HomeMy WebLinkAbout2016-10-04 ResolutionPrepared by: Steven J. Rackis, ICHA Administrator 410 E. Washington St., Iowa City, IA 52240; 319-887-
6065
RESOLUTION NO. 16-280
RESOLUTION ADOPTING THE IOWA CITY HOUSING AUTHORITY
HOUSING CHOICE VOUCHER (HCV) ADMINISTRATIVE PLAN.
WHEREAS, the City Council of the City of Iowa City functions as the Iowa City Housing
Authority and the Department of Housing and Urban Development requires the adoption of a
Housing Choice Voucher (HCV) Administrative Plan;
WHEREAS, the proposed changes to waiting list special admissions, acceptable methods of
verification, and interim reexaminations constitute a significant amendment to the HCV
Administrative Plan; and,
WHEREAS, the HCV Administrative Plan, as amended, should be approved.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA
CITY, IOWA, THAT:
1. The HCV Administrative Plan, with amendments, be adopted as the policy of the Iowa City
Housing Authority; and,
2. The City Clerk is hereby authorized and directed to certify appropriate copies of this
resolution together with any necessary certifications as may be required by the Department
of Housing and Urban Development.
Passed and approved this 4th day of October 20 16
ATTEST:4&ea�) e. 9er t,)
City Mk
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City Attorney's Office
It was moved by Botchway and seconded by
adopted, and upon roll call there were:
AYES:
NAYS:
Dickens the Resolution be
Botchway
Dickens
Cole
Thomas
Mims
Taylor
Throgmorton
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�� MEMORANDUM
Date: September 29, 2016
To: GeoffFrnin, City Manager �" " ^"^`'. Xk
From: Steven J. Rackis, Housing Administrator
Re: Updates and amendments to the Iowa City
Program (HCVP) Administrative Plan.
Introduction:
The purpose of the HCVP Administrative Plan is to:
Housing Authority's Housing Choice Voucher
• Establish policies for issues not covered under Federal regulations for the HCVP and Family Self -
Sufficiency (FSS) programs administered by the Iowa City Housing Authority.
• The provisions of this Administrative Plan govern administration of the HCVP and FSS programs
administered by the Iowa City Housing Authority.
Proposed Amendments to the HCV Administrative Plan:
1. Section 5.1: Waiting list Admissions and Special Admissions.
In partnership with the Johnson County Local Homeless Coordinating Board, the Iowa City Housing
Authority is proposing the creation of a Special Admission for participants in the FUSE Housing First
initiative. A Special Admission requires the completion of a preliminary application. The applicant is
placed on the waiting list as a "Targeted Applicant", meaning they proceed directly into the HCVP
eligibility determination process. FUSE referrals must be income eligible, and not subject to any
lifetime sex offender registry.
FUSE (Frequent Users System Engagement) assists chronically homeless individuals who are the
most frequent users of high cost services at public expense. These individuals:
a. Continuously cycle through a variety of social and public services.
b. Experience chronic homelessness and are a small fraction of the overall homeless population
(4-5%).
c. Have complex behavioral and social challenges that make it difficult for them to succeed in
traditional services.
2. 10.1 Acceptable Methods of Verification.
Housing and Urban Development (HUD) published NOTICE PIH 2013-03 (HA) on January 22,
2013. This notice establishes guidelines intended to simplify the income determination and rent
calculation process, which, together, should reduce Housing Authority staff burden and lower
Housing Authority operating costs. This Notice was replaced by HUD NOTICE PIH 2016-05 (HA)
and requires the following change to Acceptable Methods of Verification.
September 26, 2016
Page 2
The Housing Authority will accept a family's The Iowa City Housing Authority will
declaration of the amount of assets less than $5,000, verify all assets via 3`d party documentation
and the amount of income expected to be received every 3`d year regardless of total asset
from those assets. amounts. Self -declaration for assets under
$5,000 is acceptable for years 1 and 2.
If the family has net family assets in excess of
$5,000, the PHA will obtain supporting
documentation (SEE 10.2 Types of Verification)
from the family to confirm the assets.
3. Section 11.5 Utility Allowances
HUD NOTICE PIH 2016-05 (HA) changed how Housing Authority's must determine the appropriate
utility allowances to use in the Housing Payment Assistance (HAP) calculation.
