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Home My WebLink About2018-05-29 ResolutionPrepared by: City Clerk's Office, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5043 RESOLUTION NO. 18-156 RESOLUTION TO ISSUE DANCING PERMIT BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA, that a Dancing Permit as provided by law is hereby granted to the following named person and at the following described locations upon his/her filing an application, having endorsed thereon the certificates of the proper city officials as to having complied with all regulations and ordinances, having a valid beer, liquor, or wine license/permit, to wit: Graduate - 210 S. Dubuque St. Passed and approved this 29 th day of May 2018 OR pproved by ATTEST / P C CLERK City Attorney's Office It was moved by trims and seconded by Botchway Resolution be adopted, and upon roll call there were: AYES: x x x NAYS: the ABSENT: Botchway Cole Mims X Salih Taylor Thomas Throgmorton -US-2s1s -- 4c(11) Prepared by: City Clerk's Office, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5043 Resolution Number:: 18-157 Resolution to Issue Cigarette Permits WHEREAS, the following firms and persons have made an application and paid the taxes required by law for the sale of cigarettes, tobacco, nicotine and vapor products. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA, THAT: the applications be granted and the City Clerk is hereby directed to issue a permit to the following named persons and firms to sell cigarettes, tobacco, nicotine and vapor products: see attached: Passed and approved this 29th day of May Zp 18 MXYOR i pproved by ATTEST•" 5 CrrY CLERK City Attorney's Office It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: x x X X X X NAYS: ABSENT: _ Botchway _ Cole _ Mims X Salih _ Taylor _ Thomas Throgmorton Business Name Address HY-VEE FOOD STORE #1 1720 WATERFRONT DR HY-VEE FOOD STORE #2 812 S IST AVENUE HY-VEE FOOD STORE #3 1201 N DODGE ST HY-VEE DRUGSTORE 310 N FIRST AVE HY-VEE GAS #1 260 STEVENS DRIVE HY-VEE GAS #3 1125 NORTH DODGE ST. KUM & GO #422 513 S RIVERSIDE DR KUM & GO #51 323 E BURLINGTON STREET KUM & GO #52 25 W BURLINGTON STREET KUM & GO #53 955 MORMON TREK BLVD KUM & GO #504 13109 GILBERT ST. KUM & GO #502 2303 MUSCATINE WALGREENS #5077 2214 MUSCATINE AVENUE L & M MIGHTY SHOP INC 504 E BURLINGTON ST JOHN'S GROCERY INC 401 E MARKET ST DEADWOOD 6 S DUBUQUE ST DELI MART #1 525 HWY 1 WEST DELI MART#2 1920 LOWER MUSCATINE ROAD DELI MART #3 2410 MORMON TREK BLVD DELI MART #5 206 E BENTON STREET WALMART#1721 919 HIGHWAY 1 WEST FAREWAY STORES #950 2530 WESTWINDS DRIVE FAREWAY STORES #034 2765 COMMERCE DRIVE SUBURBAN BP AMOCO 370 SCOTT COURT SUBURBAN BP AMOCO KEOKUK STREET 1905 KEOKUK STREET TOBACCO OUTLET PLUS #537 923 S RIVERSIDE DRIVE HARTIG DRUG #10 701 MORMON TREK BLVD Hawkeye Convenience Store 2875 COMMERCE DRIVE NORTH DODGE EXPRESS 2790 N DODGE STREET EL PASO THE MEXICAN STORE 610 HOLLYWOOD BLVD SMOKIN' JOE'S #19 1902 BROADWAY #3 LIQUOR DOWNTOWN 316 S GILBERT STREET CASEY'S GENERAL STORE #2761 204 N DUBUQUE STREET CASEY'S GENERAL STORE #2781 1410 WILLOW CREEK DRIVE CASEY'S GENERAL STORE #3322 1904 BROADWAY ST RJ'Z EXPRESS 2 ESCORT LANE CONVENIENCE STORE THE 106 S LINN STREET KONNEXION THE 106 S LINN STREET THE CLUB CAR 122 WRIGHT ST JOE'S PLACE 116 IOWA AVENUE NORTH DODGE SINCLAIR 2153 ACT CIRCLE IOWA CITY FAST BREAK 2580 NAPLES AVENUE SOUTHSIDE LIQUOR & TOBACCO 601 HOLLYWOOD BLVD. SUITE #1 DOLLAR GENERAL STORE #8137 41 HIGHWAY 1 WEST ALMOST PARADISE TOBACCO AND VAPOR 355 S LINN ST J & S EXPRESS 2221 ROCHESTER AVE. Late Handouts Distributed (Date) KIRKWOOD LIQUOR & TOBACCO SAUCE NILE HOOKAH CITY LIQUOR Black and Gold Vapors 300 KIRKWOOD 108 E. COLLEGE ST. 220 S VAN BUREN ST 425 S GILBERT ST 440 Kirkwood Ave. CITY OF IOWA CITY COUNCIL ACTION REPO 4C(14) May 29, 2018 Resolution to Issue Cigarette Permits Prepared By: Reviewed By: Fiscal Impact: Recommendations: Attachments: Wendy Mayer, License Specialist Kellie Fruehling, City Clerk No impact Staff: Approval Commission: N/A List of Cigarette Permits to be issued Executive Summary: The following firms and persons have made an application and paid the taxes required by law for the sale of cigarettes, tobacco, nicotine and vapor products. Background / Analysis: Tobacco, alternative nicotine and vapor product permits in Iowa are issued locally by city clerks and county auditors. Establishments within a city's limits may apply for a tobacco, alternative nicotine or vapor product permit with the city clerk, while those businesses located in unincorporated areas may apply for a permit with the county auditor. et ,�l L4) Business Name Address HY-VEE FOOD STORE #1 1720 WATERFRONT DR HY-VEE FOOD STORE #2 812 S IST AVENUE HY-VEE FOOD STORE #3 1201 N DODGE ST HY-VEE DRUGSTORE 310 N FIRST AVE HY-VEE GAS #1 260 STEVENS DRIVE HY-VEE GAS #3 1125 NORTH DODGE ST. KUM & GO #422 513 S RIVERSIDE DR KUM & GO #51, 323 E BURLINGTON STREET KUM & GO #52 25 W BURLINGTON STREET KUM & GO #53 955 MORMON TREK BLVD KUM & GO #504 13109 GILBERT ST. KUM & GO #502 2303 MUSCATINE WALGREENS #5077 2214 MUSCATINE AVE E L & M MIGHTY SHOP 1 504 E BURLINGTON JOHN'S GROCERY INC 401 E MARKET ST DEADWOOD 6 S DUBUQUE DELI MART #1 525 HWY 1 ST DELI MART#2 1920 LOW R MUSCATINE ROAD DELI MART #3 2410M RMON TREK BLVD DELI MART #5 206 ENTON STREET WALMART #1721 91 HIGHWAY 1 WEST FAREWAY STORES #950 30 WESTWINDS DRIVE FAREWAY STORES #034 2765 COMMERCE DRIVE SUBURBAN BP AMOCO 370 SCOTT COURT SUBURBAN BP AMOCO KEOKUK STREET 1905 KEOKUK STREET TOBACCO OUTLET PLUS #537 923 S RIVERSIDE DRIVE HARTIG DRUG #10 01 MORMON TREK BLVD Hawkeye Convenience Store 2 75 COMMERCE DRIVE NORTH DODGE EXPRESS 27 Q N DODGE STREET EL PASO THE MEXICAN STOR 610C LLYWOOD BLVD SMOKIN' JOE'S #19 1902 �OADWAY #3 LIQUOR DOWNTOWN 316 S GI BERT STREET CASEY'S GENERAL STO #2761 204NDU UQUESTREET CASEY'S GENERALS RE #2781 1410 WILLOW CREEK DRIVE CASEY'S GENERAL TORE #3322 1904 BROADWAY ST RYZ EXPRESS 2 ESCORT LANE CONVENIENC STORETHE 1065LINN STREET KONNEXION THE 106 S LINN STREET THE CLUB CAR 122 WRIGHT ST JOE'S PLACE 116 IOWA AVENUE NORTH DODGE SINCLAIR 2153 ACT CIRCLE SOUTHSIDE LIQUOR & TOBACCO 601 HOLLYWOOD BLVD. SUITE #1 DOLLAR GENERAL STORE #8137 41 HIGHWAY 1 WEST ALMOST PARADISE 355 SOUTH LINN STREET ALMOST PARADISE TOBACCO AND VAPOR 355 S LINN ST J & S EXPRESS 2221 ROCHESTER AVE. KIRKWOOD LIQUOR & TOBACCO 300 KIRKWOOD SAUCE NILE HOOKAH CITY LIQUOR Black and Gold �%ir�oIUggXc1:'lam )+ct'Cii Prepared by: Dave Panos, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319)356-5145 Resolution No. 18-158 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Asphalt Resurfacing 2018 — US Hwy 6 (N. Riverside Drive) — Rocky Shore to Sturgis Corner Drive Project Whereas, LL Palling Company, of North Liberty, Iowa has submitted the lowest responsible bid of $3,853,886.69 for construction of the above-named project; and Whereas, funds for this project are available in the Pavement Rehabilitation Fund account #S3824;and Whereas, the Iowa Department of Transportation is providing funding through agreement No. #2018-16-126; and Whereas, The City Engineer and City Manager are authorized to execute change orders according to the City's Purchasing Policy as they may become necessary in the construction of the above-named project. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The contract for the construction of the above-named project is hereby awarded to LL Felling Company, 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. Passed and approved this 29th day of May 2018 M or App/ roved b Attest: �_e0e, City Clerk City Attorneys Office It was moved by Mims and seconded by aotchway the Resolution be adopted, and upon roll call there were Ayes: Nays: X X X X X X Absent Botchway Cole Mims X Salih Taylor Thomas Throgmorton _'r CITY OF IOWA CITY \ �att .*1 COUNCIL ACTIMREPORTuted May 29, 2018cr Resolution awarding contract and authorizing the Mayor Wglvn and the City Clerk to attest a contract for construction of the Asphalt Resurfacing 2018 — US Hwy 6 (N. Riverside Drive) — Rocky Shore to Sturgis Corner Drive Project Prepared By: Dave Panos - Sr. Civil Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: The cost for this project is $3,853,886.69, available in the Pavement Rehabilitation Fund Account #S3824. Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: This is a joint Iowa Department of Transportation and City of Iowa City maintenance project that concentrates on asphalt resurfacing along Hwy 6 in Iowa City from Rocky Shore Drive to Sturgis Comer Drive. Work on this project also includes storm sewer intake top and throat reconstruction, storm intake replacement and repair of curb and gutter as needed, as well as replacement of curb ramps to current ADA standards. One (1) bid was submitted for the May 23, 2018 letting, and LL Pelling of North Liberty, Iowa submitted a responsible bid of $3,853,886.69. The engineer's estimate was $3,200,373. Staff recommends awarding the contract for the Asphalt Resurfacing 2018 — US Hwy 6 (N. Riverside Drive) — Rocky Shore to Sturgis Corner Drive Project to LL Felling of North Liberty, Iowa. Comparing project bid to the City opinion of probable cost, the bid will increase the City's share in the amount of $270,115.99, and increase the IDOT's share in the amount of $383,412.21. Background / Analysis: Plans, Specifications, Form of Agreement and Estimate of Cost for the Project were approved at the May 1, 2018 Council Meeting. The Project will include work at the following locations: Street Milling and 3" Overlay - US Hwy 6 (Riverside Drive) from west of Rocky Shore Drive to Sturgis Corner Drive Intersection Improvements - Myrtle Drive Intersection Improvements PCC Patching - PCC Patching Hwy 1 from the Burlington Street Bridge to Gilbert Street Project Timeline: Award Date — May 29, 2018 Construction Start — June 18, 2018 Anticipated Completion — Spring 2019 Prepared by: Dave Panos, Public Works, 410 E. Washington St., Iowa City, IA 522y0 (e an&uts Distributed Resolution No. Resolution awarding contract and authorizing thet so Ir gn and the City Clerk to attest a contract for construction of the Asphalt Resurfacing 2018 — US Hwy 6 (N. Riverside Drive) — Rocky Shore to Sturgis Corner Drive Project Whereas, LL Pelling Company, of North Liberty, Iowa has submitted the lowest responsible bid of $3,853,886.69 for construction of the above-named project; and Whereas, funds for this project are available in the Pavement Rehabilitation Fund account #S3824;and Whereas, the Iowa Department of Transportation is providing funding through agreement No. #2018-16-126; and Whereas, The City Engineer and City Manager are authorized to execute change orders according to the City's Purchasing Policy as they may become necessary in the construction of the above-named project. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The contract for the construction of the above-named project is hereby awarded to LL Palling Company, 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. Passed and approved this day of Attest : City Clerk 2018 Mayor Ap/jroved b ) City Attorney's Office It was moved by and seconded by adopted, and upon roll call there were: Ayes: Nays: Absent: the Resolution be Botchway Cole Mims Salih Taylor Thomas Throgmorton NOTICE TO BIDDERS 4 q (1) ASPHALT RESURFACING 2018 — HWY 6 (RIVERSIDE DRIVE) ROCKY SHORE TO STURGIS CORNER DRIVE Sealed proposals will be received by the City Clerk of the City of Iowa City, Iowa, until 3:00 P.M. on the 23RD day of May 2018. Sealed proposals will be opened immediately thereafter. 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 Hall at 7:00 P.M. on the 29th day of May 2018, or at special meeting called for that purpose. The Project will involve pec street patching, storm sewer intake top replacement, asphalt pavement milling and hot mix asphalt resurfacing, ADA curb ramp replacement, new traffic signal, watermain, storm intakes, 9" pec pavement widening, manhole adjustments. This work will include the following estimated quantities: 9,613 tons of asphalt cement concrete, 22,779 sq. yards of pavement milling, 2,321 sq. yards of pcc patching, 1,401 feet of pcc curb and gutter replacement, 573 sq. yards of pcc sidewalk, 37 storm sewer intake top replacement, 5 storm sewer intakes, 86 feet guardrail, traffic signal with controller, 226 feet water main, 1095 sq. yards 9" pcc paving, 31 manhole adjustments, 500 sta. pavement markings, traffic control, and other related work. All work is to be done in strict compliance with the plans and specifications prepared by the City of Iowa City, which have heretofore been approved by the City Council, and are on file for public examination in the Office of the City Clerk. Each proposal shall be completed on a form furnished by the City and must be submitted in a sealed envelope. In addition, a separate sealed envelope shall be submitted containing a completed Bidder Status Form and 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 maintenance of said Project, if required, pursuant to the provisions of this notice and the other contract documents. The City shall retain the bid security furnished by the successful bidder until the approved contract form has been executed, a bond has been filed by the bidder guaranteeing the performance of the contract, and the contract and bond have been approved by the City. The City shall promptly return the checks or bidder's bonds of unsuccessful bidders to the bidders as soon as the successful bidder is determined or within thirty days, whichever is sooner. The successful bidder will be required to furnish a bond in an amount equal to one hun- dred 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 maintenance of the improvement for a period of Two (2) year(s) from and after its completion and formal acceptance by the City Council. The following limitations shall apply to this Project: AF -1 Overall Project: Start: June 18, 2018 Working Days: 180 days Liquidated Damages: $500 per day Myrtle Avenue Intersection: Myrtle Avenue critical closure late start: July 9, 2018 Myrtle Avenue critical closure period: 60 days Myrtle Avenue critical closure incentive/disincentive: $1,000 per day Maximum Incentive: $10,000 Maximum Disincentive: None 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 the Office of Rapids Reproductions/Technographics of Iowa City located at 415 Highland Ave Suite 100, by bona fide bidders. A 125.00 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 is refundable if returned within 14 days of award of the project by City Council in re -usable condition. 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 Inspections and Appeals at (515) 281-5796 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 subcontract. 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 required 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. Posted upon order of the City Council of Iowa City, Iowa. KELLIE K. FRUEHLING, CITY CLERK AF -2 Prepared by: Brett Zimmerman, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319)356-5044 Resolution no. 18-159 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Parking Garage Maintenance Program 2018 Project Whereas, Western Specialty Contractors of West Des Moines, IA, Iowa has submitted the lowest responsible bid of $256,525.00 for construction of the above-named project; and Whereas, the bid includes the base bid; and Whereas, funds for this project are available in account # T3004. Whereas, The Parks and Recreation Director and City Manager are authorized to execute change orders according to the City's Purchasing Policy as they may become necessary in the construction of the above-named project. 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 for the base bid is hereby awarded to Western Specialty Contractors of West Des Moines, IA, 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 the contract for construction of the above-named project and the Contractor's Bond, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. Passed and approved this 29th day of May _,2018 Attest: City Jerk It was moved by trims adopted, and upon roll call there were: AYES: X X X X X X Ma or p�rov_ed by L/W L . � s- City Attorney's Office and seconded by Botchway the Resolution be NAYS: ABSENT: Botchway Cole Mims X Salih Taylor Thomas Throgmorton r CITY OF IOWA CITE ^� COUNCIL ACTION REPO 4d(2) May 29, 2018 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Parking Garage Maintenance Program 2018 Project Prepared By: Brett Zimmerman - Civil Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: The contract amount for this project is $256,525.00 and is available in the Parking Facility Restoration Repair account #T3004 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: This agenda item awards the contract for the Parking Garage Maintenance Program 2018 Project to Western Specialty Contractors of West Des Moines, IA. The 2018 Project focuses on work in four City operated garages. The Dubuque Street Ramp will have minor concrete and waterproofing efforts. The Capitol Street Ramp work efforts include concrete and waterproofing repairs, precast connector repairs, along with stair tower precast spandrel repairs, and complete joint sealant replacement of the SE, SW and N stair towers. Chauncey Swan Garage will have minor concrete repairs and localized joint sealant replacement on the exposed top level. The Tower Place Garage will have minor concrete and waterproofing efforts. Add alternate efforts include the following: 1. Dubuque Street Ramp traffic membrane recoating efforts. 2. Dubuque Street Ramp NE and NW stair towers roof membrane replacements. 3.a. Complete light pole replacement with new LED light fixtures on Dubuque Street Ramp 3.b. Complete light pole replacement with new LED light fixtures on Capitol Street Ramp 3.c. Complete light pole replacement with new LED light fixtures on Chauncey Swan Garage 3.d. Complete light pole replacement with new LED light fixtures on Tower Place Garage 3.e. Complete light pole replacement with new LED light fixtures on Court Street Transportation Center Background /Analysis: The City of Iowa City owns and operates six (6) public parking garages that serve the downtown business, hotel/convention, cultural and entertainment districts. Their safe and efficient operation and maintenance are vital to the economic development of the downtown and the City at -large. This project is a continuation of the efforts set forth by the 2012 City of Iowa City Parking Facilities: Repair and Maintenance Master Plan and Parking Garage Maintenance Program 2015 — 2018, which provides annual parking garage maintenance to ensure their safe and efficient operation. 'r 1 CITY OF IOWA CITY COUNCIL ACTION REPORT The estimated construction costs were $249,500.00 for the base bid. The following table lists the bid results: Engineer's Western Specialty E&H Restoration, Based upon the bids received, staff recommends awarding the base bid to Western Specialty Contractors of West Des Moines, IA. None of the alternates will be awarded. Project Timeline: Bid Letting — May 22, 2018 Award Date — May 29, 2018 Construction Start—June 11, 2018 Substantial Completion —August 15, 2018 Final Completion — September 15, 2018 Estimate Contractors LLC. Base Bid $249,500.00 $256,525.00 $265,800.00 Alternate #1 $35,000.00 $35,000.00 $43,705.91 Alternate #2 $50,000.00 $47,990.00 $19,945.36 Alternate #3.a $35,000.00 $18,700.00 $13,975.50 Alternate #3.b $55,000.00 $40,000.00 $30,618.50 Alternate #3.c $40,000.00 $18,700.00 $13,975.50 Alternate #3.d $35,000.00 $28,940.00 $21,631.50 Alternate #3.e $45,000.00 $27,375.00 $20,751.50 Based upon the bids received, staff recommends awarding the base bid to Western Specialty Contractors of West Des Moines, IA. None of the alternates will be awarded. Project Timeline: Bid Letting — May 22, 2018 Award Date — May 29, 2018 Construction Start—June 11, 2018 Substantial Completion —August 15, 2018 Final Completion — September 15, 2018 NOTICE TO BIDDERS CITY OF IOWA CITY PARKING GARAGE MAINTENANCE PROGRAM 2018 PROJECT Sealed proposals will be received by the City Clerk of the City of Iowa City, Iowa, until 3:00 P.M. on the 22nd day of May, 2018. Sealed proposals will be opened immediately thereafter. 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 Hall at 7:00 P.M. on the 29th day of May, 2018, or at special meeting called for that purpose. There will be a recommended pre-bid meeting to review the documents and visit the sites. This will start at 10:00 A.M. (local time) on the 15d' day of May, 2018 in the Tower Place Parking Ramp conference room, located at 335 East Iowa Avenue in Iowa City. The Project will involve the following: The 2018 Project focuses on work in four City operated garages. The Dubuque Street Ramp will have minor concrete and waterproofing efforts. The Capitol Street Ramp work efforts include concrete and waterproofing repairs, precast connector repairs, along with stair tower precast spandrel repairs, and complete joint sealant replacement of the SE, SW and N stair towers. Chauncey Swan Garage will have minor concrete repairs and localized joint sealant replacement on the exposed top level. The Tower Place Garage will have minor concrete and waterproofing efforts. Additionally, add alternate efforts will be bid for traffic membrane recoating efforts and NE and NW stair towers roof membrane replacements in the Dubuque Street Ramp, and complete light pole replacement with new LED light fixtures on the top level of five City operated garages (Dubuque Street Ramp, Capitol Street Ramp, Chauncey Swan Garage, The Tower Place Garage and Court Street Transportation Center Garage). All work is to be done in strict compliance with the plans and specifications prepared by THP Limited, Inc., of Cincinnati, Ohio, which have heretofore been approved by the City Council, and are on file for public examination in the Office of the City Clerk. Each proposal shall be completed on a form furnished by the City and must be submitted in a sealed envelope. In addition, a separate sealed envelope shall be submitted containing a completed Bidder Status Form and 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 maintenance of said Project, if required, pursuant to the provisions of this notice and the other contract documents. The City shall retain the bid security furnished by the successful bidder until the approved contract form has been executed, a bond has been filed by the bidder guaranteeing the performance of the contract, and the contract and bond have been approved by the City. The City shall promptly return the checks or bidder's bonds of unsuccessful bidders to the bidders as soon as the successful bidder is determined or within thirty days, whichever is sooner. AF -1 The successful bidder will be required to furnish a bond in an amount equal to one hun- dred 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 maintenance of the improvement for a period of one (1) year(s) from and after its completion and formal acceptance by the City Council. The following limitations shall apply to this Project: Early Start Date: June 11, 2018 Substantial Completion Date: November 2, 2018 Final Completion Date: November 30, 2018 Liquidated Damages: $500.00 per day 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 the Office of Technigraphics, a division of Rapids Reproductions located at 415 Highland Ave, Suite 100, Iowa City, Iowa 52240, Phone: 319-354-5950 Fax:319-354-8973 Toll -Free 800-779-0093, by bona fide bidders. A $50.00 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 is refundable if returned within 14 days of award of the project by City Council in re -usable condition. 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 Inspections and Appeals at (515) 281-5796 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 subcontract. 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 required 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. Posted upon order of the City Council of Iowa City, Iowa KELLIE FRUEHLING, CITY CLERK AF -2 Prepared by: Scott Sovers, Senior Civil Engineer, Public Works, 410 E. Washington St., Iowa City, IA 52240; (319) 356-5142 Resolution No. 18-160 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an Agreement by and between the City of Iowa City and Foth Infrastructure and Environment, LLC to provide engineering consultant services for the American Legion Road Improvements Project Whereas, the City of Iowa City desires to improve American Legion Road from Scott Boulevard to Taft Avenue; and Whereas, the project generally includes reconstructing American Legion Road from a rural to an urban roadway with sidewalks; and Whereas, the City issued a request for proposals (RFP) to private engineering firms interested in performing the design of this project; and Whereas, the Consultant responded to this RFP with desirable experience working on projects of similar type and size; and Whereas, the City of Iowa City has negotiated an Agreement for said consulting services with Foth Infrastructure and Environment, LLC, to provide said services; and Whereas, it is in the public interest to enter into said Consultant Agreement with Foth Infrastructure and Environment, LLC; and Whereas, funds for this project are available in the American Legion Rd -Scott Blvd to Taft Ave account # S3854. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that 1. The Consultant Agreement attached hereto is in the public interest, and is approved as to form and content. 2. The Mayor and City Clerk are hereby authorized and directed to execute the attached Consultant Agreement. 3. The City Manager is authorized to execute amendments to the Consultant Agreement as they may become necessary. Passed and approved this 29th day of May / 2018 Maor ppr ved by Attes��. Cit Clerk City Attorney's Office Resolution No. 18-160 Page 2 It was moved by trims and seconded by Botchway the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Botchway x Cole % Mims x Salih x Taylor % Thomas % Throgmorton Foth Infrastructure and Environment, LLC. Project No. 181003.00 Date: May 29, 2018 Consultant Agreement American Legion Road Preliminary and Final Design lovva City, lovva This Agreement, made and entered into this29tusy of May , 2018 , by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and Foth Infrastructure and Environment, LLC, of Cedar Rapids, Iowa, hereinafter referred to as the Consultant. WHEREAS, the proposed project consists of the reconstruction of American Legion Road from Scott Boulevard to Taft Avenue SE, approximately 5,700 linear feet. WHEREAS, functional design plans establishing design parameters, identify preliminary right-of- way needs, review options for intersection improvements and to prepare an overall engineer's option of probable cost were previously prepared by the Consultant; WHEREAS, the functional design plans will act as a baseline for the project as it progresses through preliminary and final design; WHEREAS, the City desires to secure the services of the Consultant to provide engineering services related to the preliminary and final design and preparation of final plans and special provisions for the reconstruction of American Legion Road. WHEREAS, the City issued a request for qualifications (RFQ) to private engineering firms interested in performing the design of this project; and WHEREAS, the Consultant responded to this RFQ with desirable experience working on projects of similar type and size; and Now Therefore, it is agreed by and between the parties hereto that the City does now contract with the Consultant to provide services as set forth herein. 1. Scope of Services Consultant agrees to perform the following services for the City, and to do so in a timely and satisfactory manner. Services provided under this agreement shall be further described in Attachment 1, attached and incorporated herein. IL Time of Completion The Consultant shall complete the following phases of the Project in accordance with the schedule shown. The schedule of the work to be performed shall conform to the Schedule as set forth in Attachment 21 attached and incorporated therein. Any deviations from the Schedule shall be approved by the City in writing. III. General Terms Page 1 of 18 A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. To discharge or refuse to hire any individual because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. 2. To discriminate against any individual in terms, conditions, or privileges of employment because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. B. Should the City 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 "lump sum" amount listed in Section IV. The City 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 City for the purpose of the Project shall be as an independent contractor and shall be exclusive, but the Consultant shall have the right to employ such assistance as may be required for the performance of the Project. E. It is agreed by the City that all records and files pertaining to information needed by the Consultant for the project shall be available by said City upon reasonable request to the Consultant. The City agrees to furnish all reasonable assistance in the use of these records and files. 