HomeMy WebLinkAbout05-16-2019 Airport CommissionIOWA CITY AIRPORT COMMISSION
MEETING AGENDA
AIRPORT TERMINAL BUILDING
1801 S. RIVERSIDE DRIVE
IOWA CITY, IOWA
THURSDAY MAY 16, 2019 - 6:00 P.M.
1. Determine Quorum
2. Approval of Minutes from the following meetings: 5 min*
April 18, 2019
3. Public Discussion - Items not on the agenda 5 min
4. Items for Discussion /Action:
a. FAA/IDOT Projects:
10 min
i. Obstruction Mitigation
ii. Runway 25 Threshold Relocation
b. University Hangar Agreement
5 min
i. Public Hearing
ii. Consider a resolution approving a use agreement with University
of Iowa for Hangar 32
and 34
c. FBO /Flight Training Reports
20 min
i. Jet Air
d. Airport "Operations"
20 min
i. Management
1. Consider a resolution adopting the City of Iowa
City Purchasing Policy Manual
(2018)
2. Viewing Area
ii. Budget
1. Flight Simulator Room
iii. Events
e. Commission Members' Reports
2 min
f. Staff Report
2 min
5. Set next regular meeting for June 20, 2019 at 6:00 p.m.
6. Adjourn
*The times listed in the agenda are the anticipated duration of that particular agenda item. The actual
discussion may take more or less time than anticipated
if you will need disability -related accommodations in order to participate in this program/event,
please contact Michael Tharp, Airport Operations Specialist, at 319-356-5045 or at michael-
tharoCa)iowa-city. oro. Early requests are strongly encouraged to allow sufficient time to meet
your access needs.
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 2 of 57
April 18, 2019
Page 1
MINUTES DRAFT
IOWA CITY AIRPORT COMMISSION
APRIL 18, 2019 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Warren Bishop, Minnetta Gardinier, Derek LaBrie, Christopher Lawrence,
Robert Libby
Staff Present: Sue Dulek, Michael Tharp
Others Present: Carl Byers, John Moes, Pat Prior, Matt Wolford
None.
DETERMINE QUORUM:
The meeting was called to order at 6:04 P.M.
APPROVAL OF MINUTES:
The minutes of the March 21, 2019, meeting were reviewed by Members. Bishop moved to
accept the minutes of the March 21, 2019, meeting as presented. LaBrie seconded the
motion. The motion carried 5-0.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. FAA/IDOT Projects
i. Obstruction Mitigation — Tharp spoke to this issue, noting that the FAA
really threw a curve ball at the recent Aviation Conference. He further
explained the FAAs funding streams and how they have historically used
these funds. Tharp explained how the grant program is changing and
what this will mean for the Airport and their timelines. Turning to how the
Airport can still move forward with its planned projects, Tharp stated that
there is the option of using a fairly sizable chunk of their entitlement funds
— approximately $400,000 — for the actual mitigation work. Then once the
FAA grant funds are received, this will pay back the entitlement funds
used in the obstruction mitigation project.
Continuing, Tharp responded to Member questions regarding the possible
outcomes in the way the FAA is planning to handle its grant program.
Members shared their concerns in using their entitlement funds, and
April 18, 2019
Page 2
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 3 of 57
Tharp gave them some history on why they had been building this fund
up over the past years. The discussion then turned to delaying certain
projects and the impacts of doing this. Tharp further explained the FAA's
new timelines for submitting grant applications and how they will not be
able to meet this deadline. Members continued to share their thoughts on
this issue and ways to handle the expected impacts.
Tharp then reiterated what the obstruction mitigation would look like, with
property acquisitions and tree removals this winter. In the next fiscal year,
they would continue with any mitigation needed, and in the third year they
would shift runway 12-30. Gardinier voiced her concerns several times
about using the entitlement funds in this manner. Other Members also
shared their concerns and confusion over just how they should proceed.
Byers joined Members at the table, giving his take -away from the meeting
with the FAA at the Aviation Conference. He stated that he was under the
impression that they would take their time on the bidding and plan on
construction being a year from October. Gardinier did not agree with the
other Members when they declared their agreement to use the
entitlement funds for this project. She stated that she would abstain from
agreeing with this, that she believes it needs to be further fleshed out.
ii. Runway 25 Threshold Relocation — Tharp stated that they are
preparing a grant application for the FAA on this project. Byers joined in
the discussion, stating that it is in the pipeline now and is a two-year
process. He then responded to some questions from Matt Wolford of Jet
Air, clarifying the relocation process.
b. FY20 Iowa DOT Grant Application — Tharp spoke to the three grants they are
applying for — the fuel facility expansion with a second tank and replacement of
the credit card kiosk; the taxiway and apron re -do; and the parking lot expansion.
He added that they are still unsure just how much the State will appropriate for
these grants. Byers further explained how the State grant funding will most likely
play out.
