.26
14220.00 1383,39 138 "3,39
17.00
8 ?5,00 81.24
13316.00
44,00
9'.0.100
5000.00
20085.00 14.95
6:17.74 13.99
12836.61 9.73
17.00
EXPE: 08.11.12 12:43:30 Method: 1
Account
Airport Commission Agenda & Info Packet
Iowa City General Ledger System
PY 2013 Expense Reporting
For the period 07.01.12 to 07.31.12
VTD Period
Appropriated Expenditures Expenditures
760C Airport 1C01dTINUED)
AIRPORT [CONTINUED
560100 Airport Cperation8 ;CONTINUED!
PROFESSIONAL & TECHNICAL SERVICES (CONTINUED)
UTILITY SERVICES ( CONTINUED)
438070 Heating Fuel /Gas
=38080 Sewer Utility Charge
438090 Water Utility Charge
438100 Refuse Collection Charges
438120 Long Distance Service
Total UTILITY SERVICES
Total PROFESSIONAL & TECHNICAL SERVICES
REPAIR & MAINTENANCE
BUILDING REPAIR & 1...4AINTHVAKE SERVICES
442010 Other Building Repair & Maintena
44202E Structure Repair & Maintenance S
442030 Reating Equipment Repair & Maint
442140 Cooling Equipment Repair & Maint
442060 Electrical & Plumbing Repair & M
442070 Bldg Pest Control Services
Total BUILDING REPAIR & MAINTENANCE SERVICE
EQUIPMENT REPAIR & MAINTENANCE SERVICES
443080 Other Equipment Repair & Mainten
Total 3QUIPMENT REPAIR & MAINTMANCE SERVIC
fiECENICAL SERVICES
445030 Nursery Service -Lawn and Plant C
445080 Snow and Ice Removal
445100 Towing
445110 Testing Services
445140 Qataide Printing
445230 Other Technical Services
21 of 76
Page: 3
Encumbrance Balance t Uses
-- ------ -- ---- -- -- -- -- -- --
6174.00
35.89
35,89
6138.11
.58
i30.00
'19.98
119.98
1199.02
9.10
1199 -00
110.58
110.58
1088.42
9.22
1166.00
97.00
97,00
1069.00
8.32
46.00
4.17
4.17
11,8.1)
5.07
-- -- -- -- - - -- -----
31245.00
-- --
- -- - --- - ---
2737,27
-------- -- ----------
2737.27
- --- --- --- --
28507.73
-- -- --
8.76
-- - - - - -- - -----
59104.00
------ ----•--.....
6692.27
- -- - -------
6692.27
---- -------
52411.73
- -----
11.32
12692.00
1626.72
1626.72
11065.28
12.82
4944.00
50.00
50.00
4894.00
1.01
4919.00
4919.00
865.00
53335
533.35
331,65
61.66
2229,00
2229.00
423.00
33.95
33.95
389.05
8.0
260,121,01)
1244.02
--•----- --- --- --
2244,02
-- -----
23827.98
8.51
3210.00 1505.72 1505.72
1704.28 46.91
--- -- - - - - -- -- -- -- - ---- - ---- - ------ ------------ --- --- -- -- -- - - - - --
3210,00 1505,72 1505.72 1704.28 46.9'_
32760.00 5005.81 5005.81 27754.19 15.28
23400.00 23400.00
156.00 155.00
900.00 900.00
207.00 287.00
3729.00 3729.00
Airport Commission Agenda & Info Packet 22 of 76
EBPE: 05.13.12 12:43:30 Method: 1 Page: 4
ToVa Cite General Ledger System
FY 2013 Expense Reporting
For the period 07.01.12 to D ?.31,12
KD Period
kccouot Appropriated Expenditures Expenditures Encumbrance Balance 5 Used
--------- --- -- ---------------- ---- - - - --- - ----- - -- - -- ---- ........ ....... ._ - •- ---- ------ - -- --- ------
76CD Airport (CONTINUED)
AIRPORT (CONTIN99D)
560100 Airport Operations {CONTINUED!
REPAIR & MAINTENANCE (CONTINUED!
ECR:NICAL SERVICES iCGNT HUED;
Total TECHNICAL SERVICES
INTRA- DEPARTMENT SERVICES
446100 City Attorney Chargeback
446130 ITS- PC/Peripheral Support Charge
446140 ITS - Computer Replacement Chargeb
446150 ITS - Application Development Fee
446160 ITS- Netaorkjirte: net Chargehack
446200 Photocopying Chargeback
44622C Phone Service Chargeback
445308 Phone Equipment/Line Chargeback
446320 Kai' Chargeback
445350 City Vehicle Replacement Chargeb
446360 City Vehicle Rental Chargeback
446370 Fuel Chargeback
446380 Vehicle Repair & Maintenance Cha
Total INTRA- DEPARTMENT SERVICES
NISCULANEOUS SERVICES & CHARGES
449055 Permitting Fees
449C6C Dues & Membershiss
449360 Interest Expense
Total MISCELLANEOUS SERVICES & CHARGES
Total REPATR & MAINTENANCE
OTHER PURCHASED SERVICES ;CHANGE TO OFFICE &U
GENERAL SUPPLIES
452,010 Office Supplies
452030 Minor Office EquipmentFurnitare
452040 Sanitation & Industrial Supplies
..........