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 City, the Consultant shall attend meetings of the City Council relative to the work set forth in this Agreement. Any requests made by the City 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 City, copies of all basic notes and sketches, charts, computations, and any other data prepared or obtained by the Consultant pursuant to this Agreement without cost, and without restrictions or limitation as to the use relative to speck projects covered under this Agreement. In such event, the Consultant shall not be liable for the City's use of such documents on other projects. I. The Consultant agrees to furnish all reports, specifications, and drawings, with the seal of a professional engineer affixed thereto or such seal as required by Iowa law. J. The City 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 City to withhold payment of the Page 2 of 18 amount sufficient to properly complete the Project in accordance with this Agreement. K. Should any section of this Agreement be found invalid, it is agreed that the remaining portion shall be deemed severable from the invalid portion and continue in full force and effect. L. Original contract drawings shall become the property of the City. The Consultant shall be allowed to keep reproducible copies for the Consultant's own filing use. M. Fees paid for securing approval of authorities having jurisdiction over the Project will be paid by the City. N. Upon signing this agreement, Consultant acknowledged that Section 362.5 of the Iowa Code prohibits a City officer or employee from having an interest in a contract with the City, and certifies that no employee or officer of the City, which includes members of the City Council and City boards and commissions, has an interest, either direct or indirect, in this agreement, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5. O. The Consultant agrees at all times material to this Agreement to have and maintain professional liability insurance covering the Consultant's liability for the Consultant's negligent acts, errors and omissions to the City in the sum of $1,000,000. IV. Compensation for Services In consideration of the services, work, equipment, supplies, or materials provided herein. The City agrees to pay the Consultant the following NOT -TO -EXCEED FEE (Unit Cost/Time Charges), including any authorized reimbursable expenses, pursuant to the Schedule of Fees set forth in Attachment 3, attached and incorporated herein. Total Not -To -Exceed Fee $587,104 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. C. This Agreement shall be interpreted and enforced in accordance with the laws of the State of Iowa. Any legal proceeding instituted with respect to this Agreement shall be brought in a court of competent jurisdiction in Johnson County, Iowa. The parties hereto Page 3 of 18 hereby submit to personal jurisdiction therein and irrevocably waive any objection as to venue therein, including any argument that such proceeding has been brought in an inconvenient forum. For the Cit f By: Title: Mayor Date: 05/29/18 Attest• For the Consultant Mn*By: A� P.M Title: Low L'wL E0G%*upxa Date: Irl 221 to Page 4 of 18 Approved by: City Attorney's Office -,ML42� 3v, aoif3 Dates ATTACHMENT 1 — Scope of Services Preliminary and Final Roadway Design American Legion Road Iowa City, Iowa The work to be performed by the Consultant under this agreement shall encompass and include detailed work, services, materials, equipment and supplies necessary to complete analysis and design for the project. The proposed project consists of reconstruction of American Legion Road from Scott Boulevard to Taft Avenue SE, approximately 5,700 linear feet. The Consultant will complete preliminary and final roadway design and prepare bidding documents. This scope of services is based on the following project information and assumptions: Project Information • Road construction programmed for 2020. • Project utilizing federal -aid funds from Surface Transportation Block Grant Program (STBGP) • Project contract to be let through Iowa DOT • Project will follow Iowa DOT Federal -aid Project Development process • Iowa DOT design criteria and specifications • Urban roadway section with pedestrian facilities. Project Assumptions • Project classified as individual Categorical Exclusion (CE) • Design will be based on previously completed functional design by Consultant. • City will acquire traffic counts for intersection of American Legion Road and Barrington. • Available information: American Legion Road traffic #'s (from MPJOC), subdivision plans, city utility plans. • Design to start in June 2018. The Consultant shall consult on a regular basis with the City to clarify and define the City's requirements for the Project and review available data. The City agrees to furnish to the Consultant full information with respect to the City's requirements, including any special or extraordinary considerations for the Project or special services needed, and also to make available pertinent existing data. The scope of services to be performed by the Consultant shall be completed in accordance with generally accepted standards of practice and shall include the services to complete the following tasks: Project Coordination Project Management The project manager will be responsible for the development and tracking of the project plan for the project development. This includes existing data collection, task identification, staff scheduling and coordination, project communications, monthly progress reporting and invoicing and other important Page 5 of 18 elements of the project. The project duration (design through construction) is assumed to be thirty (30) months from June 2018 through November 2020. Quality Control Plan Establish internal coordination, review and checking procedures for all project deliverables. Project Manager will be responsible for implementing and executing Foth's Quality Assurance and Control Plan. Design Development Meetings (30%,60%,90%, 100%) The Consultant will maintain communications with the City to review progress and discuss specific elements of the project design and receive direction from the City. These meetings will serve to discuss City review comments and design development. Prepare minutes of meetings and keep documentation of other communications. For budget purposes, the Consultant will attend three (3) meetings that will be attended by two (2) staff members of the Consultant. Public Involvement Public Meetings (2 meetings): Schedule, advertise and conduct two public meetings. These meetings will be held in an open house format, with a short presentation on the project and then time for questions and input. Included in each meeting will be public education component to each meeting and general roundabout education materials. School District (2 meetings): Consultant will attend up to two meetings with school district to discuss project. First meeting will be a general meeting with district officials to discuss overview of project. Second meeting will be hosted at the elementary school and will include roundabout education. Includes providing all necessary meeting materials, including roundabout education materials. Utility Coordination Meetings The Consultant will follow the Iowa DOT Policy for Accommodating Utilities on the County and City Non - Primary Federal -aid Road System. For budgeting purposes, the consultant has assumed a total of three (3) project utility coordination meetings with representatives of the various utility companies. The Consultant will conduct an initial utility coordination meeting with individual utility companies to discuss project and ways to minimize impacts to utility facilities. At this first meeting, the City and Consultant will discuss the feasibility of a joint utility trench with interested utilities. The remaining meetings will be additional coordination meetings impacted utilities during preliminary and final design to mitigate utility conflicts. The Consultant shall keep a record log of all communications and correspondence with each utility company and provide the record log to the City prior to preconstruction conference. In addition, a total of three (3) individual meetings with private utility companies to discuss project impacts will be planned. Iowa DOT Project Concept Statement The Consultant will complete and submit the Iowa DOT Concept Statement for local public agency federal -aid projects. This document is used to begin the FHWA Environmental Concurrence Process Design Surveys The Consultant will complete all required surveys for the project, including control surveys, topographic surveys, utility surveys, property ownership/research, right-of-way surveys, and acquisition plat preparation for permanent fee -title right-of-way and temporary construction easements. The Consultant shall also incorporate field survey data into an electronic base map to be used for the design of the project, including property lines, right-of-way lines and property ownership for parcels located within the project limits. The Consultant shall perform field and office tasks required to prepare property acquisition plats deemed necessary to complete the project. Color parcel exhibits and/or unsigned property acquisition plats will be Page 6 of 18 submitted to the City with the 60% plans. The specific supplemental survey tasks to be performed include the following: Task 1 - Preparation of Acquisition Plats and Legal Descriptions The Consultant shall prepare color parcel exhibits, acquisition plats and legal descriptions for property to be acquired for the project. Said plats and legal descriptions shall comply with requirements of the Iowa Code and shall be prepared by or under the direct supervision of a licensed land surveyor under the laws of the State of Iowa. For estimating purposes, the following numbers of acquisition plats are assumed for this agreement: Permanent (Fee -Title) Right -of -Way Acquisition Plats = 23 each Temporary Construction Easement = 23 each The following was used to calculate costs per plat included in the agreement and for any additional plats added at the request of the City. Consultant will only bill for plats prepared. Permanent (Fee -Title) Right -of -Way Acquisition Plats = $650 per plat Temporary Construction Easement = $400 per plat Individual plats and legal descriptions will be prepared for each parcel with permanent and temporary acquisitions. The legal descriptions shall be metes & bounds descriptions for both permanent and temporary construction acquisitions. The plats and legal descriptions shall comply with requirements of the Iowa Code and shall be prepared by or under the direct supervision of a duly licensed land surveyor under the laws of the State of Iowa. The plats shall also be completed in accordance with the City of Iowa City requirements. Task 2 - Right-of-Way/Easement Staking This task consists of staking the easement locations for purposes of right-of-way negotiations. The staking survey includes the marking of key easement location points in order to visualize the locations in the field and shall also include marking of existing property lines locations. For the purpose of this agreement, all permanent and temporary easements will be staked one (1) time. Task 3 — Permanent Monumentation of Right -of -Way This task consists of monumentation of the right-of-way acquired as part of this project which will be performed upon completion of construction of the proposed improvements. The monumentation shall comply with requirements of the Iowa Code 355.6 and shall be performed by or under the direct supervision of a duly licensed land surveyor under the laws of the State of Iowa. This task also includes resetting existing right-of-way monumentation per Iowa code for monumentation preservation. Environmental Documentation Foth completed a Wetland and Waters of the United States (WUS) Delineation Report in October 2014 and the U.S. Army Corps of Engineers (USACE) issued a Jurisdictional Determination for the project on January 8, 2015. A Section 404 Permit, Mitigation Plan, and Phase I Cultural Resource Survey will be needed because jurisdictional wetlands and WUS will be impacted by the proposed project. Based on the site's location in Johnson County, Iowa, a Threatened and Endangered (T&E) Habitat Assessment may be needed if trees will be removed as part of the project. The Consultant assumes the project will be classified as an individual Categorical Exclusion project and will coordinate with the Iowa DOT Office of Location and Environment for concurrence. The following is the environmental services included in this scope of work: Task 1 - Mitigation Plan and Section 404 Permit Application Page 7 of 18 The Consultant will prepare and submit a Section 404 Permit Application containing the applicable data, wetland jurisdictional rationale, and proposed project information to the USACE, Iowa Department of Natural Resources (IDNR) Flood Plain Section, and IDNR Sovereign Lands Section. The Consultant will prepare a Mitigation Plan for the project to address Section 404 permitting requirements. The proposed scope of work for the mitigation plan will consist of phone discussions with regulatory entities and development of a plan for wetland and WUS replacement or enhancement. The Mitigation Plan will summarize each wetland and WUS area that will be impacted by the project based on the findings in the Wetland Delineation Report and the proposed roadway alignment. The Consultant will coordinate with the River Products Wetland Mitigation Bank regarding the purchase of credits for emergent and forested wetland impacts. Please note that there are only a limited amount of credits available in that bank. It is the Consultants understanding that another mitigation bank may be available in Johnson County; however, at this time, the Consultant is unsure of when, or if, credits will be available from that bank. The Mitigation Plan will include a discussion of the proposed impacts and a summary of the credits that will be purchased from the wetland mitigation bank. If mitigation bank credits are not available, the Consultant will coordinate with the City regarding additional fees that will be necessary to design an appropriate on- site or off-site mitigation area. This proposal also does not include design, construction, or installation of the proposed mitigation site, As -Constructed Documentation, Annual Monitoring Reports (typically required by the USACE as a permit condition) or other operating conditions that may be required by the Section 404 Permit. Task 2 — Limited/Cursory Archeological Survey The Consultant will retain a subcontractor to perform a limited/cursory archeological survey for review by the State Historical Preservation Office (SHPO) during the permitting process. The investigation will consist of the project area. The task does not include limited/cursory archeological survey at an off-site mitigation site. Task 3 - Alternative Analysis If an Individual Permit will be required for the project, the USACE will require an Alternative Analysis for the project in addition to the Mitigation Plan. The Consultant will prepare an Alternative Report that will include the following discussions: project purpose, project need, alternate site analysis, avoidance of impact, minimization of impact, and compensatory mitigation. Following submittal of the Alternatives Analysis, the Consultant will coordinate with the USACE to facilitate issuance of the Section 404 Permit. If an Alternate Analysis is required, the City will need to provide background and supporting information, such as alternate sites evaluated or demographic information. The proposed fees for the alternatives analysis assume that the client will provide the Consultant information required to generate the Alternative Analysis report. This service will not be initiated without prior approval of the City. Task 4 - Threatened & Endangered Species Habitat Assessment The Consultant reviewed the U.S. Fish and Wildlife Service (FWS) Endangered Species List to evaluate potential Threatened and Endangered (T&E) species in the project area. The list for Johnson County included the following species: • Higgins eye (pearlymussel) (Lampsilis higginsii) • Prairie bush -clover (Lespedeza leptostachya) • Eastern prairie fringed orchid (Platanthera leucophaea) • Western prairie fringed Orchid (Platanthera praeclara) • Rusty patched bumble bee (Bombus affinis) • Northern long-eared bat (Myotis septentrionalis) • Indiana bat (Myotis sodalis) If requested by the USACE, IDNR or FWS, the Consultant will retain a subcontractor to evaluate whether suitable habitat for the listed T&E species is present within the project area. The Consultant will contact the IDNR to request a review regarding potential impacts to T&E species in the project area. The results of the T&E Habitat Evaluation and agency consultation will be documented in a letter report that could be submitted to the FWS, IDNR, USACE or other agencies. If suitable habitat is observed for any of the Page 8 of 18 identified T&E species, additional studies, such as mist netting, acoustic surveys, emergence surveys, insect or botanical surveys, may be needed. This service will not be initiated without prior approval of the City. Preliminary Design (30% and 60% Plan Submittals) The Consultant will perform preliminary design services with the primary focus on geometric plans and profiles, existing and proposed utility locations, and right-of-way requirements. The Consultant shall incorporate potential elements that may affect the improvements, including property impacts, construction staging and traffic control operations. The preparation of preliminary design plans depicting the proposed tunnel, traffic signal, grading, drainage, paving, signing, utility relocation, streetscaping, and other features of the project. All preliminary design will be in accordance with applicable standards and guidelines per the Iowa DOT federal -aid project development guide. The work to be performed by the Consultant under the Preliminary Design phase includes the following tasks: Task 1 — Refine/Develop Preliminary Layout/Geometrics The Consultant will look at refinements to the functional design layout, including the assessment of 10 foot lane widths with buffered bike lanes, joint utility trench, and intersection geometrics at Barrington. Task 2 — Traffic Signal Warrant Analysis The Consultant will complete a traffic signal warrant analysis for the intersection of American Legion Road and Barrington. The City will provide updated traffic counts prior to the end of the school year. Analysis will include a review/assessment of an all -way stop condition at this location. Task 3 - Utility Research and Utility Conflict Identification The Consultant will follow the Iowa DOT utility accommodation and coordination process to determine utility coordination efforts and potential impacts. The Consultant will identify utility conflicts based upon the preliminary design layout and develop a tabulation with plan sheet exhibits for purposes working through conflict resolution. This task includes storm sewer, water main, sanitary sewer and all private utilities including gas, electric and communications. Task 4 — Construction Staging Plan Development The Consultant will develop a preliminary traffic control concept to indicate how the project will generally be constructed and traffic will be maintained during construction. The construction staging plan will take into consideration all elements of construction including roadway (ML/SR), property access and private utility relocations. When refined and acceptance by the City, the concepts developed in preliminary plans will serve as the basis for preparing the final traffic control plan in final design. Task 5—Acquisition Requirements Identification The Consultant will identify permanent right-of-way and permanentitemporary easement needs based on the preliminary design development. The requirements will take into considerations proposed utilities, construction staging and access, utility relocations and other critical construction elements. The Consultant will initiate the acquisition process with the City when it is determined the design has progressed to a point where the need limits are not expected to change. This is projected to be at the 60% design stage. Task 6 — Functional Design Plan Preparation (30% Plans) The functional design was completed in 2016. Upon assessment of 10 foot lanes with buffered bike lanes, a joint utility trench, and a review of changed site conditions, an updated set of 30% plans will be completed. The work to be performed by the Consultant under Preliminary Design will consist of the following tasks: Title and General Information (A Sheets) Page 9 of 18 This task consists of assembling the title and general information sheets. The title sheets will include the following: Index of Sheets, Legend, Location Map, Project Number, Design Traffic data. Includes utility conflict identification tabulations and plan design exhibit sheets. Functional Typical Cross Sections (B Sheets) This task consists of assembling the Typical Cross Section to be used for the proposed roadway improvements and pedestrian tunnel crossing. Functional Plan & Profiles (D & E Sheets) - This item consists of the site plan and profile sheets, including the detail information required for plan approvals, permitting, and construction of the proposed improvements. Functional Removal Plans (R Sheets) This item consists of functional layout of the removal plan for the project. Functional Cross Sections (W Sheets) This task consists of the design and drafting associated with the assembly of detailed cross sections (25' increments) to illustrate typical conditions, drainage designs, and non -typical conditions as needed for guidance during design, review, and quantity estimating purposes. Task 7 — Preliminary Design Plan Preparation (60% Plans) Upon completion of the preliminary plans, the design plans will be approximately 60 percent complete. The work to be performed by the Consultant under Preliminary Design will consist of the following tasks: Title and General Information (A Sheets) This task consists of assembling the preliminary title and general information sheets. The preliminary title sheets will include the following: Index of Sheets, Legend, Location Map, Project Number, Design Traffic data. Includes utility conflict identification tabulations and plan design exhibit sheets. Preliminary Typical Cross Sections (B Sheets) This task consists of assembling the Typical Cross Section to be used for the proposed roadway improvements and the intersection design improvements. Preliminary Plan (D & E Sheets) - This item consists of the site plan and profile sheets, including the detail information required for plan approvals, permitting, and construction of the proposed improvements. Preliminary Erosion Control (EC Sheets) This item consists of preliminary design and layout of erosion control plan sheets required to construct the project. Preliminary Detour/Temporary Pavement (F Sheets) This item consists of preliminary design and layout of detour and temporary pavement plan sheets required to construct the project. Preliminary Survey Reference (G Sheets) The preliminary plans will include preliminary survey reference information. Preliminary Right -of -Way (H Sheets) The preliminary plans will include an ownership reference plan exhibit showing general parcel information. Preliminary Traffic Control and Staging (J Sheets) Develop suitable plan for construction scheduling and staging of the Project and for traffic control measures to be implemented during construction. Staging plan will include provisions for maintaining access to adjacent properties during construction. The plan sheets will include construction staging Page 10 of 18 section and plan exhibits. For estimating purposes, it is assumed that American Legion Road will maintain a minimum of 1 -lane in each direction where required to provide access to the adjacent neighborhoods and the elementary school. The Scott Boulevard intersection will maintain a minimum of 1 -lane in each direction during construction. Preliminary Roundabout Plan and Profile (K Sheets) Develop geometric layouts and provide horizontal alignment and vertical profile information for the round- about intersection. Preliminary Geometric, Staking and Jointing (L Sheets) Develop and refine geometric layouts and provide additional horizontal and vertical survey information needed to construct any additional pavement at the intersection and the driveway intersection(s). Preliminary Storm Sewer (M Sheets) Develop preliminary storm sewer layout. Resolve potential conflicts with underground utilities and other design elements. Vertical profile for main trunk line to be developed as part of this task. Preliminary Sanitary Sewer and Water Main Design (O Sheets) This task consists of the development of preliminary sanitary sewer and water main plan and profile sheets that will show the existing topography, proposed improvements, sewer profile, flow line and rim elevations, utility access locations, water main profile, hydrant and valve locations. The sanitary sewer design is only for stubbing a section of sanitary sewer pipe under American Legion Road for future abandonment of existing lift station. Preliminary Pavement Marking and Traffic Signing Sheets (PM Sheets) — This item consists of design and drafting of the pavement marking and traffic signing sheets. This task includes development of pavement marking and DOT traffic signing plans to be placed into service following construction. The traffic control devices, procedures, and layouts will be as per the requirements of the Iowa DOT and Manual on Uniform Traffic Control Devices (MUTCD). Preliminary Removal Plans (R Sheets) This item consists of preliminary layout of the removal plan for the project. Preliminary Sidewalk Plans (S Sheets) Develop preliminary curb ramp layout and accessible curb ramp design in accordance with Chapter 12 of Iowa DOT Design Manual. Design ramp geometric configurations alternatives, identify surface requirement, review general horizontal curb openings, cross slopes, running slope, and identify sidewalk width and passing space within the corridor. Preliminary Special Construction Details (U Sheets) This task consists of preliminary design and drafting associated with special project details. Preliminary Roadway Culvert - Type, Size and Location (TS&L) Plans (V Sheets) Prepare 1"=20' scale Type, Size, and Location (TS&L) plans for proposed major drainage structures. This task includes a Situation Plan and a General Elevation consisting of a cross/longitudinal section perpendicular/along the roadway centerline at the roadway culvert. Roadway curve and profile data, hydraulic data, and traffic data will be shown. Two (2) box culverts are required for this project. Includes lighting design for the box culvert to be used as the pedestrian underpass. Detailed Cross Sections (W, X, Y Sheets) This task consists of the design and drafting associated with the assembly of detailed cross sections (25' increments) to illustrate typical conditions, drainage designs, and non -typical conditions as needed for guidance during design, review, and quantity estimating purposes. Task 8 - Field Review Page 11 of 18 Conduct a field review with City staff and Consultant design team to discuss key issues and design concepts, including drainage, access control, traffic control/stage construction and right of -way. The review will determine the completion of the plan design, identify needed adjustments to minimize potential property impact and confirm the proposed staging plans. Revisions will be noted for preparation of the final design. Completion of the field review will allow preparation for Final Plans. Task 9 - Budget Review The Consultant will prepare a preliminary opinion of probable construction cost for the project and compare the cost to the City's current Project budget. The Consultant will, if necessary, make recommendations pertaining to modifications in the Project in order to address budgetary concerns. Cost estimates will be developed as part of the 30% and 60% plan submittal and based on representative major project elements and recent bid information. Detailed quantity takeoffs will not be developed for the preliminary cost estimate. Task 10 - Quality Control Involve ongoing quality control input from the Project Team and the design engineer's senior technical staff throughout the development of preliminary plans. The design engineer is responsible for making specific recommendations and ensuring that critical issues are discussed and resolved prior to submittal of the 30% and 60% plan sets to the Project Team. Review the preliminary engineering plan set for technical accuracy, as well as for general constructability and conformance with the project design criteria. Final Design The Consultant will proceed with final design, contract drawings, special provisions, and opinion of probable construction costs for the award of a single Contract for the construction of the proposed improvements. The work tasks to be performed include the following: Task 1 - Incorporate Comments from Preliminary Plan Review (60%) and Field Exam The Consultant will respond to comments resulting from the preliminary plan review and field exam. Recommended modifications will be incorporated into the plan set. The Consultant will revise preliminary construction plans and special provisions to incorporate City and utility company comments. Task 2 - Construction Check Plans (90% Plans) The Consultant will provide the City with the following deliverables: Final Title and General Information (A Sheets) - This item consists of finalizing the title sheet. The title sheets will include the following: Index of Sheets, Legend, Location Map, Project Number and Design Traffic Data. Also includes utility conflict identification tabulations and plan design exhibit sheets. Final Typical Sections and Details (B Sheets) - This item consists of final design and drafting of typical cross sections and standard details to be utilized for the improvements. Final Estimate of Quantities and Tabulations (C Sheets) - This item consists of final bid items to be included in the Project, as well as final quantity tabulations, and the development of the general notes and estimate reference information. This item also includes the final design and drafting of erosion control measures to be provided on the Project. Final Plan and Profiles (D & E Sheets) - This item consists of the final design and drafting of roadway plan and profile sheets, including the detail information required for plan approvals, permitting, and construction of the proposed improvements. Final Erosion Control Plan Sheets (EC Sheets) Page 12 of 18 This task consists of the development of erosion control sheets that show a pollution prevention plan, existing and proposed topography, location of proposed best management practices, and permanent surface restoration types. Final Detour/Temporary Pavement (F Sheets) This item consists of final design and drafting of the detour and temporary pavement plans. Final Survey Reference Sheets (G Sheets) This task consists of assembling reference ties to the plan control points and the benchmark data used to develop the plans and to be preserved throughout construction of the project. This task also includes preserving any Government Corners that are found in the vicinity of the proposed construction and inclusion of horizontal alignment information. Final Right -of -Way Sheets (H Sheets) This task consists of final permanent right-of-way and permanent and temporary easements required to construct the project. Final Traffic Control and Staging Sheets (J Sheets) — This item consists of final design and drafting of the traffic control, staging and temporary pavement plans. The traffic control devices, procedures, and layouts will be as per the requirements of the Iowa DOT and Manual on Uniform Traffic Control Devices (MUTCD). Final Roundabout Plan and Profile (K Sheets) —This item consists of final design and drafting of jointing details, spot elevations, profiles and geometric layouts for the roundabout intersections. Final Geometric, Staking and Jointing Sheets (L Sheets) - This item consists of the final design and drafting of jointing details, spot elevations, and geometric layouts for all non- typical pavement areas. Final Storm Sewer (M Sheets) This item consists of final design and drafting of storm sewers, storm sewer inlets, manholes, open ditches, culverts, and other storm drainage related facilities for the Project. Final Sanitary Sewer and Water Main Plan and Profiles (O Sheets) - This task consists of the final design of the sanitary sewer and water main plan and profile sheets that will show the existing topography, proposed improvements, sewer profile, flow line and rim elevations, utility access locations, water main profile, hydrant and valve locations. Final Pavement Marking and Traffic Signing Sheets (PM Sheets) —This item consists of final design and drafting of the pavement marking and traffic signing sheets. This task includes development of pavement marking and DOT traffic signing plans to be placed into service following construction. The traffic control devices, procedures, and layouts will be as per the requirements of the Iowa DOT and Manual on Uniform Traffic Control Devices (MUTCD). Final Removal Plan Sheets (R Sheets) - This task consists of final design and drafting of final removal plan sheets. Final Sidewalk Plan Sheets (S Sheets) - Develop final curb ramp layout and accessible curb ramp design in accordance with Chapter 12 of Iowa DOT Design Manual. Finalize ramp geometric configurations and calculate horizontal curb openings, cross slopes, running slope, and label sidewalk width and passing space within the corridor. Final Earthwork Quantity Sheets (T Sheets) - This task consists of final design and drafting of the earthwork quantities. Page 13 of 18 Final Special Construction Detail Sheets (U Sheets) - This item consists of the final design and drafting of special project details not covered in other items. Included are such items as special grading details, channel grading, culvert details not included in the standard drawings, special storm sewer or manhole details not included in the standard drawings, special paving details, and other required miscellaneous details found to be required for completion of the project. Final Roadway Culvert Sheets (V Sheets) - This task consists of final design and drafting of the plan and details for the two box culverts. Final Cross -Sections (W, X, Y Sheets) - This item consists of the final design and drafting of individual cross sections for the project. Cross sections will be designed and drawn at 25 -foot maximum intervals, with additional cross-sections included as necessary. Cross sections will show the existing ground elevations as well as the final project grading, including fore slope and back slope information, special sub -grade treatments, ditches, pavement replacement, and other pertinent information. Task 3 - Project Permitting The Consultant will assist the City in preparing applications for permits from governmental authorities that have jurisdiction to approve the design of the project and participate in consultations with such authorities, as necessary. The Consultant will prepare the following documents for the project: • IDNR Water Supply Section, Construction Permit Application • IDNR Wastewater Disposal System, Construction Permit Application • IDNR NPDES Stormwater Discharge Permit • Notice of Publication Any fees for construction permits, licenses or other costs associated with permits and approvals will be the responsibility of the City. The Consultant will provide technical criteria, written descriptions and design data for the City's use in filing the applications for permits. The Consultant will prepare the permit applications and other documentation. Task 4 —Special Provisions Development The Consultant will prepare special provisions specifications for the project and submit with 90% Plans Task 5 - Incorporate Comments from Check Plan (90%) Review The Consultant will be incorporated check plan review comments into the plan set. The Consultant will revise final construction plans and special provisions to incorporate City, Iowa Department of Transportation and utility company comments. Task 6 - Opinion of Probable Construction Cost The Consultant will prepare a preliminary Opinion of Probable Construction Cost for the set of bidding documents. An updated Opinion of Probable Construction Cost will be prepared at the time of completion of the plans and specifications. The Opinion of Probable Construction Cost is intended for the use of the City in financing the Project. Task 7 — Final Plans and Project Development Certification The Consultant will submit final (100%) plans, special provisions, and the project development certification to the Iowa DOT. The Consultant will submit electronic bid item information using the Iowa DOT's web -based Bid Items Application. Task 8 - Quality Control Involve ongoing quality control input from the Project Team and the design engineer's senior technical staff throughout the development of final plans. The design engineer is responsible for making specific recommendations and ensuring that critical issues are discussed and resolved prior to submittal of the 90% plan set to the Project Team. Project Bidding Page 14 of 18 The project will be let through the Iowa DOT. The work tasks to be performed or coordinated by the Consultant will include the following: Task 1 - Plan Clarification and Addenda The Consultant will be available to answer questions from contractors prior to the letting and will issue addenda as appropriate to interpret, clarify or expend the bidding documents. Construction Services The City will be responsible for performing construction administration and observation for the project. The Consultant will be available to attend the pre -construction meeting, perform shop drawing review and be available to assist with field questions as necessary. For budgetary purposes, it is assumed two (2) members of the consultant team will attend the pre -construction meeting for the project. We have assumed two site visits during construction, attended by one (1) member of the Consultant team. Geotechnical Services Task 1 — Geotechnical Exploration & Analysis (Terracon) Complete geotechnical exploration along the project corridor with the services of Terracon. These services will be in general accordance with the standard specifications for subsurface investigations and design. This task includes the necessary field and office services to provide a geotechnical report for the project. Complete soil borings for pavement design and roadway culvert design and/or subsurface treatment design. PROJECT DELIVERABLES The scope of services will be considered complete upon completion and delivery of the following items to the satisfaction of the City: All submittals will be electronic unless noted otherwise. 