C. University Hangar Agreement — Tharp gave Members a rundown on the
proposed agreement and some background on how they got to this point.
i. Consider a resolution setting a public hearing for a Hangar Use
Agreement for Hangar 32 and 34 with the University of Iowa —
Lawrence moved to consider Resolution #A19-06, setting a public
hearing for a Hangar Use Agreement for Hangar 32 and 34 with the
University of Iowa. Gardinier seconded the motion. The motion
carried 5-0.
d. FBO / Flight Training Reports
i. Jet Air — Tharp asked if they could move the 'flight simulator room' item
up to this spot, since Wolford will be involved with that as well. Gardinier
moved to shift Item e.ii(1) Flight Simulator Room up to this spot in
the agenda. Bishop seconded the motion. The motion carried 4-0
(Libby Absent).
Wolford then shared the monthly maintenance reports with Members. He
highlighted some of the various activities undertaken. Speaking to Jet Air,
April 18, 2019
Page 3
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 4 of 57
Wolford noted that they currently have five Skyline airplanes at the field,
Cessna 172s, that do aerial survey work. They come twice a year to the
area and like to use the Airport as their base.
Flight Simulator Room — Tharp stated that he and Wolford have
been discussing how they might turn the weather briefing room
into a flight simulator room. He stated that they have come up
with a couple price points for the Commission to review. Wolford
stated that Jet Air has been discussing this as well, and they
would be willing to manage it. In terms of remodeling the room,
they can do whatever is necessary — painting, removing items,
etc., and then on the managing side, making sure the simulator
isn't double -booked, offering flight instruction through it, cleaning
and maintaining the room, billing and advertising, maintaining the
software updates, etc. Wolford then gave Members some options
to consider with such a simulator.
The discussion then turned to how the simulator would get paid
for, whether it should be both the Airport and Jet Air, and also how
they could bring in some revenue with it. Members continued to
discuss how they might move forward with this project, debating
the various options available. Tharp briefly summarized where
they are in their decision making, stating that they still have
questions regarding which aircraft packages they want to see on
the simulator. Members agreed that they can use the next two
months to flesh this out and then move forward in the new fiscal
year, which starts in July. Tharp asked if Members would like to
create a subcommittee to handle this. Lawrence stated that he
would be glad to draft an email to send to the Airport's tenants and
others to get their feedback.
At this point in the meeting, Libby had to leave and Lawrence
became acting Chair. Members voted to place Bishop as acting
Secretary. Lawrence moved to make Bishop acting Secretary.
LaBrie seconded the motion. The motion carried 4-0, Libby
absent.
e. Airport Operations
i. Management — Tharp stated that the FAA changed rules on how they
deal with ag sprayers. LaBrie and Lawrence worked in a subcommittee
to review the minimum standards and proposed changes. The proposal
involves a permit process for anybody who wants to base at the Airport to
load material, etc. There will be a standard fee for the season and a 10%
flowage fee, as well as insurance requirements and other mandated
rules.
1. Consider a resolution amending the Minimum Standards for
Commercial Aeronautical Activities - Lawrence moved to
consider Resolution #A19-07, amending the Minimum
Standards for Commercial Aeronautical Activities. Bishop
seconded the motion. The motion carried 4-0, Libby absent.
April 18, 2019
Page 4
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 5 of 57
2. Viewing Area — Tharp stated that he would like to have the open
house for the viewing area the weekend before Memorial Day. He
then introduced two representatives from FUEL, John Moes and
Pat Prior, who have been working on the panels for the viewing
area kiosks. The two presented the Commission with their
proposed panels. They gave Members a detailed presentation on
how they arrived at their finished products. They responded to
Members' questions and suggestions, giving further explanations
of the various displays. Members then talked about how the open
house event might play out and what they can do to publicize the
opening.
ii. Budget — Tharp noted that there are a couple months left in the budget
before the new fiscal year begins. He said that it looks like they will break
even, or perhaps be a little behind due to the runway project that had to
be taken care of.
1. Flight Simulator Room — (see above)
iii. Events — Tharp stated that he is working with the University Air Care to
do a June open house. They are celebrating their 40'" anniversary this
summer.
Commission Members' Reports — Lawrence spoke to their strategic plan goal
of interacting more with the City Council, like twice a year, noting that they
haven't done that yet this year. Gardinier stated that they could bring up the
viewing area ribbon cutting, that this would be a good topic to share with them
and also an opportunity to invite the Council to attend. LaBrie stated that
everyone probably saw page 46 of the packet, that he will be leaving Iowa City
and moving to Des Moines. He also noted that he will not be able to make the
May 16 meeting as he will be on the east coast, and therefore this will be his last
Commission meeting. Members spoke briefly to the need to fill seats. Gardinier
noted that she flew down to Florida recently.
g. Staff Report — Tharp noted that he attended the Aviation Conference earlier in
the week. He added that Iowa City will be hosting the conference in 2021. Tharp
was re-elected to the Iowa Public Airports Association Board of Directors, and
also re-elected to be the Secretary of the Association. This is Tharp's second
term.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday, May 16, 2019, at
6:00 P.M. in the Airport Terminal Building.
ADJOURN:
Lawrence moved to adjourn the meeting at 8:21 P.M. LaBrie seconded the motion. The motion
carried 4-0, Libby absent.