61152.00
--
_ ---- -- -
5005,81
- ---------- - - - -- --
5CC5.81
--- ---- -- -- - - --
56146.19
---- --
8.19
3343.00
3343.00
416.CO
800.0)
800.00
-384.00
192.31
474.00
101.42
101.42
372.50
21.40
154.00
154.00
360.00
60.00
6630
300.00
16,67
172.00
12,24
12.24
159.76
7.12
1042.00
82.29
82.29
959.71
1.9D
1083.00
92.50
92.51
990.51
8.54
38136
4.42
4.42
3116.58
1.10
14943.00
1363.72
1363.72
13579.28
9.13
646.00
646.00
4266.00
156.73
156.73
4109.27
3.67
12000.OG
300-78
300.75
11699.32
2.51
-------- ----
39280.00
- ----
------- -
2974.10
--- --- ---- -----
2974,10
-- -- ------- ---
36305.90
------
7.57
65.00
65.00
1175.00
1175.00
55928.00
5740.78
3740.78
52187,'12
6.69
--------
57168.00
--
-- - ----- ----
3740.78
-- - - -- -- - -- --- -
3740.78
----- -- -- ------
53427.22
6.54
--- -- - - -
166682.90
- -- --
-- - -- ---- -----
15470.43
-•- ... ..
1S4 ?0.43
--- ---- -- - -- ---
171411.57
------
8.28
392,00
392.00
118.00
i1E.00
240.00
240.00
Airport Commission Agenda & Info Packet
"PE: 08,13.12 12:43:30 Method: I
Iowa City General Ledger System
FY 2013 Expense Reporting
For the period 07.01,12 to 07.31,12
YTD Period
Account Appropriated Expenditures Expenditures
-------------------- -- ------- --- --- --- -------- -- --- - - - - - -- --- -- - - - - -- --- ......
7600 Airport (CONTINUED)
AIRPORT ;
Airport Commission Agenda & Info Packet
B %PE: G8.1s.i2 '12:43:30 Method: 1
Iowa City General Ledger System
FY 2013 Expense Reporting
For the period 97.0112 to 07.31.12
YTD Period
Account Appropriated Expenditures Expenditures Encumbrance
Mr, Airport (CONTINUED;
AIRPORT ;CONTINUED)
560100 Airport Operation3 (CONTINUED(
IMPROVEMENTS OTHER THAN BUILDING
IMPROVEMENTS OTHER THAN BUILDING (GREATER
473(10 Contracted lmprovements
Total IMPROVEMENTS OTHER THAN BUILDING
OTHER FINANCIAL USES
490150 Operating Subsidy
490190 Interfnnd Loan
Total OTHER FINANCIAL USSR
Total Airport Operations
Total Airport
P 11171M
Page: 6
Balance I Used
20004,0p 20000.00
2040Q,h4 20400.OD
_:892.00
991.0)
911.00
10901.00
8.33
45832,40
3080.74
3080.74
42751.26
6.72
- ---- --- ---- ---
57124.44
--- ------ -----
4071.74
------- ------------
4071.74
------------
53652.26
-
--- --
7.45
---- -------- ----------
93375,00
-- ----
31048.46
-------- - - - -----
31098.06
----------
362276.94
-
-- - --
7.—
-- --- - - -- - -- -
?93375.00
--- -- - - - - -- ---
31092.06
-- - -- - -- - --- -- ----
31098.06
-- ------------
362276.94
----
--
7.91
Airport Commission Agenda 8, Info Packet
E'IPE; 09.13.12 12.43:30 Method; 1
PbY.7i61
Page:
Iowa City General Ledger System
FY 2013 Expense Renortina
For the period V.01.12 to 0 7.31.12
Y'1'D Period
Accoart Appropriated Expenditures Expenditures Encumbrance Balance a Used
7600 Airport (CONTINHDI
AIRPORT (L"ONTINUEDI
560100 Airport Operations (CONTINUED)
OTHER FINANCIAL USES (CONTINUED)
-------- ---- -- ---- --- - -- - ------- ---- --- --------- - ------ --- -- - -- - --
HAND TOTAL + 393375.00 31096.06 31098.00, 362276.94 73:
------ - -- - -- ------ - ----- ----- - - -- - -- --- -- -- - ---- ---- -- --- - -- -- ----
------------ --- --- - - - --- ---- -- - -- - -- ----- -- - -- -- --- --- -- -- -- -- - - --
Rk9E; 08,13,12 12:43!48 Method; 3
Arco=
----------------------------------------------
76CC Airport.
TNTHEST REVENUES
381100 Interest on investnents
Total INTERFST REVENUES
11 1N TS
382100 Lend Rental
382200 3uilding /Room Rental
Taal RENTS
ROYALTIES S COMMISSIONS
3842,00 Vending Machine Comm
3384900 Other Comraiss>ons
Total ROYALTIES 8 COMMISSIONS
TRANSFERS
TRANakSRS FROM GOVERNMENTAL ACTIVITIES
393123 Genera? levy
Airport Commission Agenda & Info Packet
Pz^-n- IM,
Page= 1
Iowa City General Ledger System
Fi' 2013 Revenue Reporting
For the _period 07.01.12 to 07.31.12
Estimated YTD Period
kevenae Revenue Revenue Remainder s
Tota- TRANSFERS FROM GGU"sRNMENTAL ACTIVITIES
Total_ TRANSFERS
Total Airport
*** GRAND TOTAL *a
1170,00
270,57
270,57
899.43
23. -3
---------- -- ---
1170,00
-- ------- ------------
270.57
274
------
57
------
899,43
------
23.'3
40943.01)
756,67
756.67
40186,33
1,85
235283,00
19687.00
19687.00
215596.00
8 ",
----- - - - ---- -----
276226.00
- --- --- ------------
20443.67
20443.67
------
....
