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HomeMy WebLinkAbout08-11-2005 Airport Commission IOWA CITY AIRPORT COMMISSION MEETING AGENDA AIRPORT TERMINAL BUILDING 1801 S. RIVERSIDE DRIVE IOWA CITY, IOWA THURSDAY, AUGUST 11, 2005 - 5:45 P.M. 1. Determine Quorum 2. Approval of Minutes from July 14, 2005 and August 1, 2005 meetings 3. Public Discussion - Items not on the agenda 4. Items for Discussion/Action: A. Runway 07 Project- Earth Tech B. Aviation Commerce Park C. Airport"Operations": Strategic Plan-Implementation; Budget; and Airport Management D. Obstruction Mitigation Project- Stanley Consultants E. Airport Viewing Area F. Farmers National Company-Consider renewing agreement G. Parcel of Land: Parcel No. 1020177001 (the "Hagen parcel" located on Highway 1 between land owned by Patricia Wade and Ann Hargrave) H. Subcommittees-Update of current and establishment of new ones 5. Chairperson's Report 6. Commission Members' Reports 7. Staff Report 8. Set next regular meeting for September 8, 2005 at 5:45 p.m. 9. Adjourn City of Iowa City MEMORANDUM TO: Airport Commission FROM: Susan Dulek, Assistant City Attorney DATE: August 5, 2005 RE: "Comment" on Agenda Items for August 11, 2005 meeting Agenda Item 4A-Earth Tech David Hughes has requested that the Commission approve the "Proposed AIP Grant 11 Methodology for Establishing Grant and Contract DBE Goals." Your packet contains a resolution approving this, and he will be at the Commission meeting to answer your questions. Please note that the copy of the methodology contains a typographical error. The word "Commission" needs to be inserted for"City." David Hughes will bring a corrected copy to the meeting. Agenda Item 4F-Farmers National Company The Commission and Doane-Western entered into an agreement in 1982 to manage the agricultural land. Farmers National Company bought Doane-Western about ten years ago. Farmers National Company, in turn, has contracted with two individuals, Tom Williams and Jim Dane, to farm the land. Mr. Williams pays rent to Farmers National Company based on his yield, and Mr. Dane pay annual rent (it was $1,600 in 2004 but I do not have the amount for this year). The agreement is renewed automatically unless the Commission chooses to terminate it. Agenda Item 4G-Parcel of Land No. 1020177001 At its meeting on July 14, 2005, the Commission members present indicated interest in leasing and/or selling in response to two inquiries. The Commission directed the Chairperson to explore the costs of obtaining an appraisal. After speaking with Bill Flannery, the Chairperson believes that the issue should be discussed again with all members present. I have communicated with both Dick Blum (H.R. Green and Co. has an interested party wanting to buy all or part of this parcel) and Bob Downer (the attorney for Ann Hargrave who also has expressed an interest in buying or leasing) and let them know that this issue is again on the agenda. If you have questions about this matter, please do not hesitate to contact me. Copy to: Michael Tharp Prepared by: Susan Dulek,Assistant City Attorney,410 E.Washington St., Iowa City, IA 52240-319-356-5030 RESOLUTION NO. RESOLUTION APPROVING THE "PROPOSED AIP GRANT 11 METHODOLOGY FOR ESTABLISHING GRANT AND CONTRACT DBE GOALS." WHEREAS, the City of Iowa City on February 19, 2002 in Resolution No. 02-60 adopted the Disadvantaged Business Enterprise Program Adopted Specifically for Projects Funded in Part the U.S. Department of Transportation; WHEREAS, the "Proposed AIP Grant 11 Methodology for Establishing Grant and Contract DBE Goals," a copy of which is attached, provides the DBE, or "disadvantaged business enterprise," goals for the grading contract within the Runway 7/25 extension project; and WHEREAS, it is in the Commission's best interest to approve said methodology. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT: The Proposed AIP Grant 11 Methodology for Establishing Grant and Contract DBE Goals, a copy of which is attached, is approved. Passed and approved this day of , 2005. CHAIRPERSON Approved by ATTEST: SECRETARY City Attorney's Office It was moved by and seconded by the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: Farris Hartwig Horan Staley Williams PROPOSED AIP GRANT 11 METHODOLOGY FOR ESTABLISHING GRANT AND CONTRACT DBE GOALS AIRPORT SPONSOR: CITY OF IOWA CITY, IOWA August 3, 2005 PROPOSED DBE CONSTRUCTION GOAL: 6.0% PROPOSED DBE ENGINEERING GOAL: 0.0% ' r I 411:- Split sta-Witerai RD CITY OF IOWA CITY Iowa City Airport Commission , PROPOSED AIP GRANT 11 METHODOLOGY FOR ESTABLISHING GRANT AND CONTRACT DBE GOALS TABLE OF CONTENTS DESCRIPTION PAGE DBE PROGRAM INFORMATION 1-3 GRANT 11 DBE GOAL CALCULATION 3-4 YEAR 2005 GRADING FOR RUNWAY EXTENSION CONTRACT DBE GOAL CALCULATION 4-7 • DISADVANTAGED BUSINESS ENTERPRISE PROGRAM ADOPTED SPECIFICALLY FOR PROJECTS FUNDED IN PART BY THE U.S. DEPARTMENT OF TRANSPORTATION, CITY OF IOWA CITY DBE PROGRAM INFORMATION General On February 19,2002,under Resolution No. 02-60,the City Council adopted the Disadvantaged Business Enterprise Program adopted Specifically for Projects Funded in Part by the U.S. Department of Transportation, City of Iowa City, dated February 19, 2002, (hereinafter IOWA CITY US DOT DBE Program), subject to the approval of the Federal Aviation Administration (FAA). Copies of the IOWA CITY US DOT DBE Program are available upon request. IOWA CITY US DOT DBE Program The City of Iowa City, Iowa, has adopted the Iowa Department of Transportation DBE Program (Revised 1999), or the latest edition of said DBE Program as adopted by the Iowa Department of Transportation, (hereinafter identified as "IA DOT DBE Program") including all its administrative rules, regulations, sanctions, and consequences as they apply to the City of Iowa City as a subrecipient to the IA DOT for FHWA assisted projects or as a recipient on FAA assisted projects. The City of Iowa City has adopted the rules, regulations, and policies as they apply to the administration of the IA DOT DBE Program; however, the City of Iowa City should not attempt to simply duplicate all the IA DOT Program elements, i.e. Emerging Small Business Programs and Supportive Services. Duplication of these program elements could be ineffective, inefficient, and counterproductive to the DBE's. Instead of simply duplicating these program elements, the City of Iowa City proposes to partner with the IA DOT; utilize IA DOT staff, expertise, and programs as appropriate and acceptable to the IA DOT; and assist in these programs to the mutual benefit of the DBE's,IA DOT,and the City of Iowa City. Overall Goals (26.45) The City of Iowa City is geographically located near the eastern side of the State of Iowa and has one of the areas of DBE populations in the state. The City of Iowa City has adopted the IA DOT DBE program and as stated above the IA DOT will establish goals on FAA assisted projects. Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page I Overall Goal Method on FAA-Assisted Projects The City of Iowa City shall utilize the DBE goal established by the IA DOT as the City's "base figure" for "Step I" of the construction goal process. On FAA-Assisted Projects, the goals shall be established for each AIP grant. In "Step 2" of the goal process, the City of Iowa City shall adjust the base figure percentage from "Step I" including but not limited to the following: • Current capacity of DBE's to perform work on the contract as measured by the volume of work DBE's have done in recent years. • Differences in the Iowa City DBE market. • The type of work included in the AIP grant. Overall Goal Process on FAA-Assisted Projects The City of Iowa City intends to utilize the IA DOT goal as its "Base Figure" goal. The City of Iowa City shall then adjust the overall IA DOT goal as previously stated to determine a FAA project or grant goal. The City of Iowa City will consult with the IA DOT to obtain information concerning the IA DOT's goal and its data collection regarding the availability of disadvantaged and non-disadvantaged business,the effects of discrimination on opportunities for DBE's, and the IA DOT's efforts to establish a level playing field for participation of DBE's. Contract Goals (26.511 - The City of Iowa City will use contract goals to meet any portion of the overall goal the City of Iowa City does not project being able to meet using race-neutral means. Contract goals are established so that, over the period to which the overall goal applies, they will cumulatively result in meeting any portion of our overall goal that is not projected to be met through the use of race-neutral means. To be consistent with goal setting, the City of Iowa City will utilize the IA DOT goal as its"Base Figure" goal. On FAA assisted projects, the goals shall be established for each AIP grant and contract goals will be established to meet any portion of the FAA grant goal that is not projected to be met through the use of race-neutral means. We will establish contract goals only on those DOT-assisted contracts that have subcontracting possibilities. We need not establish a contract goal on every such contract, and the size of contract goals will be adapted to the circumstances of each such contract(e.g., type and location of work, availability of DBE's to perform the particular type of work). We will express our contract goals as a percentage of the total amount of a DOT-assisted contract. Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page 2 Criteria for Setting Project Goals The City of Iowa City shall utilize the following Iowa DOT Criteria for Setting Projects Goals as the guidelines for establishing the City Contract Goal. • Set only on US DOT-assisted proposals. • Try to attain the dollar amount of DBE usage represented by the overall goal on all contracts let by the City. The percentage of DBE accomplishments, tracked year-to-date from prime contracts awarded to DBE contractors and subcontract request forms, will be used to adjust the total amount of DBE goal set per contract. Contract goals will be set to make up the difference in the amount of DBE usage that can be obtained.through race neutral means and the overall goal. • Set the total dollar amount of the DBE goal on an individual proposal greater than$10,000. • Balance DBE goals work between industries such as structures, paving,asphalt, and grading. • Identify individual items that are normally subcontracted. • Consider availability of DBE contractors who are ready, willing, and able to quote the work available to subcontract. • Assure at least 3 ways to make a DBE goal. This may be three or more items that can be subcontracted to DBE contractors to meet the goal or three or more DBE contractors ready, willing and able to quote on the available subcontract work. A goal should never be set on a proposal so that there is only one way available for bidders to meet that goal. GRANT DBE GOAL CALUCATION The City of Iowa City shall utilize the 7.5% DBE goal established by the Iowa Department of Transportation for 1999 as the City's "base figure" for"Step 1" of the construction goal process for this Proposed ATP Grant 11. In "Step 2" of the goal process, the City of Iowa City shall adjust the base figure percentage from "Step 1" including but not limited to the following: • Current capacity of DBE's to perform work on the contract as measured by the volume of work DBE's have done in recent years. • Differences in the Iowa City DBE market. • The type of work included in the AIP grant. Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page 3 Said factors have been individually examined,analyzed and addressed in the following documents: DETAIL CONTRACT GOAL SETTING Year 2005 Grading for the Runway 7-25 Extension which are included as part of this report. Said documents detail the calculation of the following: Year 2005 Grading for the Runway 7-25 Extension (Construction) Estimated Project Construction Cost $ 1,371,645 DBE Contract Goal 6.0% DBE Potential @ 5% $ 82,300 Year 2005 Grading for the Runway 7-25 Extension(Engineering Services) Estimated Project Construction Cost $ 205,000 DBE Contract Goal 0.0% DBE Potential @ 0% $ 0 This project is generally described as: This project will consist of excavation from on-site and offsite necessary to construct the deep fills associated with the 800 foot extension to Runway 7-25. The project can be more specifically defined as follows: Project has fill depths in excess of 15 foot in many areas. Major bid items include: 200,000 cubic yards of in-place embankment both from onsite and offsite borrow areas, 3 acres of clearing and grubbing, 7,300 square yards of pavement removal, topsoiling, erosion control, seeding and other associated work. PROJECT SCOPE The rehabilitation of Taxiway A requires the following areas of work to be completed: A. Demolition/Removal of Existing Pavements B. Clearing and Grubbing C. Earthwork and Final Grading D. Sediment and Erosion Control E. Topsoiling F. Seeding and Mulching G. Demolition/Removal of Site Improvements H. Stream Channel Improvements I. Fencing Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page 4 Preliminary Construction Estimates include the following construction work: Item Description $ Amount Mobilization 98,000 Demolition/Removal of Existing Pavements 36,500 Demolition/Removal of Site Improvements 41,400 Clearing and Grubbing 14,500 Earthwork and Final Grading 871,600 Sediment and Erosion Control 30,000 Topsoiling 100,800 Seeding, Fertilizing& Mulching • 82,800 Stream Channel Improvements 90,000 Fencing 6,200 ESTIMATED CONSTRUCTION COST $1,371,800 Demolition/Removal of Existing Pavements Based upon the above work description, one potential for DBE involvement is the demolition and removal of existing pavements which is estimated at$36,500. There are 15 DBE's listed in the 2005 Iowa DOT Directory of Certified Disadvantaged Business Enterprises. Of the fifteen, only two DBE contractors, Bens Enterprises and Little Construction are from the eastern Iowa area but neither has recently done work on City of Iowa City projects. If 100% of the pavement removal and disposal ($36,500) was included as potential DBE participation, it would represent 2.67% of the estimated $1,371,800 project cost. Even though there are two potential DBE contractors, this would violate the following Contract Goal Setting Guidelines: • Assure at least 3 ways to make a DBE goal. This may be three or more items that can be subcontracted to DBE contractors to meet the goal or three or more DBE contractors ready, willing and able to quote on the available subcontract work. A goal should never be set on a proposal so that there is only one way available for bidders to meet that goal. The Iowa DOT has stated that it would be appropriate to use 50% of the pavement removal and disposal estimate as DBE participation. This would allow the contractor to utilize more than one pavement removal subcontractor and not dictate use of a single DBE pavement removal subcontractor. The Iowa DOT has utilized this modification to this criterion in the past. Based upon this modified criteria, 50% of the$36,500 estimated pavement removal and disposal would result in an $18,250 DBE participation goal. Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page 5 Clearing and Grubbing Based upon the above work description, one potential for DBE involvement is clearing and grubbing which is estimated at $14,500. There are 11 DBE's listed in the 2005 Iowa DOT Directory of Certified Disadvantaged Business Enterprises. Of the eleven, only two DBE contractors, Anne Duffield Construction and Little Construction are from the eastern Iowa area but neither has recently done work on City of Iowa City projects. If 100% of the clearing and grubbing ($14,500) was included as potential DBE participation, it would represent 1.06% of the estimated $1,371,800 project cost. Even though there are two potential DBE contractors, this would violate the following Contract Goal Setting Guidelines: • Assure at least 3 ways to make a DBE goal. This may be three or more items that can be subcontracted to DBE contractors to meet the goal or three or more DBE contractors ready, willing and able to quote on the available subcontract work. A goal should never be set on a proposal so that there is only one way available for bidders to meet that goal. The Iowa DOT has stated that it would be appropriate to use 50%of the clearing and grubbing estimate as DBE participation. This would allow the contractor to utilize more than one clearing and grubbing subcontractor and not dictate use of a single DBE clearing and grubbing subcontractor. The Iowa DOT has utilized this modification to this criterion in the past. Based upon this modified criteria, 50% of the $14,500 estimated clearing and grubbing would result in a$7,250 DBE participation goal. Erosion Control Based upon the above work description, one potential for DBE involvement is seeding, fertilizing, and mulching which is estimated at $30,000. There are 18 DBE's listed in the 2005 Iowa DOT Directory of Certified Disadvantaged Business Enterprises. Of the eighteen, only two DBE contractors,Anne Duffield Construction and Little Construction are from the eastern Iowa area but neither has recently done work on City of Iowa City projects. If 100% of the erosion control ($30,000) was included as potential DBE participation, it would represent 2.19% of the estimated $1,371,800 project cost. Even though there are two potential DBE contractors, this would violate the following Contract Goal Setting Guidelines: • Assure at least 3 ways to make a DBE goal. This may be three or more items that can be subcontracted to DBE contractors to meet the goal or three or more DBE contractors ready, willing and able to quote on the available subcontract work. A goal should never be set on a proposal so that there is only one way available for bidders to meet that goal. The Iowa DOT has stated that it would be appropriate to use 50% of the erosion control estimate as DBE participation. This would allow the contractor to utilize more than one erosion control subcontractor and not dictate use of a single DBE erosion control subcontractor. The Iowa DOT has utilized this modification to this criterion in the past. Based upon this modified criteria, 50% of the$30,000 estimated erosion control would result in a$15,000 DBE participation goal. Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page 6 Seeding,Fertilizing and Mulching Based upon the above work description, one potential for DBE involvement is seeding, fertilizing, and mulching which is estimated at $82,800. There are 18 DBE's listed in the 2005 Iowa DOT Directory of Certified Disadvantaged Business Enterprises. Of the eighteen, only two DBE contractors,Anne Duffield Construction and Little Construction are from the eastern Iowa area but neither has recently done work on City of Iowa City projects. If 100% of the seeding, fertilizing, and mulching ($82,800) was included as potential DBE participation, it would represent 6.04% of the estimated $1,371,800 project cost. Even though there are two potential DBE contractors,this would violate the following Contract Goal Setting Guidelines: • Assure at least 3 ways to make a DBE goal. This may be three or more items that can be subcontracted to DBE contractors to meet the goal or three or more DBE contractors ready, willing and able to quote on the available subcontract work. A goal should never be set on a proposal so that there is only one way available for bidders to meet that goal. The Iowa DOT has stated that it would be appropriate to use 50%of the seeding, fertilizing and mulching estimate as DBE participation. This would allow the contractor to utilize more than one seeding subcontractor and not dictate use of a single DBE seeding subcontractor. The Iowa DOT has utilized this modification to this criterion in the past. Based upon this modified criteria, 50%of the$82,800 estimated seeding, fertilizing and mulching would result in a$41,400 DBE participation goal. Contract Goal Calculation In summary,the potential DBE participation is as follows: Demolition/Removal of Existing Pavements $ 18,250 Clearing and Grubbing 7,250 Seeding,Mulching&Fertilizer 41,400 Erosion Control 15,000 TOTAL DBE POTENTIAL $ 81,900 Assuming 100% DBE participation from the $81,900 potential would result in 5.97% of the estimated construction cost of$1,371,800. Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page 7 ENGINEERING SERVICES Engineering services goal for this project has been set at 0.0% because of the lack of complexity. There are few items that can be set aside for a DBE engineering consultant. These include construction staking, and quality conformance testing. For this particular contract, because of the certifications required for conformance testing, there are no listed DBE firms that have certification in accordance with FAA requirements for asphalt testing neither in the Iowa City area nor within the surrounding states. Therefore,the DBE Goal for the engineering services contract is 0.0%. Iowa City Municipal Airport FAA AIP 3-19-0047-11 Page 8 • MINUTES DRAFT Iowa City Airport Commission July 14,2005 Iowa City Airport Terminal—5:45 PM Members Present: Randy Hartwig, Chair; John Staley; Greg Farris; Howard Horan Members Absent: Carl Williams, Dan Clay (advisory member) Staff Present: Sue Dulek Others Present: Dave Hughes, Michael Tharp-Intern, Ron Duffe, Harry Wolf, Mike Miller, Robert Downer, Ann Hargrave, Dick Blum DETERMINE QUORUM: Chairperson Hartwig called the meeting to order at 5:45 PM. RECOMMENDATIONS TO COUNCIL: Horan moved to recommend to the City Council to extend the Iowa Realty agreement for a 6-month period. Horan moved to recommend to the City Council to extend the Iowa Realty agreement for a 6-month period; seconded by Staley. Resolution A-05- 11 passed 4-0 on a roll call vote. (Williams absent). APPROVAL OF MINUTES FROM June 9,2005 MEETING: Chairperson Hartwig asked if there were any additions or changes to the minutes of the June 9, 2005, meeting. Staley moved to accept the minutes of the June 9,2005 meeting as submitted; seconded by Horan. Motion passed 4-0 (Williams absent). PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: Chairperson Hartwig made the motion to move Items J and H up in the agenda,to be discussed after Item A. Moved by Hartwig to move Items J and H up in the agenda, to after Item A; seconded by Stately. Motion passed 4-0(Williams absent). A. Runway 07 Project—Earth Tech—Dave Hughes,Earth Tech, was present. He updated the members on what is taking place currently, and stated that things are going to be happening fairly quickly now. He informed the Commission that they recently submitted a permit to the Corp of Engineers and the DNR, and are getting ready to submit to the DOT. Hughes also noted that two projects coming up in August will need to have approval quickly, and the members discussed holding several early-morning meetings to address these issues. The members will meet on Monday, August 1st, at 7:30 AM to address this. The other meeting will tentatively be held on Wednesday, August 24th, also at 7:30 AM. Hartwig will check with Williams to see if these dates work for him, as well. J. Hertz Corporation & Jet Air,Inc.-Hartwig filled in the new Commission members on what Hertz and Jet Air are proposing. Duffe and Miller gave a brief description of what the plans are. Hartwig noted that the three outstanding items to be covered, from the previous meeting, were: 1) fee; 2) term; and 3)use of parking spaces. Duffe and Miller answered questions from the Commission members; and the discussion then turned to the agreements needed to pursue this. Miller asked about signage in the right-of-way at the road entrance, and Dulek stated that she would check with Public Works on this issue. Staley moved to have Dulek draft an agreement for$1,200/year to run concurrently with Jet Air's lease, and authorized Hartwig as Chairperson to sign; seconded by Farris. Motion passed 4-0 (Williams absent). The related issue was approving a sublease between Jet Air and Hertz. Dulek noted that the Commission could request information of content of the sublease before approving it. Miller showed the members a copy of the proposed Hertz/Jet Air agreement, and members briefly discussed it. Farris moved to approve the sublease; seconded by Horan. Motion passed 4-0 (Williams absent). Hartwig moved to return to Item B at this time, and to return to Item H closer to 6:30 PM; seconded by Staley. Motion passed 4-0 (Williams absent). B. Aviation Commerce Park—Wolf addressed the members concerning the listing that Iowa Realty has had with the Airport. He stated that the Super Wal-Mart project is moving forward. He also noted that City staff is working on a study of the remaining land, and he shared the most recent plat of this. Basically, there is approximately 16 acres left in this project. Wolf also noted that a reappraisal was ordered last week, and he hopes to have that information soon. The members then discussed extending the agreement with Iowa Realty. Horan moved to approve a resolution to extend the Iowa Realty agreement for a 6-month period and to recommend Council to approve a 6-month extension as well; seconded by Staley. Resolution A-05-11 passed 4-0 on a roll call vote. (Williams absent). H. Parcel of Land: Consider selling or leasing Parcel No. 1020177001 (The Hagen parcel"located on Highway 1 between land owned by Patricia Wade and Ann Hargrave)—Hartwig noted that in the past,the Commission has always favored leasing over selling. He also noted that they would have to get FAA approval to sell this land, as it was acquired with federal money. Horan noted that he would be open to leasing, but not selling. The topic of the Runway Protection Zone (RPZ)was also discussed, and how this would impact this parcel of land. Hartwig asked Robert Downer, Attorney for Ann Hargrave, to speak to this current interest. (TAPE ENDS) Downer addressed the RPZ issue and FAA restrictions. The discussion then turned to fair market value of this land, and a need for an appraisal. The members voiced their interest in a lease deal, versus a sale of this parcel. Downer stated that Hargrave would be interested in either— sale or lease. Dick Blum stated that HR Green had an interested buyer as well. Hartwig noted that this issue needs to be on the August agenda, at which time they hope to have the cost of an appraisal and any other issues which would needed to be addressed. Staley moved to authorize the Chair to look into having a survey and appraisal of Parcel No. 1020177001, and if the cost is deemed reasonable, the Chair will proceed with having this appraisal done; seconded by Farris. Motion passed 4-0 (Williams absent). C. Strategic Plan-Implementation D. Airport Budget E. Airport Management—(The Commission agreed to addressed all three agenda items in one discussion)Hartwig noted that they are still working on the management of the Airport, and he informed the new members of the decision at the last meeting to continue the arrangement they have with Jet Air, and the development of a part-time position to do the day-to-day operations at the Airport. Horan asked about the current intern arrangement with University of Dubuque, and Tharp responded to questions from the members regarding his internship. Discussion then turned to the job description that Hartwig needs to work on with Personnel. Several ideas were discussed regarding how this position could be filled, whether or not this should be a City position, etc. Horan stated that he would like to formalize their arrangement with U of D so they will be assured of having an intern on the premises. Horan will work with Hartwig on these issues. Horan asked that the Commission extend Tharp's internship, as it ends the end of this month, and Dulek noted that they could address this issue at the special August 1 meeting. She stated that she will prepare something for this. Next,the budget was briefly discussed. Hartwig noted that this is the year end fiscal year results. He noted that their revenues are better and expenses are less. Staley asked a question regarding "Land Rental" and Hartwig responded he is looking into and resolving some of the shortage. Hartwig next brought up the topic of developing several sub-committees within the Commission to deal with some of the various issues at the Airport. For example, a budget and finance sub-committee that could then report at the monthly meetings. He also noted that a sub-committee on budget and another for Airport infrastructure would also be good ideas. Hartwig noted that he talked to Rick Fosse and has asked him to come to the Airport and look things over, and to give his ideas on what future needs are with respect to infrastructure. The other members agreed that this would be a good idea. Horan then asked about security and fencing, noting that up in front they do not have a 6' fence. Hartwig noted that Williams has been working on security issues for the Airport, and the fencing issue will come up under the viewing area that Clay is working on. F. Obstruction Mitigation Project—Stanley Consultants—Hartwig stated that there is not much left in the Stanley contract as the project will be done shortly. He also noted that there is grant