CHAIRPERSON DATE
April 18, 2019
Page 5
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 6 of 57
Airport Commission
ATTENDANCE RECORD
2018-2019
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
o
0
0
0
0
0
0
J
O]
t0
O
N
N
W
A
NAME
EXP.
m
m
m
m
m
m
so
so
so
so
Warren Bishop
06/30/22
O/
NM
NM
NM
E
X
X
X
X
X
X
Minnetta
07/01/19
O/
O/
Gardinier
X
X
X
X
X
E
X
X
E
X
Robert Libby
07/01/20
O/
O/
X/
X
X
O/E
E
X
X
X
X
E
E
Christopher
07/01/21
Lawrence
X
X
X
X
X
X
X
X
X
X
Derek LaBrie
07/01/22
O/
X
X
X
X
X
E
X
X
X
X
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 7 of 57
CORPORATE HANGAR USE AGREEMENT
This CORPORATE HANGAR USE AGREEMENTAGREEMENT ("Agreement") entered into by
and between the Iowa City Airport Commission ("Commission") and _University of
Iowa_("University") in Iowa City, Iowa.
In consideration of the mutual covenants contained herein, and for other good and valuable
consideration, the parties hereby agree as follows:
1. Use of the Hangar Space:
The Commission hereby grants an exclusive limited use license to University for hangar
space (the "Hangar Space") located at the Iowa City Municipal Airport (the "Airport") and
described as follows:
Building G, Hangar 32 with a 48' bifold door, office space, and above office
storage space +/- 1560 square feet.
Building G, Hangar 34 with a 48' bifold door +/- 1344 square feet.
The Hangar Space shall be used and occupied by University principally for the storage
or construction of the following aircraft:
Aircraft Make & Model Beechcraft A-36 Bonanza, Cessna 172_
Aircraft Registration NumberN23540,
N1921F
Aircraft Registered Owner Name _State of Iowa, University of Iowa_
Registered Owner Home and Business Telephone Numbers -319 631 4445_
University shall promptly notify the Commission in writing of any change in the
information furnished above. University may request permission to store a substitute
aircraft in the Hangar Space by making a written request to the Commission. In the
event University is permitted to store a substitute aircraft in the Hangar Space, all
provisions of this Agreement applicable to the Aircraft shall also be applicable to the
substitute aircraft.
If the University sells the aircraft listed above and does not acquire replacement aircraft
within ninety (90) days thereof, University shall immediately notify the Commission, and
this Agreement shall be terminated.
2. Term.
The term of this Agreement shall commence -- upon execution of this Agreement and shall end
on the last day of the month of June, 2022.
University shall have the option to renew this Agreement upon the same terms and conditions,
with the exception of the amount of monthly rent, for successive 3 -year terms following the initial
Term. University shall be required to give notice to Commission, in writing, not less than 45 days
prior to the expiration of the preceding term of University's intent to exercise an option for a
renewal term. The monthly rent for each renewal term shall be agreed to by the parties prior to
the beginning of the renewal term, and if the parties are unable to agree to the amount of monthly
3.
13
Airport Commissionenda & Info Packet
Meeting Date ay 16, 2019
Page 8 of 57
rent, University shall not be able to exercise its option to renew, and there shall be no renewal of
the term.
In the event University shall continue to occupy the Hangar Space beyond the term of this
Agreement without renewing this Agreement for another term, such holding over shall not
constitute a renewal of this Agreement but shall be a month-to-month tenancy only.
Termination of Prior Agreement. The University and Airport Commission agree to
terminate "Corporate Hangar Use Agreement" dated August 25, 2016 effective upon
execution of this Agreement.
Rent.
For use of the Hangar Space, University shall pay the following:
Rate for Hangar #32 - $684 per month
Rate for Hangar #34 - $325 per month
Payable in advance on the
$ 15.12 per
charged after the fifteenth (15)
Security Deposit.
first day of each month. A 1.5% late fee (which is
day) for rent not received by the Commission will be
day of each month.
At the time of execution of this Agreement, University shall pay to the Commission in
trust the sum of one month's rent to be held as a rental deposit. At the termination of
the Agreement, the Commission shall return the deposit to the University less any
amounts due to repair damage, conduct cleanup or owed to the Commission. If the
University renews the agreement each year, the deposit will be held over for the next
year.
5. Smokefree Air Act.
Smoking and use of electronic cigarettes (meanng a vapor product as defined in section
453A.1 of the Code of Iowa) are prohibited throughout the Iowa City Municipal Airport,
including the hangar space.
6. Utilities.
University shall be responsible for gas and electric utilities.
7. Use of the Hangar Space.
a. The Hangar Space shall be
construction of the Aircraft consistent
This provision is not to be construed as
used primarily for storage or
with FAR and the Minimum Standards.
a prohibition for storage of maintenance
materials, cleaning materials, tools, parts, spares, and other aircraft components.
b. University may park its car in the Hangar Space during such time that University
is using the Aircraft.
C. No commercial activity of any kind shall be conducted by University in, from or
around the Hangar Space.
Airport Commission /agenda & Info Packet
Meeting Date May 16, 2019 Page 9 of 57
d. No maintenance, including painting, on the Aircraft shall be performed in the
Hangar Space or anywhere on the Airport without the prior written approval of
the Commission, except such maintenance as performed by the University on his
or her own aircraft as permitted by the FAA. University shall take steps to ensure
that the performance of such maintenance work shall not damage the Hangar
Space or the Airport where the work is performed or emit offensive odors.
e. University shall be responsible and liable for the conduct of its employees and
invitees, and of those doing business with it, in and around the Hangar Space.