30% Plan Submittal + Construction Cost Estimate 60% Plan Submittal + Construction Cost Estimate Check Plan (90%) Submittal + Special Provisions + Construction Cost Estimate Complete set of final PSE with signatures + PDC Signed Plats (electronic and one set of hard copy) ROW/Easement linework in electronic format (.dwg file) Final geometry/linework in electronic format (.dwg file) ADDITIONAL SERVICES: Additional Services are not included in this Agreement. If authorized under a Supplemental Agreement the Consultant shall furnish or obtain from others the following services: 1) Virtual Reality Models 2) Traffic Data Collection and Modeling 3) Roadway Lighting Design Services 4) Construction Period Testing Services 5) Construction Services: Construction Administration, Resident Observation, Construction Staking 6) As -constructed documentation, annual monitoring reports or other operating conditions that may be required by the Section 404 Permit. 7) Phase II archeological investigations Page 15 of 18 ATTACHMENT 2 — Schedule Preliminary and Final Roadway Design American Legion Road SE Iowa City, Iowa The Consultant shall complete the following phases of the Project in accordance with the schedule shown per the Iowa DOT submittal dates for federal -aid local public agency projects (major project). Notice to Proceed: June 2018 Project Kick -Off Meeting: June 2018 Field Survey/Investigations: June -July 2018 Concept Statement Submittal: July 17, 2018 30% Design: June -August 2018 • 30% Design Plan Review: August 2018 Public Information Meeting: August 2018 Wetland Services May -October 2018 Section 404 Permit, Mitigation Plan, & Phase I Cultural Resource Survey Preliminary Design June -September 2018 Preliminary Plan (60%) Submittal: + parcel acquisition exhibits: September 11, 2018 90% Design August — October 2018 Check Plan (90%) Submittal: November 6, 2018 Public Information Meeting: November 2018 Final Plans (100%) and PDC Submittal: September 17, 2019 Right -of -Way Acquisition Process: September 2018 to August 2019 Private Utility Relocation: December 2018 to November 2019 Project Letting: December 17, 2019 Construction: April -November 2020 If notice to proceed is given at a later date, time of completion shall be extended accordingly Page 16 of 18 ATTACHMENT 3 - Standard Rates Preliminary and Final Roadway Design American Legion Road SE Iowa City, Iowa FOTH INFRASTRUCTURE AND ENVIRONMENT, L.L.0 STANDARD HOURLY RATE SCHEDULE Classification Hourly Rate Classification Hourly Rate Director $191.00 Project Scientist II $135.00 Project Manager IV $186.00 Project Scientist 1 $110.00 Project Manager III $178.00 Technology Manager $155.00 Project Manager II $169.00 Lead Technician $134.00 Project Manager 1 $160.00 Technician VI $127.00 Lead Project Engineer $178.00 Technician V $123.00 Project Engineer IV $163.00 Technician IV $112.00 Project Engineer 111 $151.00 Technician 111 $101.00 Project Engineer 11 $142.00 Technician 11 $ 90.00 Project Engineer 1 $134.00 Technician 1 $ 75.00 Staff Engineer IV $132.00 Construction Manager $155.00 Staff Engineer III $127.00 Land Surveyor IV $158.00 Staff Engineer 11 $118.00 Land Surveyor III $147.00 Staff Engineer 1 $108.00 Land Surveyor II $136.00 Planner IV $178.00 Land Surveyor 1 $125.00 Planner III $150.00 Project Administrator 11 $ 95.00 Planner 11 $125.00 Project Administrator 1 $ 75.00 Planner 1 $108.00 Administrative Assistant $ 60.00 REIMBURSABLE EXPENSES 1. All materials and supplies used in the performance of work on this project will be billed at cost plus 10%. 2. Auto mileage will be reimbursed per the standard mileage reimbursement established by the Internal Revenue Service. Service vehicle mileage will be reimbursed on the basis of $0.88 per mile. 3. Charges for outside services such as soils and materials testing, fiscal, legal will be billed at their Invoice cost plus 15%. 4. All other direct expenses will be Invoiced at cost plus 10%. Page 17 of 18 ATTACHMENT 4 — City Responsibilities Preliminary and Final Roadway Design American Legion Road SE Iowa City, Iowa The City shall provide the following: 1. Subdivision plans. 2. Existing utility plans and studies 3. Traffic counts (2018) for Barrington intersection Page 18 of 18 'r 1 CITY OF IOWA CIT.4,,.- Matt COUNCIL ACTION REPO 4d(3) May 29, 2018 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an Agreement by and between the City of Iowa City and Foth Infrastructure and Environment, LLC to provide engineering consultant services for the American Legion Road Improvements Project. Prepared By: Scott Sovers — Sr. Civil Engineer Reviewed By: Jason Havel — City Engineer Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: $587,104 available in the American Legion Rd -Scott Blvd to Taft Ave account #S3854 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: This agreement authorizes Foth Infrastructure and Environment to provide preliminary and final design services, and the preparation of construction documents, for the American Legion Road Improvements Project. The project includes reconstructing American Legion Road (Scott Boulevard to Taft Avenue) from a rural to an urban roadway with sidewalks. The project also includes on -street bike lanes, construction of a single lane roundabout at the American Legion Road and Scott Boulevard Intersection, a pedestrian underpass near the new Hoover School and new public utilities (storm sewer and water main). The consultant agreement is for $587,104 and will be funded by General Obligation Bonds. Project Background: American Legion Road is currently a rural roadway (one -lane in either direction) with ditches. To support projected growth within the southeast quadrant of the City, the roadway and associated infrastructure needs upgrading to current arterial design standards. Identifying this future need in 2014, the city prepared functional design plans for American Legion Road to establish design parameters, identify preliminary right-of-way needs, review options for intersection improvements and to prepare an overall engineer's option of probable project costs. These documents will act as a baseline for the project as it progresses through preliminary and final design. As part of the design process, previously established design parameters will be evaluated and revised as directed by Council at the April 2, 2018 work session. Prepared by: Ben Clark, Senior Civil Engineer, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5436 Resolution No. 18-161 Resolution accepting the work for the sanitary sewer public improvements for Southgate Addition, Part Two, 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 approved by the Engineering Division. Sanitary sewer improvements for Southgate Addition, Part Two, as constructed by Vieth Construction Corporation of Cedar Falls, 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 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 29th day of May 2018 M or Attest: City Clerk roved b J - City Attorney's Office It was moved by Mims and seconded by sotchway the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Botchway x Cole x Mims x Salih x Taylor x Thomas x Throgmorton 'r ' CITY OF IOWA CITY ►�rl~IMkE 05 COUNCIL ACTION REPO[ May 29, 2018 Resolution accepting the work for the sanitary sewer public improvements for Southgate Addition, Part Two, and declaring public improvements open for public access and use Prepared By: Ben Clark - Senior Civil Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: Southgate Addition, Part Two is a 3.07 -acre commercial subdivision located at the southeast corner of the Highway 6 and South Gilbert Street Intersection. The subdivision contains three lots, which includes a grocery store, a restaurant and an automobile repair shop. The public improvements included the construction of a sanitary sewer as required by the Subdivider's Agreement, which was approved by council on June 61', 2016. Background / Analysis: The construction of the sanitary sewer public improvements for Southgate Addition, Part Two have been completed in substantial accordance with the plans and specifications on file with the Engineering Division of the City of Iowa City. ENGINEER'S REPORT May 21, 2018 ,r 1 ®'�� CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240 - 1826 (319) 356 - 5000 (319) 356 - 5009 FAX www.icgov.org Honorable Mayor and City Council Iowa City, Iowa Re: Southgate Addition, Part Two Dear Honorable Mayor and Councilpersons: I hereby certify that the construction of the sanitary sewer improvements for Southgate Addition, Part Two have been completed in substantial accordance with the plans and specifications prepared by MMS Consultants, Inc. of Iowa City, Iowa. The required maintenance bond is on file in the City Clerk's office for the sanitary sewer improvements constructed by Vieth Construction Corporation of Cedar Falls, Iowa. I recommend that the above -referenced improvements be accepted by the City of Iowa City Sincerely, Jason Havel, P.E. City Engineer Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197 Resolution No. 18-162 Resolution authorizing the procurement of one (1) track type tractor for landfill operations. Whereas, one (1) track type tractor is budgeted for replacement in Fiscal Year 2018; and Whereas, National Intergovernmental Purchasing Alliance (National IPA) contract # 161534-01 will be utilized for the purchase of the track type tractor; and Whereas, the total purchase price of the tractor with discounts and trade-in is $737,178.00; and Whereas, the amount exceeds the City Manager's spending authority of $150,000, thus requiring City Council approval; and Whereas, funds for this purchase are available in account numbers 81710520 and 75750121; 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 29th day of Attest: City Clerk May 2018. M4§or Approved by CityAttorney's Coce It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: Ayes: X X X X X X Nays: Absent: Botchway Cole Mims X Salih Taylor Thomas Throgmorton v cS� 'r 1 CITY OF IOWA CIT 05-29-18 -^� COUNCIL ACTION REPO 4d(5, May 29, 2018 Resolution authorizing the procurement of one (1) track type tractor for landfill operations. Prepared By: Dan Striegel- Equipment Superintendent Reviewed By: Ron Knoche, Director of Public Works Geoff Fruin, City Manager Fiscal Impact: $737,178 after contract discounts and trade allowance; funds for this purchase are available in Equipment Replacement account 81710520 and Landfill Operations account 75750121 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: At the May 29, 2018 City Council meeting, consideration will be given to a resolution authorizing the purchase, for replacement and upgrade, of a 2018 Caterpillar D8T track type tractor from Altorfer Inc. of Cedar Rapids, IA. The National Intergovernmental Purchasing Alliance (National IPA) contract #16153401 will be utilized for this purchase which affords a 19% discount off list price. Background / Analysis: The Landfill uses two track type tractors in its daily operations. This new unit will be replacing a 2000 model year Caterpillar D8R unit that has exceeded its life expectancy. Prepared by: Ben Clark, Public Works, 410 E. Washington St., Iowa City, IA 52240; (319) 356-5436 11 Resolution No. 18-163 Resolution authorizing the procurement of medium -voltage metal -clad switchgear for the Wastewater Treatment Facility Backup Generation and Electrical Distribution Upgrade Project Whereas, medium -voltage metal -clad switchgear, circuit breakers, protection relays and an overall enclosure needs to be purchased for the Wastewater Treatment Facility Backup Generation and Electrical Distribution Upgrade Project; and Whereas, five bids were received on April 28, 2018; and Whereas, Brown Corporation of Oakland Township, Michigan was the lowest responsive, responsible bidder; and Whereas, the total purchase price of the equipment shall not exceed $395,100.00; and Whereas, this amount exceeds the City Manager's spending authority of $150,000, thus requiring City Council approval; and Whereas, funds for this project are available in the Generator Relocation & Emissions Upgrade fund account #V3143; 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 29th day of May , 2018. ATTEST:�Li_�- CITY CLERK It was moved by Mims adopted, and upon roll call there were: Ayes X X X X X X MANOR / and seconded Nays: Approved by City A orney's Office by Botchway the Resolution be Absent: Botchway Cole Mims X Salih Taylor Thomas Throgmorton I r ' CITY OF IOWA CIT COUNCIL ACTION REPO 4d�s� May 29, 2018 Resolution authorizing the procurement of medium -voltage medal -clad switchgear for the Wastewater Treatment Facility Backup Generation and Electrical Distribution Upgrade Project Prepared By: Ben Clark, Sr. Civil Engineer Reviewed By: Mary Niichel-Hegwood — Purchasing Agent Tim Wilkey— Wastewater Superintendent Jason Havel — City Engineer Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: Not -to -exceed $395,100.00 available in the Generator Relocation & Emissions Upgrade fund account #V3143. Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: This agenda item will approve the advance procurement of medium -voltage metal -clad switchgear, circuit breakers, protection relays and overall enclosure to be incorporated in the Wastewater Treatment Facility Backup Generation and Electrical Distribution Upgrade Project. The project will upgrade the existing electrical distribution system and backup generation equipment necessary to meet current and future demands. Procuring the equipment in advance will shorten the overall project schedule and will facilitate engineering and design. Background / Analysis: Bids were originally solicited on March 20th, 2018. Three were received and all were determined to be non-responsive. Bids were re -solicited on April 18th, 2018. The following five were received: Comoany Brown Corporation Powell Electrical Systems, Inc. RIC Power Corp Van Meter, Inc./Eaton Altorfer Power Systems/ABB Location Bid Amount Oakland Township, MI $395,100.00 Houston, TX $426,968.00 Burnaby BC, Canada $464,400.00 Cedar Rapids, IA $540,920.00 Cedar Rapids, IA $564,820.00 PRVN Consultants, Inc., of North Liberty, Iowa, who prepared the bidding specifications, reviewed the bid submittals and determined that the lowest bid, submitted by Brown Corporation, met the specifications defined in the Request for bid document, therefore their bid was considered responsive. Staff recommends authorizing the procurement of this equipment from Brown Corporation of Oakland Township, Michigan. Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197 RESOLUTION NO. 18-164 Resolution authorizing the procurement of two (2) heavy duty cab and chassis trucks for the City's Water Distribution Division. WHEREAS, two (2) dump trucks were budgeted for replacement in Fiscal Year 2018; and WHEREAS, Request for Bid #18-273 was solicited for this purchase; and WHEREAS, the total purchase price of the two (2) cab and chassis trucks is $155,480.00; 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 account #81710520; 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 29th day of May 2018. MKYOR ATTEST_ i G( c -� CITY CLERK U Approved by CityAttorney's Office Resolution No. 15-164 Page 2 It was moved by trims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: x x x x x x ABSENT: x Botchway Cole Mims Salih Taylor Thomas Tbrogmorton Z 4 CITY OF IOWA CI -ft_Na � COUNCIL ACTION REPO 05-29-18 4d(7) May 29, 2018 Resolution authorizing the procurement of two (2) heavy duty cab and chassis trucks. Prepared By: Dan Striegel- Equipment Superintendent Reviewed By: Ron Knoche, Director of Public Works Geoff Fruin, City Manager Fiscal Impact: $155,480; funds for this purchase are available in Equipment Replacement account line item 81710520-474230 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: On April 23, 2018, the City issued Request for Bid #18-273 for the procurement of two heavy duty cab and chassis trucks to replace two dump trucks used by the Water Distribution Division that have been budgeted for replacement. The current two 2005 model year trucks have reached the end of their life expectancy. Background / Analysis: The City received bids from Truck Country in Cedar Rapids and Thompson Truck and Trailer in Cedar Rapids. After a complete evaluation of the bids, the Truck Country bid is the lowest bid received meeting specifications. Total amount for this procurement is $155,480.00. The dump bodies for these new trucks will be installed by another vendor under a separate PO. Prepared by: Susan Dulek, Asst. City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030 Resolution No. 18-165 Resolution authorizing the Mayor to sign a Memorandum of Understanding with the Friends of the Animal Center Foundation. Whereas, since 1999 the Friends of the Animal Center Foundation (FACF) has financially supported the City Animal Care and Adoption Center (aka, the shelter); Whereas, the FACF Board recently sought to memorialize its relationship with the City via a Memorandum of Understanding; Whereas, the attached Memorandum of Understanding provides clear guidelines for responsibilities and communication between the FACF Board and City staff; and Whereas, it is in the City of Iowa City's interest to execute the attached Memorandum of Understanding agreement. Now, therefore, be in resolved by the City Council of the City of Iowa City, Iowa that: The Mayor is authorized to sign the attached Memorandum of Understanding and the City Manager is authorized to sign amendments. Passed and approved this 29th day of May 2018. 4'y' v Ma or Approved by Attest: <= �-- L k' (k- ity Clerk City Attorney's Office Resolution No. 18-165 Page 2 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Botchway x Cole x Mims x Salih x Taylor x Thomas x Throgmorton MEMORANDUM OF UNDERSTANDING BETWEEN Friends of the Animal Center Foundation hereafter referred to as FACF City of Iowa City, hereafter referred to as ICAC PARTIES This document constitutes an agreement between FACF & ICAC. PURPOSE OF MEMORANDUM The purpose of this Memorandum of Understanding is to define the roles and responsibilities of both parties to ensure that shelter needs are met and donor money is managed responsibly. ROLES FACF shall: 1. Review an annual budget of funds requested from the ICAC Supervisor for program expenses. 2. Be responsible for determining compensation for the Program Director position and will take the Annual Review to be conducted by the ICAC Supervisor into consideration. Compensation will be capped at $42,000.00 and will be reviewed quinquennially in coordination with FACF budgeting upon final agreement of the MOU. 3. Own and pay the costs associated with the FACF vehicle used for Program Director associated transportations. FACF will also abide by the Additional Insured Agreement signed by the Revenue and Risk Manager at the City of Iowa City dated 09/21/2015. 4. Be the preferred channel for private gifts and bequests to ICAC. 5. Address grievances directed to the organization within 48 hours. Grievances will be directed to the FACF Executive Director first via email. If the Executive Director is unavailable, grievances will be directed to president@facf.org. 6. Provide access to the FACF Public Inspection 990 as requested. 7. Provide board meeting agenda items to the ICAC Supervisor via email and invite him or her to attend all open board meetings. 8. Communicate decisions on funding requests via email to the ICAC Supervisor through the FACF Executive Director. ICAC shall: 1. Submit an annual performance review of the Program Director position to the FACF Board of Directors to be due in conjunction with performance reviews for city employees via email to the FACF Executive Director. 2. Submit an annual budget request to the FACF board by January 31_ for consideration in the FACF budget via email to the FACF Executive Director. ICAC will also maintain spending and funding requests within the approved FACF budget and track and monitor all FACF budget expenses through the City's MUNIS system. 3. Provide the FACF Executive Director with itemized receipts for all reconciled purchases with FACF funds via email by the 10th day of each month. 4. Review all outgoing communication and branding involving ICAC and/or logo as it is used by FACF. 5. Provide the ICAC monthly bill of purchases with FACF funds to the FACF Executive Director via postal mail as it becomes available. 6. Select vendors in accordance with City of Iowa City policy. 7. Provide the FACF Executive Director with progress reports on purchases over $500.00 made in the previous quarter; this report shall include photos and/or videos of the requested purchase being utilized by staff, volunteers, and/or animals. 8. Supervisor will provide the FACF Board monthly progress reports for each monthly FACF board meeting. This report shall be provided via email to the FACF Executive Director by the 10th day of each month. 9. Provide the Iowa City Police Department's Annual Report, which includes Iowa City Animal Services Annual Report, to the FACF Board of Directors via email to the FACF Executive Director within two weeks of completion. 10. Supervisor will invite the FACF Executive Director to donor meetings that are arranged by ICAC. 11. When FACF is the primary sponsor of programs, animals supported, or campaigns, specifically name FACF when communicating with the public; including but not limited to radio spotlights, press releases, events and in social media posts. 12. Submit grievances to the FACF Executive Director first. If the Executive Director is unavailable, grievances will be directed to president@facf.org. This does not exclude situations where the FACF Executive Director is party to a grievance. This MOU is effective upon execution and may be terminated without cause by either party upon thirty (30) days written notice. ,W .g, FACF President S/ 1-'0Z1)1 3- Matthew S. Russ/ell Date City Representative 9/99/18 JarKes A. Throgmorton, Mayor Date City Attomey's Office r ' CITY OF IOWA CITY �^ �� COUNCIL ACTION REPO= May 29, 2018 Resolution authorizing the Mayor to sign a Memorandum of Understanding with the Friends of the Animal Center Foundation Prepared By: Liz Ford, Animal Services Supervisor Reviewed By: Geoff Fruin, City Manager Sue Dulek, Assistant City Attorney Bill Campbell, Captain of Administrative Services, Iowa City Police Fiscal Impact: No impact Recommendations: Staff: Approval Commission: N/A Attachments: Memorandum of Understanding, Resolution Executive Summary: The objective of this memorandum of understanding is to define the roles and responsibilities of the City and the Friends of the Animal Center Foundation (FACF) to ensure the needs of the Animal Center are met and donor money is managed responsibly. Background / Analysis: The FACF is a registered 501(c)3 public non-profit organization formed in 1999. Their purpose is to raise funds and provide financial assistance to support and expand the services of the Iowa City Animal Care and Adoption Center (ICAC) exclusively. The mission and purpose of Iowa City Animal Services is to: • Protect the health and safety of the public and animals through the enforcement of local and state laws. • Operate a facility (ICAC) that embodies best practice standards in the humane treatment and housing of all animals. • Reduce euthanasia by promoting responsible care of all animals through education, progressive placement programs, and compassionate, accessible population control resources. • Provide programs and services that engage the public with the Animal Center. Each year since its inception, FACF has assisted ICAC in fund raising efforts and caretaking of monetary donations designated for ICAC services and programs. Donations to FACF help the ICAC fulfill its purpose and therefore contribute to a better, healthier community for both animals and people. r 1 CITY OF IOWA CITY ^r� COUNCIL ACTION REPORT Staff is in favor of this memorandum of understanding as it provides clear guidelines for responsibilities and communication between the organizations, mutually benefitting each other and furthering our common goals Prepared by Eric R. Goers, Assistant City Attorney, 410 E. Washington, Iowa City, IA 52240, (319) 356-5030 Resolution number 18-166 Resolution approving a Memorandum of Understanding between the City and the University of Iowa regarding the 2018 Independence Day fireworks display. Whereas, since the 2008 flooding, the City has hosted their Independence Day fireworks display in the University of Iowa's (University) Hubbard Park, adjacent to the Iowa Memorial Union; and Whereas, in 2018, the University is again allowing the City to host the fireworks in Hubbard Park; and Whereas, the parties wish to memorialize their agreement as to allocation of tasks and risk management in putting on this event; and Whereas, the parties have reduced their agreement to the attached Memorandum of Understanding (MOU); and Whereas, said MOU requires Council approval; and Whereas, it is in the best interest of the City to approve the attached MOU. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa: 1. City Council for the City of Iowa City hereby approves said Memorandum of Understanding with the University of Iowa as being in the best interest of the City of Iowa City and members of the public, and ratifies said MOU. 2. The Mayor is hereby authorized to execute, and the City Clerk to attest, the attached MOU, in duplicate, subject to the approval of the City Attorney's Office. Passed and approved this 29th day of L ' •CIV CLERK , 2018. A ved by ATTEST: r4/ City Attorney's Office 'I a (q) Resolution No. Page 2 18-166 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Botchway x Cole x Mims x Salih x Taylor x Thomas x Throgmorton Memorandum of Understanding Between The City of Iowa City and the University of Iowa This Memorandum of Understanding (hereinafter "MOU") is entered into this 29 th day of May 2018 by and among, the City of Iowa City (hereinafter "City") and the State University of Iowa (hereinafter "University") hereinafter referred to collectively as the "Parties". Whereas, the Parties recognize the benefits of mutual cooperation between the Parties in the presentation of an Independence Day fireworks display ("Event') on July 1, 2018 ("Event Date"), with a rain date of July 2, 2018; and Whereas, to help effectively assign responsibilities for the various tasks required to present the Event successfully, the City and University wish to delineate the responsibilities of each Party for the Event. Now, Therefore, the Parties mutually agree to assist in the production of the Event by performing the respective duties as designated below: Universitv: • To permit the use of the Pentacrest and Hubbard Park for the Event, subject to all the terms and conditions in this Memorandum; • Contact "One Call" and have all utilities and other obstructions marked by June 28; • Close Hubbard Park June 30 and July 1 for set-up; • Keep Hubbard Park closed July 2"a in the event the rain date is needed; • Secure any areas of construction, and keep the shoot and fall -out zones free of combustible materials; • Provide 24-hour UIPD security for the fireworks (the explosive devices only) on June 30 from 6:00 p.m. until 8:00 a.m. July 1, when ICPD will assume responsibility for security of the fireworks; • Install barricades closing the IMU parking lot; • Post "No Parking" signs at 8:00 A.M. on July 1, leaving them in place until after the display; • Assist the ICPD with foot patrols immediately before, during, and after the show as needed and available; provided, however, that the City will retain all responsibility to provide security for the Event and its related activities. City: • The City maintains responsibility for all aspects of security for the Event and its related activities except those particular services delineated above as the University's responsibilities; • Direct and oversee Parks and Recreation staff's installation of fencing as required on July 1; • Ensure that caution is exercised in driving vehicles on Hubbard Park grass; • Provide barricades at Madison/Washington; Hwy 6/Iowa Ave., and Jefferson/Madison for duration of fireworks. Iowa Ave. will be closed to vehicular traffic; • Prevent public from accessing any point North of the South curb on Iowa Ave; • Run street sweeper on July 2"a on all streets bordering Hubbard Park; • Conduct and direct foot patrols as needed immediately before, during, and after the Event; • Direct ICFD to hose down Danforth Chapel immediately prior to the display; • Place ICFD firefighters on the roof of the IMU during the display; • ICFD will check for unexploded shells on the IMU roof prior to 6:00 A.M. on July 2"d; • Secure assistance in sweeping for unexploded shells in Hubbard Park by 6:30 A.M. on July 2"a; and • Defend, indemnify and hold harmless the University of Iowa from any and all liability for claims for bodily injury (including personal injury and death) and property loss and damage (including damage to or destruction of any building or facility) arising out of, resulting from, or in any way involving the Event or its related activities; this provision applies without limitation to any liability arising out of, resulting from, or in any way involving (in whole or in part) the acts or omissions of the pyro technician or any other party providing services for the Event pursuant to a contract with the City of Iowa City. The University of Iowa l David Kieft University Business Manager City of Iowa City �- JarKes A. Throgmorton Mayor, City of Iowa City Attest:— Kellie ttest— Ke ie Fruebling Approved: Eric R. Goers City Attorney's Office a - Memorandum of Understanding Between The City of Iowa City and the University of Iowa This Memorandum of Understanding (hereinafter "MOU") is entered into this 2-144 day of May 2018 by and among, the City of Iowa City (hereinafter "City") and the State University of Iowa (hereinafter "University") hereinafter referred to collectively as the "Parties". Whereas, the Parties recognize the benefits of mutual cooperation between the Parties in the presentation of an Independence Day fireworks display ("Event') on July 1, 2018 ("Event Date"), with a rain date of July 2, 2018; and Whereas, to help effectively assign responsibilities for the various tasks required to present the Event successfully, the City and University wish to delineate the responsibilities of each Party for the Event. Now, Therefore, the Parties mutually agree to assist in the production of the Event by performing the respective duties as designated below: Universitv: • To permit the use of the Pentacrest and Hubbard Park for the Event, subject to all the terms and conditions in this Memorandum; • Contact "One Call" and have all utilities and other obstructions marked by June 28; • Close Hubbard Park June 30 and July 1 for set-up; • Keep Hubbard Park closed July 2"a in the event the rain date is needed; • Secure any areas of construction, and keep the shoot and fall -out zones free of combustible materials; • Provide 24-hour UIPD security for the fireworks (the explosive devices only) on June 30 from 6:00 p.m. until 8:00 a.m. July 1, when ICPD will assume responsibility for security of the fireworks; • Install barricades closing the IMU parking lot; • Post "No Parking" signs at 8:00 A.M. on July 1, leaving them in place until after the display; • Assist the ICPD with foot patrols immediately before, during, and after the show as needed and available; provided, however, that the City will retain all responsibility to provide security for the Event and its related activities. City: • The City maintains responsibility for all aspects of security for the Event and its related activities except those particular services delineated above as the University's responsibilities; • Direct and oversee Parks and Recreation staff s installation of fencing as required on July 1; • Ensure that caution is exercised in driving vehicles on Hubbard Park grass; • Provide barricades at Madison/Washington; Hwy 6/Iowa Ave., and Jefferson/Madison for duration of fireworks. Iowa Ave. will be closed to vehicular traffic; • Prevent public from accessing any point North of the South curb on Iowa Ave; • Run street sweeper on July 2nd on all streets bordering Hubbard Park; • Conduct and direct foot patrols as needed immediately before, during, and after the Event; • Direct ICFD to hose down Danforth Chapel immediately prior to the display; • Place ICFD firefighters on the roof of the IMU during the display; • ICFD will check for unexploded shells on the IMU roof prior to 6:00 A.M. on July 2°d; • Secure assistance in sweeping for unexploded shells in Hubbard Park by 6:30 A.M. on July 2"d; and • Defend, indemnify and hold harmless the University of Iowa from any and all liability for claims for bodily injury (including personal injury and death) and property loss and damage (including damage to or destruction of any building or facility) arising out of, resulting from, or in any way involving the Event or its related activities; this provision applies without limitation to any liability arising out of, resulting from, or in any way involving (in whole or in part) the acts or omissions of the pyro technician or any other party providing services for the Event pursuant to a contract with the City of Iowa City. The University of Iowa l David Kieft University Business Manager City of Iowa City JaAes A. Throgmorton Mayor, City of Iowa City Attes Kellie Fruehli Approved: Eric R. Goers City Attorney's Office r CITY OF IOWA C( A^' COUNCIL ACTION REP 4d(9) May 29, 2018 Resolution approving a Memorandum of Understanding between the City and the University of Iowa regarding the 2018 Independence Day fireworks display Prepared By: Brian Greer, Fire Marshal Reviewed By: John Grier, Fire Chief Simon Andrew, Assistant to the City Manager Fiscal Impact: $23,000 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Memorandum of Understanding Executive Summary: The City of Iowa City has, every year since 2008, put on a fireworks display in celebration of July 41 in Hubbard Park in Iowa City. City personnel, University personnel, and pyrotechnicians from J & M Displays collaborate to provide a safe and visually appealing fireworks display for the Iowa City community. This resolution authorizes the Mayor to execute the Memorandum of Understanding between the City of Iowa City and the University of Iowa detailing the responsibilities of both parties regarding the 2018 fireworks display. Background / Analysis: The 2018 City of Iowa City Independence Day fireworks display is scheduled for Sunday, July 1. The display will coincide with the conclusion of Jazz Fest, beginning between 9:30 and 9:45 p.m. on July 1. July 2 is scheduled as a rain date. The cost of the display is $23,000 with funds budgeted in account 10210100-448040. This cost is consistent with previous years. L�(, ()off Prepared by: Christine Weinard, Buyer I, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5079 Resolution No. 18-167 Resolution authorizing the award of the contract for Pebble Quicklime Whereas, pebble quicklime is needed to process the drinking water for the City of Iowa City; and Whereas, a bid was put out to solicit pricing for pebble quicklime as well as the other water treatment chemicals needed to process the City's drinking water; and Whereas, four bids were received for the pebble quicklime; and Whereas, the lowest pebble quicklime bid, from Graymont Western Lime, Inc., of West Bend, Wisconsin, is recommended; and Whereas, the Graymont Western Lime product met City needs and specifications; and Whereas, the initial term of this contract will be for one year, with an option to renew for four (4) one (1) year terms; and Whereas, in future renewals, the City expects to spend a similar amount on this purchase; and Whereas, the purchase price of the pebble quicklime is approximately $257,000, which exceeds the City Manager's spending authority of $150,000, thus requiring City Council approval; and Whereas, funds for this purchase are available in account #73730120-463060; 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 is approved. 