money left from this project and they asked the D.O.T. a few months ago if they were amenable to using these funds for other projects, i.e., surface patching. He believes they are agreeable to this. G. Airport Viewing Area—Hartwig noted that Clay had been working on this with Intern Elizabeth Freiburger. He noted that they need to get a new estimate on fencing, which will also address the fence issue that Horan raised earlier. (TAPE ENDS) CHAIRPERSON'S REPORT: Chairperson Hartwig noted that he attended the City Council meeting last month and gave the Council an update on the Airport Commission's progress. He also noted that the Civil Air Patrol is leaving soon and moving to Des Moines. He also updated the members on Hangar K's roof problems. Hartwig ended up with letting the members know about the updated weather system for the briefing room which should be installed by next month. COMMISSION MEMBERS' REPORTS: Staley welcomed the new members. Horan stated that it was great to be in attendance again. He also noted that in regards to the Boeing hangar, he would like to be involved in this and try to put together some sort of celebration of the history of this hangar. Hughes noted that they are working on a history. Farris noted that he was glad to be at the meeting, as well. Tharp mentioned the letter to Darrell Roberts, of which the members received a copy in their packet. Tharp noted that he has also been working on new signage for the Airport, and they should be seeing the new signs in about six weeks. STAFF REPORT: Dulek noted that she was talking with someone who commented on the increase in Airport traffic when they were at Napoleon Park recently. SET NEXT REGULAR MEETING FOR AUGUST 11,2005, at 5:45 PM AND SET (2) SPECIAL MEETINGS FOR AUGUST 1 and AUGUST 24,2005,AT 7:30 AM. ADJOURN: Meeting adjourned at 7:25 PM. • MINUTES DRAFT Iowa City Airport Commission July 27,2005 Iowa City Airport Terminal—7:30 AM Members Present: Randy Hartwig, Chair; Greg Farris; Howard Horan Members Absent: John Staley, Carl Williams, Dan Clay (advisory member) Staff Present: Sue Dulek Others Present: None DETERMINE QUORUM: Chairperson Hartwig called the meeting to order at 7:31 AM. RECOMMENDATIONS TO COUNCIL: None. ITEMS FOR DISCUSSION/ACTION: 1. Hartwig moved resolution setting a public hearing on August 8, 2005 at 7:30 a.m. for the plans, specifications, form of contract, and estimate on cost for the construction of "Phase 1 Project" within the Runway 7/25 Runway Extension Project to construct a box culvert and for Willow Creek improvements upstream of the box culvert, directing the City Clerk to publish notice of said hearing, and directing the Chairperson to place said plans on file for public inspection. Horan seconded. Passed 3-0 on roll call vote (Staley and Williams absent). 2. Harris moved resolution setting a public hearing on August 8, 2005 at 7:30 a.m. for the plans, specifications, form of contract, and estimate on cost for the construction of "Phase 2 Project" within the Runway 7/25 Runway Extension Project to construct earthwork necessary for the construction of the runway extension including limited clearing and grubbing, directing the City Clerk to publish notice of said hearing, and directing the Chairperson to place said plans on file for public inspection. Horan seconded. Passed 3-0 on roll call vote(Staley and Williams absent). ADJOURN: Meeting adjourned at 7:39 AM. MEMORANDUM TO: Iowa City City Council FROM: Randall D. Hartwig, Airport Commission Chairperson DATE: July 15, 2005 RE: Listing Agreement- Aviation Commerce Park At its meeting on July 14, 2004, the Airport Commission passed a resolution to extend the listing agreement with Iowa Realty Commercial for another six months. Attached is a copy of the Third Amendment to Listing Agreement which has been signed by Harry Wolf and the Commission. The Commission recommends that City Council approve said amendment at the meeting on July 19, 2005. This is the same amendment that is in your agenda packet. Copy to: Airport Commission • City of Iowa City — Airport Revenue & Expenditures July 2005 • s • • REVE: 08.03.05 09:45:40 Page: 1 Iowa City General Ledger System July 2006 Revenue FY 2006 Revenue Reporting For the period 07.01.05 to 07.31.05 Estimated YTD Period Account Revenue Revenue Revenue Remainder 382100 Land Rental 41948.00 353.92 353.92 41594.08 .84 382200 Building/Room Rental 160756.00 12694.00 12694.00 148062.00 7.90 384200 Vending Machine Comm 40.00 40.00 384900 Other Commissions 10382.00 10382.00 393120 General Levy 112000.00 112000.00 *** GRAND TOTAL *** 325126.00 13047.92 13047.92 312078.08 4.01 • - an • EXPE: 08.03 .05 09:46:13 Page: 1 Iowa City General Ledger System July 2005 Expenditures FY 2006 Expense Reporting For the period 07.01.05 to 07.31.05 YTD Period Account Appropriated Expenditures Expenditures Encumbrance Balance • % Used 411000 Perm. Full Time 80790.00 2671.42 2671.42 78118.58 3 .31 413000 Temporary Employees 1035.50 1035.50 -1035.50 414500 Longevity Pay 1050.00 1050.00 421100 Health Insurance 14921.00 14921.00 421200 Dental Insurance 616.00 616.00 421300 Life Insurance 266.00 266.00 421400 Disability Insurance 565.00 565.00 422100 Fica 6181.00 285.49 285.49 5895.51 4.62 423100 Ipers 4645.00 214.58 214.58 4430.42 4.62 424500 Monthly Cellular/PCS25 .00 25.00 -25.00 431010 Filing Fee 58.00 58.00 -58.00 432020 Annual Audit 187.00 187.00 432050 Appraisal Services 800.00 800.00 432060 Consultant Services 3000.00 1637.76 1637.76 1362.24 54.59 432070 Management Services 10000.0010000.00 433030 Long Distance Serv. 67.00 67.00 435051 Wireless Phone Serv. 8.00 8.00 435055 Postage 10.00 10.00 435060 Legal Publications 86.00 10.08 10.08 75.92 11.72 436030 Transportation 600.00 1000.00 1000.00 -400.00 166.67 436050 Registration 665.00 665.00 436060 Lodging 875.00 875.00 436080 Meals 250.00 250.00 437010 Comp. Liability Ins. 9444.00 7798.00 7798.00 1646.00 82.57 437020 Fire & Casualty Ins. 14333.00 600.00 600.00 - 13733.00 4.19 437030 Worker's Comp Ins. 306.00 306.00 437200 Loss Reserve Payment 5000 .00 5000.00 438010 Stormwater Utility Charges 739.34 739.34 -739.34 438030 Electricity 13139.00 1021.83 1021.83 12117.17 7.78 438070 Heating Fuel/Gas 5265.00 176.10 176.10 5088.90 3.34 438080 Sewer Utility Charge 1311.00 705.55 705.55 605.45 53 .82 438090 Water Utility Charge 1456.00 274.89 274.89 1181.11 18.88 439030 Testing Services 1284.00 100.00 100.00 1184.00 7.79 439060 Other Prof Services 777.00 777.00 441010 Vehicle Repairs and Maintenance 1363.00 1363.00 EXPE: 08.03 .05 09:46:13Page: 2 Iowa City General Ledger System July 2005 Expenditures FY 2006 Expense Reporting For the period 07.01.05 to 07.31.05 YTD Period Account Appropriated Expenditures Expenditures Encumbrance Balance W Used 442010 Bldg. Rep. & Maint. 2307.00 69.00 69.00 2238.00 2.99 442020 Repair Of Structure 544.00 544.00 442030 Repair of Heating Equip 1504.00 1504.00 442040 Repair of Cooling Equip 1460.00 1460.00 442060 Repair of Electric/Plmbg 450.00 450.00 443010 Equip. Rep. & Maint. 133.00 133.00 443050 Radio Equipment Rep. 98.00 98.00 443060 Telecom Equip. Rep. 73.00 73.00 443080 Other Repair & Maint 8725.00 294.00 294.00 8431.00 3.37 445060 Laundry Service 766.00 165.30 165.30 600.70 21.58 445070 Equipment Service 807.00 74.00 74.00 733.00 9.17 445140 Outside Printing 266.00 266.00 445230 Technical Services 2477.00 185.00 185.00 2292.00 7.47 446100 City Attorney Chgbck 2887.00 2887.00 446130 ITS-PC/Peripheral Support 535.00 535.00 446140 ITS-Computer Replacement Chargeb 82.00 82.00 446160 ITS-Network/Internet Charge 360.00 60.00 60.00 300.00 16.67 446200 Photocopying Chgback 462 .00 462.00 446230 Long Distance Chargeback 5.00 5.00 446300 Phone Equipment/Line Change 1495.00 1495.00 446320 Mail Chargebacks 322.00 24.99 24.99 297.01 7.76 ' 446350 City Vehicle Rept. 12000.00 12000.00 449060 Dues & Memberships 361.00 361.00 449140 Tools & Equip. Rent. 1480.00 1480.00 452010 Office Supplies 120.00 120.00 454020 Subscriptions 193 .00 193.00 454040 Books, Mag. , Newspap 3 .00 3.00 455100 Misc Peripherals 71.00 71.00 461040 Ag Chemicals 487.00 487.00 461050 Ag Materials 13.00 13.00 462030 Sanit. & Ind. Supp. 289.00 21.38 21.38 267.62 7.40 465050 Other Fuels 2061.00 2061.00 465060 Grease & Oil 85.00 85.00 466020 Lumber/hardware 153 .00 153.00 466030 Paint & Supplies 235.00 235.00 • EXPE: 08.03 .05 09:46:13 Page: 3 Iowa City General Ledger System July 2005 Expenditures FY 2006 Expense Reporting For the period 07.01.05 to 07.31.05 YTD Period Account Appropriated Expenditures Expenditures Encumbrance Balance c Used 466040 Plumbing Supplies 47.00 47.00 466050 Electrical Supplies 540.00 540.00 466060 Bldg. & Improv. Mat. 59.00 59.00 466070 Bldg. & Const. Supp. 583.00 583.00 467020 Minor Equip. Rep Mat 55.00 55.00 467100 Auto & Light Truck 108.00 108.00 467140 Snow Removal Equip. 149.00 149.00 467160 General Equipment 8.00 8.00 468050 Sand 42.00 42.00 469040 Traffic Ctrl. Improv 903 .00 903 .00 469190 Tools & Minor Equip. 103.00 145.64 145.64 -42.64 141.40 469260 Fire Ext. & Refills 108.00 108.00 469320 Misc Supplies 480.00 480.00 473010 Contracted Improv. 