University shall keep the Hangar Space clean and free of debris at all times.
In utilizing the Hangar Space during the term of this Agreement, University shall
comply with all applicable ordinances, rules, and regulations established by any
federal, state or local government agency.
g. University shall dispose of used oil only in approved receptacles.
h. At no time shall University start or run Aircraft engine(s) within the Hangar or
Hangar Space.
On the termination of this Agreement, by expiration or otherwise, University shall
immediately surrender possession of the Hangar Space and shall remove, at its
sole expense, the Aircraft and all other property therefrom, leaving the Hangar
Space in the same condition as when received, ordinary wear and tear excepted.
k. University shall be liable for any and all damage to the Hangar or to the Hangar
Space caused by University's use, including, but not limited to, bent or broken
interior walls, damage due to fuel spillage, or damage to doors due to
University's improper or negligent operation.
8. Rights and Obligations of University.
a. University shall have at all times the right of ingress to and egress from the
Hangar Space, except as provided in Paragraph 14. To ensure this right, the
Commission shall make all reasonable efforts to keep adjacent areas to the
Hangar Space free and clear of all hazards and obstructions, natural or
manmade.
b. University shall be responsible to maintain the interior of the Hangar Space to
include janitorial services, maintaining all interior lights, cleaning of stoppages in
plumbing fixtures and drain lines, cleaning of snow within two (2) feet of the
apron adjoining the Hangar Space, disposing of any debris or waste materials,
and maintaining any University constructed structures and equipment. The
Commission shall be the sole judge of the due maintenance undertaken by the
University, and may upon written notice, require specific maintenance work to be
completed. If such maintenance is not completed within a reasonable time
period, the Commission shall have the right to perform such due maintenance,
and University shall reimburse the Commission for the cost of such maintenance
upon presentation of a billing.
C. University shall provide and maintain hand fire extinguisher for the interior of the
Hangar Space of the building in accordance with applicable safety codes.
University shall not store any materials outside the Hangar Space.
Airport CommissionBenda & Info Packet
Meeting Date May 16, 2019 Page 10 of 57
e. University shall promptly notify the Commission, in writing, of any repairs needed
on the Hangar or to the Hangar Space.
University shall maintain the temperature of the interior at sufficient levels to
prevent feezing of water pipes
9. Rights and Obligations of the Commission.
a. The Commission shall at all times operate and maintain the Airport as a public
airport consistent with and pursuant to the Sponsor's Assurances given by
Authority to the United States Government under the Federal Airport Act.
b. The Commission shall not unreasonably interfere with the University's use and
enjoyment of the Hangar Space.
C. The Commission shall maintain and keep the Hangar and Hangar Space in good
repair except for the maintenance obligations of University set forth in the
Agreement. In no event, however, shall the Commission be required to maintain
or repair damage caused by the negligent or willful act of University, its agents,
servants, invitees, or customer. However, if due to any negligent or willful act by
the University, its agents, servants, invitees or customer, there is a need for
maintenance or repair of damage, then University shall so such maintenance or
repair in a prompt, reasonable manner, as approved by the Commission.
d. Snow shall be removed from in front of Hangar Space to within at least two (2)
feet of the Hangar. Snow removal closer than two (2) feet is the responsibility of
the University.
e. The Commission shall ensure appropriate grounds keeping is performed year
round.
10. Sublease/Assignment.
University shall not sublease the Hangar Space or assign this Agreement without the
prior written approval of the Commission.
11. Condition of Premises.
University shall accept the Hangar Space in its present condition without any liability or
obligation on the part of the Commission to make any alterations, improvements or
repairs of any kind on or about said Hangar Space.
12. Alterations.
University shall not install any fixtures or make any alterations, additions or
improvements to the Hangar Space without the prior written approval of the
Commission. All fixtures installed or additions and improvements made to the Hangar
Space shall, upon completion of such additions and improvements, become
Commission property and shall remain in the Hangar Space at the expiration or
termination of this Agreement, however terminated, without compensation or payment to
University. Fixtures include, but are not limited to, locks, brackets for window coverings,
plumping, light fixtures, luminaries, and any item permanently attached to the wall, floor,
or ceiling of the Hangar Space by means of cement, plaster, glue, nails, bolts, or
screws.
13. Hazardous Materials.
14.
15.
Airport Commission ggenda & Info Packet
Meeting Date May 16, 2019 Page 11 of 57
With the exception of Paragraph 11c below, no "hazardous substance," as
defined in Iowa Code section 4558.411 (2019), may be stored, located, or
contained in the Hangar Space without the Commission prior written approval.
(The Iowa Code can be found online at www.Ieqis.stateJa.us/lACODE. The. U.S.