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The ICHA is required to use the appropriate utility The ICHA is required to use the lesser of
allowance for the size of dwelling unit actually the size of dwelling unit actually leased by
leased by the household (rather than the household the family or the family unit size as
unit size as determined under the ICHA subsidy determined under the ICHA's subsidy
standards.) standards, At each reexamination; the ICHA
applies the utility allowance from the most
current utility allowance schedule.
4. Section 13.2 Interim Reexaminations
Families are required to report increases in household income or changes in family composition, in
writing, to the Iowa City Housing Authority between regular reexaminations within 30 days of the
effective date of the change (example, from the date of employment). The Iowa City Housing
Authority is clarifying how a decrease in income due to a voluntary leave of absence from
employment affects the Housing Assistance Payment (HAP).
Decreases in income due to voluntary leaves of
absence from employment without pay will not
result in an increase of HAP.
Discussion:
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Decreases in income due to voluntary leaves
of absence from employment without pay
will not result in an increase of HAP.
Temporary absences for continuing
education are acceptable and will result in
an increase in HAP.
On September 15, 2016 the Housing and Community Development Commission reviewed the proposed
amendments to the HCV Administrative Plan. They recommend City Council approve the proposed
amendments.
Recommendation:
Staff recommends approving all proposed amendments to the HCV Administrative Plan and ACOP.
MTrM71-
3d(2)
Prepared by: Dave Panos, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319)356-5145
RESOLUTION NO. 16-281
RESOLUTION AWARDING CONTRACT AND AUTHORIZING THE MAYOR TO
SIGN AND THE CITY CLERK TO ATTEST A CONTRACT FOR
CONSTRUCTION OF THE SYCAMORE STREET AND LOWER MUSCATINE
ROAD LANDSCAPE IMPROVEMENTS PROJECT 2016.
WHEREAS, Lewis Brothers Tree Farm, Inc. of Oxford, Iowa, has submitted the lowest
responsible bid of $290,976.66 for construction of the above-named project; and
WHEREAS, funds for this project are available in the Lower Muscatine Road
Landscaping account #P3978, S.Sycamore Landscaping - Langenberg to L account #
P3979, and S.Sycamore Landscaping - Langenberg to Hwy 6 account # P3980.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA
CITY, IOWA, THAT:
The contract for the construction of the above-named project is hereby awarded to Lewis
Brothers Tree Farm, Inc., subject to the condition that awardee secure adequate
performance and payment bond, insurance certificates, and contract compliance program
statements.
2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for
construction of the above-named project, subject to the condition that awardee secure
adequate performance and payment bond, insurance certificates, and contract compliance
program statements.
3. The City Engineer is authorized to execute change orders as they may become necessary
in the construction of the above-named project.
Passed and approved this 4th day of October 20 16
M OR
'J ) Approved by
ATTEST: 242ieg sri 7e . ze(G1 r 7,7 Wf t�'{�
CIT? -CLERK City Attorney's Office %1=7/41
It was moved by aotchway and seconded by Dickens the Resolution be
adopted, and upon roll call there were:
AYES:
NAYS: ABSENT:
X
Botchway
X
Cole
X
Dickens
X
Mims
X
Taylor
X
Thomas
X
Throgmorton
pwen9Vnasterstawrdwn.doc911 6
34(A)
NOTICE TO BIDDERS
Sycamore Street and Lower Muscatine Road
Landscaping Improvements Project 2016.
Sealed proposals will be received by the City
Clerk of the City of Iowa City, Iowa, until 2:30 P.M.
on the 20th day of September 2016. Sealed
proposals will be opened immediately thereafter
by the City Engineer or designee. Bids submitted
by fax machine shall not be deemed a "sealed
bid" for purposes of this Project. Proposals
received after this deadline will be returned to the
bidder unopened. Proposals will be acted upon
by the City Council at a meeting to be held in the
Emma J. Harvat Hail at 7:00 P.M. on the 4th day
of October 2016, or at special meeting called for
that purpose.
The Project will involve, but is not limited to the
following:
205 shade trees, 149 ornamental trees,
171 shrubs, 7,641 perennials, 630 square feet
of face segmental retaining wall, mulch, traffic
control, other related work.
All work is to be done in strict compliance with the
plans and specifications prepared by Shive-
Hattery which have heretofore been approved by
the City Council, and are on file for public exami-
nation in the Office of the City Clerk.