255782,33
....--
7.40
9?,CC
10.80
10.80
86.20
11.13
16931.00
2276.84
2276,84
14654.10
1 3.45
- ----------- ---
17029.00
--------- --------
2287.64
----
2287.60
------
--- ---
14740.40
---- --
13.43
100041).1)0
8333.33
8333.33
91666.67
8.33
-
100000.00
83333.33
-----
8333.33
--
-- -- --- -
91666.67
--
- ---
8.33
-- --- - - - - -- --
IOCG00.00
--- - ------ --
83333,333
----- -- ---
8333.33
-
---- - - - ---
91666.6'
-- ----
8.33
394424.40
3i335.17
31335.17
363088.83
7.94
-- --- - - -- - -- ------
394424.00
------------ ------
- - -- -- ---
31335.17
- - - - -- ---
- - -----
3;335.17
--- --- -
- - -
-- -
----------
363088.83
-- ---- ---
--
- --- --
7.94
- - - - --
Airport Commission Agenda & Info Packet 27 of 76
TF.ID: 08,13.12 12:44:26 Method: 4 Pace: 1
Iowa City General Ledger System
Expenditures Detail
FY 201' Detail Reporting
For the period 07.01.12 to 07,31,12
Trans Date Trans Type Report# Sonrce Description Debit Credit
-- - --- - -- -- - --- - ----- - --- - - - -- - - - - -- -- ---- ----- -- ----- -- - -.. —
6GD A :rDCrt
560100 Airport Operations
411000 Perm Full Time
07.13.12 Old Sys 120711610009
07.27.12 Old Sys 120725010008
Total Perm Full Time
4130 +)0 Temporary Employees
07.13.12 Old Sys
Total Temporary Employees
421100 Health Insurance
07,16.12 Journal
Total Health Insurance
421200 Dental Insurance
07.16,12 Journal
507100 \CIC PAYROLL RECAP\PAYRCLL 13 1652.19
507236�M PAYROLL RECAPIPAYROLL 27 1882,88
3535.07
124711010079 507100 '\CIC PAYROLL RECAP�,PAYROLL 13 35.04
35.00
120803165800 010212 JUL HEALTH INSURANCE�CIC HEALTH INS 369,23
389.23
120303165000 710211 JUL DENTAL INSURAKFE CIC DENTAL INS
Total Dental Insurance
=21300 Life Insurance
07.18.12 New Vouch 120719030135 06792378 ChecR:71230'�MADISON NATIONAL LIFE
Total Life Insurance
421400 Disability Insurance
07 18.12 Nev Vouch 120719030135 76792473 CHeck:712305�MADISON NATIONAL LIFE
Total Disability_ Insurance
422100 FICA
07.13,12 Old Sys 120711010009
71.27,12 Old Sys 1207250 1_0008
Total FICA
23100 IPRRS
J7.13.12 Gld Sys 120711010009
77,27.i2 0'd Sys 120725010008
7130599'tPICA'�CITY CGNTRI3UTIGN
7270599�,FICA \CITY CONTRIBUTION
7130599�IPRRS\CITY CONTRIBUTION
7270599')IPERS \CITY CONTRIBUTION
26.70
26.70
10.54
10.54
19.47
- -- -- - -- - - - - --
19.40
127.55
142.51
270.06
1:6.28
163.25
TRID: 08.13.12 ;2:44:27 Method: 4
Airport Commission Agenda & Info Packet
Iowa City General Ledger System
Expenditures Detail
FY 2013 Detail Reporting
For the period 07,01.'2 to 07.31.12
Trans Date Trans Type Repertk Scurce Description
- -- -- - - - - -- — -- --- -- ----- - - - --- -•-- _ _ °-... ------- ---.- .... ..
7400 Airport 'CONTINUED)
540100 Airport Operations ;CONTINUED
423100 IPERS (CONTINUED)
T
otal IFERS
436050 Registration
07.:1.12 P -Card
Total Registration
43791E Comp Liability Insurance
07,10,12 New Vouob
120802i52100 19000588 AAAE�MICEAEL TRARP
120723030009 03304:11 Check:7".8781,AW WELT AMBRISCO INSUR
28 of 76
Page 2
Debit Credit
- --- --- ---- -- --- - - - - --
------------ --- -- -------
304.53
425.00
— --- ------------
425.00
3530.90
------ - - - - -- ----- -- - - - --
Tcta'_
Comp Liability
Insurance
3530.00
438010
Stormwater Utility
Charges
07.18.12
Journal
120803165800
010239
057 - 095- 031STORMWTR \7.18.12 Bill Da
986.26
Total
Stormwater Utility Charges
------
- ----- -- -- --- - ----
986.26
438030
Electricity
0;.25.12
Mew Vouch
120802030036
00900504
Check:9100161611DAMERICAN ENERGY11180
96171
07.26.12
New Vouch
12,0802030036
00900558
Check:910016t,MIDAMERICAN ENERM180
1058.36
07.26.12
New Vouch
123802030036
00900560
Check: 910016 \MIDA?dERICAN HNEP.GY1180
34.32
07.26.12
New Vouch
120802030036
00900563
Check: 910016\MTDAMERICAN ENERGY1180
194.00
Total
Electricity
--
---- ------ ---- --- ----
13E3.39
438G7O
Heating Fue /Gas
07.26.12
New Vouch
1208020300 36
08900515
Check:9100:6 \MIDAMERICAN ENERGYj180
15.89
07,26.32
New Vouch
120802030036
09900561
Check:910316\MIDAMERICAN ENERGY�180
10.00
07,26.12
New Vouch
120802030036
00900569
Check:9100161MIDAMERICAN ENERGY�180
10.90
Total
Heating Fuel/Gas
--
-- -- ---- -- ------- -- ---
35.89
.38080
Sewer Utility
Charge
07.18.12
Journal
120803165800
010209
057- 120- 00'SEWERj7.18.12 Bill Date
35.68
07.18.12
Journal
120803165800
010209
057 - 118 -03 MWER17.18,12 Bill Date
20.12
07.18.12
Journal
120903165809
010209
057. 117- 00V9E4ER17.18.12 Bill Date
20.12
07.18 -12
Journal
120803165800
010299
Bill late
44.06
TRID; 08,13.12 12;44:27 Method: 4
TrarS Date Trans Type
Airport Commission Agenda 8, Info Packet
Iowa City General Ledger System
Expenditures Detail
FY 2013 Detail Reporting
For the period 07.11.12 to 07.31.12
Report# Source Description
-- --------- --- -- --- -- - - --- --
7600 Airport (CONTINUED)
560lu Airport Operations (CONTINUED)
438080 Sewer Utility Charge ;CONTINUED_,)
Total Sewer Utility
Charge
438Q97 rater utility Charge
07.18.'_2
Journal
120803165800
010209
057 i2C O0`yWATBR \7.18.12
Bill
Date
O7,I8.11
Journal
120803165800
010209
057- '18 -03 \WATER \7.18.12
Bill
Date
07.18.12
Journal
127803165800
010209
057 - 117 -00 WATER17.15.12
Bill
Date
07.18.12
Journal
120803165800
010209
057 115- 09 \NATBR1,7.1B.1?