10000.00 10000.00 490190 Interfund Transfers Out- Fu 85440.00 85440.00 *** GRAND TOTAL *** 321194.00 19392.85 19392.85 301801.15 6.04 City of Iowa City MEMORANEMLEwVAA , TO: Airport Commission 14. ,,4& 4/0 r 1,,,,,/ �'/ FROM: Susan Dulek, Assistant City Attorney -tom ' ' NALIZAMA—a$t DATE: August 10, 2005 g RE: "Comment" on Revised Agenda Items for August 11, 2005 meeting Please note that the August 11, 2005 agenda has been amended to include additional items under Earth Tech as well as the Sertoma Fly In and the minutes from the July 27 and August 8 meeting. Also, the order of the items has been rearranged slightly because Bruce Ahrens of Farmers National Company intends to attend the Commission meeting. Agenda Item 4A-Earth Tech As David Hughes and the Chairperson will inform you, the FAA has notified the Iowa City Airport that funding for the earthwork project (Phase 2) will not be available for this fiscal year. As a result, the resolution passed at the August 8 meeting regarding Phase 2 will need to be rescinded as no grant money will be available. Related to that, David is no longer requesting that the Commission approve the "Proposed AIP Grant 11 Methodology for Establishing Grant and Contract DBE Goals,"which was contained in your previous packet. Earth Tech has further requested to provide additional services to the Commission. Attached to this Memorandum is a resolution approving a consultant's agreement for"on call" services. Each such service will then be approved by a separate "project task order," but no new agreement need be approved each time. Earth Tech is recommending approval of two task orders, for t-hangar floors in Buildings B and C as well as pavement rehabilitation of the north T-hangar taxi lanes and the west terminal apron. Resolutions approving these two task orders are attached and on the agenda. David will explain the funding sources. I only have hard copies of the Consultant Agreement and the two task orders, and I will bring copies with me to the meeting. If you would like a copy before the meeting, please feel free to stop by my office or I can fax it to you. Agenda Item 4B-Farmers National Company As I previously noted, the Commission and Doane-Western entered into an agreement in 1982 to manage the agricultural land. Bruce Ahrens of Farmers National Company (successor to Doane-Western) plans to attend the meeting to answer your questions. It is my understanding that he would like to see Farmers National Company and the Commission enter into a new agreement. That new agreement is not on the agenda for the August meeting, but can be placed on the September meeting agenda. If you have questions about this matter, please do not hesitate to contact me. Copy to: Michael Tharp IOWA CITY AIRPORT COMMISSION MEETING AGENDA - REVISED • AIRPORT TERMINAL BUILDING 1801 S. RIVERSIDE DRIVE IOWA CITY, IOWA THURSDAY, AUGUST 11, 2005 - 5:45 P.M. • 1. Determine Quorum 2. Approval of Minutes from July 14, 2005, July 27, and August 8, 2005 meetings 3. Public Discussion - Items not on the agenda 4. Items for Discussion/Action: A. Runway 07 Project- Earth Tech (1) Update (2) Consider resolution rescinding Resolution No. A-05-15 passed on August 11, 2005 re construction of earthwork (Phase 2). (3) Consider resolution approving Consultant Agreement with Earth Tech for general professional services with each project to be approved via a "project task order." (4) Consider resolution approving "Project Task Order No. 1" for t- hangar floor installation in buildings B and C. (5) Consider resolution approving "Project Task Order No. 2" for pavement rehabilitation in north t-hangar taxi lanes and west terminal apron. B. Farmers National Company-Consider renewing agreement C. Aviation Commerce Park D. Sertoma Fly-In E. Airport"Operations": Strategic Plan-Implementation; Budget; and Airport Management F. Obstruction Mitigation Project- Stanley Consultants G. Parcel of Land: Parcel No. 1020177001 (the "Hagen parcel" located on Highway 1 between land owned by Patricia Wade and Ann Hargrave) H. Subcommittees-Update of current and establishment of new ones 5. Chairperson's Report 6. Commission Members' Reports 7. Staff Report 8. Set next regular meeting for September 8, 2005 at 5:45 p.m. 9. Adjourn MINUTES DRAFT Iowa City Airport Commission August 8, 2005 Iowa City Airport Terminal—7:30 AM Members Present: Randy Hartwig, Chair; Greg Farris; Howard Horan, John Staley, Carl Williams Members Absent: Dan Clay (advisory member) Staff Present: Sue Dulek Others Present: None DETERMINE QUORUM: Chairperson Hartwig called the meeting to order at 7:31 AM. RECOMMENDATIONS TO COUNCIL: None. ITEMS FOR DISCUSSION/ACTION: 1. Runway 7/25 Project-Box Culvert a. Public Hearing-Hartwig opened the public hearing. No public comment. Hartwig closed the public hearing. b. Williams moved the resolution approving plans, specifications, form of contract, and estimate on cost for the construction of"Phase 1 Project" within the Runway 7/25 Runway Extension Project to construct a box culvert and for Willow Creek improvements upstream of the box culvert, establishing amount of bid security to accompany each bid, directing city clerk to publish advertisement for bids, and fixing time and place for receipt of bids. Seconded by Staley. Resolution A-05-14 passed on a roll call vote, 5/0. 2. Runway 7/25 Project-Earth Work a. Public Hearing-Hartwig opened the public hearing. No public comment. Hartwig closed the public hearing. b. Williams moved the resolution approving plans, specifications, form of contract, and estimate on cost for the construction of"Phase 2 Project" within the Runway 7/25 Runway Extension Project to construct earthwork necessary for the construction of the runway extension including limited clearing and grubbing establishing amount of bid security to accompany each bid, directing city clerk to publish advertisement for bids, and fixing time and place for receipt of bids. Seconded by Farris. Resolution A-0-15 passed on a roll call vote, 5/0. ADJOURN: Meeting adjourned at 7:38 AM. Prepared by: Susan Dulek,Assistant City Attorney,410 E.Washington St., Iowa City, IA 52240-319-356-5030 RESOLUTION NO. RESOLUTION RESCINDING RESOLUTION NO. A-05-15 REGARDING PLANS AND SPECFICATIONS, FORM OF CONTRACT AND BID AMOUNT AND ADVERTISING FOR BIDS FOR EARTHWORK CONSTRUCTION FOR THE RUNWAY 7/25 EXTENSION PROJECT (PHASE 2). WHEREAS, on August 8, 2005, the Iowa City Airport Commission approved Resolution No. A- 05-15 approving plans and specifications, form of contract, bid amount, and authorizing advertising for bids for earthwork construction on runway 7/25 project (Phase 2); WHEREAS, the FAA has subsequently informed the Commission that grant funds for said project will not be available in fiscal year 05; and • WHEREAS, Resolution No. A-05-15 should be rescinded because the grant money is not available. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT: Resolution No. A-05-15 is rescinded. Passed and approved this day of , 2005. CHAIRPERSON Approved b ATTEST: t c)—c)' SECRETARY City Attorney's Office It was moved by and seconded by the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: Farris Hartwig Horan Staley Williams Prepared by: Susan Dulek,Assistant City Attorney,410 E.Washington St., Iowa City, IA 52240-319-356-5030 RESOLUTION NO. RESOLUTION APPROVING CONSULTANT AGREEMENT WITH EARTH TECH FOR GENERAL PROFESSIONAL SERVICES WITH EACH PROJECT TO BE APPROVED SEPARATELY VIA A "PROJECT TASK ORDER." WHEREAS, Earth Tech has proposed entering into a Consultant Agreement with the Iowa City Airport Commission for professional services for specific projects on an "on call" basis;" WHEREAS, the scope of services, schedule, and compensation would be agreed to by means of approving a separate task order for each project; and WHEREAS, it is in the best interest of the Commission to enter into such an agreement. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT: The Chairperson is authorized to sign the Consultant Agreement, a copy of which is attached to this resolution and incorporated herein. Passed and approved this day of , 2005. CHAIRPERSON Approved by ATTEST: Y- I O ^OC SECRETARY City Attorney's Office It was moved by and seconded by the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: • Farris Hartwig Horan Staley Williams EarthTech 501 Sycamore Street 319.232.6531 222F Suite F 319.232.0271 A Tyco International Ltd ComDan1 Waterloo, IA 50703 www.earthtech.com CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this day of _ , 2005, by and between the Iowa City Airport Commission, hereinafter referred to as the Client and Earth Tech, Inc., of Des Moines,Iowa,hereinafter referred to as the Consultant. WHEREAS, the Client desires the Consultant to assist with professional services for future projects at the Iowa City Municipal Airport,Iowa City, Iowa. NOW THEREFORE, it is agreed by and between the parties hereto that the Client does now contract with the Consultant to provide services as set forth herein. I. SCOPE OF SERVICES Consultant agrees to perform the following services for the Client, and to do so in a timely and satisfactory manner. A. Project Description This Agreement between the Client and Consultant is a General Engineering Agreement to allow the Consultant to assist the Client with professional services for future projects at the Iowa City Municipal Airport, Iowa City, Iowa. The project description will be defined by a Project Task Order for each project authorized. B. Scope Services to be provided under this Agreement are as follows: 1. Professional services on an "on call" basis without a separate agreement for each request. 2. Services will be provided when requested by the Client and at the level of service the Client desires. 3. Project Description, Scope of Services, Project Schedule and Compensation would be provided by Consultant for each project as a Project Task Order to be approved by the Client. 4. A formal engineering agreement will be prepared on those projects which scope, fees or funding sources require such. The Client or Consultant may request such an agreement be prepared. • C. Client's Responsibilities Client, at its expense, shall do the following in a timely manner so as not to delay the Services. 1. Information/Reports Furnish Consultant available information needed for each Project, all of which Consultant may rely upon without independent verification in performing the Services. 