Each proposal shall be completed on a form
furnished by the City and must be accompanied in
a sealed envelope, separate from the one
containing the proposal, by a bid bond executed
by a corporation authorized to contract as a surety
in the State of Iowa, in the sum of 10% of the bid.
The bid security shall be made payable to the
TREASURER OF THE CITY OF IOWA CITY,
IOWA, and shall be forfeited to the City of Iowa
City in the event the successful bidder fails to
enter into a contract within ten (10) calendar days
of the City Council's award of the contract and
post bond satisfactory to the City ensuring the
faithful performance of the contract and mainte-
nance of said Project, if required, pursuant to the
provisions of this notice and the other contract
documents. Bid bonds of the lowest two or more
bidders may be retained for a period of not to
exceed fifteen (15) calendar days following award
of the contract, or until rejection is made. Other
bid bonds will be returned after the canvass and
tabulation of bids is completed and reported to the
City Council.
The successful bidder will be required to furnish
a bond in an amount equal to one hundred
AF -1
percent (100%) of the contract price, said bond to
be issued by a responsible surety approved by the
City, and shall guarantee the prompt payment of
all materials and labor, and also protect and save
harmless the City from all claims and damages of
any kind caused directly or indirectly by the
operation of the contract, and shall also guarantee
the improvements for a period of one (1) year(s)
from and after its completion and formal accep-
tance by the City Council.
The plans, specifications and proposed contract
documents may be examined at the office of the
City Clerk. Copies of said plans and specifications
and form of proposal blanks may be secured at
Rapids Reproductions(Technographics of Iowa
City located at 415 Highland Ave Suite 100, by
bona fide bidders. A $25.00 refundable fee is
required for each set of plans and specifications
provided to bidders or other interested persons.
The fee shall be in the form of a check, made
payable to Technigraphics. The fee will be
returned if the plans are returned in unmarked
and reusable condition within 14 days of Council
Award.
Prospective bidders are advised that the City of
Iowa City desires to employ minority contractors
and subcontractors on City projects. A listing of
minority contractors can be obtained from the
Iowa Department of Economic Development at
(515) 2424721 and the Iowa Department of
Transportation Contracts Office at (515) 239-
1422.
Bidders shall list on the Form of Proposal the
names of persons, firms, companies or other
parties with whom the bidder intends to subcon-
tract. This list shall include the type of work and
approximate subcontract amount(s).
The Contractor awarded the contract shall
submit a list on the Form of Agreement of the
proposed subcontractors, together with quantities,
unit prices and extended dollar amounts.
By virtue of statutory authority, preference must
be given to products and provisions grown and
coal produced within the State of Iowa, and to
Iowa domestic labor, to the extent lawfully re-
quired under Iowa Statutes. The Iowa reciprocal
resident bidder preference law applies to this
Project.
The City reserves the right to reject any or all
proposals, and also reserves the right to waive
technicalities and irregularities.
Published upon order of the City Council of Iowa
City, Iowa.
MARIAN K. KARR, CITY CLERK
AF -2
3d(3)
Prepared by: Josh Slattery, 410 E. Washington Sl., Iowa City, IA 52240 (319) 356-5149
RESOLUTION NO. 16-282
RESOLUTION ACCEPTING THE WORK FOR THE STORM SEWER, SANITARY
SEWER, WATER MAIN, AND PAVING PUBLIC IMPROVEMENTS FOR
CHURCHILL MEADOWS, AND DECLARING PUBLIC IMPROVEMENTS OPEN
FOR PUBLIC ACCESS AND USE.
WHEREAS, the Engineering Division has certified that the following improvements have been
completed in accordance with the plans and specifications of the City of Iowa City:
Sanitary sewer, storm sewer, and water main improvements for Churchill Meadows, as
constructed by BWC Companies of Camanche, Iowa.
Paving improvements for Churchill Meadows, as constructed by Streb Construction Co.,
Inc. of Coralville, Iowa.
WHEREAS, the maintenance bonds have been filed in the City Clerk's office; and
WHEREAS, the City of Iowa City has notified those contractors listed previously of the date on
which it will consider acceptance of the aforementioned public improvements; and
WHEREAS, the traffic control signs have been installed.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA
CITY, IOWA, THAT said improvements are hereby accepted by the City of Iowa City, Iowa and
that all dedications and public improvements previously set aside as not being open for public
access are hereby formally accepted and declared open for public access and use.