Bill
Date
07.18.12
Journal
120803165800
010209
059 - 095- 0310ATER \7.18.12
Bill
Date
Total Plater Utility Charge
438100 Refuse Collection Charges
07.18.12 New Vouch 120719030135 06792234 Check:712214 \ABC DISPOSAL SYSTEMS I
07.18.12 New Vouch 120719030135 06792246 Check:712214iABC DISPOSAL SYSTEMS I
Totai Reface Collection Charges
438120 Long Distance Service
07,01.12 Ph Lon Est 128801092718 00007019 JUL LONG DIST CNGBK
Total Long Distance Service
442010 Other Building Repair .& Maintenance Ser
07,10.12 New Vouch 12C71103CC10 06791763 Check;711 0,62 \DAN'S OVERRBAD DOORS
07.10.12 New Vouch 120711030010 06791877 Check:712001 \JET AIR INC ION \CLBANI
07.17.12 New Vouch '2C71803CC14 06791996 Check:712250 \DAN'5 OVERFEAD DOORS 1
07.21.12 P -Card 120602152100 19000587 FREEMAN LOCK AND ALARM\MiCRAEL TEAR
Total Other Building Repair & Maintenance Servi
442020 Structure Repair & Maintenance Services
07.2'.12 P -Card 120802152100 19000391 OEC*OTIS ELEVATOR CO \JUNE NASBY
Total Structure Repair & Maintenance Services
PI:Z.71W
Page; 3
Debit Credit
------ ------ ---- --------
119.98
27.04
15..3E
15.38
43.38
9.40
110.58
69.00
28.00
----- - - -- --- -- ----------
97.00
4.17
4.17
81.73
600.00
70'.24
243.75
'626.72
50.BO
50.00
Airport Commission Agenda & Info Packet 30 of 76
PRIG: 08,13.12 i2;44:2 , Method- 4 Page; 4
Iowa City Ge:ierai Ledqer System
Expenditures Detail
FY 2013 Detail Reporting
For the period 07.01.12 to 07.31.12
Trans Date Trans Type Report#
Source
Description:
Debit
Credit
---- -- ----- -------- .
7600 Airport (CONTINUED?
........
.... ------------------- - ----- -- -- --
--- -- -- ---
----- -- -- --
560100 Airport Operations (CONTINUED)
442U0
Cooling Equipment Repair & Maintenance
07.17,12 New Vouch 120718030014
06791998
Check:712295j3ELLY HEATING & A/C IN
161.35
C7.17.12 New vouch 120718030014
06991999
Check:712295'VELLY HEATING & AJC IN
372.00
Tota:
Cooling Equipment Repair & Maintenance
Se
-- ---
533.35
-- --- -------
442670
Bldg Pest Control Services
07.25.12 New Vouch 120726030142
06/92803
Cheek:7130W,HAWY.EYE PEST CONTROL I
33.95
otal
Bldg Pest Control Service;
------------
33.95
------------
4430$0
Other Equipment Repair & Maintenance
Se
07.17.12 New Vouch 120711030010
06791878
Check:712001'\JBT AIR INC IOW�MAINT
1181.90
07.30.12 New Vouch 120731030008
06792892
Cheek:7133WDAN'S OVERHEAD DOORS 1
323.32
Total
Other Equipment Repair & Maintenance Sery
---
-- - - - ---
1505.
---- - -- ---
72
4110E
Nursery Service -Lawn and Platt Care
01.10.12 New Vouch 120711030017
06791376
Check:7120011JET AIR INC IDW'�MAINT
45CO.00
07.21.12 P -Card 120872152100
19000589
PLEASANT VALLEY LP�MICHAEL THARP
505.81
Total
Nurseri Service -Lawn and Plant Care
---
---------
5005.91
--- --- - - -- --
?46130
ITS-PC/Peripheral Support Chargeback
7731.12 IT Support 120731133908
00007024
FY13 ITS ANNUAL CHGB
800.00
-otal
ITS-P'/Peripheral Support Chargeback
............
800.00
.......
