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HomeMy WebLinkAbout2014-04-07 Resolution.ldA_ CITY OF IOWA CITY MEMORANDUM DATE: April 7, 2014 TO: Tom Markus, City Manager FROM: Kumi Morris, Public Works Dept. RE: Animal Care and Adoption Center 2014 Project- Rejecting Bids, will be returning with new bid document with reduced scope end of April 2014. Introduction: The City of Iowa City released the Animal Care and Adoption Center project for bids on March 5, 2014. The project had a base bid and seven alternates. The City received nine bids on March 27, 2014, the base bids ranged from $3,658,000 to $3,938,000. The consultant's estimate for the base bid was $2,753,856. The bids that were received by the City are beyond the planned budget for this building project. History /Background: Federal Emergency Management Agency (FEMA) granted funding to the City to construct a new Animal Center to replace the previous facility damaged by the 2008 Flood of the Iowa River. The City has approval from FEMA to proceed with an improved project and timeline for the selected site. The design development plans were approved by FEMA in November 2013 and the City was authorized to proceed with bidding. The City staff worked with architecture firm Neumann Monson PC on construction specifications and plans to bid a new facility. The future site has been approved by the Federal Emergency Management Agency (FEMA) with the granted completion date of May 2015. 28E agreements with neighboring jurisdictions are in place for proportional funding of the facility, based on a three -year average of animal intakes. Project costs, less FEMA reimbursements and Friends of the Animal Center fundraising, will be shared with Johnson County, Coralville, University Heights, and the University of Iowa. The City is solely absorbing the expense for the property and the costs to upgrade the traditional HVAC to a geothermal system. Discussion of Solutions: Staff reviewed options with the consultant in an effort to bring the overall construction costs within budget. The objective is to reduce scope to the original architect's construction estimate to keep the overall project costs within 3.1 million; a new set of plans will be reissued by April 25tH Financial Impact: The total project budget is $3.1 million and excluding fees and soft costs the estimated construction budget is approximately $2.7 million. The fund number for this project is under Animal Shelter Replacement under Munis account number Y4422. Recommendation: Staff recommends rejecting bids at this time and issuing new plan bid documents, with the following schedule: Completion of Plans April 25, 2014 Set a meeting to hold public hearing Pending Hold Public Hearing /Approve Plans and Specifications May 6, 2014 Award Construction Project June 3, 2014 Accept Project May 2015 cc: Rick Fosse, Public Works Department Chief Sam Hargadine, Police Department S:IENGARCHIT- 1\ProjectaWNIMAL -/ \DESIGN- 11FRONTE- 1\FRONTE -Ndemo to City Manager REJECTING BIDS WITH UPDATED SCHEDULE for Animal Care and Adoption Carder 2014 Project.doe Marian Karr From: rath800 @aol.com Sent: Sunday, April 06, 2014 12:48 PM To: Council Subject: Animal Care and Adoption Center Mayor and City Council: My name is Craig Rath je, I'm from Cedar Rapids, Iowa. I'm writing this email to express my feelings toward the building of the IC Animal Care and Adoption Center. I have a huge compassion for neglected and abused animals, and a very strong appreciation for the staff and volunteers who care for these unfortunate animals. I believe, I and others were successful in Cedar Rapids convincing our Mayor and Council to build a very nice 21st century Animal Shelter in Cedar Rapids. We were fortunate to have left over monies raised from the Lost fund. I've done my research pertaining to the cost difference in allowing for Iowa City to have the dream shelter everyone was hoping for. I read an article in the Daily Iowan titled "Iowa City Officials move forward with Animal Care Center Plans ". I agree with your Mayor in making remarks on how everyone should pay their fair share. Unfortunately, there are times where one party will not be as willing as another to come up with more funding in making sure the original plans of the building prevail. I hope to be able to convince all of you of another way of looking at animal care centers. I imagine in the past, there have been a lot of communications going on between all other participants using the Animal Center. It could have been the main reason for such a delay in moving the Animal Center forward. It's now been six years since the devastating flood and with delay has come higher costs. Hopefully, not at the hand of giving up on the original plans, it's not my intention in making attacks on you Mayor, or City Council, but more