2. The City Manager is authorized to take steps necessary to effectuate future renewals. Passed and approved this 29th day of May 2018 Attest / City Clerk yor ' Approved by City Attey's Office ��//� Resolution No. 18-167 Page 2 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Botchway x Cole x Mims x Salih x Taylor x Thomas x Throgmorton r ' CITY OF IOWA CI 05-29-18 COUNCIL ACTION REPO 4d(10) May 29, 2018 Resolution authorizing the award of a contract for Pebble Quicklime Prepared By: Christine Weinard, Buyer I Reviewed By: Ron Knoche, Director of Public Works Fiscal Impact: Funds are available in the operating budget of Water Plant Operations, 73730120-463060 for Public Works, Water Division Recommendations: Staff: Approval Commission: Not applicable Attachments: Resolution Executive Summary: On April 17, 2018, a Request for Bid was issued by the City's Purchasing Division for the supply and delivery of chemicals, including pebble quicklime. The City expects to spend approximately $257,000 per year for the pebble quicklime product. This product is used primarily by the Water Treatment Division in the Public Works Department. Background I Analysis: The City received four bids for the pebble quicklime product. Graymont Western Lime Inc., was the lowest responsible and responsive bidder for the product. The City's annual cost for Pebble Quicklime is approximately $257,000. The resolution authorizes the award of the quicklime pebble product to Graymont Western Lime Inc. and authorizes the City Manager to effectuate future renewals for this product. This contract will commence on July 1, 2018 and funds for this purchase are available in account #73730120-463060. Paul D. Pate y`ptc aF /O�1 Secretary of State `f s-^� y° State of Iowa �<Ry Or } z FILED 28E w Agreement LL M510870 0 6/13/2018 1:50:27 PM PLEASE READ INSTRUCTIONS ON BACK BEFORE COMPLETING THIS FORM Item 1. The full legal name, organization type and county of each participant to this agreement are: "Enter "Other" if not in Iowa Item 2. The type of Public Service included in this agreement is: 370 Other Public Works (Enter only one Service Code and Description) Code Number Service Description Item 3. The purpose of this agreement is: (please be specific) 28E agreement between the City of Iowa City and the City of University Heights regarding an optical fiber along Melrose Avenue. (Res 18-168, IC) (Res 18-28, UH) Item 4. The duration of this agreement is: (check one) W1Agreement Expires 5/3012028 ❑Indefinite Duration [mmlddlyyyy] Item 5. Does this agreement amend or renew an existing agreement? (check one) [Z] NO ❑ YES Filing # of the agreement: (Use the fling number of the most recent version filed for this agreement) The filing number of the agreement may be found by searching the 28E database at. httpJ/sos.owa.gov/28e. Item 6. Attach two copies of the agreement to this form if not filing online. Item 7. The primary contact for further information regarding this agreement is: (optional) LAST Name Fruehling FIRST Name Kellie Title City Clerk Department City Clerk Email kellie-fruehling(a iowa-city.orq Phone 319-356-5041 Full Legal Name Organization Type *County Party 1 City of Iowa City City Johnson Party 2 City of University Heights City Johnson Party 3 Party 4 Party 5 "Enter "Other" if not in Iowa Item 2. The type of Public Service included in this agreement is: 370 Other Public Works (Enter only one Service Code and Description) Code Number Service Description Item 3. The purpose of this agreement is: (please be specific) 28E agreement between the City of Iowa City and the City of University Heights regarding an optical fiber along Melrose Avenue. (Res 18-168, IC) (Res 18-28, UH) Item 4. The duration of this agreement is: (check one) W1Agreement Expires 5/3012028 ❑Indefinite Duration [mmlddlyyyy] Item 5. Does this agreement amend or renew an existing agreement? (check one) [Z] NO ❑ YES Filing # of the agreement: (Use the fling number of the most recent version filed for this agreement) The filing number of the agreement may be found by searching the 28E database at. httpJ/sos.owa.gov/28e. Item 6. Attach two copies of the agreement to this form if not filing online. Item 7. The primary contact for further information regarding this agreement is: (optional) LAST Name Fruehling FIRST Name Kellie Title City Clerk Department City Clerk Email kellie-fruehling(a iowa-city.orq Phone 319-356-5041 Prepared by Sara Hektoen, Asst. City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030 Resolution No. 18-168 Resolution Approving a 28E Agreement between the City of Iowa City and the City of University Heights Regarding an Optical Fiber along Melrose Avenue. Whereas, both the City of Iowa City ("Iowa City") and the City of University Heights ("University Heights") are public agencies as defined by Section 28E.2 of the Code of Iowa (2017); and Whereas, the City of Iowa City desires to install optical fiber ducts and cable within University Heights Melrose Avenue right-of-way; and Whereas, said fiber optic infrastructure is intended to foster high speed communications between municipal traffic control facilities and data centers; and Whereas, it is mutually beneficial to both parties and the public to have an infrastructure in place to enhance the communications between Iowa City traffic control facilities, which also service traffic control devices within University Heights; and Whereas, this project shall include the extension of fiber ducts for use by University Heights at its municipal offices at 1302 Melrose Avenue; and Whereas, Iowa Code Chapter 28E (2017) permits local governmental entities to make efficient use of their resources and powers in order to provide joint services by way of a duly recorded agreement. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The attached 28E Agreement for the installation and use of fiber optic cable within the Melrose Avenue right-of-way located within the city of University Height, Iowa, is hereby approved and the Mayor is hereby authorized to execute and the City Clerk to attest to the attached 28E Agreement. 2. The City Clerk is directed to file a copy of said agreement with the Secretary of the State of Iowa, as required by Iowa Code Chapter 28E, and to record the same with the Johnson County, Iowa Recorder. Passed and approved this 29th day of Mav 2018. MAYOR ATTESTr "fid L^ CITY CLERK C Approved by City Attorney's Office Resoiution No. 18-168 Page 2 It was moved by trims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: x x x x x x ABSENT: x Botchway Cole Mims Salih Taylor Thomas Throgmorton RESOLUTION NO. 18-28 RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AND THE CITY CLERK TO ATTEST THE AGREEMENT BETWEEN THE CITY OF IOWA CITY AND THE CITY OF UNIVERSITY HEIGHTS PURSUANT TO IOWA CODE CH. 28E REGARDING AN OPTICAL FIBER CABLE ALONG MELROSE AVENUE WITHIN CITY OF UNIVERSITY HEIGHTS RIGHT OF WAY WHEREAS, the City of Iowa City desires to install optical fiber ducts and cable within University Heights" Melrose Avenue right-of-way; and WHEREAS, the fiber optic infrastructure is intended to foster high speed communications between municipal traffic control facilities and data centers that serve both Cities; and WHEREAS, it is mutually beneficial to both Cities and the public to have an infrastructure in place to enhance the communications between Iowa City traffic control facilities, which also service traffic control devices within University Heights; and WHEREAS, this project shall include the extension of fiber ducts for use by University Heights at its municipal offices at 1302 Melrose Avenue; and WHEREAS, Iowa Code Chapter 28E (2017) permits local governmental entities to make efficient use of their resources and powers in order to provide joint services by way of a duly recorded agreement, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY HEIGHTS, IOWA: The attached 28E Agreement Regarding Optical Fiber Cable Along Melrose Avenue is hereby approved, and the Mayor is hereby authorized to execute and the City Clerk to attest in duplicate same on behalf of the City of University Heights. Upon motion by 1AC&e- , and seconded by JAe r c l a the vote was as follows: AYE NAY ABSENT ABSTAIN Herbold 1C Maher X Miller u Moore X Quezada X Upon Roll Call thus recorded, the Resolution is declared adopted this 12' day of June, 2018. Louise A. From, Mayor ATTEST: Christine M. Anderson, City Clerk UH — Resolution No. 18-28 re 28E with IC for fiber optic cable 06 12 18 CHAPTER 28E AGREEMENT BETWEEN THE CITY OF IOWA CITY, IOWA AND THE CITY OF UNIVERSITY HEIGHTS, IOWA REGARDING AN OPTICAL FIBER CABLE ALONG MELROSE AVENUE This Agreement is made and entered into by and between the City of Iowa City, Iowa, a municipal corporation (herein after "Iowa City"), and the City of University Heights, Iowa, a municipal corporation (herein after "University Heights"), sometimes collectively referred to as 'Parties". WHEREAS, the City of Iowa City desires to install optical fiber ducts and cable within University Heights Melrose Avenue right-of-way; and WHEREAS, said fiber optic infrastructure is intended to foster high speed communications between municipal traffic control facilities and data centers; and WHEREAS, it is mutually beneficial to both parties and the public to have an infrastructure in place to enhance the communications between Iowa City traffic control facilities, which also service traffic control devices within University Heights, and WHEREAS, this project shall include the extension of fiber ducts for use by University Heights at its municipal offices at 1302 Melrose Avenue; and WHEREAS, Iowa Code Chapter 28E (2017) permits local governmental entities to make efficient use of their resources and powers in order to provide joint services by way of a duly recorded agreement. NOW, THEREFORE, in consideration of their mutual promises herein, the Parties agree as follows. 1. No separate legal or administrative entity is created herein. 2. In exchange for the mutual promises made herein, University Heights hereby grants Iowa City the following rights: a. to install, maintain, inspect, protect, repair, replace and retain three fiber optic ducts and fiber optic communications system in, under, upon, along and across the Melrose Avenue right-of-way in locations shown on plans approved by the University Heights City Engineer in accordance with Paragraph 3 below; b. to temporarily close the right-of-way for the purpose of exercising the rights granted herein, in accordance with the terms of this Agreement and any permit required by University Heights for such work. 3. In exchange for the rights granted to Iowa City herein, Iowa City agrees to: a. Provide, keep in place, and maintain in good working condition certain fencing and signage necessary to i) route pedestrians through or around the closure area as approved by University Heights during construction; ii) provide advance warning; iii) provide for the orderly, predictable and ADA accessible movement of pedestrian traffic. All signage shall be in accordance with the Federal Highway Administration Manual on Uniform Traffic Control Devices. 4. Before commencing any installation or major repair work of its fiber optic communications system, Iowa City shall file with the University Heights City Engineer a written statement verifying the public property under which or upon which Iowa City proposes to install or repair its system. The University Heights City Engineer may require the statement be accompanied by a map, plan or specifications showing the proposed location of the system components with references to streets and alleys, existing public utilities, the size and dimensions of all facilities, and the distance above or beneath the surface of the ground proposed for repair or installation. If the proposed locations of any facilities shall interfere with the reasonable and proper use, construction, reconstruction and maintenance of any public improvements or any existing University Heights -owned public utility system component, or other structure upon or under public property, the University Heights City Engineer shall, within reasonable time after the filing of such plan, map or specifications, note the changes necessary to eliminate interference and refer the same back to Iowa City for modification to the plans. Such map, plan, or specifications, when properly modified, shall be filed in the office of the University Heights City Clerk; and after the approval of same by the University Heights City Engineer, a permit shall be issued authorizing Iowa City to proceed in accordance with the approved maps, plans, or specifications. No such excavation, construction or erection shall be commenced before the issuance of the permit herein provided for unless it is an emergency as described in Section 5. All work performed by Iowa City shall be in accordance with the approved maps, plans or specifications. 5. Nothing herein shall be construed to prevent emergency excavations that may be necessary for the immediate preservation of life or property. The person making such emergency excavation shall apply to the University Heights City Engineer for a permit on the first working day after such work is commenced. 6. The fiber optic cable systems and other components of the facilities erected by Iowa City pursuant to this Agreement shall conform to established grades of streets, alleys and sidewalks, and be so located as to cause minimum interference with the rights or reasonable convenience of property owners who adjoin public property. 7. Iowa City shall conduct its work hereunder in such manner as to cause as little interference as possible with pedestrian and vehicular traffic, and shall abide by scheduling directions, if any, given by the University Heights City Engineer. 8. Iowa City shall be responsible for the removal, storage, and replacement of items located within the right-of-way which could be damaged in the course of exercising its rights granted herein. Items may include, but are not limited to, parking meters, tree grates, benches, electrical services, trees, and brick pavers. If it is necessary to relocate traffic control signage, the relocation shall be coordinated with University Heights City Engineer. 9. After construction or maintenance activities are completed, Iowa City shall restore any and all portion of the sidewalk and right-of-way to University Height's complete satisfaction, including but not limited to street pavement, curb and sidewalk repair. 10. Upon completion of the work, Iowa City shall promptly furnish to University Heights copies of "as -built" plans related to its facilities located on public property. Iowa City shall keep complete and accurate maps and records of the locations and operations of its facilities including buried abandoned facilities, in connection with this Agreement. 11. Upon request, Iowa City agrees to assist in locating underground facilities which are part of its system. Such assistance will be provided in a timely manner, but not more than forty-eight (48) hours after the time of request. As a condition of this Agreement Iowa Clty shall enroll as a member of the "Iowa One -Call System" and shall respond to all requests and notifications placed to the toll-free "One -Call" number. 12. Other than typical cable maintenance, all changes and modifications affecting the route of the optical fiber cable within University Heights' right-of-way must be approved by University Heights in writing prior to proceeding with the change. The written notification to change must include the description of the work and the company and contact actually providing the work. In turn, University Heights will notify Iowa City in writing when University Heights' plans to make changes affecting the optical fiber cable and its route. 13. The parties agree that the optical fiber cable will be the sole property of Iowa City. Maintenance of the optical fiber cable is the sole responsibility of Iowa City, its successors, designees, or assigns. All costs affecting changes and maintenance of the optical fiber cable including but not limited to, permits, utility pole attachments, utility pole attachment fees, damage repair costs, etc., remain the sole responsibility of Iowa City. 14. Both parties acknowledge nothing herein limits Iowa City's ability to allow use of the fiber optic conduits by other parties, including the University of Iowa, for public purposes. Should Iowa City desire to allow use of the fiber optic conduits, Iowa City shall obtain consent from the University Heights City Manager, which consent shall not be unreasonably withheld. In the event that University Heights desires to use, install or own fiber optic cable within the ducts, such use would be subject to a separate agreement. 15. Parties agree this Agreement shall be for a period of ten (10) years from May 30, 2018, and that this Agreement shall be automatically renewed for additional periods of ten (10) years each, on the same terms and conditions outlined herein, unless either party gives the other party written notice to terminate the agreement sixty (60) calendar days prior to November 15 of each renewal year. However, this Agreement shall not extend beyond November 15, 2029, without review and re-execution of a new agreement, together with re-recording of said updated agreement. 16. Parties hereto acknowledge that this Agreement shall conform to the requirements of Chapter 28E, Code of Iowa (2017); and that this Agreement, as such, be in force and effect only after execution by the City Councils of Iowa City and University Heights, upon filing with the Secretary of State of the State of Iowa, and upon this Agreement being duly recorded with Johnson County Recorder's Office, Johnson County, Iowa. 17. In the event that Iowa City needs to enter private property to install or maintain the fiber optic ducts and conduits, Iowa City shall be solely responsible for acquiring any such property rights, including the payment of any compensation due. To that end, in the event that permanent right-of-way is needed, Iowa City shall acquire said property in the name of and for the benefit of University Heights. 18. Neither party hereto is entitled to any compensation arising from this Agreement. 19, Iowa City covenants to indemnify, defend and save University Heights and its officers, agents and employees, harmless from any and all damages arising directly from the exercise of the rights granted herein. Iowa City agrees to require contractors and subcontractors engaged in work for Iowa City within the public right-of-way or public property to maintain insurance coverage during the term of their work and to provide University Heights with certificates of insurance satisfactory to University Heights. 20. University Heights will not, by ordinance or otherwise, vacate any street, alley or public property in which Iowa City has installed its facilities without reserving such rights as necessary to allow continued use of such property for the said facilities in accordance with the terms of this Agreement. 21. This Agreement shall be recorded in the Johnson County Recorder's Office, at Iowa City's expense. Dated this 29th day of May , 2018. CITY OF IOWA CITY, IOWA CITY OF UNIVERSITY HEIGHTS By: By: ��4C��; James A. Throgmorton, Ma or Louise From, Mayor Attest:"4ruehlfing.,Cityrierk Kellie K.K. Approved by: a City Attorney's Office STATE OF IOWA COUNTY OF JOHNSON Attest: Chris Anderson, City Clerk IOWA CITY ACKNOWLEDGEMENT On this �h day of (A014 20 Ile beWrg.me a Notary Public in and for said County, personally appeared ��4 and �' 1'� Fr -L ehl , to me personally known, who being duly sworn, did sa�hey are the Mayor and i y Clerk, respectively of the City of Iowa City, Iowa, a Municipal Corporation, created and existing under the laws of the State of Iowa, and that the seal affixed to the foregoing instrument is the seal of said Municipal Corporation, and that said instrument was signed and sealed on behalf of said Municipal Corporation by authority and resolution of its City Council and said Mayor and City Clerk acknowledged said instrument to be the free act and deed of said Municipal Corporation by it voluntarily executed. / LCFIRISiINE OLNEY CommissionNumber806232 NotaryPublic in and forthe e of Iowa My Commis on xpires CITY OF UNIVERSITY HEIGHTS ACKNOWLEDGEMENT STATE OF IOWA COUNTY OF JOHNSON On this _� day of i\ -A G , 20 , before me a Notary Public in and for said County, personally appears 4m ,.s AA.i=,w and t. ,Ay.mr A4 A. to me personally known, who being duly sworn, did say that they are the Mayor and City Clerk, respectively of the City of University Heights, Iowa, a Municipal Corporation, created and existing under the laws of the State of Iowa, and that the seal affixed to the foregoing instrument is the seal of said Municipal Corporation, and that said instrument was signed and sealed on behalf of said Municipal Corporation by authority and resolution of its City Council and said Mayor and City Clerk acknowledged said instrument to be the free act and deed of said Municipal Corporation by it voluntarily execgted. Notary Public in and for the State of Iowa *WE I` CITY OF 1 0 WA REP= C I05.29-18 4d(11)COUNCIL ACTION REP May 29, 2018 Resolution Approving a 28E Agreement between the City of Iowa City and the City of University Heights Regarding an Optical Fiber along Melrose Avenue. Prepared By: Trent Hansen, Network Analyst Reviewed By: Sara Greenwood Hektoen, Assistant City Attorney Fiscal Impact: N/A Recommendations: Staff: Approval Commission: N/A Attachments: Resolution and 28E Agreement Executive Summary: This agreement will give Iowa City the right to install fiber optic ducts and cable within University Heights Melrose Avenue right-of-way, which will foster high speed communications between municipal traffic control facilities and data centers. Background / Analysis: The existing above ground fiber optic connection that services the City's traffic signals between Emerald Street and South Grand Avenue requires frequent repairs due to its exposure to the elements. The City desires to replace the existing aerial fiber optic cable with a permanent underground connection. Any use of the fiber ducts by University Heights would be subject to a separate agreement. Project Timeline: Set Public Hearing — May 15, 2018 Hold Public Hearing — May 29, 2018 Bid Letting — June 25, 2018 Award Date — July 3, 2018 Construction Start — July 16, 2018 Final Completion — August 29, 2018 Prepared by: Bob Miklo, Senior Planner, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5240 (SUB18-00008) Resolution No. 18-169 Resolution Approving Final Plat Of Forest Hill Estates, Iowa City, Iowa. Whereas, the owner, Washington Park Partners, filed with the City Clerk the final plat of Forest Hill Estates, Iowa City, Iowa, Johnson County, Iowa; and Whereas, said subdivision is located on the following -described real estate in Iowa City, Johnson County, Iowa, to wit: A RESUBDIVISION OF AUDITOR'S PARCEL'A' AS RECORDED IN BOOK 32, PAGE 52, OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; AUDITOR'S PARCEL WAS RECORDED IN BOOK 32, PAGE 53, OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; A PORTION OF THE NORTH HALF OF THE NORTHWEST QUARTER OF THE NORTHEAST QUARTER OF SECTION 3, TOWNSHIP 79 NORTH, RANGE 6 WEST, A TRIANGULAR PIECE LAYING IN THE NORTH HALF OF THE NORTHEAST QUARTER OF THE NORTHEAST QUARTER OF SECTION 3, TOWNSHIP 79 NORTH, RANGE 6 WEST, AND SOUTHEAST QUARTER OF THE SOUTHEAST QUARTER OF SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST, LYING SOUTH OF INTERSTATE 80, EXCEPT THAT LAND CONVEYED TO THE CITY OF IOWA CITY FOR FOSTER ROAD AS RECORDED IN BOOK 3058 PAGE 1 OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; THE PARCEL DESCRIBED IN TRUSTEE WARRANTY DEED RECORDED IN BOOK 5696, PAGE 474 OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; PART OF SOUTHWEST QUARTER OF THE SOUTHEAST QUARTER OF SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST, LYING SOUTH OF INTERSTATE 80; PART OF SOUTHEAST QUARTER OF THE SOUTHWEST QUARTER SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST, LYING SOUTH OF INTERSTATE 80; PART OF SOUTHEAST QUARTER OF THE SOUTHWEST QUARTER OF THE SOUTHWEST QUARTER SECTION 34, TOWNSHIP 80 NORTH, RANGE 6 WEST LYING SOUTH OF INTERSTATE 80; AND ALL OF THE PARCEL DESCRIBED IN WARRANTY DEED 4879-681 OF THE RECORDS OF THE JOHNSON COUNTY, IOWA RECORDER'S OFFICE; ALL LOCATED IN THE CITY OF IOWA CITY, JOHNSON COUNTY, IOWA. SAID PARCEL CONTAINS 50.15 ACRES, AND 15 SUBJECT TO EASEMENTS AND RESTRICTIONS OF RECORD. Whereas, the Neighborhood and Development Services Department and the Public Works Department examined the proposed final plat and subdivision, and recommended approval; and Whereas, a dedication has been made to the public, and the subdivision has been made with the free consent and in accordance with the desires of the owners and proprietors; and Whereas, said final plat and subdivision are found to conform with Chapter 354, Code of Iowa (2017) and all other state and local requirements. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The said final plat and subdivision located on the above-described real estate be and the same are hereby approved. Resolution No. 18-169 Page 2 2. The City accepts the dedication of the easements as provided by law. The City shall accept dedication of the outlot upon satisfaction of the terms and conditions stated in the Subdivider's Agreement. 3. The Mayor and City Clerk of the City of Iowa City, Iowa, are hereby authorized and directed, upon approval by the City Attorney, to execute all legal documents relating to said subdivision, and to certify a copy of this resolution, which shall be affixed to the final plat after passage and approval by law. The City Clerk shall record the legal documents and the plat at the office of the County Recorder of Johnson County, Iowa at the expense of the owner/subdivider. Passed and approved this 29th day of May , 20 18 /� M or Approved by Attest:' �lG7'm.�,.v City Clerk City Attorney's office 5 ltg It was moved by Mims and seconded by sotchway the Resolution be adopted, and upon roll call there were: Ayes: X MA-mplales/Final Plat- Resulutlon.doc doc Nays: Absent: _ Botchway _ Cole _ Mims X Salih Taylor _ Thomas Throgmorton To: City Council Item: SUB18-00008 Forest Hill Estates STAFF REPORT Prepared by: Bob Miklo Date: May 29, 2018 GENERAL INFORMATION: Applicant: University Lake Partners, II 340 Herky Street North Liberty, IA 52317 Contact: Jim Glasgow 319-351-6788 jimglasgow@q.com Requested Action: Approval of final plat Purpose: To allow for the development of Forest Hill Estates, a 5 -lot residential and commercial subdivision Location: Size: Existing Land Use and Zoning Surrounding Land Use and Zoning: Comprehensive Plan: Neighborhood Open Space District: File Date: 60 Day Limitation Period: BACKGROUND INFORMATION: South of 1-80, between Dubuque Street and Prairie Du Chien Road 50.15 acres Undeveloped, recently rezoned to OPD/RS-12 and CO -1 North: Highway 1-80 South: Undeveloped and Residential, RS -12 East: Residential, RS -5 West: Residential, RS -5 and RS -12 North District Plan Mayflower/Shimek N2 May 15, 2018 July 14, 2018 The applicant, University Lake Partners, II, has submitted a final plat for Forest Hill Estates, a 5 -lot, 50.15 -acre subdivision located at west of Prairie Du Chien Road south of Interstate 80. The preliminary plat was approved on April 2, 2018. The final plat is in general compliance with the approval of the preliminary plat and subdivision regulations. Legal papers and construction drawings are currently being reviewed by staff. It is anticipated that these documents will be approved prior to the May 29 Council Meeting. Neighborhood parkland or fees in lieu of: The Neighborhood Open Space Plan identifies the proposed subdivision as part of the Mayflower/Shimek Neighborhood Open Space District (N2). The City's Neighborhood Open Space Ordinance requires the dedication of 1.39 acres of property or the payment of a fee in lieu thereof. The Parks and Recreation Commission has decided to collect fees in lieu of land dedication. The fee will be equivalent to the value of 1.39 acres of property. This requirement should be addressed in the legal papers. Infrastructure Fees: Water main extension fees of $435 per acre are required prior to issuance of a building permit. Payment of these fees should be addressed in the legal papers. STAFF RECOMMENDATION: Staff recommends approval of SUB18-00008, the final plat of Forest Hill Estates, a 5 -lot, 50.15-acresubdivision located west of Prairie Du Chien Road, south of Interstate 80 subject to approval of construction drawings and legal papers by the City Engineer and City Attorney. ATTACHMENTS: 1. Location Map 2. Final plat Approved by:,��L Tracy Hightshoe, Director, Department of Neighborhoo and Development Services PCD\Staff ReportsVinal plat staff repot dou N SUB18-00008 s 0 0.05 0.1 0.2 Mlles Forest H111 Estates • • I i I I Prepared By: Luke Foelsch Date Prepared: May 2018 Immo Wom, } —\ A. - R •�'`�` � fir` F APPLICATION FOR FINAL PLAT FOREST HILL ESTATES IN THE CITY OF IOWA CITY, in UNIOnni nnl IAIT In\AIA 3 Yf.. OO'LOT'•A= 3 i� .em.AM�.aenp� ------------- ,----------------------- r--- '� VANDARD LEGEND +,.`SwN�(a 17-0540 hbk RNGfNRRR(NG NCWEfPBq, LLC n 9.414BEPiei. CT.MfIItl m�newnn FINALPUT ,_(I(�)) Prepared by: Sara Greenwood Hektoen, Asst. City Attorney, 410 E. Washington St., Iowa City, IA 52240, 356-5030 Resolution No. 18-170 Resolution Authorizing Amendment No. 1 to the Subdivider's Agreement for Peninsula Neighborhood, Fourth Addition Whereas, on May 1, 2012, the City did execute a Subdivider's Agreement for the Peninsula Neighborhood, Fourth Addition, and recorded the same in Book 4918, Page 594-616 (hereinafter "Agreement"); and Whereas, said Subdivider's Agreement imposed certain neighborhood open space obligations upon Outlots J and K within said subdivision; and Whereas, the final plat for said Peninsula Neighborhood, Fourth Addition was recorded in Book 56, Page 312, noting that Outlots J and K were to be dedicated to the City of Iowa City for open space; and Whereas, Outlot J is encumbered by a conservation easement, the agreement for which was executed contemporaneously with the Agreement and recorded therewith; and Whereas, the Developer and HOA now wish to own, develop, and maintain Outlots J and K in accordance with this Amendment No. 1, subject to the easements and use restrictions of record; and Whereas, the City finds this requested amendment is reasonable given the that the code requirements for the provision of public open space were satisfied with the planning of prior Peninsula additions. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: The Amendment No. 1 to the Subdivider's Agreement attached hereto is hereby approved. 