Code can be found online at www.findlaw.com/casecode/uscodes/index.htmi Federal
regulations can be found online at http://www.access.gpo.00v/nara/cfr/cfr-table-
search.html. ) Petroleum products and their byproducts for personal use may be
stored or present in the Hangar Space if said substances are contained in
approved containers.
b. With the exception of Paragraph 11c below, University shall handle, use, store
and dispose of fuel petroleum products, and all other non -"hazardous
substances" owned or used by it on the Airport in accordance with all applicable
federal, state, local and airport statutes, regulations, rules and ordinances. No
waste or disposable materials shall be released on the ground or in the storm
sewers. Should such materials be spilled or escape from storage or in any way
contaminate the Airport or property adjacent to the Airport through activities of
the University, the University shall be responsible for the clean up, containment
and otherwise abatement of such contamination at University's sole cost and
expense. Further, University shall notify the Commission and appropriate
governmental agency of such occurrence immediately. Should University fail to
do so, the Commission may take any reasonable and appropriate action in the
University's stead. The cost of such remedial action by the Commission shall be
paid by the University.
C. University may have the following materials stored in the Hangar Space:
1 case of engine oil
• 2 1/2 gallons gasoline for motorized tugs (but no aviation
fuel or gasoline in drums)
1 gallon of cleaning solvents
Special Events.
During any special event at the Airport, including but not limited to the Sertoma
Breakfast or Fly Iowa, University acknowledges that the standard operating procedure at
the Airport may be altered such that egress and ingress to the Hangar Space may be
altered by the Commission in writing. University's failure to comply with the altered
procedure is a default of this Agreement, and the Commission may proceed to terminate
this Agreement.
Airport Rules and Regulations.
University agrees to be
Commission or provide
provide University with
effective date.
subject to Airport rules and regulations upon adoption by the
30 -days notice to terminate this Agreement. Commission shall
a copy of said rules and regulations 30 -days prior to their
16. Access and Inspection.
The Commission has the right to enter and inspect the Hangar Space at any reasonable
time during the term of this Agreement upon at least 24 hours notice to the University
for any purpose necessary, incidental to or connected with the performance of its
Airport Commission 69enda & Info Packet
Meeting Date May 16, 2019 Page 12 of 57
obligations under the Agreement or in the exercise of its governmental functions. In the
case of an emergency, the Commission may enter the Hangar Space without prior
notice but will provide notice to the University after the fact. The Commission shall not,
during the course of any such inspection, unreasonably interfere with the University's
use and enjoyment of the Hangar Space. At a minimum, the Hangar Space will be
inspected annually. Upon execution of this Agreement, the University subsequently
changes the lock to the Hangar Space, he or she shall provide shall provide notice to
the Commission before he or she does so and shall provide a new key to the
Commission within twenty-four hours of doing so.
17. Insurance.
a. The University of Iowa is an agency of the State of Iowa and as such, is self-
insured for liability. Claims against the State of Iowa are handled as provided
in the Iowa Tort Claims Act (Iowa Code Chapter 669) which also sets forth
the procedures by which tort claims may be brought.
b. Commission shall provide and maintain Commercial General Liability
insurance with a minimum limit of $1,000,000 per occurrence, including
contractual liability. Such insurance shall be issued by insurance companies
duly authorized to engage in the insurance business in the State of Iowa, with
an A.M. Best's rating of A-, VII or better.
c. Commission shall provide the appropriate certificate(s) of insurance to the
University at the following address:
University of Iowa
Risk Management
Attn: Emily Robnett
430 Plaza Centre One
Iowa City, Iowa 52242-2500
d. Commission shall provide 30 days notice to University for canceled or non -
renewed policies.
18. Casualty.
In the event the Hangar or Hangar Space, or the means of access thereto, shall be
damaged by fire or any other cause, the rent payable hereunder shall not abate
provided that the Hangar Space is not rendered unleaseable by such damage. If the
Hangar Space is rendered unUniversityable and Commission elects to repair the Hangar
or Hangar Space, the rent shall abate for the period during which such repairs are being
made, provided the damage was not caused by the acts or omissions of University, its
employees, agent or invitees, in which case the rent shall not abate. If the Hangar or
Hangar Space is rendered unleaseable and Commission elects not to repair the Hangar
or Hangar Space, this Agreement shall terminate.
19. Disclaimer of Liability.
The Commission hereby disclaims, and University hereby releases the Commission
from any and all liability, whether in contract or tort (including strict liability and
negligence) for any loss, damage or injury of any nature whatsoever sustained by
University, its employees, agents or invitees during the term of this Agreement,
including, but not limited to, loss, damage or injury to the Aircraft or other property of
University that may be located or stored in the Hangar Space, unless such loss, damage
or injury is caused by the Commission's gross negligence or intentional willful
misconduct. The parties hereby agree that under no circumstances shall the
Commission be liable for indirect consequential, special or exemplary damages, whether
Airport Commission AFgenda & Info Packet
Meeting Date May 16, 2019 Page 13 of 57
in contract or tort (including strict liability and negligence), such as, but not limited to,
loss of revenue or anticipated profits or other damage related to the leasing of the
Hangar Space under this Agreement.
20. Attorney Fees.
If the Commission files an action in district court to enforce its rights under this
Agreement and if judgment is entered against the University, University shall be liable to
and shall pay for the Commission's attorney fees incurred in enforcing the Agreement
and in obtaining the judgment.
21. Default.
This Agreement shall be breached if: (a) University fails to make the rental payment; or
(b) University or the Commission fails to perform any other covenant herein and such
default shall continue for five (5) days after the receipt by the other party of written
notice.