445147
ITS - Computer Repia-^_emeat Chargeback
07.01.12 IT Rep1 120709172520
x0007025
JUL ITS REPL CHGBCE
191.42
fiotal
ITS - Computer Replacement Chargeback
101 -42
-- --- ------- --
446160
ITS- Networkllnternet Chargeback
07.01.12 IT Int /Nwk 120706159916
00737031
JUL M NETW /'INTRNET
60.00
Total
ITS- Networkilnternet Chargeback
bO.00
Airport Commission Agenda & Info Packet 31 of 76
TR'D: 08.13.12 12:44;27 Method: 4 page: e
Iowa City General Ledger System
Expenditures Detail
FY 2013 Detail Reporting
For the period 87.01.12 to 07.31.12
Trans Date Trans 7ype R2part4 Source Deszriptior, Debit Credit
- - -- --- -- - - - - -- - --- - - - - -- ---- -- - - - - -- - -- --- ----
7680 Airport (CONTINUED)
550100 Airport Operations (CONTINUED;
446200 Photocopying Chargeback
07.01.12 Copier Chg 120725180801 00700043 JON PHOTOCOPY CHARGE 12.24
Total Photocopying Chargeback
446220 Phone Service Chargeback
07.31.12 Qwest Chrg 120301111047 08007032 Jul Telecom Charges
Total Phone Service Chargeback
446300 Phone Egaipment?Line Chargeback
07.01,12 Ph Ecuipmt 120801092718 88087018 JUL PMON EQUIP CHGER
iota! ?hone Equipment /Line Chargeback
446320 Mail Chargeback
07.01.12 Nail 129724111348 08700061 JUN POSTAL CHARGES
Total Mail Chargeback
440350 City Vehicle Replacement Chargeback
07.311.12 80 Repl 120806085949 0000 1,006 JUL REPLACEMENT COST
Totai City Vehicle Replacement Chargeback
448370 Fuel Chargeback
,J7.31.12 EQ Div 120806085949 00007008 JUL DIVISION FUEL
Total Fuel Chargeback
446380 Vehicle Repair 6 Maintenance Chargeback
81,.31.12 EQ Div 120806085949 00007008 JUL DIVISION SERVICE
Total Vehicle Repair
& Maintenance Chargeback
449360 interest Ea_penae
81.31.12
journal
120803165800 010199
Corp Hangar Loan Int\Ju1 Interfnnd
8 ",31.12
courral
12080316 58QO 818199
UI Hangar Loan Int,Jul Intarfund Lo
87.31.12
Journal_
120803165800 010199
SW T -Hngr Loan Int�Jul Interfand Lo
12.24
82.29
-- -- -- ------ - --- -- - - -- --
82.29
92,50
-- --- - -- - --- -- -- -- -- - - --
92,50
4.42
---- -- - - - - -- ------ - - -- --
4,42
1363.72
-- --- -- - -- -- ------
--- ---
1'363.72
156.73
- ---- - - - --- ----------
--
156.",
300.78
-- -- ------- ------ - -- ---
300,78
1715.173
12J4.71
820,96
Airport Commission Agenda 8, Info Packet 32 of 76
TRID: 08,13.12 !2:44:27 Method: 4 Page: 6
Iowa City General Ledger System
Expenditures Detail
FY 2013 Detail Reporting
For the period 07,01.12 to 07.31.12
Trans Date Trans Type Report# Source Description Debit Credit
---- - - - - - -- ------ ---- - - -- ------ -- - - - - -- --- ---- -- -----•-•--- -- -- ---- - - - - -- - -- ---- ----- - ----- ------
7609 kirport i'ONTIN -ICED)
56C100 Airport Operations (, CONTINUED;
4 =9360 interest Expense !;CONTINUED;
------ --- --- -- ---- - - - - --
Total Interest Expense 3740.78
466040 Plumbing Supplies
07,10.12 New Vouch 120711030010 067918/8 Check:71200'�JET AIR INC IOW��,MAINT 102.57
Total
Plumbing Supplies
102,57
466070
Other Maintenance
Supplies
07 ,10.12 New
Vouch 120711030010
06741878 Check:712001'tJET AIR
INC
IMMAiNT
6.63
Total
Other Maintenance
Supplies
--
--- -- --
-- - ---- ------
469190
Minor Equipment
97.10.12 New
Vouch 120711030010
06791878 Chec'.t:7120011,JET AIR
INC
IONVIAINT
56,59
Tota'-
Minor Equipment
56.59
469200
Tools
0 1.10.12 New
Vouch 120711010010
06791878 Check:7120011JET AIR,
INC
IOW'PMAIIDT
44.22
Total Tools 44.22
?69360 Food and Beverages
!7.10.12 New Vouch 120711039010 0679'878 Check:712001�)JET AIF. NC IDWI,MAINT
Total 'cod and Beverages
190150 Operating Subsidy
67,31.12 Journal
Total Operating Subsidy
490150 Interfund Loan
07,31.12 Journal
07.31.'_2 Journal
07.31.12 Journal
Total Interfund Loan
58.08
------ --- --- ------------
58.08
120803165800 010193 Airport 10% ED CoordlJul Budgeted 0 991.00
---- -- - - - - -- ------ - - - - --
991.00
120803165800 010199 Corp Hangar Loan Prn \Jn1 Interfund 1284.97
12080316!800 010199 UI Hangar Loan PrinC \Jul Interfund 1186.73
120803165800 010199 SW T -Hngr Loan Princ'1Jul Interfund 609,04
------ - - -- -- ------------
3080.74
MD: 0Q.,1M 12:4417 Method! 4
Airport Commission Agenda & Info Packet
Iona City General Ledger System
Expenditures Detail
FY 2013 Detail Reporting
For the period 07.01,12 to 07.31,12
Trans Date Trans Type Report¢ Source Description
-- ---•------ - --•--- -----------------------
6100 Airpo- t (CONTINUED)
560100 Airport Operations (CQNTINUED;
490190 Interfund Loan (CON'TINUED)
Total Airport Operations
33 of 76
Raae: 7
Debit Credit
31799.06
Airport Commission Agenda & Info Packet 34 of 76
?BID: 08.13.12 12:44:27 Method: 4 page: 8
owa City General Ledger System
Rxpenditures Detail
FY 2013 Detail Repartirq