so on showing, and or educating, another side to the 21st century care and control centers. I hope that you will find it inside yourselves to find a way to implement your original plans to be used by the animals, staff and volunteers as well as the rest of the public that can use this facility in a social, cultural and entertaining way that works toward sustainability. I would like to ask, if you haven't already, go into the Friends of the Animal Center Foundation on Face book and scroll through, this is where you will find the proof of the social, cultural and entertaining of a new 21st century Animal Care Center. This is what Iowa City calls for, this is what the animals, staff, volunteers and the public need. Remember.... this is the way these volunteers take care of their missions and goals, they ask for nothing. This email doesn't come from a group or organization, just one person hoping to make a difference to the way people perceive animal shelters. In finishing, this goes along with your talk about adding to your river as far as finding forms of entertainment by the way of riding bikes, walking, jogging, fishing ... etc., just as what people do at the Animal Center, it's all a social cultural and an entertaining way of life, one that allows for diversity and works toward compassion, humanity and ethics as well. 1 Thanks for your time, Craig Rath je and Animals who can not speak for themselves. Prepared by: Kumi Morris, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356 -5044 RESOLUTION NO. 14 -87 RESOLUTION REJECTING BIDS RECEIVED ON MARCH 27, 2014 FOR THE ANIMAL CARE AND ADOPTION CENTER 2014 PROJECT. WHEREAS, nine bids were received on March 27, 2014, for the Animal Care and Adoption Center 2014 Project and the low base bid exceeded the Architect's Estimate by 35 %; and WHEREAS, the Department of Public Works recommends that the Council reject all bids. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA, THAT all bids received on March 27, 2014, for the Animal Care and Adoption Center 2014 Project are rejected. Passed and approved this 7th day of April 12Q_14 MAYOR Approved by ATTEST: -114 0 . e�k� ia�a� CI ERK City Attorney's Office y/ 7 11/ It was moved by Mims and seconded by Payne the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: X Botchway X Dickens X Dobyns X Hayek X Mims X Payne X Throgmorton SAENGtPWV2esolutions'Projecl Resolutions%Othefflejectln0 bids Animal Care and Adoption Center 2014 Project on April 7 2014- updated 04 07 2014.doc 4/14 04 -07 -14 # 2 Prepared by: Kumi Morris, Engineering Division of Public Works, 410 E. Washington St., Iowa City, IA 52240, (319)356 -5044 RESOLUTION NO. R LUTIO REJECTING BIDS RECEIVED FOR THE A MAL CARE AND ADOP ON CENTER 2014 PROJECT, AND SETTING A PU IC HEARING ON APRIL 2014 ON PLANS, SPECIFICATIONS, FORM CONTRACT, AND ESTIMATE F CO T FOR THE CONSTRUCTION OF THE OJECT, DIRECTING CITY CLER TO P BLISH NOTICE OF SAID HEARIN ND DIRECTING THE CITY ENGINE TO LACE SAID PLANS ON FILE FOR BLIC INSPECTION. WHEREAS, bids were, received on March 27, 2014 r the Animal Care and Adoption Center 2014 Project, and th \the est bid exceeded t architects estimate for base bid by 35 %, and WHEREAS, the Departmenublic Works re mmends that the Council reject all bids and set a public hearing on xisting set o an s and specifications with an addenda for the project which will rede cost ther f, and WHEREAS, funds for this project ke availAbl6 in Animal Shelter in CIP account # Y4422. BE IT RESOLVED BY THE COUNCIL 0F\T/=1E,/CITY OF IOWA CITY, IOWA: That all bids received on March "I 14 for the Animal Care and Adoption Center 2014 Project are rejected. 2. That a public hearing on the plaOS,'specifications, form of contract, and estimate of cost for the construction of the apov -me tioned project is to be held on the 15th day of April, 2014, at 7:00 p.m. in the En J. Ha at Hall, City Hall, Iowa City, Iowa, or if said meeting is cancelled, at the next mbe,'ng of the City Council thereafter as posted by the City Clerk. 3. That the City Clerk is her y authorized nd diected to publish notice of the public hearing for the above -named ,pr 'ect in a newspaper published at least once weekly and having a general circulation iry a City, not less than four'(4) nor more than twenty (20) days before said hearing. ✓ 1 4. That the copy o the plans, specifications, form of contract, and estimate of cost for the construction o the above -named project is, herAy ordered placed on file by the City Engineer 7,�ed a office of the City Clerk for public inspection. Passed and app this 7th day of April, 2014. MAYOR 4AA6-rney"s ve by ATTEST: CITY CLERK ice S :IENGWRCHIT- 1TrojectMANIMAL -1\ DESIGN- 1TRONTE- 1TRONTE- 1\Rejecting ds and new Public Hearing Project Animal Care and Adoption Center 2014 Project on April 7 2014- updated,doc 3 CITY OF IOWA CITY ..,,.