Upon the default by University, or at any time thereafter during the cintinuance of such
default, the Commission may take any of the following actions and shall have the
following rights aganst University:
a. Termination. Commission may elect to erminate the agreement by giving no
less than thirty (30) days prior written notice thereof to University and upon
passage of time specified in such notice, this agreement and all rights of
University hereunder shall terminate as fully and completely and with the same
effect as if such date were the date herin fixed for expiration of the Term and
University shall remain liable as provided in this paragraph.
b. Eviction. Commission shall have the immediate right upon Termination of this
agreement to bring an action for forcible entry and detainer.
c. University to remain liable. No termination of this agreement pursuant to this
paragraph by operation or otherwise, and no repossession of the hangar space
or any part thereof shall relieve University of its liabilities and obligations
hereunder, all of which shall survive such termination, repossession, or reletting.
d. Damages. In the event of any termination of this agreement or eviction from
or repossession of the hangar space or any part thereof by reason of the
occurrence of an Event of Default, University shall pay to the Comission the rent
and other sums and charges required to by paid by the University for the period
to and including the end of the Term.
22. Security.
University acknowledges that the FAA or another governmental entity or subdivision
may enact laws or regulations regarding security at general aviation airports such that
the Commission may not be able to comply fully with its obligations under this
Agreement, and University agrees that the Commission shall not be liable for any
damages to University that may result from said non-compliance.
23. Thirty (30) Days Termination.
Either party to this Agreement shall have the right, with cause, to terminate this
Agreement by giving thirty (30) days' prior written notice to the other party.
24. Non -Discrimination.
Airport Commission agenda & Info Packet
Meeting Date May 16, 2019 Page 14 of 57
University shall not discriminate against any person in employment or public
accommodation because of race, religion, color, creed, gender identity, sex, national
origin, sexual orientation, mental or physical disability, marital status or age. "Employment'
shall include but not be limited to hiring, accepting, registering, classifying, promoting, or
referring to employment. "Public accommodation" shall include but not be limited to
providing goods, services, facilities, privileges and advantages to the public.
25. FAA Provisions.
a. University, for itself, heirs, personal representatives, successors in interest, and
assigns, as a part of the consideration hereof, does hereby covenant and agree
as a covenant running with the land that in the event facilities are constructed,
maintained, or otherwise operated on the said property described in this (license,
agreement, permit, etc.) for a purpose for which a Department of Transportation
program or activity is extended or for another purpose involving the provision of
similar services or benefits, the (licensee, lessee, permittee, etc.) shall maintain
and operate such facilities and services in compliance with all other requirements
imposed pursuant to 49 CFR Part 21, Nondiscrimination in Federally Assisted
Programs of the Department of Transportation, and as said Regulations may be
amended.
University, for itself, personal representatives, successors in interest, and
assigned, as a part of the consideration hereof, does hereby covenant and agree
as a covenant running with the land that: (1) no person on the grounds of race,
color, or national origin shall be excluded from participation in, denied the
benefits of, or be otherwise subject to discrimination in the use of said facilities,
(2) that in the construction of any improvements on, over, or under such land and
the furnishing of services thereon, no person on the grounds of race, color, or
national origin shall be excluded from participation in, denied the benefits of, or
otherwise be subject to discrimination, (3) that University, shall use the premises
in compliance with all other requirements imposed by or pursuant to 49 CFR Part
21, Nondiscrimination in Federally Assisted Programs of the Department of
Transportation, and as said Regulations may be amended.
C. It in understood and agreed that nothing herein contained shall be construed to
grant or authorize the granting of an exclusive right within the meaning of
Section 308 of the Federal Aviation Act of 1958. This Agreement shall be
subordinate to the provisions of any outstanding or future agreement between the
Commission and the United States government or the Commission and the State
of Iowa relative to the maintenance, operation, or development of the Iowa City
Municipal Airport. University acknowledges and agrees that the rights granted to
University in this Agreement will not be exercised so as to interfere with or
adversely affect the use, operation, maintenance or development of the Airport
d. University agrees to furnish service on a fair, equal and not unjustly
discriminatory basis to all users thereof, and to charge fair, reasonable and not
unjustly discriminatory prices for each unit or service; provided, that University
may make reasonable and non-discriminatory discounts, rebates, or other similar
types of price reductions to volume purchasers.
e. The Commission reserves the right (but shall not be obligated to University) to
maintain and in repair the landing area of the airport and all publicly -owned
facilities of the airport, together with the right to direct and control all activities of
University in this regard.
Airport Commission enda & Info Packet
Meeting Date ay 16, 2019 Page 15 of 57
f. The Commission reserves the right further to develop or improve the landing
area and all publicly -owned air navigation facilities of the airport as it sees fit,
regardless of the desires or views of University, and without interferences or
hindrance.
g. The Commission reserves the right to take any action it considers necessary to
protect the aerial approaches of the airport against obstructions, together with
the right to prevent University from erecting, or permitting to be erected, any
building or other structure on the airport which in the opinion of the Commission
would limit the usefulness of the airport or constitute a hazard to aircraft.
h. During time of war or national emergency, the Commission shall have the right to
enter into an agreement with the United States Government for military or naval
use of part or all of the landing area, the publicly -owned air navigation facilities
and/or other areas or facilities of the airport. If any such agreement is executed,
the provisions of this instrument, insofar as they are inconsistent with the
provisions of the agreement with the Government, shall be suspended.
i. It is understood and agreed that the rights granted by this Agreement will not be
exercised in such a way as to interfere with or adversely affect the use,
operation, maintenance or development of the airport.