2. Representative Designate a representative for each Project who shall have the authority to transmit instructions, receive information, interpret and define Client's policies and make decisions with respect to the Services. 3. Decisions Provide all criteria and full information as to Client requirements for each Project, obtain (with Consultant's assistance, if applicable) necessary approvals, attend Project- related meetings, provide interim reviews on an agreed-upon schedule, make decisions on Project alternatives, and generally participate in the Project to the extent necessary to allow Consultant to perform the Services. II. TIME OF COMPLETION The Consultant shall complete the professional services for each Project as defined in the Project Task Order. III. GENERAL TERMS A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. 1. To discharge or refuse to hire any individual because of their race, color, religion, sex, national origin, disability, age,marital status,gender identity, or sexual orientation. 2. To discriminate against any individual in terms, conditions, or privileges of employment because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. B. Should the Client terminate this Agreement, the Consultant shall be paid for all work and services performed up to the time of termination. However, such sums shall not be greater than the total -2- amount listed in each Project Task Order. The Client may terminate this Agreement upon seven (7)calendar days'written notice to the Consultant. C. This Agreement shall be binding upon the successors and assigns of the parties hereto, provided that no assignment shall be without the written consent of all Parties to said Agreement. D. It is understood and agreed that the retention of the Consultant by the Client for the purpose of the Projects shall be as an independent contractor and shall be exclusive, but the Consultant shall have the right to employ such assistance as may be required for the performance of the Projects. E. It is agreed by the Client that all records and files pertaining to information needed by the Consultant for the project shall be available by said Client upon reasonable request by the Consultant. The Client agrees to furnish all reasonable assistance in the use of these records and files. F. It is further agreed that no Party to this Agreement shall perform contrary to any state, federal, or local law or any of the ordinances of the City of Iowa City,Iowa. G. At the request of the Client, the Consultant shall attend meetings of the Airport Commission relative to the work set forth in this Agreement. Any requests made by the Client shall be given with reasonable notice to the Consultant to assure attendance. H. The Consultant agrees to furnish, upon termination,of this Agreement and upon demand by the Client, copies of basic notes and sketches, charts, computations, and other data prepared or obtained by the Consultant pursuant to this Agreement without cost, and without restrictions or limitation as to the use relative to specific projects covered under this Agreement. In such event, the Consultant shall not be liable for the Client's use of such documents on other projects. I. The Consultant agrees to furnish reports, specifications, and drawings, with the seal of a professional engineer affixed thereto or such seal as required by Iowa law. J. The Client agrees to tender the Consultant all fees in a timely manner, excepting, however, that failure of the Consultant to satisfactorily perform in accordance with this Agreement shall constitute grounds for the Client to withhold payment of the amount sufficient to properly complete the Projects in accordance with this Agreement. K. Should any section of this Agreement be found invalid, it is agreed that the remaining portion shall be deemed severable from the invalid portion and continue in full force and effect. L. Original contract drawings shall become the property of the Client. The Consultant shall be allowed to keep mylar reproducible copies for the Consultant's own filing use. Reuse of such drawings on other projects without the written consent of Consultant shall be without liability to the Consultant and at the sole risk of the user. -3- M. Fees paid for securing approval of authorities having jurisdiction over the Projects will be paid by the Client. N. Upon signing this agreement, Consultant acknowledged that Section 362.5 of the Iowa Code prohibits a Client officer or employee from having an interest in a contract with the Client, and certifies that no employee or officer of the Client, which includes members of the Iowa City Council and City boards and commissions, has an interest, either direct or indirect, in this agreement, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5. O. The Consultant agrees at all times material to this Agreement to have and maintain professional liability insurance covering the Consultant's liability for the Consultant's negligent acts, errors and omissions to the Client in the sum of$1,000,000. IV. COMPENSATION FOR SERVICES • Client shall pay Consultant for the Services in accordance with the following: A. Compensation for the Services shall be on an hourly basis in accordance with the hourly fees and other direct expenses in effect at the time the services are performed. The compensation for the services for each Project Task Order shall be defined and approved in said Project Task Order. B. The nature of engineering services of each Project Task Order may be such that actual costs are not completely determinable in advance. Therefore, it is possible Consultant's actual costs may exceed those shown in each Project Task Order. A contingency amount may be established for each Project Task Order to provide for actual costs,which exceed those estimated. If, at any time during the work, Consultant determines its actual costs will exceed the estimated actual costs, thus necessitating the use of a contingency amount, it will promptly so notify the Client in writing and describe what costs are causing the overrun and the reason. Consultant shall not exceed the estimated actual costs without the prior written approval of the Client. C. In some cases, compensation may be on some other agreed-to basis, such as a lump sum fee. The alternate method of compensation will be agreed to by both parties as part of the Project Task Order. D. Consultant may bill the Client monthly for services completed at the time of billing, with net payment due in 20 days. Past-due balances shall be subject to a service charge at the rate of 1% per month per request by Consultant. Unless Client provides Consultant with a written statement of any objection to the bill within 15 days of receipt, Client shall be deemed to accept the bill as submitted. -4- V. MISCELLANEOUS A. All provisions of the Agreement shall be reconciled in accordance with the generally accepted standards of the Engineering Profession. B. It is further agreed that there are no other considerations or monies contingent upon or resulting from the execution of this Agreement, that it is the entire Agreement, and that no other monies or considerations have been solicited. FOR THE CLIENT FOR THE CONSULTANT IOWA CITY AIRPORT COMMISSION EARTH TECH,INC. By: By: Joe A.Becker Title: Title: Vice President Date: Date: August 9,2005 L:\work\ADMIMAGREETROF\IowaCityAirportProjects.doc Ap roved By �—Lr° City Attorney's Office -5- Prepared by: Susan Dulek,Assistant City Attorney,410 E.Washington St., Iowa City, IA 52240-319-356-5030 RESOLUTION NO. RESOLUTION APPROVING "PROJECT TASK ORDER NO. 1" WITH EARTH TECH FOR T-HANGAR FLOOR INSTALLATION IN BUILDINGS B AND C. WHEREAS, the Iowa City Airport Commission and Earth Tech entered into a Consultant Agreement with the Iowa City Airport Commission for professional services for specific projects on an "on call" basis;" WHEREAS, said agreement provides that the scope of services, schedule, and compensation would be agreed to by means of approving a separate task order for each project; WHEREAS, Earth Tech proposes a task order to install concrete floors in the t-hangars in Buildings C and D; and WHEREAS, it is in the best interest of the Commission to approve "Project Task Order No. 1," a copy of which is attached and incorporated herein. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT: "Project Task Order No. 1," a copy of which is attached, is approved and the Chairperson is authorized to sign it. Passed and approved this day of , 2005. CHAIRPERSON Approved by SiyaATTEST: fCJ_v\— SECRETARY City Attorney's Office It was moved by and seconded by the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: Farris Hartwig Horan Staley Williams EaYthTech 501 Sycamore Street P 319.232.6531 Suite 222 F 319.232.0271 A1yeoln?ernatioaal Ltd.Compare Waterloo, IA 50703 www.earthtech.com T-HANGAR FLOOR INSTALLATION IOWA CITY MUNICIPAL AIRPORT IOWA CITY, IOWA PROJECT TASK ORDER NO. 1 Project Description The project is described as the installation of concrete floors in the two t-hangar buildings know as Buildings "B" and"C."This project will be funded through an Iowa Department of Transportation grant. Scope of Services The work to be performed by the Consultant includes the following tasks: 1. Data Collection and Review — This task consists of the collection of existing data applicable to this project and related to the proposed work site. The Airport Master Plan, Environmental Assessment Document, record drawings of completed projects, previous soil borings and soil data, and utility information will be compiled as background information for the project. As part of this task a field survey will be performed to collect dimensional sketches on each of the t-hangar areas. The Client shall coordinate with lease holders of each of the[-hangar units so that the Consultant can gain access to these in a timely manner for the purpose of survey and photographic documentation of the hangar space. 