2. Upon direction of the City Attorney, the Mayor is authorized to sign and the City Clerk to attest any and all documentation necessary to effectuate these agreements, including the execution of the attached documents, and to record all necessary documentation at Peninsula Neighborhood Association's expense. Passed and approved this 29th day of May2018. MOOR l Approved by ATTEST: CITY CLERK City Attorney's Office f��iY Resolution No. Page 2 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: x x x x x x ABSENT: x Botchway Cole Mims Salih Taylor Thomas Throgmorton Prepared By: Sara Greenwood Hektoen, Asst. City Attorney, 410 E. Washington St., Iowa City, IA (319) 356-5030 AMENDMENT NO. 1 TO SUBDIVIDER'S AGREEMENT PENINSULA NEIGHBORHOOD, FOURTH ADDITION IOWA CITY, IOWA THIS Amendment No. 1 to the Subdivider's Agreement for Peninsula Neighborhood, Fourth Addition, is hereby made by and among Peninsula Development Company (hereinafter "Developer"), the Peninsula Neighborhood Association, Inc., (hereinafter "HOA"), and the City of Iowa City, Iowa, as a municipal corporation and regulatory authority (hereinafter "the City"), which expression shall include their respective successors in interest and assigns. WHEREAS, on May 1, 2012, the City did execute a Subdivider's Agreement for the Peninsula Neighborhood, Fourth Addition, and recorded the same in Book 4918, Page 594-616 (hereinafter "Agreement"); and WHEREAS, said Subdivider's Agreement imposed certain neighborhood open space obligations upon Outlots J and K within said subdivision; and WHEREAS, the final plat for said Peninsula Neighborhood, Fourth Addition was recorded in Book 56, Page 312, noting that Outlots J and K were to be dedicated to the City of Iowa City for open space; and WHEREAS, Outlot J is encumbered by a conservation easement, the agreement for which was executed contemporaneously with the Agreement and recorded therewith; and WHEREAS, the Developer and HOA now wish to own, develop, and maintain Outlots J and K in accordance with this Amendment No. 1, subject to the easements and use restrictions of record; and WHEREAS, the City finds this requested amendment is reasonable given the that the code requirements for the provision of public open space were satisfied with the planning of prior Peninsula additions. NOW, THEREFORE, the parties hereto agree as follows: 1. Section 11 of the Agreement is amended by deleting the section in its entirety and replacing it with the following: SECTION 11. NEIGHBORHOOD OPEN SPACE. The parties hereto acknowledge and agree that all obligations to dedicate neighborhood open space and/or pay fees -in -lieu of dedication of neighborhood open space pursuant to the requirements of the City's Neighborhood Open Space Ordinance and the provisions of Section 15-4-2 of the Iowa City Code of Ordinances have been satisfied. Outlot J shall be owned and maintained by the HOA as private open space, subject to all terms of the Agreement not specifically amended herein, including, but not limited to, the use restrictions set forth in Sections 12, 14, 15A of the Agreement, as well as any easements of record. Outlot K shall be owned and maintained by the HOA as private open space and not for further development of any residential or commercial uses, and subject to any easements of record. 2. Any plat notes on the Peninsula Neighborhood, Fourth Addition Final Plat, recorded in Book 56, Page 312, indicating that Outlot K and J are to be dedicated to the City of Iowa City hereby deemed of no force or effect. 3. All other provisions of the Agreement not specifically amended herein shall remain in full force and effect. Dated this 29th day of May 12018 CITY OF IOWA CITY, IOWA PENINSULA NEIGHBORHOOD ASSOCIATION, INC. / BY: BY: Jame A. Throgmorton, M yor Adam�i>f President ATTEST: �l ENINSULA OPM Y Kellie K. Fruehling, City CI rk Y: CITY OF IOWA CITY ACKNOWLEDGEMENT STATE OF IOWA ) )ss: JOHNSON COUNTY) This instrument acknowledged before me thisAL7 day of 2018, by James A. Throgmorton and Kellie K. Fruehling, as Mayor and City Clerk, re ectively, of the City of Iowa City, Iowa. Camrtdsuo'V ' lily Cdrtini /h /� ° low Notary P� in Y� and for the State of Iowa Commission expires: -'S - PENINSULA NEIGHBORHOOD ASSOCIATION, INC. ACKNOWLEDGEMENT STATE OF IOWA ) )ss: This instrument acknowledged before me this /7 day of 2018, by Adam Pretorius, as President of the Peninsula Ne' hborhoo ssociation, 146 140 JANE O5MUR Com, Commissionxew�9 No ry Public in and for the State of Iowa December 4 2018 C mmission expires: 1,�,AO8 PENINSULA DEVELOPMENT COMPANY ACKNOWLEDGEMENT STATE OF IOWA ) )ss: JOHNSON COUNTY ) Thi instrument acknowledged before me this / q', day of Y ' I 2018, by J -a mV c�- (name) , as LMai ,za Cti. (title) of ninsula Development Company. JANE 0 WEILERe se Commission Number 725839 F. My commission Expires Not Public in and for the St to of Iowa December 2018 ission expires: / /� CITY OF IOWA CI T 05.29.18 COUNCIL ACTION REPO 4;(13) May 18, 2018 Resolution Authorizing Amendment No. 1 to the Subdivider's Agreement for Peninsula Neighborhood, Fourth Addition. Prepared By: Sara Hektoen, Assistant City Attorney Reviewed By: Eleanor Dilkes, City Attorney Fiscal Impact: None Recommendations: Staff: Approval Commission: N/A Attachments: Resolution and Subdivider's Agreement Amendment Executive Summary: This amendment will allow the homeowner's association to own and maintain Outlots J and K, rather than the City. Upon final platting this subdivision, the parties agreed that the City would take over ownership and maintenance obligations for Outlots J and K, which were to be dedicated to the City in excess of the neighborhood open space requirement. The HOA desires to maintain those outlots subject to the conservation easement and use restrictions for private open space. Staff finds this reasonable, given the availability of other public open space opportunities in the neighborhood. t�80( Prepared by: Susan Dulek, Ass't. City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5230 Resolution No. 18-171 Resolution establishing a schedule for maintenance inspections for rental units and rescinding Resolution No. 08-119. Whereas, the City Code provides for inspections and permitting of all rental units; Whereas, Resolution No. 08-119 establishes the current schedule by which all rental units are required to be inspected every two years; Whereas, the City has adopted ordinances in the last year to strengthen the zoning and housing codes in response to HF 134 passed by the Iowa legislature in 2017 that prohibits cities from restricting occupancy based on familial status; and Whereas, to better enforce these recently enacted ordinances and to address life/safety issues and monitor property maintenance, rental inspections should occur annually in dwellings with higher occupancy. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that 1. Inspections of rental units shall be conducted upon request and on a complaint basis. 2. In addition to inspections conducted upon request and complaint, the following rental units shall be inspected through a program of regular inspection every year: a. single family dwellings with 4 or more bedrooms b. duplexes where 1 unit has 4 or more bedrooms c. multi -family dwellings with an initial certificate of occupancy before 1/1/96 d. fraternity/sorority houses e. rooming houses f. transient housing units g. family care units h. group homes i. public housing units 3. In addition to inspections conducted upon request and complaint, all rental units not listed in Paragraph 2 shall be inspected through a program of regular inspection every two years. 4. Resolution No. 08-119 is rescinded. 5. This resolution is effective July 1, 2018. Passed and approved this 29th day of May, 2018. Resolution No. Page 2 Ma4Ar Appr�i�eciX�y Attest: J,-)aioe by S�'°1 Cify Clerk City Attorney's Office Resolution No. 18-171 Page 3 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: % Botchway x Cole x Mims x Salih % Taylor % Thomas % Throgmorton .I _,_ --„®I, CITY OF 1 O WA CI COUNCIL ACTION REPO 4d(14) May 29, 2017 Consider a resolution establishing a schedule for maintenance inspections for rental units. Prepared By: Stan Laverman, Senior Housing Inspector Reviewed By: Erika Kubly, Neighborhood Services Coordinator Tracy Hightshoe, Neighborhood & Development Services Director Fiscal Impact: $250,000 in yearly revenue offset by corresponding cost for additional inspections. Recommendations: Staff: Approval Commission: :NA Attachments: Resolution Executive Summary: Last spring the legislature adopted HF 134 amending Iowa Code Section 414.1 to prohibit municipalities, after January 1, 2018, from adopting or enforcing any regulation or restriction related to occupancy of residential rental property that is based upon the existence of familial or nonfamilial relationships between the occupants of such rental property. This limitation threatens the stability of Iowa City's neighborhoods that are impacted by their proximity to the University of Iowa campus and the pressures of the rental housing market. The City Council over the past six months has adopted multiple housing and zoning code changes to mitigate the destabilizing effects of the State legislation. The final component needing City Council approval is moving the systematic inspection of multi -family properties older than 1996, fratemity/sorority houses, rooming houses, group homes, public housing units, family care units, and single-family and duplex properties with 4 or more bedrooms in a dwelling unit from a two-year cycle to an annual basis beginning July 1, 2018 (exempt if the property meets the current building and zoning code). Background / Analysis: As staff researched possible solutions to the State action, it was determined that a higher percentage of renters versus owner -occupants in single-family neighborhoods results in fewer people that are invested in the long-term health of the neighborhood, a less stable population of families with children to support neighborhood elementary schools, gradual deterioration in the upkeep of homes and properties, and an increase in nuisance issues that discourages investment in housing from a diverse array of demographic and socio- economic backgrounds. Such diversity is key to establishing healthy neighborhoods and supporting diversity and stability in the business offerings in nearby commercial districts. Concentrations of single-family and duplex rental units, coupled with the economic realities created by a removal of occupancy restrictions, will dissuade owner -occupants CITY OF IOWA CITY COUNCIL ACTION REPORT from purchasing in these neighborhoods and make it difficult for an existing owner -occupant to sell their home to another owner -occupant in the future. A more robust and frequent inspection cycle is designed to mitigate these concerns in the single-family neighborhoods and verify that non -permitted higher occupancies are not occurring in the already high - occupancy properties. For the multi -family units older than 1996, the more frequent inspection cycle provides needed oversight of the limited fire -life safety equipment at these non -sprinkled buildings and provides verification that routine maintenance is occurring. The inspection of group homes, rooming houses, transient housing units, and family care units is designed to provide a measure of oversight for populations that are not as comfortable or capable of approaching the City with housing code issues. While all properties see an increase in inspection cost, the higher -occupancy single-family and duplex properties see the highest per-unit cost. Our analysis shows that most of these properties are clustered in our near -downtown area, which is predominantly student housing. Conclusion: The increased enforcement through additional systemic inspections of key properties is an important step in the City's multi -pronged effort to maintain and protect neighborhoods. Staff believes that increased enforcement of the recently adopted housing and zoning code changes ensures neighborhoods can be protected and enhanced even in the face of increasing occupancy. While cost is always a factor with increased enforcement, staff feels a balance has been struck between the concerns of protecting affordable housing from increased regulatory cost and the need for increased enforcement to protect our neighborhoods. Staff recommends the approval of this resolution. Prepared by: Dennis Bockenstedt, Finance Director, 410 E. Washington St., Iowa City, IA 52240 (319)356-5053 Resolution No. 18-172 Resolution Naming Depositories Now therefore, be it resolved by the city council of the City of Iowa City, Iowa that the City of Iowa City, in Johnson County, Iowa, approves the following list of financial institutions to be depositories of the City of Iowa City funds in conformance with applicable provisions of Iowa Code Chapter 12C.2. The City Treasurer is hereby authorized to deposit the City of Iowa City funds in amounts not to exceed the maximum approved for each respective financial institution as set out below. West Bancorporation, Inc. Bank of the West Wells Fargo Bank, N.A. University of Iowa Community Credit Union CBI Bank & Trust Farmers & Merchants Savings Bank Two Rivers Bank & Trust 1601 22nd St., Suite 209 1910 Lower Muscatine Rd West Des Moines, IA 50266 Iowa City, IA 52240 P.O. Box 73850 800 22nd Ave Cedar Rapids, IA 52407-3850 Coralville, IA 52241 666 Walnut St Des Moines, IA 50309 2355 Landon Road North Liberty, IA 52317 140 Holiday Rd Coralville, IA 52241 200 N Devoe Lone Tree, IA 52755 222 N Main St Burlington, IA 52601 Cedar Rapids Bank & Trust 201 1 st St SE Cedar Rapids, IA 52401 Bankers Trust NXT Bank Hiawatha Bank & Trust Great Westen Bank 221 Third Ave SE Cedar Rapids, IA 52406 119 2nd St, Ste 100 Coralville, IA 52241 777 N Center Point Rd Hiawatha, IA 52233 225 South Main Ave Sioux Falls, SD 57104 103 E College St Iowa City, IA 52240 500 Iowa Ave Iowa City, [A 52244-2240 Same 2235 Mormon Trek Blvd Iowa City, IA 52246 3292 Ridgeway Dr, Ste A Coralville, IA 52241 Same Same Same Same 655 Community Dr North Liberty, IA 52317 35,000,000.00 35,000,000.00 75,000,000.00 75,000,000.00 50,000,000.00 50,000,000.00 50,000,000.00 50,000,000.00 15,000,000.00 15,000,000.00 15,000, 000.00 15,000,000.00 15,000,000.00 15,000,000.00 50,000,000.00 50,000,000.00 20,000,000.00 20,000,000.00 urItbx�r rde7[hr r r r 2,000,000.00 2,000,000.00 10,000,000.00 100,000,000.00 Maximum Balance Maximum Balance Depository in effect under in effect under Name Location of Home Office Local Location prior resolution this resolution U.S. Bank N.A. 800 Nicollet Mall 204 E Washington St 65,000,000.00 65,000,000.00 Minneapolis, MN 55402 Iowa City, IA 52240 MidWestOne Bank 102 S Clinton St Same 100,000,000.00 100,000,000.00 Iowa City, IA 52244-1700 Hills Bank & Trust Co. 131 Main St 201 S Clinton St 25,000,000.00 25,000,000.00 Hills, IA 52235 Iowa City, IA 52240 West Bancorporation, Inc. Bank of the West Wells Fargo Bank, N.A. University of Iowa Community Credit Union CBI Bank & Trust Farmers & Merchants Savings Bank Two Rivers Bank & Trust 1601 22nd St., Suite 209 1910 Lower Muscatine Rd West Des Moines, IA 50266 Iowa City, IA 52240 P.O. Box 73850 800 22nd Ave Cedar Rapids, IA 52407-3850 Coralville, IA 52241 666 Walnut St Des Moines, IA 50309 2355 Landon Road North Liberty, IA 52317 140 Holiday Rd Coralville, IA 52241 200 N Devoe Lone Tree, IA 52755 222 N Main St Burlington, IA 52601 Cedar Rapids Bank & Trust 201 1 st St SE Cedar Rapids, IA 52401 Bankers Trust NXT Bank Hiawatha Bank & Trust Great Westen Bank 221 Third Ave SE Cedar Rapids, IA 52406 119 2nd St, Ste 100 Coralville, IA 52241 777 N Center Point Rd Hiawatha, IA 52233 225 South Main Ave Sioux Falls, SD 57104 103 E College St Iowa City, IA 52240 500 Iowa Ave Iowa City, [A 52244-2240 Same 2235 Mormon Trek Blvd Iowa City, IA 52246 3292 Ridgeway Dr, Ste A Coralville, IA 52241 Same Same Same Same 655 Community Dr North Liberty, IA 52317 35,000,000.00 35,000,000.00 75,000,000.00 75,000,000.00 50,000,000.00 50,000,000.00 50,000,000.00 50,000,000.00 15,000,000.00 15,000,000.00 15,000, 000.00 15,000,000.00 15,000,000.00 15,000,000.00 50,000,000.00 50,000,000.00 20,000,000.00 20,000,000.00 urItbx�r rde7[hr r r r 2,000,000.00 2,000,000.00 10,000,000.00 100,000,000.00 Resolution 18-172 Page 2 Passed and approved this 29th day of May , 2018 J �N Ma r: oved by Attest: l� City C�I� c City Attorney's Office Resolution No. 18-172 Page 3 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Botchway x Cole x Mims x Salih x Taylor x Thomas x Throgmorton r 1 CITY OF IOWA CITY Z^ �� COUNCIL ACTION REPO 4d(15) 0 - May 29, 2018 Resolution Naming Depositories Prepared By: Brian Cover, Senior Accountant Reviewed By: Dennis Bockenstedt, Finance Director Ashley Monroe, Assistant City Manager Fiscal Impact: No impact Recommendations: Staff. Approval Commission: N/A Attachments: Resolution Naming Depositories Executive Summary: The City of Iowa City maintains a list of financial institutions authorized to be depositories of the city's funds. The list that is on file needs to be updated to reflect changes that have occurred. Background / Analysis: NXT Bank has requested to have their maximum limit raised to $10,000,000. The City's deposits with NXT Bank are currently at their maximum limit of $2,000,000. NXT Bank would like to have increased capacity to enable them to handle more City of Iowa City investments. The resolution naming depositories being presented will update the list of financial institutions that the City of Iowa City maintains. Prepared by: Sara Greenwood Hektoen, Asst. City Attorney, 410 E. Washington St., Iowa City, IA 52240, 356-5030 Resolution No. 18-173 Resolution Accepting the Dedication of Outlot B, Cardinal Pointe South, Part One, Iowa City, Johnson County, Iowa, as Public Open Space. Whereas, upon final platting Cardinal Pointe South, Part One, the owner agreed to dedicate to the City Outlot B therein for public open space; and WHEREAS, pursuant to the subdivider's agreement entered into at that time, the City agreed to accept dedication of this outlot upon installation and acceptance of certain public improvements, erosion control and ground cover established thereon, and occupancy permits had been issued for 90% of the numbered lots; Whereas, in the course of developing Lot 1 with townhomes, the owner installed a retaining wall within Outlot B; and Whereas, because this retaining wall is necessary to the stability of the adjacent residential improvements, Staff finds it reasonable to accept ownership of the outlot subject to an easement allowing the wall to remain on the outlot and imposing maintenance and insurance requirements on the adjacent property owner; Whereas, Staff finds that the conditions precedent to accepting the outlot have otherwise been satisfied and recommends acceptance of this dedication, subject to a wall maintenance agreement. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: Acceptance of the above -referenced parcels for public open space, subject to an easement agreement for the use and maintenance of a retaining wall thereon, in a form of conveyance and easement agreement approved by the City Attorney's Office, is hereby approved and authorized. 2. The Mayor is authorized to sign and the City Clerk to attest any and all documentation necessary to effectuate the acceptance of said dedication, including an easement agreement, and to record the same at The Crossing Development, L.C.'s expense. Passed and approved this 29th day of May 018. M OR % Approved by ATTEST: /j c , CITY CLERK City Attorney's Office 2 3I/$ Resolution No. 18-173 Page 2 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: % Botchway % Cole % Mims X Salih x Taylor % Thomas x Throgmorton r 1 CITY OF IOWA CI 4rMgt � COUNCIL ACTION REPO 4d(16) May 29, 2018 Resolution Accepting the Dedication of Outlot B, Cardinal Pointe South, Part One, Iowa City, Johnson County, Iowa, as Public Open Space. Prepared By: Sara Greenwood Hektoen, Assistant City Attorney Reviewed By: Eleanor Dilkes, City Attorney Juli Seydell Johnson, Parks and Rec Director Fiscal Impact: N/A Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: Upon final platting Cardinal Pointe South, Part One, the owner agreed to dedicate to the City Outlot B therein for public open space. This resolution accepts that dedication, subject to an easement for a retaining wall installed during construction of the adjacent residential development. Background / Analysis: In the course of developing Lot 1 with townhomes, the owner installed a retaining wall within Outlot B. Because this retaining wall is necessary to the stability of the adjacent residential improvements, Staff finds it reasonable to accept ownership of the outlot subject to an easement allowing the wall to remain on the outlot and imposing maintenance and insurance requirements on the adjacent property owner. All other conditions precedent to acceptance of the outlot have been satisfied. Parks and Rec is prepared to take over maintenance of this open space. Iowa City, Iowa May 29, 2018 The City Council of the City of Iowa City, Iowa, met on the above date in the Council Chambers, at the City Hall, 410 E. Washington Street, Iowa City, IA 52440 at 7:00 p.m. in open regular session, pursuant to law and the local rules of the Council. The meeting was called to order by JIM THROGMORTON, Mayor, presiding, and on roll call the following Council members were present or absent as follows: NAME PRESENT ABSENT KINGSLEY BOTCHWAY II x ROCKNE COLE X MAZAHIR SALIH X JIM THROGMORTON X SUSAN MIMS X PAULINE TAYLOR X JOHN THOMAS X Matters were discussed relative to the request from Iowa Cancer Cure, L.L.C. regarding amending bond documents with respect to Midwestern Disaster Area Revenue Bonds issued by the City of Iowa City, Iowa, on May 4, 2012, in the aggregate amount not to exceed $5,376,250. After due discussion of the proposed amendment to the bond documents, Council Member Mims introduced a resolution entitled: A RESOLUTION RELATING TO THE MIDWESTERN DISASTER AREA REVENUE BONDS (IOWA CANCER CURE PROJECT) SERIES 2012, OF THE CITY OF IOWA CITY, IOWA ISSUED ON MAY 4, 2012, IN THE AGGREGATE PRINCIPAL AMOUNT OF $5,376,250; AND SPECIFICALLY (1) FIXING A DATE FOR A PUBLIC HEARING ON A REQUEST TO AMEND SAID BONDS TO REVISE THE INTEREST RATE FORMULA AND SUCH OTHER REVISIONS AS MAY BE REQUIRED THEREBY; AND (2) DIRECTING PUBLICATION OF NOTICE OF THE PUBLIC HEARING ON THE POSSIBLE AMENDMENT OF SAID BONDS. hereto attached, and moved its adoption. Council Member Botchway seconded the motion to adopt. After due consideration, the roll call was called and the resolution was adopted by the following vote: (02446133.DOC) NAME AYE KINGSLEY BOTCHWAY II x ROCKNE COLE x MAZAHIR SALIH JIM THROGMORTON x SUSAN MIMS x PAULINE TAYLOR x JOHN THOMAS x NAY DID NOT VOTE x Thereafter, the Mayor declared the resolution adopted and approval was signed thereto. Additional matters were taken before the Council. Upon motion and vote, the meeting was adjourned. CITY OF IOWA CITY, IOWA (Corporate Seal) JIA THROGMORT , Mayor ATTEST: "bl , ��IZL KE LIE FRUEHL166, City Clerk {02446133.DOC} 2 RESOLUTION NO. 18-174 A RESOLUTION RELATING TO THE MIDWESTERN DISASTER AREA REVENUE BONDS (IOWA CANCER CURE PROJECT) SERIES 2012, OF THE CITY OF IOWA CITY, IOWA ISSUED ON MAY 4, 2012, IN THE AGGREGATE PRINCIPAL AMOUNT OF $5,376,250; AND SPECIFICALLY (1) FIXING A DATE FOR A PUBLIC HEARING ON A REQUEST TO AMEND SAID BONDS TO REVISE THE INTEREST RATE FORMULA AND SUCH OTHER REVISIONS AS MAY BE REQUIRED THEREBY; AND (2) DIRECTING PUBLICATION OF NOTICE OF THE PUBLIC HEARING ON THE POSSIBLE AMENDMENT OF SAID BONDS. WHEREAS, the City of Iowa City, Iowa (hereinafter "Issuer"), is authorized and empowered by Chapter 419 of the Code of Iowa, as amended, (hereinafter "Act") to issue revenue bonds or notes and loan the proceeds from the sale of said bonds to one or more parties to be used to defray all or a portion of the cost of acquiring, constructing, and improving land, buildings and improvements for a "project," as that term is defined in the Act, specifically including a project which is suitable for use for a purpose authorized under the Emergency Economic Stabilization Act of 2008, Pub. L. No. 110-185, within Issuer; and WHEREAS, on May 4, 2012, the Issuer issued its Midwestern Disaster Area Revenue Bonds (Iowa Cancer Cure Project), Series 2012, pursuant to the provisions of the Act for the purpose of financing all or a portion of the cost of acquiring, constructing and improving an approximate 24,000 square foot, two story medical office building for use as a radiation oncology clinic and other medical uses located at 3010 Northgate Drive, Iowa City, Iowa, together with all incidental items and paying the costs of issuance of the Bonds (hereinafter "Project"), which Project will be owned and operated by Borrower; and WHEREAS, Issuer loaned the amount received from the sale of the Bonds to Borrower under a loan agreement between the Issuer and Borrower pursuant to which loan payments are made by Borrower in amounts sufficient to pay the principal, interest and premium, if any, on the Bonds when due; and WHEREAS, the Bonds are limited obligations of the Issuer and do not give rise to a pecuniary liability of the Issuer or they are not a charge against its general credit or taxing powers, and the principal of, interest and premium, if any, on the Bonds is be payable solely out of the revenues derived from the Project financed by the Bonds; and WHEREAS, the Borrower and Great Western Bank, the purchaser of the Bonds, have requested that the Issuer approve amendments to the bond documents to revise terms of the Bonds with respect to the interest rate on the Bonds; and WHEREAS, before the Bonds may be amended it is necessary to conduct a public hearing on the proposal to amend the prior issue of the Bonds, all as required and provided by (02446133.DOC) Section 419.9 of the Act and Section 147(f) of the Internal Revenue Code of 1986, as amended (the "Code"); and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Iowa City, Iowa, as follows: Section 1. A public hearing shall be conducted on July 3, 2018, at 7:00 p.m., before the City Council of the City of Iowa City, Iowa in the Council Room, City Hall, 410 E. Washington Street, Iowa City, IA 52440 on the proposal to amend the prior issue of $5,376,250 in aggregate principal amount of the Issuer's Midwestern Disaster Area Revenue Bonds (Iowa Cancer Cure Project) Series 2012, pursuant to the provisions of the Act, issued for the purpose of defraying all or a portion of the cost of acquiring, constructing, and improving the Project, including all necessary incidental expenses, and allowing all local residents who appear at the hearing to be given an opportunity to express their views for or against the proposal to amend the prior issue of the Bonds and at the conclusion of the hearing, the City Council shall adopt a resolution determining whether or not to proceed with the amendment of the Bonds. Section 2. The City Clerk is hereby directed to publish one time, not less than fifteen (15) days prior to the date fixed for the hearing, in Iowa City Press Citizen a newspaper published and having a general circulation within the City, a Notice of Intention to amend the prior issue of the Bonds. The Notice shall be in substantially the following form: {02446133.DOC} NOTICE OF PUBLIC HEARING OF INTENTION TO AMEND PRIOR ISSUE OF MIDWESTERN DISASTER AREA REVENUE BONDS (IOWA CANCER CURE PROJECT) SERIES 2012 Notice is hereby given that the City Council of the City of Iowa City, Iowa, (hereinafter "Issuer") will meet on the Yd day of July, 2018, in the Council Room, at the City Hall, 410 E. Washington Street, Iowa City, IA 52440 at 7:00 p.m. and hold a public hearing on the proposal to amend the prior issue of $5,376,250 principal amount of the Issuer's Midwestern Disaster Area Revenue Bonds (Iowa Cancer Cure Project), Series 2012, (hereinafter "Bonds") pursuant to the provisions of Chapter 419 of the Code of Iowa, as amended, and Sections 103, 141-150 and 140ON of the Internal Revenue Code of 1986, as amended, originally issued for the purpose of defraying all or portion of the cost of acquiring, constructing and improving an approximate 24,000 square foot, two story medical office building for use as a radiation oncology clinic and other medical uses located at 3010 Northgate Drive, Iowa City, Iowa, together with all incidental items and paying the costs of issuance of the Bonds. The facilities are owned and operated by Iowa Cancer Cure, L.L.C., a limited liability company organized and existing under the laws of the State of Iowa (hereinafter `Borrower"). The Bonds were issued pursuant to a Bond Purchase Agreement and Issuer and Borrower entered into a Loan Agreement wherein the Issuer agreed to loan to Borrower the proceeds from the sale of the Bonds in return for loan payments from Borrower sufficient to pay the principal of, interest and premium, if any, on such Bonds as the same shall become due and payable. Borrower and the purchaser of the Bonds desire to amend said Bonds to revise the interest rate formula and such other revisions as may be required thereby. Such Bonds, and the principal thereof and the interest thereon are payable solely out of the revenues derived from the Loan Agreement and shall never constitute an indebtedness of the Issuer within the meaning of any state constitutional provision or statutory limitation and shall not constitute nor give rise to a pecuniary liability of the Issuer or become a charge against its general credit or taxing powers. All local residents who appear at the public hearing or any adjournment thereof, shall be given an opportunity to express their views for or against the above stated proposal and, at the meeting or any adjournment thereof, the City Council of the City of Iowa City, Iowa shall adopt a resolution determining whether or not to proceed with the amendment of the prior issue of the Bonds. Written comments may also be submitted by the time of the above hearing, to the Issuer at City Hall, 410 E. Washington Street, Iowa City, IA 52440. By Order of the City Council this 291 day of May, 2018 KELLIE FRUEHLING, City Clerk (02446133.DOC) Section 3. The officials of the Issuer are hereby authorized to take such further action as may be necessary to carry out the intent and purpose of this Resolution. Section 4. This Resolution shall be in full force and effect immediately upon its adoption. Adopted and approved this 29th day of May, 2018. CITY OF IOWA CITY, IOWA (Corporate Seal) JHW THROGMORTON, Mayor ATTEST: KEL IE FRUEHLIN , City Clerk 102446133.DOCI 4 CITY CLERK'S CERTIFICATE I, KELLIE FRUEHLING, do hereby certify that I am the duly appointed, qualified, and acting City Clerk of the City of Iowa City, Iowa, and that I have in my possession or have access to the complete corporate records of the City and its City Council and officers and that I have carefully compared the transcript hereto attached with the official records and that the attached transcript is a true, correct and complete copy of all the corporate records showing action taken by the City Council of the City of Iowa City, Iowa at a meeting open to the public on May 29, 2018, relating to the amendments to the prior issue of $5,376,250 aggregate principal amount of Midwestern Disaster Area Revenue Bonds (Iowa Cancer Cure Project) Series 2012, of the City of Iowa City, Iowa, setting a date for a public hearing on the proposal to amend the prior issue of the Bonds and directing publication of the Notice of Intention to amend the prior issue of the Bonds and that the proceedings remain in full force and effect and have not been amended and rescinded in any way; that the meeting and all action thereafter was duly and publicly held in accordance with the notice of meeting and tentative agenda as required pursuant to the rules of the City Council and the provisions of the Code of Iowa. WITNESS my hand and the Corporate Seal of the City of Iowa City, Iowa hereto affixed this 2-014day of May, 2018. (Corporate Seal) KEL IE FRUEHI f G, City Clerk {02446133.DOCl r CITY OF IOWA CI 05-29-18 eft �� COUNCIL ACTION REPO 4e(2) May 29, 2018 Resolution relating to the Midwestern Disaster Area Revenue Bonds (Iowa Cancer Cure Project) Series 2012, of the City of Iowa City, Iowa Prepared By: Dennis Bockenstedt, Finance Director Reviewed By: Ashley Monroe, Assistant City Manager Fiscal Impact: No impact Recommendations: Staff: Approval Commission: N/A Attachments: A resolution relating to the Midwestern Disaster Area Revenue Bonds (Iowa Cancer Cure Project) Series2012, of the City of Iowa City, Iowa Issued on May 4, 2012, in the aggregate principal amount of $5,376,250; and specifically (1) fixing a date for a public hearing on a request to amend said bonds to revise the interest rate formula and such other revisions as may be required thereby; and (2) directing publication of notice of the public hearing on the possible amendment of said bonds Executive Summary: The City of Iowa City has been asked to consent to the reissuance of the Iowa City Cancer Center Midwestern Disaster Area Revenue Bonds, Series 2012, to allow for a lower interest rate. This resolution provides sets a public hearing date of July 3 to take public input on this reissuance. Background / Analysis: In 2012, Iowa Cancer Cure, L.L.C., and Doctors Hamed Tewfik and Ferial Tewfik, requested that the City of Iowa City issue a Midwestern Disaster Area tax-exempt bond in the amount of $5,376,250 for purposes of constructing a radiation oncology clinic office building at 3010 Northgate Drive, Iowa City, Iowa. The City issued the bond on May 4, 2012, under the authority of Iowa Code Chapter 419. In response to the 2008 floods, Congress authorized Midwestern Disaster Area tax-exempt bond financing for projects located in 78 counties in Iowa. Tax-exempt bond financing enables a business to borrow money for a capital project at an interest rate that at that time was approximately 75% of the interest rate on conventional financing. By participating in a Midwestern Disaster Area bond financing, the City of Iowa City provided an opportunity for a project to be realized at a substantially lower cost of financing. Any expense of the City with respect to the bond financing was paid by the Borrower, Iowa Cancer Cure, L.L.C. The building was built to house Iowa City Cancer Treatment Center, L.L.C. r 1 CITY OF IOWA CITY COUNCIL ACTION REPORT The 2012 Bond included a formula for adjusting the interest rate over time. The first interest rate adjustment occurred in March 2018. The formula generated an interest rate that was more than was anticipated by the Borrower and the Great Western Bank, the purchaser of the Bond. The Borrower and Great Western Bank, request that the City take the necessary steps to amend the Bond documents to revise the interest rate formula for the current period, and for future periods, and thus reduce the 2018 interest rate from the formula driven interest rate. All costs of the City with respect to the request will be paid by Borrower. -r Prepared by: Susan Dulek, Assistant City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030 RESOLUTION NO. 18-175 Resolution authorizing conveyance of a single family home located at 717 E. Davenport Street. Whereas, the UniverCity Neighborhood Partnership Program is a joint effort between the University of Iowa and the City to encourage home ownership and reinvestment in designated neighborhoods surrounding the University of Iowa; and Whereas, the City purchases rental units located in designated neighborhoods surrounding the University of Iowa, rehabilitates them, and then sells them to income -eligible buyers; and Whereas, the City purchased and rehabilitated a single family home located at 717 E. Davenport Street, Iowa City; and Whereas, the City has received an offer to purchase 717 E. Davenport Street for the principal sum of $165,000; and Whereas, on May 15, 2018, the City Council adopted a Resolution proposing to convey its interest in 717 E. Davenport Street, authorizing public notice of the proposed conveyance, and setting the date and time for the public hearing; and Whereas, following the public hearing on the proposed conveyance, the City Council finds that the conveyance is in the public interest. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: Upon the direction of the City Attorney, the Mayor and the City Clerk are authorized to execute a warranty deed conveying the City's interest in 717 E. Davenport Street, legally described as part of Lot 2, Block 16, Iowa City, Iowa. 2. The City Attomey is hereby authorized to deliver said warranty deed and to carry out any actions necessary to consummate the conveyance required by law. It was moved by_ Thomas and seconded by Botchway _ the Resolution be adopted, and upon roll call there were: Resolution No. 18-175 Page 2 AYES: NAYS: x x x x x x Passed and approved this 29th Approved by City Attorney's Office ABSENT: Botchway Cole Mims x Salih Taylor Thomas Throgmorton day of May , 2018. MAXOR i ATTEST: CITY CLERK I Prepared by: Marcia Bollinger, Neighborhood Services, 410 E. Washington St., Iowa City, IA 52240 319.356.5230 RESOLUTION NO. 18-176 Resolution allocating human services Aid to Agencies Funding for the Fiscal Year 19, July 1, 2018 — June 30, 2019. Whereas, the City of Iowa City budgeted for aid to local human services agencies; and Whereas, the Housing and Community Development Commission (HCDC) recommended allocations of aid to agencies funding amongst human services agencies at its January 18, 2018 meeting allowing for a 20% increase or decrease in actual funding; and Whereas, in early May the City was notified by the U.S. Department of Housing and Urban Development that there was an extra $16,000 available for public service applications; and Whereas, this increase requires that HCDC revisit its recommendation, which is attached as Exhibit A. Now, Therefore, be it resolved the by City Council of the City of Iowa City, Iowa, that: 1. The funding recommendations, Exhibit A, from the Housing and Community Development Commission are hereby adopted. 2. The City Manager is hereby authorized to execute agreements for aid to agencies with the organizations identified in Exhibit A. Passed and approved this 29th day of May 2018. Ma or Approved Attest: 5 - dd - City Clerk City Attorney's Office Resolution No. Page 2 It was moved by Botchway and seconded by Thomas the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Botchway x Cole x Mims x Salih x Taylor x Thomas X Throgmorton EXHIBIT A - FY19 AID TO AGENCIES Agency FY19 Request HCDC Recommendation 4 C's Community Coord. Child Care $20,000 $15,000 Arc of Southeast Iowa $15,000 $0 Best Buddies International, Inc. $15,000 $0 Big Brothers / Big Sisters $25,000 $15,000 Crisis Center of Johnson County $48,268 $40,000 Domestic Violence Intervention Program $50,000 $40,000 Elder Services Inc. $50,000 $20,000 Four Oaks Family and Children's Services Iowa $15,000 $0 Free Lunch Program $16,000 $15,000 Goodwill of the Heartland $15,000 $0 HACAP $20,000 $15,000 Handicare $41,201 $0 Housing Trust Fund of JC $24,000 $24,000 IC Compassioln $20,000 $0 IC Free Medical/Dental Clinic $15,000 $15,000 Inside Out Rentry Community $20,000 $15,000 Iowa Jobs for American's Graduates (]JAG) $15,000 $0 Iowa Valley RC&D (Grow: Johnson County) $20,000 $0 National Alliance on Mental Illness of Johnson $10,000 $0 Neighborhood Centers of JC $65,000 $35,000 Pathways Adult Day Health Center $25,000 $15,000 Prelude Behavioral Services $20,000 $16,000 Rape Victim Advocacy Program $22,000 $20,000 Shelter House $50,000 $50,000 Systems Unlimited $27,500 $0 Table to Table $23,000 $15,000 United Action for Youth $38,246 $27,400 Total Request: $725,215 $392,400 Sources: General Fund $250,000 Utility User Fees $28,700 CDBG $113,700 CITY OF IOWA CI $_ COUNCIL ACTION REPO May 29, 2018 Consider a resolution allocating human services Aid to Agencies funding for the Fiscal Year 19, July 1, 2018 — June 30, 2019. Prepared By: Marcia Bollinger, Neighborhood Outreach Coordinator Reviewed By: Tracy Hightshoe, NDS Director Erika Stump, Neighborhood Services Director Geoff Fruin, City Manager Fiscal Impact: The City budgeted $376,400 in the FYI budget for financial aid to human service agencies serving Iowa City residents. These funds consist of funds from the General Fund ($250,000), Community Development Block Grant (CDBG) program ($97,700), and utility user fees ($28,700). Recommendations: Staff: Approval Commission: Housing and Community Development Commission — Recommended January 19, 2017 Attachments: Resolution 1-18-18 HCDC Minutes Executive Summary: The City annually budgets financial aid to human service agencies serving Iowa City residents. For FYI the City originally budgeted $378,700 for this purpose. The Housing and Community Development Commission (HCDC) made recommendations based on this budget amount at their January 18, 2018 meeting. The U.S. Department of Housing and Urban Development finalized the CDBG and HOME award amounts in early May increasing Iowa City's entitlement amounts by 25% (CDBG —16%, HOME — 36%). As the increase overall was more than a 20% increase, HCDC must review their recommendations. HCDC will be reviewing their recommendations at their May 24, 2018 meeting and those recommendations, identified in an Exhibit A, will be distributed as a late handout. Background /Analysis: The City Council directed the Housing and Community Development Commission (HCDC) to review and formulate a funding recommendation for the applications requesting Iowa City funds received under the United Way Joint Funding process. Similar to previous years, Johnson County human service agencies request funding for United Way, Johnson County and the cities of Iowa City and Coralville on this one application. At their January 18, 2018 meeting, the Housing and Community Development Commission (HCDC) developed a funding recommendation to forward to City Council. The minutes are attached. HCDC now has an extra $16,000 that may be allocated to public service applications. Staff recommends allocating this amount to Prelude Behavioral Services. The agency has historically received Aid to Agency funding. Prelude Behavioral Services provides prevention, mental health and substance abuse services. HCDC will review staffs recommendation and provide input to Council prior to the May 29th meeting. MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION JANUARY 18, 2018 — 6:30 PM SENIOR CENTER, ROOM 202 MEMBERS PRESENT: Syndy Conger, Charlie Eastham, Vanessa Fixmer-Oraiz, Christine Harms, Bob Lamkins, John McKinstry, Harry Olmstead, Maria Padron, Paula Vaughan MEMBERS ABSENT: STAFF PRESENT: Marcia Bollinger, Tracy Hightshoe OTHERS PRESENT: Mary Issah, Becci Reedus, Jill Kromminga, Delaney Dixon, Rosemary Schwartz, Sofia Mahaffey, Christi Regan, Tracey Achenbach, Barbara Vinograde, Carly Voltz, Brian Loring, Ron Berg, Susan Junis, Mark Sertterh, Genevieve Anglin, Jane Drapeaux, John Boller, Jessica Lien, Dale Helling, Mary Wheeth RECOMMENDATIONS TO CITY COUNCIL: By a vote of 9-0 the Commission recommends the following FY19 Aid to Agencies Budget Recommendation to Council: Agency FY19 HCDC Recommendation FY19 Main Priority 4 C's Community Coord. Child Care $15,000 High - Child Care Arc of Southeast Iowa $0 High - Child Care Services, Medium - Youth and Disability Services Best Buddies International, Inc. $0 Medium - Disability Services Big Brothers I Big Sisters $15,000 High - Mental Health Services, Medium - Youth Services Crisis Center of Johnson County $40,000 High - Homeless and Mental Health Services and Food Banks Domestic Violence Intervention Program $40,000 High - Homeless, Mental Health and Domestic Violence Services, Medium -Youth Services Elder Services Inc. $20,000 High - transportation & Mental Health Services, Medium - Health & Senior Services Four Oaks Family and Children's Services Iowa City $0 High - Transportation, Child Care and Mental Health Services Free Lunch Program $15,000 High - Homeless Services Goodwill of the Heartland $0 High -Domestic Violence, Medium - Employment Training HACAP $15,000 High - Childcare Services Handicare $0 High -Childcare Services Housing Trust Fund of JC $24,000 High - Homeless Services IC Compassion $0 High - Food Banks Housing and Community Development Commission January 18, 2018 Page 2 of 15 IC Free Medical/Dental Clinic $15,000 High - Homeless & Mental Health, Medium - Health Service, Senior Services, Substance Abuse Services, Youth Services Inside Out Reentry Community $15,000 High - Homeless, Transportation and Mental Health Services Medium - Employment Training, Health, Substance Abuse and Youth Services and Subsistence Payments Iowa Jobs for American's $0 Medium - Employment Training and Youth Graduates (IJAG) Services Iowa Valley RC&D (Grow: $0 High - Food Banks, Medium - Youth Services Johnson Count National Alliance on Mental $0 High - Mental Health Services Illness of Johnson County Neighborhood Centers of JC $35,000 High - Child Care Services, Medium - Employment Training & Youth Services Pathways Adult Day Health $15,000 High - Mental Health, Medium - Disability Center Services, Health Services, Senior Services Prelude Behavioral Services $0 High - Mental Health Services, Medium - Substance Abuse Services Rape Victim Advocacy Program $20,000 High - Homeless and Mental Health Services, Medium - Health, Domestic Violence and Youth Services Shelter House $50,000 High - Homeless Services, Mental Health Services Systems Unlimited $0 High - Transportation Services Table to Table $15,000 High - Food Banks United Action for Youth $27,400 High - Homeless & Mental Health Services, Medium - Youth Services Total Request: $376,400 By a vote of 9-0 the Commission decided that if the actual allocations are within 20% of the proposed budget, increases and decreases will be prorated amongst all awarded applicants. If more than 20% change, HCDC will reconsider recommendations. CALL MEETING TO ORDER: Olmstead called the meeting to order at 6:30 PM. APPROVAL OF THE NOVEMBER 16. 2017 MINUTES: Eastham moved to approve the minutes of November 16, 2017. Conger seconded the motion. A vote was taken and the motion passed 9-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: None. DISCUSS THE FY2019 AID TO AGENCIES FUNDING REQUESTS AND CONSIDER BUDGET RECOMMENDATION TO CITY COUNCIL (www.icgov.org/actionplan): Olmstead noted that there was twice as much money requested as the Commission is able to distribute and the decisions are very difficult. Housing and Community Development Commission January 18, 2018 Page 3 of 15 Starting at the top of the list, 4C's Community Coordinated Child Care requested $20,000 and the average allocation was $14, 267. Eastham noted that he recommended $0 for 40s. In making his allocations he looked at demographics of each applicant as they reported in their application and noted the applications that had a percentage of the people in their service group that was less than the city-wide percentage he tended to allocate less money to those groups. Olmstead decided it would be best to start looking at the applications that the Commission seemed to all agree upon. Hightshoe noted that typically the Commission looks at the high-priority applications first, decide funding on those, then next to the medium priority applications. Hightshoe added that Aid to Agency funding used to be stable funding for agencies, where they could rely on funding each year, the Commission has also discussed funding new initiatives each year, so historically both have happened. Olmstead added that the minimum funding request must be at least $15,000 for the Commission to consider the request. Lampkins suggested the Commission either start with the requests that have wide -spread support or those that have little support and go from there. Hightshoe alerted the applicants that while the Commission is recommending allocations to Council for the money, the City has not yet received their congressional budget for the year so these allocations are based on funds received last year and could be adjusted slightly once the new years budget is known. Olmstead moved onto Best Buddies International Inc., they requested $15,000 but no one on the Commission suggested an allocation to that organization. The category was a medium priority in disability services. Next discussed was NAM] (National Alliance on Mental Illness of Johnson County) who requested $10,000 and as earlier indicated no requests less than $15,000 could be considered. The NAMI request does fall in the high priority category for mental health services. Mary Issah left the meeting prior to the discussion. Olmstead moved onto Iowa Jobs for American's Graduates (IJAG), a medium priority in employment training and youth services. Eastham realized this is a medium priority applicant and agrees it probably doesn't quality for this specific round of funding, however he found the application very interesting, very high percentage of students of color in this applicants programming. Eastham supports a zero dollar allocation but asks the Commission at least consider noting to the Council that this seems to be a strong program, seems to have good success in the schools, and ask the Council to consider finding funds from some other source. Fixmer-Oraiz agreed and suggested revisiting having youth services and employment training listed as a medium priority. Hightshoe began updating the spreadsheet showing allocations of $0 where the Commission suggests so they can see the amount of dollars left to allocate. Hightshoe also added that she received an email from the Crisis Center and distributed it to the Commission, the email stated as part of the joint funding the Crisis Center requests $48,268 of operation support and emergency assistance and $22,500 for mobile crisis outreach and Becci Reedus stated in the email the Crisis Center wished to withdraw the request of $22,500 for mobile crisis outreach because they will receive that funding from other sources. Therefore the total request for the Crisis Center is now just the $48, 268. Becci Reedus (The Crisis Center) spoke with regards to their application. The $48,268 is for support for the emergency assistance program which offers housing and utilities assistance to individuals in Johnson Housing and Community Development Commission January 18, 2018 Page 4 of 15 County. Reedus noted that about 70% of those assistance dollars go to Iowa City residents, the majority of support is to help to keep utilities going. As many know having one's utilities shut off is often the first step to homelessness, and once someone loses their housing it is very expensive to get them back in. Between visits individuals retain their housing by keeping their utilities on and the success rate is about 90%. In addition, what the Commission would be supporting is the operational support. Reedus stated they do fundraise for the direct assistance dollars, they receive donations from the Common Fund through the Council for Religious Consultation, as well as designations from fundraising to provide dollars as direct assistance. The Crisis Center provided about 1500 individuals last year through the emergency assistance program. Olmstead noted that the request from the Crisis Center is $48,268 and the average allocation from the Commission is $38,000. Olmstead said he was willing to change the allocation to $40,000, Harms and Vaughn agreed. Eastham noted he also recommended $40,000 and followed the idea this year of not allocating more money for all applicants than they were allocated last year because the amount of money this year will be about the same as last year. Reedus noted that last year they were originally allocated $40,000 but once the budget was complete there was a reduction and they received less. 4 C's Community Coordinated Child Care requested $20,000 and the average allotment is $14,267, it is a high priority for child care. No one from 4C's is at the meeting, but Vaughn noted it is a similar application to what they applied for the year prior. Lampkins suggested they allocated $15,000 since the average was close to that amount. All agreed with exception of Eastham who as stated before he based is allocations on demographics. Arc of Southeast Iowa is requesting $15,000 high priority for childcare services and medium priority for youth and disability services. Two commissioners allocated $15,000 the rest allocated $0. McKinstry doesn't feel it meets the threshold for a $15,000 grant and recommends a $0 allocation. All agreed. Hanes noted her original allocation was based on the diversity and range of individuals that Arc serves and the services provided. Big Brothers / Big Sisters has a request for $25,000 a high priority for mental health services and a medium priority for youth services. Jill Kromminga (Big Brothers / Big Sisters) stated their mission is to provide mentoring for children ages 6- 18 in the community, they serve 40% minority youth and take the safety of the children in the program very seriously. The relationships between the mentors and the children last an average of 18-24 months which is a minimum of 6 hours of one-to-one time for each child matched in the program. Olmstead noted the average allocation from the Commission was $15,000. Hanes suggested keeping the allocation at $15,000 and all agreed. Lampkins noted that what will likely happen is once other applicants are eliminated from funding it will free up money that can be redistributed. Domestic Violence Intervention Program is requesting $50,000, the average Commission allotment is $36,111, and it is a high priority for homelessness, mental health and domestic violence services and medium for youth services. Delaney Dixon (Assistant Executive Director, DVIP) stated they serve victims of domestic violence, whether they are man, woman or child, often come from the 24 hour crisis line and give them emergency shelter and outreach services. They served a little over 18,600 people last year and their application is for general operations so that they may maintain their crisis line and emergency shelter. Fixmer-Oraiz asked about DVIP funding cuts that have been sustained. Dixon stated that victim services in the last State Legislature session received a 26% cut and they are looking at another cut in the upcoming session which at that point puts DVIP in jeopardy of losing their federal match funds. That would be about $137,000 loss of funding. Housing and Community Development Commission January 18, 2018 Page 5 of 15 Fixmer-Oraiz noted that the Commission has talked about domestic violence in pass sessions and that is why it was moved to a high priority this year so she suggests the allocation be brought up to at least $40,000. All agreed. Eider Services Inc. requests $50,000 and the average Commission allocation is $19,556. It is a high priority in transportation and mental health services and medium priority in health and senior services. Rosemary Schwartz (RSVP Director) stated that transportation is one of the biggest items she deals with as she handles the medical transportation program. They use volunteer drivers to provide the services for those who need assistance getting to and from their medical appointments. This program is important as giving elderly the ability to get to and from their medical appointments helps with the overall healthcare costs as illness and treatments can be attended to at an earlier stage. This also allows for individuals to stay in their homes longer. In addition Elder Services provides the Meals on Wheels program, which also allows for elders to age and stay in their homes. Elder Services also provides counseling and caregiver services, they have a program at the University of Iowa where a person goes over and speaks to employees who have family members with healthcare issues to get them tapped into the resources that are available. They also do a lot of work with family members that live outside the city or in different states to provide services to their loved ones in Johnson County. The RSVP program is a volunteer program for seniors who would like to still have the ability to give back and become vital citizens by continuing to help with other seniors. The Iowa City volunteers specifically are of an unbelievable quality, there are doctors, lawyers, professors that assist and it is very important to keep those links of people to assisting the seniors. Eastham noted the application shows the clients served were just under 11 % clients of color and the city- wide residents of color is about twice that (20.5%). Schwartz stated that one of the things they have an issue with is some people do not know the services that they offer and they do work to continue to try to get to all the people they need to and for ways to increase the minority population in their services, and increase their marketing/publicity plan. Eastham asked what the publicity plan for the upcoming year will be. Schwartz said they have had some staff changes at Elder Services and they will take that opportunity to look at what they have been doing and look for areas of improvement. Sofia Mahaffey (Interim Executive Director) wanted to speak on the issue of getting services to all, she has been the Director of Community Health & Nutrition Programs at Horizons in Cedar Rapids for about two years and this is an issue that was brought to her early on in her tenure is why are they seeing the lower rates of people of color at Elder Services. After a year of work on this issue and consulting with Iowa State Extension is although the general population distribution may look like 20% when you consider the age range involved the senior population does not match that in terms of people of color. Specifically for Linn County it is significantly different. Eastham suggested they note that on their application in upcoming years. Conger noted that the application does not ask for that information so perhaps they will need to change add that to the application. Olmstead acknowledged that in terms of transparency he asked that his suggested allocation be removed from the list as he does receive services through this agency, medical transportation specifically, because SEATS and other transportation won't go out to West Branch where his medical doctor is located. Pardon asked about the number of volunteers listed in the application are all active, there are 450 volunteers listed. Schwartz said they are not all active, but that is the list of volunteers that are registered with them that they can reach out and use if needed. Schwartz stated that in the last six months there have been around 225 volunteers actively involved, used not only for medical transportation but also the Meals on Wheels program. Olmstead reiterated the request is for $50,000, Conger said the recommendation should be maintained at $20,000 even with the average dipping due to Olmstead's allocation removed from the equation. All agreed, Olmstead abstained. Housing and Community Development Commission January 18, 2018 Page 6 of 15 Four Oaks Family and Children's Services Iowa City has a request for $15,000 and the average allocation is $10,000. This is a high priority for transportation, child care and mental health services. No one from Four Oaks is present to promote their application. Vaughn does have a question on this application, even though no one from the organization is present to answer, she is concerned about their balance, their carryover balance is negative $93,000 which seems large and leads her to wonder about the viability of the program. Harms agreed with the same concerns. Eastham recalled that the program budget in the application was just for this requested program, the PAL program, whereas the overall agency budget appears to be more. Vaughn said the total budget listed is $160,725 and if they are already $93,000 in the red that is significant, even if it is just one segment of the overall large Four Oaks budget. Vaughn is still concerned as it in the past this program has struggled. It was agreed to come back to this application after all others were reviewed. Free Lunch Program is requesting $16,000 the average allocation is $15,111 and it is a high priority for homeless services. Eastham suggest an allocation of $15,000 since that is what almost everyone on the Commission allocated. Everyone agreed. Goodwill of the Heartland requested $15,000 and the average allocation was $3,333. This is a high priority for domestic violence and medium priority for employment training. Fixmer-Oraiz noted this application was tough, and she appreciated the range of services they offer and the diversity of population they serve. Olmstead shared his concern about their employment services and that they are still paying below minimum wage for some jobs for some people and doesn't feel that is acceptable, everyone has a right to a fair wage. Pardon pointed out that the application shows two employees making over six figure salaries. Lampkins suggested a $0 allocation and all agreed. HACAP is requesting $20,000. Christi Regan (Early Childhood Development Programs Manger) is representing the Head Start Program which is an early childhood program that serves children ages 3-5. Their goal and philosophy is they are preparing children and their families and the community for our children to be ready to enter into the public schools. It is a comprehensive whole look at each child, focusing not only on the educational aspect of the children but also the health, the nutrition, education, parent involvement, social services, and disability and mental health needs as all these play into a child being successful and ready to go to school. Parent involvement is highly integrated into their program, they are working with parents on a day-to-day basis on how to help their children to be ready to go to school. There are two parenttteacher conferences per year and two home visits per year where they are able to where they are able to individualize with the parent on how their child is growing and proceeding with getting ready to go to school. Regan said they offer a variety of screenings to make they can assess and determine if there are any factors in the child's health that would be detrimental to their involvement in being prepared to go to school. They complete assessments three times per year to assess where each child is at developmentally. With the funds HACAP is requesting from Iowa City is to be able to extend their services from 20 hours per week to 40 hours per week that a child would be eligible to attend Head Start. This is for the Iowa City Bloomington Site which is downtown on Bloomington Street and it is to offer full- day, full -year services for children. The premise is for families to also be self-sufficient, to use the opportunity to go to work or school full-time, affordable quality childcare is an issue for a lot of families. At Head Start services are provided at no cost to families, there are no fees and they provide all the supplies for the child so families can focus on what they need to be self-sufficient. They serve families that are at or below 100% the federal income guidelines. Housing and Community Development Commission January 18, 2018 Page 7 of 15 Vaughn asked about their funding, HACAP receives a grant of about $2.5 million and what the restrictions of that grant are. Regan said that is the Head Start grant and because Head Start is a federally funded program and services are a part-day/part-year services which is for 20 hours/week and nine months of service. HACAP is then dependent on other grants to be able to provide full-day/full-year services. Olmstead asked if all the teachers at HACAP are certified. Regan confirmed that all lead teachers are certified and are licensed teachers. For assistant teachers the minimum qualifications are they must have a Child Development Associates (CDA) credential and the target is for all to have an Associate's Degree (AA) in Early Childhood. Staff members have one year to meet the CDA requirement and HACAP assists staff members to help them reach that credential. Olmstead asked if HACAP serves children with disabilities and Regan confirmed they do. With the Head Start grant they have to provide a minimum of 10% of their children served to have a diagnosed disability. Regan added that 10% can be across all six counties they serve and they do have a close collaboration with Grantwood AEA who will refer families to the Head Start program knowing they have the staff with the qualifications and the ability to work with families and children with those disabilities. Eastham asked about employee salaries, and if all were above the $10.10 threshold. Regan confirmed they were, teachers that have the license are between $20 and $21 per hour, the assistant teachers that have an AA degree are paid $14.50 per hour and other non -teacher positions (i.e. onsite cooks) are around $13 per hour. Fixmer-Oraiz commented on the agency demographic overall and there are thousands served throughout all the HACAP programs and there are no transgender individuals listed. Regan said the when individuals apply for services within HACAP they select how they want to be identified on the application and transgender is an option. Vaughn suggested coming back to this application as there were four Commissioners that allocated zero dollars and five that allocated $15,000 so quite divided. Harms suggested that the large grant dollars made some feel HACAP was sufficiently funded, however after hearing from the representative it is all better understood why they need additional funding. At this point they will put an allocation of $15,000 and see how the numbers end up. Handicare is requesting $41,201 and the average allocation is $5,556, it is a high priority for childcare services. Eastham stated the request was to help only two children per year which is why he was not keen on this application. Vaughn agreed as did others and noted it is important for the monies to reach more people. McKinstry noted that Handicare provides high quality care for disable children so whether the $40,000 is aggregated over all the children or used to support two children shouldn't matter. Olmstead asked Staff about incomplete applications and feels the Commission should not even consider incomplete applications in the future. Lampkins suggested a zero dollar allocation and all agreed. Housing Trust Fund of Johnson County is requesting $24,000 and the average allocation is $17,889 and the priority is high for homeless services. Tracey Achenbach (Executive Director) noted they are the only certified housing trust fund in Johnson County and because of that have an opportunity to apply for State dollars each year but those State dollars require them to have a local match. Due to the generosity of the City Council of Iowa City and the Johnson County Board of Supervisors the Housing Trust Fund has been given the funds to be able to administer quite a bit of funding for affordable housing. None of the funding they receive from the County or the City can be spend on operations at all, it all goes out to the organizations. Therefore four times per year the Housing Trust Fund Operations Committee sits down to review what they haven't awarded to organizations and gets those funds distributed. They generally award what organizations request. Housing and Community Development Commission January 18, 2018 Page 8 of 15 Achenbach addressed the issue of race, she does not like to put down racial information on the application, she doesn't