There is hereby reserved to the Commission, its successors and assigns, for the
use and benefit of the public, a free and unrestricted right of flight for the
passage of aircraft in the airspace above the surface of the premises herein
conveyed, together with the right to cause in said airspace such noise as may be
inherent in the operation of aircraft, now known or hereafter used for navigation
of or flight in the air, using said airspace or landing at, taking off from, or
operating on or about the airport.
k. The Agreement shall become subordinate to provisions of any existing or future
agreement between the Commission and the United States of America or any
agency thereof relative to the operation, development, or maintenance of the
airport, the execution of which has been or may be required as a condition
precedent to the expenditure of federal funds for the development of the airport.
26. Remedies Cumulative.
The rights and remedies with respect to any of the terms and conditions of this
Agreement shall be cumulative and not exclusive, and shall be in addition to all other
rights and remedies available to either party in law or equity.
27. Notices.
Any notice, for which provision is made in this Agreement, shall be in writing, and may
be given by either party to the other, in addition to any other manner provided by law, in
any of the following ways:
by personal delivery to the Commission Chairperson
by service in the manner provided by law for the service of original notice, or
C. by sending said Notice by certified or registered mail, return receipt requested, to
the last known address. Notices shall be deemed to have been received on the
date of receipt as shown on the return receipt.
Airport Commissionenda & Info Packet
Meeting Date ay 16, 2019 Page 16 of 57
(1) If to the Commission, addressed to:
Iowa City Airport Commission
Iowa City Municipal Airport
1801 S. Riverside Drive
Iowa City, IA 52246
(2) If to University, addressed to:
Tom Schnell
4609 Seamans Center
University of Iowa
Iowa City, IA 52242
Email: thomas-schnell@uiowa.edu
28. Airport Operations Specialist.
The Airport Operations Specialist is the person designated by the Commission to
manage the Hangar Space and to deliver all notices and demands from the
Commission, to receive keys to the Hangar Space as provided in Paragraph 16, and to
perform inspections as provided in Paragraph 16.
29. Integration.
This Agreement constitutes the entire agreement between the parties, and as of its
effective date supersedes all prior independent agreements between the parties related
to the leasing of the Hangar Space. Any change or modification hereof must be in
writing signed by both parties.
30. Waiver.
The waiver by either party of any covenant or condition of this Agreement shall not
thereafter preclude such party from demanding performance in accordance with the
terms hereof.
31. Successors Bound.
This Agreement shall be binding and shall inure to the benefit of the heirs, legal
representatives, successors and assigns of the parties hereto.
Airport CommissionAenda & Info Packet
Meeting Dat ay 16, 2019
32. Severability.
Page 17 of 57
If a provision hereof shall be finally declared void or illegal by any court or administrative
agency having jurisdiction over the parties to this Agreement, the entire Agreement shall
not be void, but the remaining provisions shall continue in effect as nearly as possible in
accordance with the original intent of the parties.
IOWA CITY AIRPORT COMMISSION
la
Title: Date:
UNIVERSITY:(�)-4'L
By: David W. Kieft
us anagen 0
University of Iowa
Title: Date:
Approved:
City Attorney's Office
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 18 of 57
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019
Page 19 of 57
Prepared by: Susan Dulek, Assistant City Attomey, 410 E. Washington St., Iowa City, IA 52240-319.356-5030
RESOLUTION NO.
RESOLUTION ADOPTING PURCHASING MANUAL AND
RESCINDING RESOLUTION NO. Al2-32
WHEREAS, in Resolution No. Al2-32, the Airport Commission adopted the City of Iowa City
Purchasing Manual with certain amendments relevant to the operation of the airport;
WHEREAS, in April 2018, the City Council adopted a new Purchasing Policy Manual;
WHEREAS, in Resolution No. A08-05, the Airport Commission authorized the Airport
Operations Specialist and the Chairperson to make purchases up to certain dollar amounts in
certain circumstances; and
WHEREAS, the Commission should adopt the April 2018 edition of the City Purchasing Manual
to establish uniform purchasing practices with certain amendments to reflect Resolution No.
A08-05 and such other matters relating to the airport operations.
NOW, THEREFORE, BE IT RESOLVED BY THE IOWA CITY AIRPORT COMMISSION THAT:
1. The April 2018 Iowa City Purchasing Policy Manual is adopted as the policy governing
purchases by the Airport Commission with the exception of Section I, entitled
"Introduction."
2. Resolution No. A08-05 shall be used in lieu thereof of any provision on signature
approval.
3. Additionally, the following amendments are made: A sole source must be approved by
the Commission Chair and the City Attorney's Office (Section III.J) and Public
improvements shall be administered by a consulting engineer (Section V).
4. In the event there is a separate funding authority with its own procurement policy, the
funding authority's procurement policy shall be followed in addition to this adopted
policy.