2. Final Design — This task consists of the preparation of the final bid documents for this project, including specifications, drawings and cost estimates. The final plans will set forth the requirements of the conceptual design phase, together with the common practice of design and ethical practice of professional engineers. Plans will be prepared in compliance with current Iowa Department of Transportation and Central Region Federal Aviation Administration requirements in effect at the time the plans are prepared. This task includes the preparation of the following: (a) Title Sheet and Schedule of Drawings (b) Legend, General Notes and Schedule of Quantities (c) Safety and Sequencing Plans (d) T-Hangar Floor Plans and Details 3. Final Project Specifications - This task consists of the preparation of specifications for the project. The specifications will be in compliance with current Iowa Department of Transportation and Federal Aviation Administration requirements in effect at the time the specifications are prepared. 4. Estimate of Probable Construction Cost — This task consists of the preparation of an estimate of construction costs based upon the plans and specifications. This statement of probable construction cost prepared by the Consultant represents the Consultant's best judgment as a design professional at the time J the estimate is drawn. It is recognized, however, that neither the Consultant nor the Client has any control over the cost of labor, materials or equipment; over the contractor's method of determining bid prices; or over competitive bidding or market conditions. Accordingly, the Consultant cannot and does not guarantee that bids will not vary from any statement of Probable Construction Cost or other cost estimates prepared by the Consultant. 5. Quality Review -This task consists of the quality review of work elements on the project. During the course of this project, quality reviews will be conducted by senior technical personnel that are not directly involved in the project. 6. Bid Assistance — This task consists of assisting the Client in advertising for and receiving bids, analyzing the bids received and preparing a recommendation to the Client for award of contract. 7. Pre-Bid Conference — This task consists of attending and conducting a "Pre-Bid Conference" at the Project site for prospective bidders. 8. Bid Document Interpretation—This task consists of answering bid document interpretation questions from bidders, preparing and issuing any required addenda. 9. Grant Administration — This task consists of the review and approval of contractor pay requests for work completed and coordination with the Iowa Department of Transportation for reimbursement of funds expended by the Iowa City Airport Commission related to this project. 10. Resident Review -This task consists of limited on-site construction review at key critical construction operations to observe construction operations to determine compliance with contract documents. Site reviews will be documented in a construction journal. Coordination with airport tenants related to this project will be the responsibility of the Client. 11. Project Administration - This task consists of office administration and coordination of the project. Interoffice meetings, general day-to-day administrative responsibilities, and typing of interoffice memoranda and minutes of meetings are included in this task as well as preparation of up to 20 sets of contract documents for distribution to Commission,IDOT,plan rooms, suppliers and potential bidders. The anticipated level of effort for this Scope of Services is defined by the following staff-hour estimate: Senior Project Staff CADD Project Item No. Professional Professional Professional Operator Technician Support Total 1 10 8 18 2a 2 2 2b 2 2 4 2c 2 4 6 2d 2 8 10 3 4 4 8 4 2 2 5 2 2 6 2 2 7 4 2 6 8 4 2 6 9 2 4 6 10 16 16 11 4 8 12 Total Design Services 6 18 20 24 16 16 100 Compensation A. Compensation for services defined in this Project Task Order shall be on an hourly basis with an estimated cost of Nine Thousand Five Hundred Dollars ($9,500.00). B. A contingency amount of One Thousand Dollars($1,000.00) is established for this Project Task Order. General Conditions Except as specifically amended by this agreement, services shall be provided in accordance with the Consultant Agreement for the Iowa City Municipal Airport between the Iowa City Airport Commission and Earth Tech, Inc., dated , 2005. APPROVED APPROVED IOWA CITY AIRPORT COMMISSION EARTH TECH, INC. By By er a Joe A. Becker Date Date August 9,2005 L:\work\ADM FN\AGREETROF lowaCityT-Hangacdoc Approved By �9s� R-4(.) -oc City Attornr• ^' Prepared by: Susan Dulek,Assistant City Attorney,410 E.Washington St., Iowa City, IA 52240-319-356-5030 RESOLUTION NO. RESOLUTION APPROVING "PROJECT TASK ORDER NO. 2" WITH EARTH TECH FOR PAVEMENT REHABILITATION IN NORTH T-HANGAR TAXI LANES AND WEST TERMINAL APRON. WHEREAS, the Iowa City Airport Commission and Earth Tech entered into a Consultant Agreement with the Iowa City Airport Commission for professional services for specific projects on an "on call" basis;" WHEREAS, said agreement provides that the scope of services, schedule, and compensation would be agreed to by means of approving a separate task order for each project; WHEREAS, Earth Tech proposes a task order for pavement rehabilitation in north t-hangar taxi lanes and west terminal apron. WHEREAS, it is in the best interest of the Commission to approve "Project Task Order No. 2," a copy of which is attached and incorporated herein. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT: "Project Task Order No. 2," a copy of which is attached, is approved and the Chairperson is authorized to sign it. Passed and approved this day of , 2005. CHAIRPERSON Approved by �q�� ATTEST: Y- ` SECRETARY City Attorney's Office It was moved by and seconded by the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: Farris Hartwig • Horan Staley Williams EarthTech 501 Sycamore Street FP 319.232.6531 Suite 222 r 319.232.00271 A Tyco International Ltd.Company Waterloo, IA 50703 www.earthtech.com PAVEMENT REHABILITATION T-HANGAR TAXI LANES AND WEST TERMINAL APRON IOWA CITY MUNICIPAL AIRPORT IOWA CITY, IOWA PROJECT TASK ORDER NO. 2 Project Description The project is described as the 2005 Pavement Rehabilitation of the North T-Hangar Taxi Lanes and the West Terminal Apron at the Iowa City Municipal Airport, Iowa City, Iowa. The project involves the removal and replacement of the existing asphalt pavement between the T-Hangar Taxi Lanes and removal and replacement of approximately 2-inches of asphalt pavement on the West Terminal Apron. This project will be funded through an Iowa Department of Transportation grant. Scope of Services The work to be performed by the Consultant includes the following tasks: 1. Data Collection and Review — This task consists of the collection of existing data applicable to this project and related to the proposed work site. The Airport Master Plan, Environmental Assessment Document, record drawings of completed projects, existing hydraulic or hydrologic studies, previous soil borings and soil data, and utility information will be compiled as background information for the project. As part of this task, a field survey will be performed to collect topographic, horizontal and vertical data to assist in the preparation of the plans for the project. Property surveys are not included in this task. Base mapping will be prepared to show topographic map including features, elevations, utilities, and contours of the project site. This map will be prepared from the field survey and record documents of completed projects. 2. Final Design — This task consists of the preparation of the final bid documents for this project, including specifications, drawings and cost estimates. The final plans will set forth the requirements of the conceptual design phase, together with the common practice of design and ethical practice of professional engineers. Plans will be prepared in compliance with current Central Region Federal Aviation Administration requirements in effect at the time the plans are prepared. This task includes the preparation of the following: (a) Title Sheet and Schedule of Drawings (b) Legend, General Notes and Schedule of Quantities (c) Safety and Sequencing Plans (d) Existing Conditions and Removal Plans (e) Typical Sections (f) Grading and Drainage Plans 3. Final Project Specifications - This task consists of the preparation of specifications for the project. The specifications will be in compliance with current Iowa Department of Transportation and Federal Aviation Administration requirements in effect at the time the specifications are prepared. 4. Estimate of Probable Construction Cost — This task consists of the preparation of an estimate of construction costs based upon the plans and specifications. This statement of probable construction cost prepared by the Consultant represents the Consultant's best judgment as a design professional at the time the estimate is drawn. It is recognized, however, that neither the Consultant nor the Client has any control over the cost of labor, materials or equipment; over the contractor's method of determining bid prices; or over competitive bidding or market conditions. Accordingly, the Consultant cannot and does not guarantee that bids will not vary from any statement of Probable Construction Cost or other cost estimates prepared by the Consultant. 