Passed and approved this 4th day of October _,20 16
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Approved by
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City Attorney's Office/1Z/It,,
It was moved by Botchway and seconded by Dickens the Resolution be
AYES: NAYS: ABSENT:
x Botchway
x Cole
x Dickens
x Mims
x Taylor
x Thomas
x Throgmorton
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CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240 - 1826
(319) 356 - 5000
ENGINEER'S REPORT (319) 356 - 5009 FAX
www.icgov.org
September 28, 2016
Honorable Mayor and City Council
Iowa City, Iowa
Re: Churchill Meadows
Dear Honorable Mayor and Councilpersons:
I hereby certify that the construction of the sanitary sewer, storm sewer, water
main and paving improvements for Churchill Meadows have been completed in
substantial accordance with the plans and specifications on file with the
Engineering Division of the City of Iowa City. The required maintenance bonds
are on file in the City Clerk's Office for the sanitary sewer, storm sewer, and
water main improvements constructed by BWC Companies of Camanche, Iowa
and for the paving improvements constructed by Streb Construction Co., Inc. of
Coralville, Iowa.
I recommend that the above -referenced improvements be accepted by the City
of Iowa City.
Sincerely,
ash on Havel, P.E.
City Engineer
Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197
RESOLUTION NO. 16-283
RESOLUTION AUTHORIZING THE PROCUREMENT OF ONE SEWER
CAMERA INSPECTION VEHICLE FOR THE WASTEWATER DIVISION
WHEREAS, the City's current sewer inspection vehicle was budgeted for replacement in Fiscal
Year 2016; and
WHEREAS, National Joint Powers Alliance (NJPA) Cooperative Contract # 022014 -AMI will be
utilized for this purchase; and
WHEREAS, the total purchase price of the sewer inspection vehicle is $216,000.00; and
WHEREAS, this amount exceeds the City Manager's spending authority of $150,000.00, thus
requiring City Council approval; and
WHEREAS, funds for this purchase are available in accounts 81710520 and 72720140; and
WHEREAS, approval of this procurement is in the public interest.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY,
IOWA, THAT:
1. The proposed procurement as described above is approved.
2. The City Manager is authorized to take the steps necessary to make the purchase.
Passed and approved this 4th day of October , 2016.
ATTEST: 7e • 9C�
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M OR
Approved by
IbgFlI4
CityAttorney's Office
Resolution No.
Page 2
16-283
It was moved by Botchway and seconded by
Resolution be adopted, and upon roll call there were:
AYES:
NAYS: ABSENT: ABSTAIN:
Dickens the
Botchway
Cole
Dickens
x_ Mims
x_ Taylor
X_ Thomas
x Throgmorton
i r 4
CITY O F IOWA C1TY
MEMORANDUM
Date: September 27, 2016
To: Geoff Fruin, City Manager
From: Dan Striegel, Equipment Superintendent Ar -
Re: October 4, 2016 City Council Meeting
10-0418
3d(4�
Introduction: At the October 4, 2016 City Council meeting, consideration will be given for a
resolution approving the purchase, for budgeted replacement, of one new 2017 Cues Sewer
Camera Inspection Vehicle from Atlantic Machinery Inc. of Silver Springs, MD.
History/Background: The Iowa City Wastewater Division currently has one sewer inspection
vehicle that is utilized for inspecting underground sewer lines. The sewer inspection equipment
is used daily in the preventative and reactive maintenance programs. It allows staff to evaluate,
protect and affect repairs on the City's underground infrastructure. This vehicle has exceeded its
anticipated useful life and is in need of replacement.
Discussion of Solutions: With the Wastewater Division staff working with the Equipment
Division, the National Joint Powers Alliance (NJPA) Cooperative contract # 022014 -AMI will be
utilized for the purchase of this vehicle which affords a 16% discount off of list price. Contract
price for the complete vehicle is $216,000.00 as per Atlantic Machinery Inc. quote dated August
21, 2016.
Financial Impact: The total cost for this vehicle including delivery and training is $216,000.00
after contract discount. Funds for this purchase are available from accounts 81710520 and
72720140. The current vehicle will be sold when the new vehicle is placed in service.
Recommendation: Due to the age and condition of the current sewer inspection vehicle, it is
recommended that the purchase of this new 2017 Sewer Camera Inspection Vehicle be
approved.