� MEMORANDUM Date: April 1, 2014 To: Tom Markus, City Manager From: Brenda Nations, Sustainability Coordinator Re: Iowa City selected for partnership with University of Iowa's Iowa Initiatives for Sustainable Communities Introduction: The City recently submitted a proposal for the University of Iowa's Iowa Initiatives for Sustainable Communities program through the Urban and Regional Planning Department. The Iowa Initiative for Sustainable Communities program is a "campus -wide effort at the University of Iowa to enhance the capacity of Iowa's communities to address the economic, environmental, and social - cultural issues they face today and build a more sustainable future ". The program began in 2009 and has expanded to incorporate other departments, faculty and students within the University. During the last five years they have worked with several communities across Iowa and have completed many successful projects. Background: Iowa City's 2014 -2015 Strategic Plan places an emphasis on making Iowa City more sustainable and inclusive. The strategic plan also recommends incorporating the 2013 Sustainability Assessment into City operations. As sustainability has become more of a priority for Iowa City, this partnership could expedite and help facilitate these goals by continuing the work that began with the Sustainability Assessment. Benefits: The proposal submitted to the University listed nearly 30 potential projects. These projects were aligned with the sustainability focus areas listed in the 2013 Iowa City Sustainability Assessment. Of these potential projects, the City and the University will identify 10 -15 sustainability projects that line up well with U of I classes and City goals. After the prioritization, projects will be the focus of one or two semesters, depending on the specific work. The projects which are chosen will be undertaken during the 2014 -2015 academic year. The City will benefit from the work of upwards of 150 University of Iowa students and faculty, with an estimate of 20,000 to 40,000 hours of work. Potential projects include developing a community greenhouse gas reduction plan, creating a tree canopy analysis and Emerald Ash borer action plan, as well as exploring the potential of a research park in the Riverfront Crossings area. Financial Impact: The City of Iowa City will pay the University of Iowa for program expenses, which will be dependent on the projects that are selected. The preliminary cost estimate is $15,000. Recommendation: It is recommended that the City of Iowa City joins in partnership with the University of Iowa in the Iowa Initiative for Sustainable Communities program for the 2014 -2015 academic year to further sustainability initiatives in Iowa City. -0 1� From City Manager UI partners with Decorah, Iowa City, and Sioux City on sustainability By: John Riehl 1 2014.04.03 111:40 AM Through the Iowa Initiative for Sustainable Communities (IISC), University of Iowa professors and students help Iowa communities build a more sustainable tomorrow by addressing the economic, environmental, and socio - cultural issues of today. This 2014 -15 academic year, the IISC will continue its sustainability work in partnership with Decorah/Winneshiek County, Iowa City, and Sioux City. Project details will be announced early this summer. To read several related stories, visit Ul partners with the city of Washington, Iowa, Launching a public partnership: UI graduate students assist the City of Muscatine, and Reinforcing a commitment to the public. "We have many good opportunities for projects that could benefit from the university's expertise while providing students with great learning experiences," says Brenda Nations, sustainability coordinator for the City of Iowa City. The IISC is a campus -wide initiative funded through the Better Futures for Iowans grant from the UI Office of the Provost and supported by the Office of Outreach and Engagement. "Our goal is to participate at the very highest level in meeting the needs of our community partners while offering university expertise that coincides with the wishes of our Iowa citizens in Decorah, Iowa City, and Sioux City," says Linda Snetselaar, UI associate provost of outreach and engagement. A new opportunity in Sioux City Sioux City will work alongside the University of Iowa on projects involving transportation planning, downtown growth and development, historic preservation, public arts, and environmental science and planning. It is the second - largest city the IISC has ever partnered with. The Ul will collaborate with the Siouxland Interstate Metropolitan Planning Council (SIMPCO) on the projects, which Michelle Bostinelos, SIMPCO transportation planning director, anticipates will "enhance the livability of downtown Sioux City" and