5. Engineering Report —This task consists of the preparation of an engineering report that relates to the Client and participating governmental agencies, the fundamental considerations and concepts used in design of the project. Deviation in design and construction standards will be included in the engineering report. 6. Quality Review -This task consists of the quality review of work elements on the project. During the course of this project, quality reviews will be conducted by senior technical personnel that are not directly involved in the project. 7. Conferences and Meetings - This task consists of progress meetings that will be attended by the Consultant for the purpose of coordination, information exchange and general understanding of the status and direction of the project. The progress meetings may be called by the Client or Consultant and anticipate to be held at the office of the Client. 8. Bid Assistance — This task consists of assisting the Client in advertising for and receiving bids, analyzing the bids received and preparing a recommendation to the Client for award of contract. 9. Pre-Bid Conference — This task consists of attending and conducting a "Pre-Bid Conference" at the Project site for prospective bidders. 10. Bid Document Interpretation—This task consists of answering bid document interpretation questions from bidders,preparing and issuing any required addenda. 11. Grant Administration —This task consists of the review and approval of contractor pay requests for work completed and coordination with the Iowa Department of Transportation for reimbursement of funds expended by the Iowa City Airport Commission related to this project. 12. Resident Review - This task consists of limited on-site construction review at key critical paving operations to observe construction operations to determine compliance with contract documents. Site reviews will be documented in a construction journal. Coordination with airport tenants related to this project will be the responsibility of the Client. 13. Project Administration - This task consists of office administration and coordination of the project. Interoffice meetings, general day-to-day administrative responsibilities, and typing of interoffice memoranda and minutes of meetings are included in this task as well as preparation of up to 20 sets of contract documents for distribution to Commission, IDOT, plan rooms, suppliers and potential bidders. The anticipated level of effort for this Scope of Services is defined by the following staff-hour estimate: Senior Project Staff CADD Project Item No. Professional Professional Professional Operator Technician Support Total 1. 4 22 16 16 58 2a. 2 2 2b. 4 4 8 2c. 4 8 12 2d. 6 10 16 2e. 2 4 6 2f. 2 4 16 16 38 3. 12 16 28 4. 2 2 5. 2 2 4 8 6. 2 2 _ 7. 8 8 8. 2 4 6 9. 4 4 10. 4 8 4 16 11. 8 8 16 12. 40 40 13. 4 16 20 Total Design Services 8 52 66 64 56 44 290 Compensation A. Compensation for services defined in this Project Task Order shall be on an hourly basis with an estimated cost of Twenty-Six Thousand Five Hundred Dollars($26,500.00). B. A contingency amount of Two Thousand Six Hundred Dollars ($2,600.00) is established for this Project Task Order. General Conditions Except as specifically amended by this agreement, services shall be provided in accordance with the Consultant Agreement for the Iowa City Municipal Airport between the Iowa City Airport Commission and Earth Tech, Inc., dated _ , 2005. APPROVED APPROVED IOWA CITY AIRPORT COMMISSION EARTH TECH, INC. A. Z-e-.-lis,� By By Cr Joe Becker Date Date August 9, 2005 L:lwork\ADMIMAGREEIPROFIlowaCityTaskOrdcr2.doc tend By City Attorney's Office 1 IOWA CITY AIRPORT COMMISSION MEETING AGENDA AIRPORT TERMINAL BUILDING 1801 S. RIVERSIDE DRIVE IOWA CITY, IOWA MONDAY, AUGUST 8, 2005 - 7:30 A.M. 1. Determine Quorum 2. Runway 7/25 Project A. Plans, specifications, form of contract, and estimate on cost for the construction of "Phase 1 Project" within the Runway 7/25 Runway Extension Project to construct a box culvert and for Willow Creek improvements upstream of the box culvert. (1) Public Hearing (2) Resolution B. Plans, specifications, form of contract, and estimate on cost for the construction of "Phase 2 Project" within the Runway 7/25 Runway Extension Project to construct earthwork necessary for the construction of the runway extension including limited clearing and grubbing. (1) Public Hearing (2) Resolution 3. Adjourn � Gam"-- 1 Tcam` , r City of Iowa City MEMORANDUM TO: Airport Commission FROM: Susan Dulek, Assistant City Attorney DATE: August 1, 2005 RE: "Comment" on Agenda Items for August 8, 2005 meeting Public Bidding Process On July 27, 2005, the Commission met to begin the public bidding process for two projects (box culvert and earthwork) within the runway 7/25 extension project. The July 27 meeting was the first in a four-step process for public improvements projects. The process is governed by Iowa Code section 384.95 - .103 for all projects in excess of$25,000. Briefly, the four-step process is as follows: 1) set public hearing; 2) approve plans and specifications; 3) award contract; and 4) accept the project. At the first meeting (July 27 in this instance), a resolution is passed to set a public hearing on the plans and specifications of the proposed project. At the second meeting (August 8), the public hearing is held on the plans and specifications Following the public hearing, a resolution is passed approving the plans and specifications and authorizing the letting of bids. At the third meeting, the Commission reviews the bids and awards a contract to the "lowest responsible bidder." At the fourth meeting, the Commission "accepts"the work and in essence closes out the project. As these additional steps occur, I will provide you with more information, but in the mean time, I thought it may be helpful to have a general framework of the process. If you have questions about this matter, please do not hesitate to contact me. Copy to: Michael Tharp Prepared by:Susan Dulek,Assistant City Attorney,410 E.Washington St.,Iowa City,IA 52240 (319)356-5030 RESOLUTION NO. RESOLUTION APPROVING PLANS, SPECIFICATIONS, FORM OF CON- TRACT, AND ESTIMATE OF COST FOR THE CONSTRUCTION OF A BOX CULVERT AND WILLOW CREEK IMPROVEMENTS PROJECT (PHASE 1), ESTABLISHING AMOUNT OF BID SECURITY TO ACCOMPANY EACH BID, DIRECTING CITY CLERK TO PUBLISH ADVERTISEMENT FOR BIDS, 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. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION 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 Iowa City Airport Commission. 3. The City Clerk is hereby authorized and directed to publish notice for the receipt of bids for the construction of the above-named project in a newspaper published at least once weekly and having a general circulation in the city. 4. Bids for the above-named project are to be received by the City of Iowa City, Iowa, at the Office of the City Clerk, at the City Hall, until 2:00 p.m. on the 22nd day of August, 2005, or at a later date and/or time as determined by the Commission Chairperson or designee, with notice of said later date and/or time to be published as required by law. Thereafter the bids will be opened by the Commission Chairperson or his designee, and thereupon referred to the Airport Commission , for action upon said bids at its next meeting, to be held at the Iowa City Airport Terminal Building, 1801 S. Riverside Drive, Iowa City, Iowa, at on the day of August, 2005, or at a later date and/or time as determined by the Commission Chairperson or designee, with notice of said later date and/or time to be published as required by law, or if said meeting is cancelled, at the next meeting of the Airport Commission thereafter as posted by the City Clerk. Passed and approved this day of , 20 CHAIRPERSON Approved by ATTEST: ra—(`C3c SECRETARY City Attorney's Office airport/bid documents/boxculvertapprovplans.doc r Prepared by:Susan Dulek,Assistant City Attorney,410 E.Washington St.,Iowa City, IA 52240 (319)356-5030 RESOLUTION NO. RESOLUTION APPROVING PLANS, SPECIFICATIONS, FORM OF CON- TRACT, AND ESTIMATE OF COST FOR THE CONSTRUCTION OF EARTHWORK NECESSARY FOR THE CONSTRUCTION OF RUNWAY EXTENSION INCLUDING LIMITED CLEARING AND GRUBBING PROJECT (PHASE 2), ESTABLISHING AMOUNT OF BID SECURITY TO ACCOMPANY EACH BID, DIRECTING CITY CLERK TO PUBLISH ADVERTISEMENT FOR BIDS, 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. NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION 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 Iowa City Airport Commission. 3. The City Clerk is hereby authorized and directed to publish notice for the receipt of bids for the construction of the above-named project in a newspaper published at least once weekly and having a general circulation in the city. 4. Bids for the above-named project are to be received by the City of Iowa City, Iowa, at the Office of the City Clerk, at the City Hall, until 2:00 p.m. on the 22ntl day of August, 2005, or at a later date and/or time as determined by the Commission Chairperson or designee, with notice of said later date and/or time to be published as required by law. Thereafter the bids will be opened by the Commission Chairperson or his designee, and thereupon referred to the Airport Commission , for action upon said bids at its next meeting, to be held at the Iowa City Airport Terminal Building, 1801 S. Riverside Drive, Iowa City, Iowa, at on the day of August, 2005, or at a later date and/or time as determined by the Commission Chairperson or designee, with notice of said later date and/or time to be published as required by law, or if said meeting is cancelled, at the next meeting of the Airport Commission thereafter as posted by the City Clerk. Passed and approved this day of , 20 CHAIRPERSON Approved ATTEST: g—I J. SECRETARY City Attorney's Office airport/bid documents/boxculvertapprovplans.doc