6
Prepared by: Dave Panos, Public Works, 410 E. Washington Sl., Iowa City, IA 52240 (319) 356-5145
RESOLUTION NO. 16-284
RESOLUTION APPROVING PLANS, SPECIFICATIONS, FORM OF
AGREEMENT, AND ESTIMATE OF COST FOR THE CONSTRUCTION OF THE
PCC PAVEMENT REHABILITATION 2016 PROJECT, ESTABLISHING AMOUNT
OF BID SECURITY TO ACCOMPANY EACH BID, DIRECTING CITY CLERK TO
POST NOTICE TO BIDDERS, AND FIXING TIME AND PLACE FOR RECEIPT
OF BIDS.
WHEREAS, notice of public hearing on the plans, specifications, form of contract and estimate of
cost for the above-named project was published as required by law, and the hearing thereon held;
and
WHEREAS, the City Engineer or designee intends to post notice of the project on the website
owned and maintained by the City of Iowa City; and
WHEREAS, funds for this project are available in the Pavement Rehabilitation account #
S3824.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA
CITY, IOWA THAT:
1. The plans, specifications, form of contract and estimate of cost for the above-named
project are hereby approved.
2. The amount of bid security to accompany each bid for the construction of the above-
named project shall be in the amount of 10% (ten percent) of bid payable to Treasurer,
City of Iowa City, Iowa.
3. The City Clerk is hereby authorized and directed to post notice as required in Section 26.3,
not less than 13 days and not more than 45 days before the date of the bid letting, which
may be satisfied by timely posting notice on the Construction Update Network, operated
by the Master Builder of Iowa, and the Iowa League of Cities website.
Sealed bids for the above-named project are to be received by the City of Iowa City, Iowa,
at the Office of the City Clerk, at the City Hall, before 2:30 p.m. on the 26th day of
October, 2016. At that time, the bids will be opened by the City Engineer or his designee,
and thereupon referred to the City Council of the City of Iowa City, Iowa, for action upon
said bids at its next regular meeting, to be held at the Emma J. Harvat Hall, City Hall, Iowa
City, Iowa, at 7:00 p.m. on the 15t day of November, 2016, or at a special meeting called
for that purpose.
Passed and approved this 4th day of October 16
YOR
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ATTEST: )2110 r/ 9P . GlGt� 4 Ga rtt Ci�u2r7Ji'�/ �'��
CITY`CLERK City Attorney's Office 712 & A t'
pwengtrnasterslres appp&s.doc 9/16
Resolution No. 16-284
Page 2
It was moved by Botchway and seconded by Dickens the
Resolution be adopted, and upon roll call there were:
AYES: NAYS: ABSENT: ABSTAIN:
g Botchway
% Cole
x Dickens
g Mims
g Taylor
g Thomas
x Throgmorton
CITY OF IOWA CITY
MEMORAND
DATE: September 12, 2016
TO: Geoff Fruin, City Manager
FROM: Jason Havel, City Engineer X1}4_
RE: PCC Pavement Rehabilitation 2016
Set Public Hearing — September 20, 2016
Hold Public Hearing — October 4, 2016
Award Project — November 1, 2016
Introduction:
This agenda item begins the bidding process for the PCC Pavement Rehabilitation 2016
Project.
History / Background:
This is a recurring maintenance project that concentrates on street PCC pavement patching
at various locations.
Discussion of Solution:
The PCC Pavement Rehabilitation 2016 Project will include work at the following locations:
■ First Avenue — Princeton Road to Scott Boulevard
■ Rocky Shore Drive — River Street to Park Road
• Oaknoll Drive — Benton Street to Oakcrest Drive
Financial Impact:
The estimated cost for this project is $250,000 and will be funded with Road Use Tax
Proceeds.
Recommendation:
Staff recommends proceeding with setting public hearing for the plans, specifications, form
of contract, and estimate of cost for construction of the PCC Pavement Rehabilitation
2016 Project. The proposed project schedule will be as follows:
• October 4, 2016 — Hold Public Hearing on Contract Documents
• November 1, 2016 —Award Project
• November 7, 2016 through December 2016 —Construct Project
cc: Ron Knoche, Public Works Director
Dave Panos, Senior Civil Engineer