even like to ask it on applications to the organizations because they are already reporting that to the City or whoever their funder is and if the Housing Trust Fund reports the same numbers it is duplication. For example, in the case of The Housing Fellowship which receives a lot of the Housing Trust Fund money, 60% of their tenants are persons of color. Achenbach also mentioned that historically they were the only financial supporter of the Affordable Housing Coalition and helped that organization get started. They were also part of The Shelter House Fuse program initiative. Eastham noted the City (under the Council's direction) has begun doing a racial equity analysis of a number of City department programs and services and is in part why he thinks it is important for this Commission to obtain as much data as they can regarding racial composition of the programs they request supporting. Olmstead reiterated that the application is requesting $24,000 and the Commission allocation is $17,000. Eastham stated he would like to change his allocation recommendation to $15,000. Lampkins stated he would like the allocation to be $24,000 as it is for affordable housing, they do a lot of good work for other agencies, and it leverages a lot of other organizations. All agreed. IC Compassion has requested $20,000 and the Commission allocation averages $3,333, it is a high priority — food banks. Eastham recommended $15,000 as IC Compassion is a relatively new service for food distribution, they have a high participation from communities of color, and he feels important to support organizations that are doing housing and food security work. Fixmer-Oraiz also recommended $15,000 but questions if all that money is to purchase food and finds that limiting because they do many services (transportation, ESL). Conger agrees they do various services but IC Compassion doesn't seem very easy to get ahold of and have very limited hours. Lampkins suggest allocating zero dollars at this time since there appears to be little support Pardon changed her recommendation to $15,000 but only three Commissioners agreed to that support so the allocation is zero. IC Free Medical/Dental Clinic is requesting $15,000 and the Commission averaged an allocation of $13,333. It is a high priority for homeless & mental health and medium for health service, senior services, substance abuse services and youth services. Barbara Vinoarade (Executive Director) stated they offer a comprehensive range of outpatient medical and dental care for uninsured individuals in the community. They see a very diverse population and are seeing more non-English speaking people and are using many more interpreters that are working with them. They are also seeing more and more persons who are presenting with more complex medical conditions and they have a case management program that focuses on the population dealing with diabetes and heart disease. There is a great need for their services, they are in the process of hiring a 10 hour/week dental director) paid through an anonymous gift) which will be incredibly helpful as they have over 100 people at all times on their waiting list for the dental clinic. The Commission agreed to an allocation of $15,000 Inside Out Reentry Community is requesting $20,000 the average Commission allocation is $13,333. It is a high priority for homeless, transportation and mental health services, medium priority for employment training, health, substance abuse and youth services and subsistence. Lampkins again suggested an allocation of $15,000 since everyone on the Commission but one supported such an allocation. Everyone agreed. Housing and Community Development Commission January 18, 2018 Page 9 of 15 Iowa Jobs for American's Graduates (IJAG) was already discussed and an allocation of zero was decided but Carley Voltz (Director of Strategic Advancement) was present and spoke to the Commission. Voltz explained that IJAG was a state-wide organization and here in Iowa City they have four programs. They are unique in that they are a non-profit operating an elective course in middle and high schools around the State. In Iowa City they have a 9/10 grade program and an 11/12 grade program both at City and West High Schools. IJAG works with students that are struggling in many ways. IJAG builds relationships with the students, knowing that many of them have experienced trauma and work through trauma care. They have 49 programs throughout the State of Iowa and a few into Illinois, they have been around for 18 years and have a great track record. They have three sources of revenue, a small state allocation, 20% of IJAG income, and 30% from the school districts that they are in, and about 45% is the fundraising piece. Lampkins asked if IJAG has applied to the City before. Voltz said they did apply last year and she keeps working with Iowa City officials on how to get their students more involved and keep this program robust in the Iowa City area. Olmstead asked if they are service youth with disabilities, Voltz replied they are, on average in each classroom that makes up about 14%. Eastham asked about the instructors in the IJAG classes, if they are Iowa City Community School District teachers or provided by IJAG. Voltz said they are provided through IJAG and about 50% of them are Board certified teachers, the other 50% are qualified though an IJAG program. Those 50% are usually individuals trained in other professions that want to teach and are able to bring unique perspectives to the classroom. Olmstead asked about the precreation for the workforce and if there are certain areas they concentrate on. Voltz replied that it is based on student interest, they do look at labor market rates across the state and within the areas, but it really is student driven. Eastham asked how many students were participating in this program at City and West Highs. Voltz said there is about 200 students in their classrooms and about an additional 30 or 40 in follow-up, touching base with instructors at least once a month. Pardon requested to change her allocation request to $15,000 for IJAG. Everyone else asked to wait to see where the allocations are at the end and perhaps revisit this one. Iowa Valley RC&D (Grow: Johnson County) has a $20,000 request for a high priority for food banks and medium priority for youth services. John Boller (Program Director) said Grow: Johnson County is an educational farm initiative of Iowa Valley RC&D that is a hunger relief farm designed to provide healthy food access for those most vulnerable. They utilize 3'/ acres of land located at the historic Johnson County Poor Farm in Iowa City to produce fruits and vegetables, a variety of each, and exclusively donated to a number of food assistance programs in the County. They just finished their second growing season and they produced 20,500 pounds fresh fruits and vegetables that they donated to agencies. They partner with Table to Table, Grow: Johnson County harvests the food, Table to Table loads it on their trucks and distributes to the agencies. They are requesting funding to bolster their educational program, because that is the other strong tenant of what they are trying to do, it is more than just producing food but also to empower community members to grow food on their own. Scott Koepke is the Education Director and goes around to schools to teach soil science and aspects of growing. They conduct field trips to the farm as well. They would like to have summer internships for college students and perhaps even high school juniors and seniors and provide them with a stipend for the internships. Pardon asked about the ethnicities. Boller said those numbers are hard to obtain as they are producing product and delivering it to 13 different agencies who then distribute the product. Fixmer-Oraiz noted that she abstained from this allocation because she works for Iowa Valley RC&D Housing and Community Development Commission January 18, 2018 Page 10 of 15 The Commission agreed to remain at a zero dollar allocation at this time Neighborhood Centers of Johnson County is requesting $65,000 and the average Commission allocation was $35,537, it is a high priority for child care services and medium priority for disability services, health services, and senior services. Brian Loring (Executive Director) stated they are a community, neighborhood based organization that provides childcare and before and after-school programs in five different schools. Three of the programs are in southeast Iowa City, and also serving children in Hills, Lone Tree and North Liberty. There is also a parent support component to their programming where they do home visits for children's welfare, they also provide parent support and educational classes. In addition, Loring said they also have a community development aspect, looking not just at issues that impact individual families but also the community neighborhood. Fixmer-Oraiz questioned the FTEs listed on the application, 90.3 are listed and 57 are "others" and is curious what the "other" might be. Loring was not aware they were presenting it that way on the application and would have to look into that question. Fixmer-Oraiz also noted that the application shows a negative balance of almost $47,000. Loring explained they had three years where they ran deficits and then in FYI they did much better and this year is looking better as well so they are in the process of making up that three years of deficits. Eastham asked how many children are in the 3-5 year old preschool program. Loring said the total of children (ages 0-5) in early childhood programs is about 150 at the Broadway location and the two at Grantwood Elementary. Eastham asked what the charge was to parents to have children in the preschool program. Loring stated they receive grant funding through the Iowa Department of Education for most of the 3-5 year old programs so there is no fee for parents. They also accept childcare assistance vouchers for their birth to 3 year old daycare. Eastham asked if all the neighborhood daycare employees are paid a minimum of $10.10 per hour. Loring said the lowest paid staff members are paid $10.30 per hour. Olmstead stated that most of the Commissioners are in agreement of allocating around $30,000 - $40,000 to Neighborhood Centers with the average around $35,000. Lampkins suggested $40,000 because five of the Commissioners allocated between $40,000 - $45,000. All agreed. Pathways Adult Day Health Center is requesting $25,000, the Commission average allocation is $10,000, it is a high priority for mental health and medium priority for disability services, health services, and senior services. No one from Pathways was present to discuss the application. Lampkins recommended an allocation of $15,000 and majority agreed. Prelude Behavioral Services requested $20,000, the Commission average allocation was $8,889, and it is a high priority for mental health services and medium priority for substance abuse. Ron Berg (CEO) explained that Prelude was formally known as MECCA, they changed their name a few years ago. They offer substance abuse and addiction treatment services in Iowa City and also in the Des Moines area. Their services cover the full range of substance abuse needs, from outpatient to early intervention, they also offer prevention services, and half -way house services. Prelude also has a 12 -unit apartment building and the funding they are requesting is to support that. It is a project that was built in 2002 with CDBG funding and support and they work closely with the Iowa City Housing Services to get families connected with Section VIII housing vouchers. The support they are requesting is to cover the rent that Prelude doesn't charge the patients when they enter the transitional housing while they wait to get their Section VIII housing voucher approved. They put the patients on a 30% payment plan based on income. Olmstead asked if the main facility was over by Shelter House. Berg confirmed it was and that they also Housing and Community Development Commission January 18, 2018 Page 11 of 15 contract with Shelter House for their hot meals Vaughn noted that she felt Prelude has a very healthy balance sheet compared to other organizations with a budget of $8.3 million and collect fees of over $3 million. There is also a large grant of over $4.5 million with a healthy financial reserve. Eastham agreed. The Commission agreed to revisit this application after other funding was allocated. Rape Victim Advocacy Program (RVAP) is requesting $22,000, the average Commission allocation is $16,667, and it is a high priority for homeless and mental health services and a medium priority for health, domestic violence and youth services. Susan Junis (Assistant Director) stated the RVAP is an organization in Iowa City that serves an eight county service area, they work with victims and survivors of sexual abuse and harassment as well as their Mends, family and loved ones. All the services at RVAP are free and confidential and work under a trauma -informed model of care. That model is intended to lower as many barriers as they can so that people may seek services with their agency. RVAP is requesting funding for both their primary and direct services they provide in the Iowa City area. While they serve an eight county area, Johnson County accounts for over a third of their client base. Junis said they have prevention services that they operate in the schools, they go into junior and senior highs and provide evidence -based healthy relationship curriculums. They are also requesting money for direct services to help provide 24-hour crisis response to folks that have experienced sexual violence. In the State of Iowa a survivor of sexual violence is able to go to the emergency room and receive free medical care so part of the request is to fund part-time advocates to assist with the crisis response. Last year the State of Iowa cut the victim services budget by 26% which led to RVAP losing almost one-third of their budget and as a result the Iowa Sexual Abuse Hotline was entirely defunded so they need to be able to fill that gap. Olmstead asked if RVAP also serves men. Junis replied that they serve people of all genders. One in four women, one in six men, and one of every two transgender folks will experience sexual violence in their lifetime. Olmstead asked about children. Junis said they do serve children, they have one advocate who is specialized in working with children and the RVAP executive director is a former child therapist. Harms noted that the Commission allocation is close to $17,000 so suggests that be the allocation. Conger feels there is significant support across the Commission so could they just raise the allocation to $20,000. All agreed. Shelter House has a request of $50,000, the average Commission allocation is $40,922 and it is a high priority for homeless services and mental health services. Mark Sertterh (Associate Executive Director) stated they are a homeless assistance provider that provides a wide -array of services to people experiencing homelessness. The request is for Shelter operations, this is one of the few pots of funds that directly fund Shelter operations. Sertterh stated in the past year they served 874 individuals with 150 of those children and families. They serve men and women and families, they also serve approximately 20,000 meals to people that are in Shelter which includes breakfast and dinner. 60% of the people they served last year were people of color, there were three transgender identified last year. Sertterh added that HUD has finally stated that all people in need must be served regardless of gender identification, that has not been how HUD operated in the past, however Shelter House has always served all regardless of gender identification. Olmstead asked if Shelter House takes in people who are intoxicated by alcohol or drugs. Sertterh confirmed they do not with the exception of the winter shelter, however these requested funds will not be used for the winter shelter, and the City gives separate funding for the winter shelter. Pardon stated she would like to recommend $50,000 and the majority agreed. Systems Unlimited requested $27,500, the average Commission allocation was $1,833 and it is a high priority for transportation services. Housing and Community Development Commission January 18, 2018 Page 12 of 15 No one was present from Systems Unlimited to discuss the application. Lampkins stated all Commissioners but one allocated zero dollars so the allocation should be zero and all agreed. Table to Table requested $23,000, the average Commission allocation was $9,444 and it is a high priority for food banks. No one was present from Table to Table to discuss the application. There were five Commissioners that allocated $15,000 so it was agreed upon. United Action for Youth requested $48,246, the Commission average allocation was $28,780 and it is a high priority for homeless & mental health services and medium priority for youth services. Genevieve Anglin (Business Director & Grant Administrator) stated they work primarily with young people in junior high and high school with three major programs. There is a counseling program that is both billable (insurance funded) and grant funded that serves youth in Johnson County and several surrounding counties. There is a teen parent program and a homeless youth program which has been relying on GAP funding and the Federal Government had indicated they will no longer provide that GAP funding but after further discussion relented. Therefore the request is actually $10,000 less now that the GAP funding is once again secured. The third program is the youth development program, there is a youth center in downtown Iowa City, and there is also programs at a dozen different schools in the area. The request specifically from the City is for a match for the federal funding they receive. Additionally this summer they will be starting a new program and be assisting with transportation for sixth graders to come to the youth center. Eastham asked if they will provide transportation for sixth graders located in North Liberty. Anglin replied they are working on that, they wish they could but it is impossible because the transportation they provide is bus passes. Pardon noted there is $22,400 left as all allocations stand now but there are also a couple of agencies they noted they would revisit at the end. Lampkins suggested the $22,400 should be allocated to United Action for Youth. The majority agreed. Next the Commission looked at the overall allocations and discussed possible changes and agreed to keep the allocations for Prelude and Four Oaks at zero. Additionally they reduced the Neighborhood Centers of Johnson County allocation by $5,000 and increased the United Action for Youth allocation by $5,000. Eastham moved to recommend the following FY19 Aid to Agencies Budget Recommendation to Council, Fixmer-Oraiz seconded the motion and the motion passed 9-0. Agency FY19 HCDC FY19 Main Priority Recommendation 4 C's Community Coord. Child $15,000 High - Child Care Care Aro of Southeast Iowa $0 High - Child Care Services, Medium - Youth and Disability Services Best Buddies International, Inc. $0 Medium - Disability Services Big Brothers / Big Sisters $15,000 High - Mental Health Services, Medium - Youth Services Crisis Center of Johnson $40,000 High - Homeless and Mental Health Services County and Food Banks Domestic Violence Intervention $40,000 High - Homeless, Mental Health and Domestic Program Violence Services, Medium -Youth Services Housing and Community Development Commission January 18, 2018 Page 13 of 15 Elder Services Inc. $20,000 High - transportation & Mental Health Services, Medium - Health & Senior Services Four Oaks Family and $0 High - Transportation, Child Care and Mental Children's Services Iowa City Health Services Free Lunch Program $15,000 High - Homeless Services Goodwill of the Heartland $0 High -Domestic Violence, Medium - Employment Training HACAP $15,000 High - Childcare Services Handicare $0 High -Childcare Services Housing Trust Fund of JC $24,000 High - Homeless Services IC Compassion $0 High - Food Banks IC Free Medical/Dental Clinic $15,000 High - Homeless & Mental Health, Medium - Health Service, Senior Services, Substance Abuse Services, Youth Services Inside Out Reentry Community $15,000 High - Homeless, Transportation and Mental Health Services Medium - Employment Training, Health, Substance Abuse and Youth Services and Subsistence Payments Iowa Jobs for American's $0 Medium - Employment Training and Youth Graduates (IJAG) Services Iowa Valley RC&D (Grow: $0 High - Food Banks, Medium - Youth Services Johnson County) National Alliance on Mental $0 High - Mental Health Services Illness of Johnson County Neighborhood Centers of JC $35,000 High - Child Care Services, Medium - Employment Training & Youth Services Pathways Adult Day Health $15,000 High - Mental Health, Medium - Disability Center Services, Health Services, Senior Services Prelude Behavioral Services $0 High - Mental Health Services, Medium - Substance Abuse Services Rape Victim Advocacy Program $20,000 High - Homeless and Mental Health Services, Medium - Health, Domestic Violence and Youth Services Shelter House $50,000 High - Homeless Services, Mental Health Services Systems Unlimited $0 High - Transportation Services Table to Table $15,000 High - Food Banks United Action for Youth $27,400 High - Homeless & Mental Health Services, Medium - Youth Services Total Request: $376,400 Lampkins moved that if the actual allocations are within 20% of the proposed budget, Increases and decreases will be prorated amongst all awarded applicants. If more than 20% change, HCDC will reconsider recommendations. Fizmer-Oraiz seconded the motion and the motion passed 9-0. CONSIDER THE HOUSING FELLOWSHIP'S REQUEST FOR CHANGE OF USE OF THE FY18 HOME ALLOCATION: Hightshoe noted that the Housing Fellowship withdrew their request so the Commission does not need to decide on this item at this time, the $100,000 will go into the FY19 pot of money to be allocated. Housing and Community Development Commission January 18, 2018 Page 14 of 15 Hightshoe noted that the language the Commission voted for in the rental agreement disclosure form will need to be changed due to some zoning code changes. The CDBG HOME applications are due January 19, 2018 at noon so as soon as they are all received Hightshoe will distribute them to the Commission. Hightshoe gave a Best Health update, the City has about $14,000 left in the planning dollars that needs to be spent by June so they are will hold weekly activities in the Broadway neighborhood due to its proximity to Whetherby Park and Pepperwood Plaza. Fixmer-Oraiz suggested they talk about the Location Model in more detail and devote some time to it. Hightshoe said that topic is typically on the agenda in May after the allocation cycle is complete. Harms moved to adjourned. Eastham seconded, a vote was taken and the motion passed. Housing and Community Development Commission Attendance Record 2017-2018 Name Terms Exp. 1/19 2/9 2116 3/7 4120 6/15 8/17 9121 10/30 11/16 1/18 Conger, Syndy 7/1/2018 X 0/E X X X X X X X O/E X Eastham, Charlie 7/1/2020 --- --- --- --- --- --- X X X X X Fixmer-Oraiz, Vanessa 711/2020 --- --- --- --- --- --- X X X X X Harms, Christine 7/1/2019 X X X X X X X X X X X Lamkins, Bob 7/1/2019 X O/E X X O/E X X O/E X O/E X McRinstry, John 7/112020 X X X X O/E X X X X X X Olmstead, Harry 7/1/2018 X X X X X X X X 0/E X X Padron, Maria 7/112018 --- --- --- --- --- •-- O/E X X X X Vaughan, Paula 7/1/2019 X X X X X X X X X 0/E X Ker. X = Present O =Absent O/E =Absent/Excused --- = Vacant or prior commissioner Kirk Lehmann From: Ron Berg <rberg@preludeiowa.org> Sent: Friday, May 18, 2018 3:08 PM To: Kirk Lehmann Subject: comment on FY 19 action plan Kirk, I would like to suggest that additional funds be directed to Prelude to support out transitional housing services. Prelude has enjoyed support from the City of Iowa City for many years. Managing a total loss of funds from a long term supporter is difficult. In addition, we are in the midst of an opioid epidemic and eliminating funding from the area community based addiction treatment agency seems ill advised at this point. Finally, there was concern during the initial review of the funding that Prelude is a large agency and could absorb a funding cut. In response, I would indicate that we do not yet have a reserve built to the level recommended for not-for- profit corporations, and given the financial stresses caused by Medicaid changes in Iowa we cannot easily accept any level of funding reductions. Thank you for your consideration of my comments. Ron Berg 4) Ron Berg CEO 430 Southgate Ave I lowe City, IA 52240 P 319 351.4357 1 F 319.2ea_3826 rbergapreludeiowa.org www.preludeiowa.org PRELUDE 8614AVIORAL SERVICES NOTICE: This e-mail, including attachments, is the property of Prelude Behavioral Services, is covered by the Electronic Communications Act, is confidential and may be legally privileged. If you are not the intended recipient, you are hereby notified that you are prohibited from retaining, disseminating, distributing, or storing this communication on any media. Please reply to the sender if you have received this message in error and immediately delete it. Thank you. war®M� CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319(356-5000 (319)356-5009 FAX www.icgov.org Late Handouts: Information submitted between distribution of packet on Thursday and close of business on Friday. Regular Agenda: Item 8. FY19 Aid to Agency— See additional information Item 9. Approval of CDBG/HOME budget — See additional information CITY OF IOWA CITY MEMORANDUM Date: May 25, 2018 To: Geoff Fruin, City Manager From: Tracy Hightshoe, Neighborhood & Development Services Director Re: May 29 City Council Agenda Items #8 & 9 Last night, the Housing and Community Development Commission (HCDC) met to reconsider their Aid to Agency, Community Development Block Grant (CDBG) and ,HOME recommendations as the City received increased funding from the U.S. Department of Housing and Urban Development. The City may allocate an additional $67,000 for CDBG eligible activities. HCDC recommended that $16,000 be allocated to Prelude Behavioral Services, maximizing the amount the City can allocate to public service activities, and $51,000 to the Arthur Street Healthy Life Center. After adjusting for HOME administration and program income estimates, the City will budget $185,000 to HOME eligible activities that will necessitate an immediate funding round. HCDC recommended placing these funds in the Other Housing Activities category. Staff will initiate a funding round for HOME eligible housing activities and HCDC will formulate a recommendation for these funds subject to Council approval. No additional action from HUD will be required. Attached to this memo is Exhibit A for Council agenda item #8 — FY19 Aid to Agency and Appendix B for Council agenda item #9 — Approval of the CDBG/HOME Budget. Staff will be present for any questions. i Prepared by: Kirk Lehmann, Neighborhood Services, 410 E. Washington Sl., Iowa City, IA 52240 (319) 356-5230 RESOLUTION NO. 18-177 Resolution adopting Iowa City's FY19 Annual Action Plan which is a sub -part of Iowa City's 2016-2020 Consolidated Plan (CITY STEPS) Whereas, the U.S. Department of Housing and Urban Development (HUD) requires the City of Iowa City, Iowa, to prepare and submit the FY19 Annual Action Plan as part of the City's 2016- 2020 Consolidated Plan (CITY STEPS) to plan the use of federal funds to assist lower income residents with housing, jobs, public facilities, and public services; and Whereas, the Iowa City Housing and Community Development Commission has held a series of meetings regarding the use of federal Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) funds for City of Iowa City FY19; and Whereas, the City has disseminated information, solicited public input, and held a public meeting on the FY19 Annual Action Plan; and Whereas, the FY19 Annual Action Plan contains the allocation of CDBG and HOME funds attached hereto as Appendix B (there is no Appendix A attached); and Whereas, the Iowa City Housing and Community Development Commission has recommended that Appendix B be approved; and Whereas, adoption of the FY19 Annual Action Plan will make Iowa City eligible for federal and state funds administered by the U.S. Department of Housing and Urban Development; and Whereas, the City Council finds that the public interest will be served by the adoption of the FY19 Annual Action Plan and submission to the U.S. Department of Housing and Urban Development. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The City of Iowa City FY19 Annual Action Plan, containing the allocation of CDBG and HOME funds attached hereto as Appendix B, is hereby approved and adopted. 2. The City Manager is hereby designated as the Chief Executive Officer and authorized to act on behalf of the City of Iowa City in connection with the FY19 Annual Action Plan. 3. The City Manager of Iowa City is hereby authorized and directed to submit the City of Iowa City FY19 Annual Action Plan to the U.S. Department of Housing and Urban Development, and is further authorized and directed to provide all the necessary certifications or documents required by the U.S. Department of Housing and Urban Development. 