For the period 01.01.12 to 07.31.12
Trans Date Trans Type Report#, Source Description. Debit Credit
---- --- --- -- -- --- --- --- --- --- --- -- ---- - -- -- --- --- ----- - -- ---
530 Air ort "ONTINJBD)
�6b100 Airport Operations ICONTMUSDI
49019E Interftnd Loan (CONTINUED
-- - - - - - - - - - - - - - - - - - - - - -
-eta? Airport 3:098.06
Airport Commission Agenda & Info Packet 35 of 76
'3ID: 28.17.12 12:41:27 Method: 4 Page: 9
Iowa City General Ledger System
Expen,itures Detail
Pi 2013 Detail Reporting
For the period 07.01,12 to 07.31.12
Trans Date Trans Type Repoxt@ Source Description Debit Credit
7300 Airport (CONTiNUD)
560100 Airport Operations (CONTINUM
490190 Interfund Loan (CONTINURD)
GRAND TGTA toe 31G9S.OE
------------ ------ - -- - --
Airport Commission Agenda & Info Packet 36 of 76
TRID: 08.13.12 12:44:33 Method: 4 Pa4e: I
'ova City General Ledger System
Revenues Detail
FY 2013 Detail Reporting
Far the period 0731,12 to 07,31,12
Trans Date
Trans Type
Report#
Source
Description Debit
Credit
600 Airport
560100 Airport
Operations
3 61100
Interest on Investments
07.31.12
Allocation
1208091[54"
interest allocation
270.57
Total
interest on Investments
------- --- --
270.57
382100
Land Rental
07.1.2.12
Payment
120712092732
00022404
2- 13\BELL LARRY & SANDRA \PAYMENT
300,00
07.16,12
Payment
120716090926
00022419
1- 34\,JET AIR\JUL 12\GROUND LEASE
156,67
07.16.12
Misc Pymt
1207251'01936
70- 1911ARNED FORCES RRSERIMAIP.POPT
350.D0
Total
Land Rental
--- ----- - ---
-------- ----
756.67
18,200
Building/Roo,
Rental
07.02.12
Payment
120702093339
00022298
1- 1VANDERSEN JASON\JUL 12\HANGAR
144.00
0,02. 12
Payment
120702093339
00022298
1- 16\ANDERSEN JASON\JUL 12\HANGAR
144.00
07.02 -12
Payment
120702093339
1300222 99
1 17\HEADINGTON MERLE & BEasdLY\JU
iS1,00
07 .13.12
Payment
120703094332
00022329
2- 10�,PITTON NIRRyJUL 12\HANGAR #26
1S1.G0
07,03.12
Payment
120703094332
80022381
2- 9VDOWNES GREG\JUL 12\HANGAR #51
172.00
07.C5.12
Payment
120705093737
00022333
2-5VSCHNELL TOM\JUL 12 \HANGAR 462
_78.00
07.05.12
Payment
12D705093737
G0022335
2- 6\BALL ROBERT \JUL 12 \PANGAR #6
144.00
07.135.12
Payment
120705993737
00022335
2- 6\HALL P.OBERT\JUL 12\HANGAR #12
151.00
07.05.12
Payment
120705093737
00022360
2 -3\HRR FRED\JUL 12\HANGAR #16
151.00
07.05.12
Payment
120705093737
00022378
2- 4\ST3ARMAN \JUL 12'',HANGAR 147
172.00
07,95.12
Payment
120706044347
00022294
1.3\FIELD HOWARD \JUL 12 \HANGAR 0,54
172.00
07.04.12
Payment
120706094347
00022336
1- 6\BULGARELLI DAVID\JUL 12yHANGAR
151
-00
071:.12
Payment
120709092336
00022297
2- 12\FULLER SCOTT\JUL 12\HANGAR 0
'72.00
07,09.12
Payment
120709092336
00022334
2.3\B4LLERS JONATHAN\JUL 12'ANGAR
153.00
07,09.12
Payment
120709092336
00022376
2.10\POWERS ROBERT \JUL 12\HANGAR #
145.00
07.10.12
Payment
1207:0092448
00022340
1- 12\MASCARI RICN\JUL 12 \HANGAR #3
15i.00
07.10.12
Payment
120710092448
00022341
1- 61BUTLER JOHN\JUL 121 ANGAP. #36
172,130
07.10,12
Pavvent
120710092448
00022341
1.6 \BUTLER JOHN \JUL 12\HANGAR #37
172.00
07.ii.12
Payment
120711093316
00022308
2.4\CARE AMBULANCE\JUL 12 \OFFICE
100.D0
07,12,12
Payment
120712092732
00022293
2- 12\ODGAARD JACOB\01L 12\HANGAR #
151.30
17,12,12
Payment
120712112649
00021870
9- 24MAGER DAIV AY 12\HANGAR #17
151.10
07,12,12
Payment
120712112849
00022/01
9- ' \YEAGER DAMAN 12\HANGAR #17
15'.00
TRID: 09.13,12 12:44:33 Method: 4
Airport Commission Agenda 8, Info Packet
Iowa City General Ledger System
Revenues Detail
PY 2013 Detai' Reporting
For the period 07.01.12 to 07,31.12
QlAnivil
Page: 2
Trans Date
----- ------
Trans Type
--- - - - - - --
Report#
----- - -----
Source
- -- --- --
Description Debit
--- -•---- ------ ------------ - - ---- -- ---- -- ----
Credit
----- -----
?600 Airport NONTINUEDI
560100 Airport Operations
;CONTINUED)
3382200 Building/Room
Rental iCONTT_NUEDI
07,13.12
Payment
120713091945
00022316
I-B \RUYL3 JOHN�JUL 121HANGAR #33
158.00
07.13.12
Payment
120713091945
00022353
1- 7 \ZHBROD ROY\JUL 12�HANGAR #20
151.00
07.16,12
Payment
120716090926
00022331
1- 21�DENARIA JOSEPHjJUL 12111ANGAR
151,00
07,16.12
Payment
120916090926
00022342
2- 18�HARTWIG RANDY'�JUL 12�11ANGAR #
17x.00
07,16.12
Payment
120716090926
39022374
1 -34ORT AIR INO.JUL 12\BUILDINGS D
4287.00
07.16.12
Payment
120716090926
00022395
1- 34�JRT AIR1,J-JL 12;HANCAR #60
17B,co
01.105.12
Payment
1_20716090926
00022385
1- 34'IJET AIRIJUL 12�XNGAR 459
178.00
07,16.12
Payment
120716090926
00022385
1- 34'yJET AIR \JUL 12�HANGAR 41
144,00
0^,17.12
Payment
1207I7091930
00022324
1- 19�11RUMLEY JAMES�JUL 12 \HANGAR, #
151,00
07.17,12
Payment
120717091930
00022343
1- 29�,LACINA DA "aEiJUL 121HANGAR #5?