significantly improve the sustainability of the metro area. "It's great to show our students another part of the state of Iowa," says Nick Benson, IISC program coordinator. "Sioux City is showing it really cares about sustainable growth and development over the next decade." Sustainability in Iowa City While some students will be working almost 300 miles away in Sioux City, others are staying home to assist Iowa City with its wide variety of sustainability projects. "We're excited to tell the story of sustainability in Iowa City," Benson says. "The city has proposed a communication campaign for Iowa City's sustainability achievements. An important part of sustainability is telling your successes." The communication campaign will promote and market sustainability initiatives and achievements in the downtown and Northside Marketplace areas. Benson and Nations anticipate that city government, the UI, businesses, organizations, and individuals will be aligned in an effort to celebrate and foster local sustainability efforts, ranging from development of more co- working spaces to creation of a "green alleys" program encouraging residents to utilize more sustainable forms of transportation like walking and bicycling. "With the increased collaboration between university faculty and staff and the City of Iowa City, we will have the ability to make connections that will be long- standing," Nations says. "We are also excited to benefit from the energy and vision that students will provide, and the valuable resources that our hometown university has to offer." A return to Decorah The Decorah and Winneshiek County project proposals carry city, county, and regional importance. Students likely will be working on an economic impact study of the frac sand mining industry, a trail routing and economic impact study at Backbone State Park, and an economic impact study of recreational trails in Winneshiek County. "Some of the studies will have long- lasting influence on public health, public safety, and quality of life for residents in Winneshiek County and its municipalities," says Dean Thompson, Winneshiek County supervisor. UI graduate students in Urban and Regional Planning completed sustainability projects in Decorah during the 2009 -10 and 2010 -11 academic years. "While Decorah has worked with students and leaders from this program in the past, we look forward to this renewed partnership because of the value of the work product the students bring from their academic environment," Decorah City Manager Chad Bird says. "We believe the students bring a fresh perspective to Decorah's projects and offer keen insight into solving our issues in a positive and energetic way." Contacts Nick Benson, Urban & Regional Planning, 319 384 3464 E 04-07 -14 #3 Prepared by: Brenda Nations, Sustainability Coordinator, 4366 Napoleon St. SE, Iowa City, IA 52240 (319) 887- 6161 RESOLUTION NO. 14_88 RESOLUTION AUTHORIZING THE CITY MANAGER TO SIGN AN AGREEMENT WITH THE UNIVERSITY OF IOWA TO PARTICIPATE IN THE "IOWA INITIATIVES FOR SUSTAINABLE COMMUNITIES "PROGRAM WHEREAS, the City's 2014 -2015 strategic plan has placed an emphasis on sustainability; and WHEREAS, the University of Iowa works with communities across Iowa through their Iowa Initiatives for Sustainable Communities Program; and WHEREAS, the City of Iowa City has submitted a proposal for partnership with this program; and WHEREAS, Iowa City has been accepted as one of the communities the University of Iowa would like to partner with for the 2014 -2015 academic year; and WHEREAS, the City will benefit from placing an emphasis on sustainability within our community through work with University of Iowa students, faculty and staff NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA: 1. The City hereby authorizes the City Manager to sign the contract agreement to partner with the University of Iowa's Iowa Initiatives for Sustainable Communities Program. 2. The City hereby directs the City Manager or designee to dedicate the resources needed to carry-out a successful partnership with the University of Iowa. Passed and approved this Zhday of April 2014. 