4. The City Manager is hereby authorized to execute, terminate, or amend CDBG and HOME Agreements executed in connection with the allocation of public funds with sub- Resolution No. 18-177 Page 2 recipients, Community Housing Development Organizations (CHDOs), or other legal entities. Passed and approved this 291" day of May, 2018. Attest: City Cll erk *L&Z L Mayor City Attorney's Office Resolution No. 18-177 Page 2 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: x x x' x x x ABSENT: x Botchway Cole Mims Salih Taylor Thomas Throgmorton Appendix B FY19 Homeowner Housing Comprehensive rehabilitation $ 235,000 $ 90,000 22 Households/ CDBG HOME Facilities Project Planned activities NA Award Award Assisted I $100,000 Aid to Agencies Shelter House $ 50,000 NA 1,100 Low -Mod Clientele Public Aid to Agencies NCIC $ 23,700 NA 120 Services/Facilities Aid to Agencies DVIP $ 40,000 NA 300 City of Iowa City- South Dist. Part. Arthur Street Healthy Life Center $ 51,000 NA 1,000 $ 34,000 NCJC Siding Improvement $ 41,000 NA 500 Neighborhood and Area Neighborhood Improvements Set Aside $ 75,000 NA 300 Benefits Homeowner Housing Comprehensive rehabilitation $ 235,000 $ 90,000 22 Rehabilitation THF- CHDOOperating NA $ 21,000 NA THF - Rental Acquisition $ - $100,000 1 Habitat for Humanity - Ownership $ - $ 80,000 2 Other Housing Activities MYEP - Rental Acquisition $ - $ 75,000 3 Successful Living- Rental Acquisition $ - $194,000 15 City of Iowa City- South Dist. Part. $ - $100,000 4 Prelude -Transitional Housing Impr. $ 34,000 NA 12 Other Housing Activities $ - $185,000 TBD Economic Development Economic Development Set-aside $ 50,000 NA 2 CDBG and HOME CDBG Administration $145,637 NA NA Administration/Planning HOME Administration NA $ 66,522 NA 3,351 Publication Notice Iowa City Press Citizen Friday, May 11, 2018 Notice of Rescheduled Public Meeting FY19 Annual Action Plan The Iowa City City Council is rescheduling its public meeting originally scheduled for May 15, 2018. Instead, City Council will hold a public meeting, accept comments, and consider approval of Iowa City's FY19 Annual Action Plan on May 29, 2018. The meeting will be held at Emma Harvat Hall, 410 East Washington Street at 7:00 p.m. The Annual Action Plans are a portion of Iowa City's Consolidated Plan (a.k.a. CIN STEPS). The Annual Action Plan includes information on the proposed use of Community Development Block Grant (CDBG) and HOME Investment Partnership (HOME) funds for housing, jobs, and services for low -moderate income persons. The Annual Action Plan outlines proposed activities and their budgets for the fiscal year starting July 1, 2018. Copies of the plan are available from the Neighborhood and Development Services Department, 410 East Washington Street; the Iowa City Public Library, 123 S. Linn Street; or on Iowa City's web site (www.icgov.org/actionplan). Additional information is available by calling 319-356-5230. Comments may be submitted in writing to the Neighborhood and Development Services Department at the address above or by email to Kirk-Lehmann@iowa-city.org. If you require special accommodations or language translation please contact Kirk Lehmann at 356-5230 or 356-5493 TTy at least seven (7) days prior to the meeting. C:\Users\jvoparilWppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\XQQ08UC5\Public Meeting Reschedule Notice AAP.doc 'r1 CITY OF IOWA CI ^� COUNCIL ACTION REPO 05-2�9-18 May 29, 2018 Consider a resolution adopting Iowa City's FY19 Annual Action Plan which is a sub -part of Iowa Citv's 2016-2020 Consolidated Plan (CITY STEPS Prepared By: Kirk Lehmann, Community Development Planner Reviewed By: Erika Kubly, Neighborhood Services Coordinator Tracy Hightshoe, Director of Neighborhood and Development Services Geoff Fruin, City Manager Fiscal Impact: Federal HOME and CDBG entitlement funds, program income, and uncommitted or returned CDBG and HOME funds Recommendations: Staff: Approval Commission: Housing and Community Development Commission recommended on April 19, 2018 subject to corrections noted in this memo. HCDC to submit revised recommendations for increased funding after their May 24 meeting. Attachments: Resolution 3-15-18 HCDC Minutes Prelude Behavioral Services Comments Executive Summary: The City receives Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) funds annually from the U.S. Department of Housing and Urban Development (HUD). To receive these funds, the city must submit an Annual Action Plan, describing the projects and activities proposed for funding within 60 days of HUD finalizing the FY19 funding amounts. The complete draft Annual Action Plan is available at www.icgov.org/actionplan. At the time of this submittal, the City has received one comment from Prelude Behavioral Services. The U.S. Department of Housing and Urban Development finalized the CDBG and HOME award amounts in early May increasing Iowa City's entitlement amounts by 25% (CDBG —16%a, HOME — 36%). As the increase overall was more than a 20% increase, HCDC must review their recommendations. HCDC will be reviewing their recommendations at their May 24, 2018 meeting and those recommendations, identified in Appendix B, will be distributed as a late handout. A public meeting and resolution considering approval of the FY19 Annual Action Plan, which formally allocates the City's CDBG and HOME funds, will be held at the City Council meeting on May 29, 2018. Background / Analysis: Applications for CDBG and HOME funds were received in January. The Housing and Community Development Commission (HCDC) held a question/answer session with the applicants on February 15, ranked the projects, and met on March 15 to formulate funding recommendations. Based on these recommendations, staff drafted an Annual Action Plan. The draft plan was made available to the public on April 13, and HCDC reviewed the draft plan at their April 19 meeting. HCDC recommended the plan subject to corrections which have been made, including adding Johnson County SEATS as a partner of the City; adding information about the expected initial CITY OF IOWA CITY COUNCIL ACTION REPORT rents and sales prices for units; noting the use of the racial equity impact model for home sales; and integrating the Affordable Housing Action Plan's recommended 15 actions. In addition to increased HOME and CDBG funding, the City has had a repayment of HOME funds totaling $71,000. There is now an additional $67,000 in CDBG funds and $238,000 in HOME funds to allocate. The Annual Action Plan is due to HUD by June 30, 2018, but Council has only one remaining meeting in May. Due to the quick turnaround, staff is providing a funding recommendation for HCDC to consider. For the increase in CDBG funds, staff recommends allocating funding for the following projects: • $16,000 in Aid to Agencies funds to Prelude Behavioral Services; • $51,000 in Public Facilities funding to the unfunded Arthur Street Healthy Life Center project. For the increased HOME funds, staff recommends initiating another funding round immediately. While the City will not be able to complete the round before June 30, the City can dedicate funds to the "Other Housing Activities" project to be administratively approved once those activities are known, reviewed by HCDC, and approved by City Council. HCDC will consider staffs recommendation or formulate their own at their May 24 meeting. Staff distribute such recommendation with the late handouts and will be present at City Council's May 29th meeting for any questions. A1:Pj11�: HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 15, 2018 — 6:30 PM SENIOR CENTER, ROOM 202 FINAL MEMBERS PRESENT: Syndy Conger, Charlie Eastham, Vanessa Fixmer-Oraiz, Christine Harms, Bob Lamkins, John McKinstry, Harry Olmstead, Paula Vaughan MEMBERS ABSENT: Maria Padron STAFF PRESENT: Sue Dulek, Stan Laverman, Kirk Lehmann OTHERS PRESENT: Maryann Dennis. Brian Loring, Ron Berg, Angel Taylor, Ashley Gillette, Carla Phelps, Maryann Dennis, Kari Wilken, Roger Goedken, Roger Lusala, Scott Hawes, Sara Barron RECOMMENDATIONS TO CITY COUNCIL: By a vote of 7-1 (Eastham dissenting) the Commission recommends to the City Council the following FY19 Community Development Block Grant and HOME Investment Partnership Program Funding: Housing Requested Amount CDBG Recomm. HOME Recomm. The Housing Fellowship Operating $25,000 NA $21,000 Habitat for Humanity Ownership $80,000 $0 $80,000 Mayor's Youth Rental Acq. $75,000 $0 $75,000 Successful Living Rental Acq. $310,000 $0 $194,000 The Housing Fellowship Rental Acq. $100,000 $0 $100,000 Prelude Rental Rehab. $82,010 $34,000 NA City of Iowa City Rehab./Resell $100,000 $0 $100,000 Unlimited Abilities Rental Acq. $200,000 $0 $0 Subtotal $972,010 $34,000 $570,000 Public Facilities Arthur Street Healthy Living Center $100,000 $0 NA NCIC—Siding Rehabilitation $51,467 $41,000 NA Subtotal $151,467 $41,000 $0 Total $1,123,477 $75,000 $570,000 By a vote of 8-0 the Commission recommends to the City Council that should federal funding not be within 20 percent of FYI grant amounts, then the HCDC will review the allocations. Otherwise, staff will proportionally adjust funding as needed to match the CDBG and HOME grants for FYI 9. Housing and Community Development Commission March 15, 2018 Page 2 of 9 CALL MEETING TO ORDER: Olmstead called the meeting to order at 6:30 PM. APPROVAL OF THE FEBRUARY 15. 2018 MINUTES: Eastham moved to approve the minutes of February 15, 2018. Harms seconded the motion. A vote was taken and the motion passed 7-0 (Conger not present for vote). PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: Maryann Dennis (The Housing Fellowship) wanted to announce that their project, Del Ray Ridge Limited Partnership, was awarded low-income housing tax credits yesterday at the Iowa Finance Authority Board meeting. The Board received 29 applications, 12 of which were approved. Dennis reminded the Commission that they recommended to the Council that they receive the $330,000 that they set aside and now they will move forward to build at 628 South Dubuque Street with 33 units, 29 affordable and 4 at market value, 4 will be ADA compliant and 1 will be adapted for visual impaired and the income targeted is 60/40/30 percent of median income. Overall it will be $6.5 million project. (HOME) FUNDING -APPLICATIONS AVAILABLE ONLINE AT http://www.icgov.orplactionplan: Lehmann used a spreadsheet to track the discussions and keep track of the recommended amounts. He noted there was extra monies available, they thought they would have $570,000 total to allocate, and it will actually be $645,000 total. $570,000 in HOME funds and $75,000 in CDBG. Eastham noted he had submitted a revised scoring criteria and funding recommendations. Lehmann noted he updated the funding recommendations but did not realize the scoring criteria had been revised. Eastham noted he revised the scoring criteria for the Systems Unlimited application, he changed the score from 17 to 66. Lehmann made that change on his spreadsheet. Eastham suggested beginning the review by looking at the CDBG funds and reviewing those applications by the highest score and going on from there, everyone agreed. Olmstead began with review of the Arthur Street Healthy Living Center Project. Eastham noted he gave it a score of 66 but does feel it is an interesting project, but to him since it is a privately -owned entity it will be subject to property taxes and he suggests the applicant and the City, with this commission's encouragement, look at a property tax abatement method of doing the necessary financing. Olmstead asked how much extra the Commission had, Lehmann replied an extra $75,000 for HOME. CDBG is still only $75,000 total to allocate. Eastham moved that no CDBG allocation be made to the Arthur Street Healthy Life Center but that City Council considers offering tax abatement for the same services as a for-profit provider. McKinstry seconded the motion. Olmstead echoed this motion believing it was a great idea Housing and Community Development Commission March 15, 2018 Page 3 of 9 A vote was taken and the motion passed 8-0. Olmstead moved to the next application, the Neighborhood Centers of Johnson County (NCJC) siding project, which has a median proposed allocation of $42,000 and an average of $43,400. The request of $51,467. Conger asked about the proposal and noted there was mention of going with a less expensive siding so on that basis allocated $30,000. Brian Loring (Neighborhood Centers of Johnson County) said they would not change out the siding completely but might do some of the unexposed sides in a cheaper siding. He would have to talk with the contractor on that and what it would look like in total cost. McKinstry feels that the allocation has to be higher than $30,000 to achieve the project, it is a high need category and a great organization. Lamkins agreed, noting that using cheaper siding now would result in replacement needed sooner, so better to go with a higher quality product now. Eastham feels the organization can do some fundraising or use other funds to contribute to the project as well. Olmstead moved to the Prelude — Transitional Housing Upgrades project, Lehmann noted the median proposed allocation is $29,000 and the average is $23,800. Vaughn noted that the City is the only entity that will fund this type of project for Prelude, it is not necessarily something people will get excited about and fundraise for, and so for that reason feels the funding is important. She questioned the water heaters and if the type of water heater purchased might alter the total cost. Ron Berg (CEO Prelude) noted the project is for carpeting and stair trends in the transitional housing and replacing the water heater that serves all 12 apartments. They would like to replace that with two or three tankless heaters that would be installed in sequence as the advantage to having a couple tankless in sequence is if one goes down there can still be some hot water in the building. He stated that the total cost of the project is pretty split between the floors and water heaters, the water heaters will cost $34,665. Vaughn asked about the carpet cost and the architect fee. Berg said the cost estimates came from the architects and when they go out to bid the architects would prepare the bid documents, collect them and make sure all requirements are met. However after learning that they will not have to go out for construction sealed bids, the cost will decrease and the architect fee will not be needed. Harms asked about prioritizing and if the Commission was only able to award partial funds, how would Prelude prioritize carpet over the water heater. Berg said he would move forward with the water heater first. Harms recommends $41,000 to NCJC and $34,000 to Prelude so it would allow at least for the purchase of the water heater. Vaughn agreed. All other Commissioners agreed. Olmstead moved onto the HOME Eligible allocations. First is The Housing Fellowship — CHDO Operating. The median proposed allocation is $21,000, the average is $21,400 and the request is $25,000. Eastham believes the maximum available is $21,000. Lehmann confirmed. Therefore Eastham suggests an allocation of $21,000, all are in agreement. Olmstead moved on to the Habitat for Humanity — Homeownership request. The median was $70,000 with an average of $62,000 and the request was $80,000. Eastham suggests an allocation of $80,000 due to the additional funds now available and therefore would allow for the purchase of two lots. Vaughn agreed as did the rest of the Commission. Housing and Community Development Commission March 15, 2018 Page 4 of 9 Olmstead next discussed Mayors Youth Empowerment Program — HOME Acquisition. $75,000 was the median, $75,000 was the average and the request was $75,000. He noted that it appears everyone is in agreement for $75,000. Next is Successful Living —four new rental houses. Olmstead noted $155,000 is the median, $124,200 is the average and the request is for $310,000. Eastham noted his allocation was based on a response to Tracy Hightshoe's recommendation to not allocate funding for housing acquisition projects that are proposing to not acquire all the buildings within the coming program year. However he would like to come back to this application after reviewing the rest. Olmstead and others agree. Lehmann noted he will put the allocation at $155,000 since that seems to be the median and use that as a marker as the other applications are discussed. All agree. Olmstead moved on to The Housing Fellowship — Rental. The median is $100,000 the average is $96,000 and the request was $100,000. Eastham suggested moving forward with the $100,000 allocation and all agree. Next is the City — South District Home Investment Partnership. Olmstead stated the median was $86,000 the average was $57,200 and the request was $100,000. Eastham noted this project proposes buying two duplexes for housing units on Taylor and Davis Streets and doing modifications and then selling those units as owner occupied. The application states that the City would purchase duplexes that are now being rented and Eastham looked at the 2010 Census for the race and ethnicity for residents on Taylor and Davis Streets and it appears 38% of residents on those two streets are black or African American households and that is about six times the City-wide average. Eastham stated that the City Council is in the process of adopting a racial impact toolkit for the purpose of making sure City policies and practices have a racially neutral impact across the community and he does not see this proposal as conforming to that upcoming City Council goal. He also does not see this proposal as being fair for black or African American households; if Staff is convinced there is an overriding policy need for decreasing the proportion of rental households in parts of the community, there are plenty of other streets in this neighborhood that have a more balance of white, African American and Hispanic households closer to that of the city. Eastman also notes the houses are being sold to homebuyers and it has been documented that black and African American households have a harder time obtaining financing than white households. Therefore, he does not feel this proposal passes the test of a reasonable treatment of African American households. Vaughn noted that if the houses are for sale, then anyone can buy them. Eastham agreed but the notion is that the City is interjecting themselves into the process. Vaughn is questioning how the racial piece comes into play. Conger agreed. Eastham said the African American households are being displaced. Lamkins noted that these programs do help with lower -affordable housing purchasing options and is similar to the UniverCity Program. The City will purchase these homes, go in and upgrade them and not pass that charge onto the buyer so they will get a pretty nice home way below the market price. McKinstry noted he lives in a neighborhood where the UniverCity Program worked, the Northside, and within a couple blocks of his house there are a number of these homes that he thinks created a significant positive impact in the neighborhood with increased stability, so he feels there is a positive social good in the program. He understands Eastham is saying that perhaps up to four African American families may be displaced out of their rentals, and that the people who buy the homes are less likely to be African American due to financing challenges, but McKinstry wonders how to avoid that racial bias. Eastham believes they could choose different streets, and not two streets that are predominately occupied by African Americans. Conger believes one of the purposes of this program is neighborhood stabilization in the sense of too many rentals in one area. Housing and Community Development Commission March 15, 2018 Page 5 of 9 Lamkins disagrees that this would be discrimination against African American and based on the numbers he feels there is more likelihood an African American family would purchase the four homes as well. Harms feels that if this was put in an all -white neighborhood it could be seen as stabilizing only white neighborhoods which could also be discrimination. Eastham noted it should be done on streets that have a better mix of white, African American and Hispanic residents, not in a just white neighborhood. Harms added that worst case scenario is if all four homes are purchased by white families it will actually help diversify those streets. Eastham is not worried about diversification he is worried about displacement. Stan Laverman (City of Iowa City) stated that one of the reasons they chose Taylor and Davis Streets is because of the high concentration of rentals, the number of nuisance complains, and the success they have seen with UniverCity Programs to stabilize neighborhoods. An example is Douglass Court where there were able to go in and purchase a few homes there and really turn that neighborhood around. Laverman noted that Taylor and Davis are the two streets that need stabilization, and they are looking at houses where the occupants have been transient in nature, not looking at acquiring homes that have had long term tenants. Eastham asked if those occupants that are transient primarily black. Laverman could not say, he cannot affirm nor deny, they have not looked at that data; they were looking more at types of landlords they would like to incentivize to sell. Eastham asked why they cannot look at other streets that are more diverse. Laverman said due to the ratio of rentals the Taylor and Davis area is the place to start because it would get the most bang for the buck. Lehmann added that those two streets also had more nuisance complaints than other streets. Eastham stated then because those two streets are majority transient and have the most nuisances the City wants to move blacks out of there. Laverman stated that was not at all what he was saying, those are facts and reasons to stabilize the neighborhood. McKinstry said the focus needs to be on what good the program will do for the neighborhood and weigh that against if some families will be displaced. Harms noted that no matter where this happened in the city that would be true. Lamkins agreed and feels it is a good program for neighborhood stabilization and the UniverCity Program has proven to work over the long term. Conger noted she is not discounting Eastham's concerns and feels it should be in the Commission purview when looking at applications. She would like to move forward in terms of funding while still addressing the concern. She asked if Eastham was against funding this program completely. Eastham noted that if the supposed purpose of reducing the percentage of rental occupied housing in an area can be accomplished without the cost of displacing people of color he is in favor, so the program could be done on other streets and in other areas so it won't have the racial disparity. Fixmer-Oraiz noted that if the current landlords decide to sell the duplexes, they would be displacing these tenants as well, so fails to see the difference. Laverman added it is not just the stabilization of the neighborhood, it will be four families that will be able to buy a home who wouldn't likely otherwise be able to buy a home. Eastham still feels that can be done in other areas in such a way. Lamkins understands Eastham's argument however the only way to accomplish what he wants, creating affordable home buying opportunities for African Americans is to target that group which cannot be done when selling houses. Lam kins recommends allocating $100,000 to this project. Majorityof the Commission agrees. Olmstead notes that this issue is important and wonders if City Council could request that staff might look at the effects of this program in terms of racial impacts. Conger notes that she would like the City to arrange some sort of follow up study or check in to see what has happened to the housing and the neighborhood. Vaughan suggested potentially expanding the study to all neighborhoods and how stabilization has worked overall for the City. Housing and Community Development Commission March 15, 2018 Page 6 of 9 Eastham adds that it makes sense for City Council to analyze this project using the available racial equity toolkit. Staff already has access to these analytical tools, and the City is focusing on racial equity. Conger notes that would be a piece of the analysis, but that she hopes it wouldn't be the whole follow up. Conger wants to be sure the City looks at neighborhood and housing improvement as well. Fixmer-Oraiz notes that she's not sure what the Commission wants to motion. She suggests having the City evaluate the impact of this project, and one of the ways to do this is using the racial equity toolkit. Lamkins states what exactly did the Commission want staff to do, evaluate just this project or all neighborhood stabilization efforts? Fixmer-Oraiz said she's surprised a study has not already been done regarding stabilization for other neighborhood stabilization programs. Conger asked whether the City has done other studies already. Laverman noted that staff has looked at other neighborhoods for stabilization, such as the Douglass Court area, however it is important for the City to be able to justify actions in these neighborhoods and not take credit for everything good that happens in the neighborhoods just because the City had some interaction in the neighborhoods. They keep track of areas with nuisance complaints, and realized with the new occupancy standards there will be a lot of revisiting of these issues over the next few years. Eastham suggests that the study be confined to the South District Partnership rather than the City at -large. Fixmer-Oraiz agrees. Olmstead adds that the City Council will receive a copy of these minutes, so they should have an understanding of this discussion. Conger moved that City Council have staff analyze the neighborhood stabilization and racial equity impacts of the South District Partnership as it is carried out, including the use of the racial equity toolkit. McKinstry seconded. A vote was taken and the motion passed 8-0. Olmstead moved on to Unlimited Abilities, the median was $65,000 average was $67,000 and the request was $200,000 Fixmer-Oraiz noticed the scoring was for this application was low and was curious why Eastham changed his allocation. Eastham noted he sees this application as basically a MYEP, a home for people with special needs, specifically for people with intellectual disabilities. Their application was to buy one home entirely using City funds, so given the total amount of money available for all applications, to fund Unlimited Abilities as they attempt to establish a group home agency is something he feels he can support for one home initially using City funds for down payment and financing the rest through private mortgage lenders. He realizes it is a new program and not established like MYEP but he does think the federal money available to the City should be used to help establish new organizations where there is a need. Angel Taylor (Unlimited Abilities) came forward to answer questions. The home would be for adults with disabilities so the funding to support the residents would come from Medicaid. McKinstry noted that with cuts in Medicaid funding that may not be sufficient. Eastham is not concerned about the Medicaid issues, he feels they have a plan in place to achieve enough income from the three to four residents in this one house. Taylor confirmed they do have private funding sources as well. Taylor stated the request was for $200,000 howeverjust to get enough for a down payment would be helpful and they can look to a private lender for the rest. Fixmer-Oraiz agrees with using funds to support start-ups, especially where there is a need such as housing for adults with disabilities, however her concern is the application asked for $200,000 and stated Housing and Community Development Commission March 15, 2018 Page 7 of 9 the City was the only source for funding, and then now saying they could seek funding elsewhere is confusing. Lamkins is fine with leaving the $39,000 in the Unlimited Abilities allocation, he also likes the idea of supporting a start-up, but also would be okay with putting those funds into one of the other two larger project applications, like Successful Living. Lehmann noted that HOME funds cannot fully fund a project, at least 25% must be matched so the Commission could not allocate the entire award to fully purchase the home. Vaughn asked if there would be 24/7 staffing at the Unlimited Abilities home. Taylor said it would be 24/7 staffing so there would need to be two to three staff members supporting the home. Harms feels there is not enough information with this application to know that they will be stable enough to be able to fulfill this project. She is concerned that the plan is not developed and that is why she didn't allocate any funds to this in her projections. Vaughn agrees there was not enough information in the application to base an allocation on and seeing a cash flow in today's climate. Olmstead is also concerned with the instability of Medicaid and what happens when it falls through or payments are late. Eastham stated he will not defend the application, he just felt after thinking about it there was a similarity to MYEP except MYEP has larger support, budgets, staffing etc., and this is a start-up and should be supported. Harms noted that the Commission has been very sympathetic to start-ups in the past (such as Inside Out) but they had a clearer objective and requests that could be met. It took a couple years for them to show they could sustain and effectively use the money. Taylor added that the Foundation will also generate income through rentals. Eastham acknowledged that is common in group home support. Harms is leaning towards an allocation of zero this year and placing the $39,000 into another application that can put the funds to good use this year. Lamkins is also leaning towards zero. Lamkins suggested moving the remaining $39,000 in HOME funds to the Successful Living allocation Lamkins moved to recommend the following to City Council regarding applications for FY19 Community Development Block Grant and HOME Investment Partnership Program Funding: o $21,000 HOME funds to The Housing Fellowship for Community Housing Development Organization Operations o $80,000 HOME funds to the Iowa Valley Habitat for Humanity for homeownership o $75,000 HOME funds to Mayor's Youth Empowerment Program for home acquisition o $194,000 HOME funds to Successful Living for new rental houses o $100,000 HOME funds to The Housing Fellowship for rental acquisition o $100,000 HOME funds to the City of Iowa City for the South District Home Investment Partnership program o $34,000 CDBG funds to Prelude for transitional housing improvements o $41,000 CDBG funds to the Neighborhood Centers of Johnson County for the Broadway Center siding improvements McKinstry seconded. Eastham noted he will not vote in favor of this recommendation due to the allocation to the City of Iowa City South District Home Investment Partnership Program. A vote was taken and the motion passed 7-1 (Eastham against) Housing and Community Development Commission March 15, 2018 Page 8 of 9 Lamkins moved to that should federal funding not be within 20 percent of FY18 grant amounts, then the HCDC will review the allocations. Otherwise, staff will proportionally adjust funding as needed to match the CDBG and HOME grants for FY19. Conger seconded. Passed 8-0. STAFF/COMMISSION COMMENT: Lehmann noted the next meeting is Thursday, April 19, and they will be reviewing the Annual Action Plan for recommendation to City Council. There is a change that the deadline normally followed may be delayed due to federal funding. At the April 19 meeting they will also discuss delayed and unsuccessful CDBG and HOME projects from FYI 8. Meeting announcement regarding the League of Women Voters on Sunday, March 19 where the panel will discuss housing in Iowa City. Sara Barron of the Affordable Housing Coalition invites interested Commissioners to a panel discussion on Friday, March 23 at noon at the County Health Services Building. Lehmann reminded the Commission they need to avoid a quorum if possible so please sign up. Tuesday, April 17 is the third fair housing training session, it is complimentary, and it will celebrate the 50t' anniversary of the Fair Housing Act and there are two sessions at 10am and 1:30pm. ADJOURNMENT: Conger moved to adjourn. Fixmer-Oraiz seconded. Passed 8-0. Housing and Community Development Commission Attendance Record 2017-2018 Name Terms Exp. 3/7 4/20 6/15 8/17 9/21 10/3011116 1118 2/15 3/15 Conger, Syndy 7/1/2018 X X X X X I X 0/E X X X Eastham, Charlie 7/1/2020 --- --- --- X X X X X X X Fixmer-Oraiz, Vanessa 7/1/2020 --- --- --- X X X X X O/E X Harms, Christine 7/1/2019 X X X X X X X X X X Lamkins, Bob 7/1/2019 X O/E X X O/E X O/E X O/E X McKinstry, John 7/1/2020 X O/E X X X X X X X X Olmstead, Harry 7/1/2018 X X X X X O/E X X X X Padron, Maria 7/112018 --- --- --- O/E X X X X 0/E 0/E Vaughan, Paula 7/112019 X X X X X X O/E X X X X = Present 0 =Absent O/E=Absent/Excused -- = Vacant or prior commissioner Kev: /C Prepared by: Joseph Welter, Public Works, 410 E Washington St., Iowa City, IA 52240 (319) 3565144 Resolution No. 18-178 Resolution approving plans, specifications, form of agreement, and estimate of cost for the construction of the Landfill Dual Extraction System Construction 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 Landfill Leachate Pumping System Account # L3330. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 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. 4. 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 3:00 p.m. on the 26th day of June, 2018. 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 31 day of July, 2018, or at a special meeting called for that purpose. Passed and approved this 29th day of May 2018 M or ppr ved by Attest: . G�P s% ? L/ d- Z `'f -43 City Clerk City Attorney's Office Resolution No. 18-178 Page 2 It was moved by Thomas and seconded by Botchwav the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: Botchway Cole Mims x Salih Taylor Thomas Throgmorton Prepared by: Brett Zimmerman, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5044 Resolution No. 18-179 Resolution approving plans, specifications, form of agreement, and estimate of cost for the construction of the Creekside Park Improvements 2018 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 account # R4341. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 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. 4. 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 3:00 p.m. on the 261h day of June, 2018. 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 3'd day of July, 2018, or at a special meeting called for that purpose. Passed and approved this 29th day of May 2018. Ma or ,APPpved by Attest: , „a .a -<�- 2 Y, _` 8 CityClerk City Attorney's Office Resolution No. 18-179 Page 2 It was moved by sotchway and seconded by adopted, and upon roll call there were: Ayes: Nays: Mims Absent: the Resolution be Botchway Cole Mims x Salih Taylor Thomas Throgmorton Prepared by: BrettZimmerman, Public Works, 410 E. Washington St, Iowa City, IA 52240 (319) 356-5044 Resolution No. 18-180 Resolution approving plans, specifications, form of agreement, and estimate of cost for the construction of the Melrose Avenue Fiber Optic Extension, 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 account # S3814. 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. 4. 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 3:00 p.m. on the 25'" day of June, 2018. 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 3r0 day of July, 2018, or at a special meeting called for that purpose. Passed and approved this 29th day of May 2018 M or ' pr ved by Attest Ci Clerk City Attorney's Office Resolution No. 18-180 Page 2 It was moved by trims and seconded by sotchway the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: Botchway Cole Mims Salih Taylor Thomas Throgmorton Prepared by: Scott Sovers, Sr. Civil Engineer, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5142 Resolution No. 18-181 Resolution approving plans, specifications, form of agreement, and estimate of cost for the construction of the Mormon Trek Boulevard Four Lane to Three Lane Conversion and Lighting Improvements, 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 Mormon Trek Boulevard Three Lane Conversion account # S3868. 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. 4. 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 3:00 p.m. on the 26w day of June, 2018. 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 3rd day of July, 2018, or at a special meeting called for that purpose. Passed and approved this 29th day of May 2018. M or Attest: City Clerk Z oved City Attorney's Office 11J Resolution No. 18-181 Page 2 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Botchway x Cole x Mims x Salih x Taylor x Thomas x Throgmorton X15 Prepared by: Susan Dulek, Ass't. City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5230 Resolution No. 18-182 Resolution approving the purchase agreement for 889 Park Place and 735 Manor Drive. Whereas, staff has negotiated a purchase agreement with Derrick T. Alger and Niles W. Mercer for 889 Park Place and 735 Manor Drive for $290,000, contingent on Council approval; Whereas, the homes will be demolished for flood mitigation purposes; Whereas, funding is available from the Emergency Reserve; and Whereas, the purchase agreement should be approved. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The purchase agreement with Derrick T. Alger and Niles W. Mercer is approved. 2. Upon the direction of the City Attorney, the City Manager is authorized to execute all documents and take all actions necessary to acquire 889 Park Place and 735 Manor Drive in accordance with said purchase agreement. Passed and approved this 29th day of May, 2018. M or Attest: APp�� S- - d S -r City Clerk City Attorney's Office Resolution No. Page 2 iB-1B2 It was moved by Mims and seconded by Botchway the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x x _x x x x Botchway Cole Mims Salih Taylor Thomas Throgmorton