202.00
07,17.12
Payment
120717091930
00022352
2- 13 \CHALRLE'i BEN \JUL 12�,HANGAR #1
151,00
97.17,12
Payment
120717091930
00022357
1- 16�AEROHAWZS \JUL 12 \HANGAR #19
302.00
07.17.32
Payment
120717091930
00022413
2.10.JOHR BRIAN\JUL 121HANGAR #27
161.00
07.20,12
Payment
12072009205E
00022377
2 -4' ;OPERATOR PERFORMANCE LAB;JUL 12
403835
v; 20,12
Payment
120720092050
00022377
2- 4\OPERATCR PERFORMANCE LABt,JUL 12
615.00
07.20,12
Payment
120720C92050
00022411
2- 12'POLASBI MICHAEL',,JUL 12\HANGAR
151.00
97.25.12
Payment
120720634540
00022291
89-1\MILLER RICHARW UL 12�HANGAR
i%
.00
07,20.12
Payment
120720094540
00022397
89- 0 'YAM>ADA THORU \JUL ff'HANGAR #2
151.09
07.20.12
Payment
i20720094540
00022316
89- 8\EINCHLEY HARRYI,JUL 12111ANGAR
404.00
07,20,12
Payment
20720094540
00022316
V-B8 EINCHLBY HARRY�JUL 12\HANGAR
144.00
07,20,12
Payment
120720094540
00022120
89-9`wOS JEREMYIJUL 12t,HAR14GAR #64
196.00
07.20.12
Payment
120 720094541)
00022346
89- 10'iFISHBAUGH JUSTIN�JUL 12 \HANG
178,00
07,20.12
Payment
120720094540
00022349
89-11'1PATTSCEULL RICHARD\JUL 12jHA
2334.00
07,20,12
Payment
120720094540
00022351
89- 12'�ALLENDER PATRICK;JUL 12 \11ANG
172.00
07.20.12
Payment
120720094540
00022363
89- 14'tEDMONDS TERRYIJUL 12'1HANGAR
320.00
07,20.12
Payment
120720094540
00022377
89- 1VAUADRDNS UP \JUL 12t,HANGAR #5
172,03
07.20.12
Payment
120720094540
00022312
89- 19\GURNETT DON\JUL 121HANGAR #3
310.00
07,20,12
Payment
120720094540
1062213B6
89- 2119WANSON NAOMI�M 12\HANGER
144.04
07.20.12
Payment
120720094540
00C22408
89- 26yCOHN GARY'Q9L 12;HANGAR 441
172.00
07.20.12
Payment
120729094540
00022411
89- 28\1EADE JAMES N'0L 12'0ANGAR
172.00
07,23.12
Payment
120723090045
00022373
2- 7�ROOP EEITH'4JUL 12tHANGAR #42
_72.00
97,24.12
Payment
120724094036
00(22311
2- 2�SHEPHBRD TODD & JULIE;JUL 12,1H
144.00
TRID: 08.13.:2 12;94:33 Method: 4
Airport Commission Agenda & Info Packet
Iowa City General Ledger System
Revenues Detaii
FY 2013 Detai-. Re_DOrtin4_
For the period 07.01.02 to 07 31.12
Trans Date Trans Type Report# Source Description Debit
-------- --- - ----- ---- ----- ----- -- - - - - ---- ----------------------- ----------- -
7000 Airport (CONTINUED',
560100 Airport Operations (CONTINUED;
352200 Building /Room Rental ;CONTINUED(
07.27.12 Payment 120727092510 00022656 '-- 11'\FIELD H0WARD1AOG 1"MRGAR #5
07.27.12 Payment 1_20727092510 C0022705 2- 6 'kN6226W INCU.UG 12kRANGAR #49
07.27.12 Payment 120727192510 00022737 2- 13SPOWERS ROBERT\AUG 12'HANGAR #
07.30.12 Payment 2073009250? C0022660 2 -19 \ANDERSEN JASON�AUG 12t,EANGAR
07.30.12 Payment 120730042501 00022660 2 -15 1ANDERSEN JASOM,AUG 12'6HAir`GAR
07.30.12 Payment 120730092501 00022703 2- 17'DUT1ER JOHNyAUG 1211HANGAR 436
07.30.12 Payment 120730092501 00022703 2- 171,BUTLER JOHN ',AUG 121,11ANGAR #37
07.31.12 Payment 120731100126 00022100 1- 12'MWAA2R01SUN 12\HANGAR #43
07.31.11 Payment 123731107 ^_ -28 00022637 1 -11 MUMLEY 1AMESIAUG 12�11ANGAR #
07.31.12 Payment 120731100123 00022706 1- 15'XHMEISER RUSS\AUG 12�,HANGAR
Total Building,/Room Rental
384200 Vending Machine Comm
07,25.12 Misc Pymt
Teal tending Machine Comm
384900 Other Commissions
07.17.12 Misc Pvmt
Total Other Commissions
393120 General Levi
07.31.12 Journal
iota' General Levv
Total Airport Operations
120725094333 2- S\03RICA.N BOTTL NG COMPANY \:ENDI
120717001936 1- 17'IEASTERN AVIATION FUELS\FUEL JU
120803,65300 010190 Ptax to AirportiJul Budgeted Operat
Of -I ivil
Page: 3
Credit
172,G0
i72.00
144.00
144.00
i4 ?.00R
172.00
1 ",2.00
172. U'0
150.00
209,00
.968".0',
--- -- --- --- ------ -- ----
10,80
2"276.80
---- --- --- -- ---- -- --- ---
2276.80
3333,33
8333.33
3313.35.17
Airport Commission Agenda & Info Packet
TRID, 0$.13.i2 12:44:33 Method: 4
-osa City General Ledger System
Revenues Detail
F° 2013 Detail Reporting
For the period 07.01.12 to 04.31.12
Trans mate Trans Type Report# Source Description
------ - - - -- --- - - ----- ------- - ---- -------- ---- ------------------
'600 Airport (CO1dTINUED)
560100 Airport Operations iCONTIN'ED)
Total Airport
ItBZ ivjl ",.
Page: 4
Debit Credit
- --- -- ---- -- ------ ------
313-5.17
Airport Commission Agenda & Info Packet 40 of 76
TRID: 09.13._2 .2:44:33 Method: 4 Pape: c
,cwa City General Ledger System
Revenues Detail
FY 2013 Detail Reporting
For the period 07.01.12 to 07.31.12
Trans Date Trans Type Report# Source Description Debit Credit
--- - - --- ----------------------------------- - ----- - -- --- -- - - - ----
7690 Airport (OONTINUBD'
560106 Airport Operations (CONTINUED)
GRAND TOTAL " 31335.1"
---- --- - - --- ---- ---- - ---
------------ -- --- - -- ---
Airport Commission Agenda & Info Packet
41 of 76
Prepared by: Susan Dulek, Assistant City Attorney, 410 E. Washington St., Iowa City, IA 52240- 319- 356 -5030