4 MAYOR '1 - ATTEST: 1j CIT ERK A oved by 3- City Attorney's Office Resolution No. 14 -88 Page 2 It was moved by Payne and seconded by Dickens the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Botchway x Dickens x Dobyns x Hayek x Mims x Payne x Throgmorton Contract /D :0000000300000000000008699 MEMORANDUM OF AGREEMENT Between The University of Iowa Iowa City, Iowa and City Of Iowa City Iowa City, IA Version: 0.00 Amendment: 0 THIS MEMORANDUM OF AGREEMENT (hereinafter "Agreement ") is made and entered into on April 1, 2014 by and between The University of Iowa, Iowa City, Iowa; (hereinafter "University ") and City Of Iowa City, 410 E Washington St., Iowa City, IA, 52240 (hereinafter "Supplier "). RECITALS WHEREAS, it is the desire of the University to enter into an Agreement with City Of Iowa City to provide The University of Iowa with services as outlined in this agreement, and WHEREAS, the Supplier desires to collaborate with the University on the Iowa Initiative for Sustainable Communities project in accordance with the terms and conditions as outlined in RFP# 15167, and THEREFORE, In consideration of the promises and the mutual covenants contained therein, the Parties agree as follows: Unless specifically altered herein, all specifications, requirements, and terms and conditions of RFP# 15167, and the Supplier's responses thereto, form the basis for and are hereby incorporated into this agreement. TERM This Agreement shall begin on or about April 1, 2014 and remain in effect through and including June 01, 2015 unless earlier terminated. The University may terminate the Agreement any time within the first 90 days of the initial contract or any and all extension periods, should the University determine the Supplier's performance is or becomes unsatisfactory in the sole opinion of the University, then the contract may be terminated. Supplier may terminate the Agreement any time within the first 90 days of the initial contract or any and all extension periods should the Supplier determine, in its sole discretion, that the University is not acting in accordance with the terms and conditions of the contract. DESCRIPTION OF SERVICES OR PRODUCTS Iowa Initiative for Sustainable Communities Collaboration Page 1 of 3 Contract ID: 0000000300000000000008699 THE SUPPLIER AGREES TO Version: 0.00 Amendment: 0 1. Provide a single point managerial -level contact for the University to coordinate all requirements; to be the point of contact for any problems /questions that may arise; meet periodically with University personnel; research information; and deliver special reports as needed or directed by the University related to RFP# 15167. Supplier's Single Point Contact Person: Name: Brenda Nations Title: Sustainability Coordinator Address: 410 E. Washington St Iowa City, IA 52240 Email: Brenda- Nations @iowa - city.org Phone: 319 - 887 -6161 2. Comply with all applicable Federal and State laws. 3. To possess and maintain all applicable licenses necessary to conduct business in the State of Iowa. 4. Intentionally Omitted. 5. Intentionally Omitted. 6. Supplier is an independent Supplier and shall not be considered the agent or employee of the University. FEE STRUCTURE OR PRODUCT PRICING Iai:��•lr�iF7�[:�i This Agreement including incorporated addenda shall constitute the entire agreement between the Parties and shall supersede all previous agreements, written or oral. No modification or waiver of any provision shall be valid unless in writing and signed by the Parties. In the event any portion of this Agreement is found to be invalid or unenforceable for any reason, the remainder of the Agreement shall remain intact. That portion deemed invalid shall be amended in writing to the minimum extent necessary to be considered valid and enforceable. The Supplier may not assign this Agreement without prior written consent of the University. The Parties agree that the term assigned includes acquisition of the Supplier by another party. Supplier agrees to provide the University with written notice of any assignment a minimum of thirty (30) business days prior to date of such event. This Agreement shall be governed by the laws of the State of Iowa and applicable Federal law. The University's failure to enforce provisions of this Agreement in whole or in part will not negate the Agreement or the enforcement of provisions at a future time. The Parties are acting herein as independent Suppliers. Nothing herein contained shall create or be construed as creating a partnership, joint venture or Supplier relationship between any of the Parties and no Party shall have the authority to bind the other Party in any respect. With respect to 15167, the University agrees only to those exceptions identified below and only those exceptions are binding on the parties. If not addressed below, all other exceptions taken by the Supplier Page 2 of 3 Contract 10 :0000000300000000000008699 Version: 0.00 Amendment: 0 in responding to 15167 are rejected by the University and the original RFP language is incorporated herein. No Exceptions Taken Having read and understood this Memorandum of Agreement in witness thereof, the Parties have hereunto signed this Agreement. THE UNIVERSITY OF IOWA Purchasing Department 202 PCO Iowa City, IA 52242 -2500 THE UNIVERSITY OF IOWA Signature Debby Zumbach City Of Iowa City 410 E Washington St. Iowa City, IA 52240 SUPPLIER -- Sign3fure Thomas M. Markus Name Name Director of Purchasing City Manager Title 04/18/2014 Date Page 3 of 3