RESOLUTION
RESOLUTION ADOPTING PURCHASE MANUAL.
WHEREAS, in April 2012, the City Council adopted a Purchasing Policy Manual;
WHEREAS, the Purchasing Policy Manual grants the City Manager and Departments Heads
authorization to make certain purchases up to certain dollar amounts; and
WHEREAS, in Resolution No. A08 -05, the Airport Commission authorized the Airport
Operations Specialist and the Chairperson to make purchases up to certain dollar amounts in
certain circumstances.
NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT:
1. The Iowa City Purchasing Policy Manual is adopted as the policy governing purchases
by the Airport Commission with the exception of chapters entitled "Authority to Purchase"
(in Section 1), "Signature Approval Requirements" (in Section 1), and "Dollar Thresholds"
(in Section 111).
2. Resolution No. A08 -05 shall be used in lieu thereof said chapters.
Passed and approved this day of
ATTEST:
SECRETARY
CHAIRPERSON
It was moved by and seconded by
adopted, and upon roll call there were:
AYES:
NAYS:
2012.
Approved by
�-_-) Ira
City Attorney's Office
ABSENT:
Assouline
Gardinier
Horan
Mascari
Ogren
the Resolution be
Airport Commission Agenda & Info Packet 42 of 76
PURCHASING POLICY
MANUAL
�ddopi
'',w
CITY OF IOWA CITY
Last revised: April 17, 2012
SECTION I
SECTION II
SECTION III
SECTION IV
SECTION V
Airport Commission Agenda & Info Packet
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
43 of 76
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,NIIII lA DOIDI► III,. toleIMIIII ADIMIll]aILItoIIIA*3we (0 013i
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 Agenda & Info Packet
SHIPPING & PAYMENT TERMS FOR CITY PURCHASES
Shipping Terms Page 25
Payment Terms Page 26
SECTION IX PURCHASING TERMS AND DEFINITIONS Pages 27 -29
44 of 76
Airport Commission Agenda & Info Packet 45 of 76
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 Agenda & Info Packet 46 of 76
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
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Airport Commission Agenda & Info Packet 47 of 76
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 Agenda & Info Packet 48 of 76
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 Agenda & Info Packet 49 of 76
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 Agenda & Info Packet 50 of 76
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 Agenda & Info Packet 51 of 76
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 Agenda & Info Packet 52 of 76
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
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Airport Commission Agenda & Info Packet 53 of 76
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.
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Airport Commission Agenda & Info Packet 54 of 76
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
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Airport Commission Agenda & Info Packet 55 of 76
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.
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Airport Commission Agenda & Info Packet 56 of 76
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.
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Airport Commission Agenda & Info Packet 57 of 76
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 govemment-
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.
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Airport Commission Agenda & Info Packet 58 of 76
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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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 $
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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.
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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.
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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
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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.
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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
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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 Agenda & Info Packet 73 of 76
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 Agenda & Info Packet
ii. Insurance Requirements
Class I
Type of Coverage
a. Comprehensive General Liability
74 of 76
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 Agenda & Info Packet 75 of 76
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 Agenda & Info Packet 76 of 76
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