5. Resolution No. Al2-32 is rescinded.
Passed and approved this _ day of
ATTEST:
SECRETARY
CHAIRPERSON
2019.
Approved
S�, (3 << g
City Attorney's Office
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 20 of 57
It was moved by and seconded by the Resolution be
adopted, and upon roll call there were:
AYES: NAYS: ABSENT:
Bishop
Gardinier
LaBrie
Lawrence
Libby
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 21 of 57
PURCHASING POLICY
MANUAL
CITY OF IOWA CITY
Last revised: April 2, 2018
Airport Commission Agenda 8, Info Packet
Meeting Date May 16, 2019
TABLE OF CONTENTS
SECTION I INTRODUCTION
Purpose Page 2
Authority to Purchase Page 2-3
Employee Responsibility Page 3
SECTION H STANDARD PROCUREMENT PROCEDURES
Minimum Solicitation Requirements Page 4
Limits Page 4
Methods Page 4-5
Advertising Public Bids and Request for Proposals
City of Iowa City Website Page 5
SECTION III EXCEPTIONS TO STANDARD PROCUREMENT
Page 22 of 57
Public Improvements
Page 6
Professional and Technical Services
Page 6
Lease of Real Property or Rental of Equipment from
Another Party for More than One Year
Page 6-7
Information Technology Purchase Procedures
Page 7
Department of Transportation Rock Salt Contract
Page 7
Travel and Training
Page 7
Utilities/Franchise Agreements
Page 8
Economic Development Grants/Aid to Agencies
Page 8
Emergency Purchases
Page 8
Sole Source
Page 8
Cooperative Purchasing
Page 9
Non -Profit Job Training
Page 9
Contracts with Other Government Entities
Page 9
SECTION IV LEGAL REQUIREMENTS
Gratuities/Gift Law
Page 10
Prohibited Interest in Public Contracts Policy
Page 10
Wage Theft Policy
Page 10-11
Local Preference
Page 11
State and Federal Funding
Page 11
Donated Funds
Page 11
Professional and Technical Service Contracts
Page 11
Record Retention
Page 12
Public Record
Page 12
Surplus Equipment Transfer/Disposal
Page 12
Shipping Terms
Page 12-13
Payment Terms
Page 13
SECTION V PUBLIC IMPROVEMENT POLICY
General Policies Page 15
Competitive Bid Process Pages 15 - 17
Competitive Quotation Process Pages 17 - 18
Contract Administration Pages 19 - 20
Emergency Repairs Page 20
APPENDIX I PURCHASING TERMS AND DEFINITIONS Pages 21 -23
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 23 of 57
SECTION I. INTRODUCTION
A. Purpose
The purpose of this manual is to define the City of Iowa City's purchasing policies, for both
goods and services and public improvements, in order to establish uniform purchasing practices
throughout the City's departments and divisions. The policies in this manual encourage
competition while promoting fair and equitable treatment of individuals who participate in the
procurement process. In the event there is a separate funding authority with its own
procurement policy, departments and divisions shall follow both the funding authority's rules,
as well as the City's purchasing policies. If they conflict, the more stringent policy shall
prevail.
The Iowa City Public Library and Iowa City Airport are managed by their own separate
governing bodies and adopt their own purchasing policies. All other City entities are governed
by this Purchasing Manual.
B. Authority to Purchase
City Council
Any spending authority not delegated by City Council is retained by City Council. The City
Council determines expenditure levels through the formulation and approval of an Annual
Operating Budget and Capital Improvements Program. In performing this policy-making
function, the City Council establishes a set of goals, priorities, and performance standards
which the City organization directs its collective efforts toward accomplishing.
The adoption of the Annual Operating Budget is the approval of a level of expenditures
necessary to accomplish the goals and objectives that have been established by each City
program. With the exception of specific statutory requirements for Public Improvements, and
subject to the limitations imposed by Council resolution on City Manager spending authority,
no further Council action is required to initiate purchases within the budget (See Section III (A)
of the Purchasing Policy Manual for more on Public Improvements).
City Manager
The City Manager is delegated the responsibility by the City Council to carry out the policy,
direction, and goals of the City Council. It is the City Manager's responsibility to manage the
Annual Operating Budget in such a way that the goals and priorities of the City Council are
accomplished. All recommendations for changes in the City's general purchasing policy will
be made with the prior approval of the City Manager.
The City Manager may, for good reason consistent with the purposes of these policies, give
written permission to the Purchasing Agent to allow a purchase that is not in compliance with
these policies, if the waiver is not inconsistent with applicable law. The City Manager or
designee may amend this Purchasing Manual to reflect City Council action. Any other change
to the manual must be approved by the City Council.
The Purchasing Agent, City Engineer, and the Equipment Superintendent have been designated
by the City Manager to carry out the policies and procedures of the Purchasing Manual. Each
of these positions, and their respective divisions, is responsible for implementing and ensuring
compliance with the City's procurement requirements.
The Purchasing Agent assists City departments with the procurement of goods, services, and
professional and technical services. The Equipment Superintendent assists with the acquisition
of equipment, vehicles, and fuel, while the City Engineer is responsible for the procurement of
Public Improvements and related consultant services.
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 24 of 57
Departments
City Departments are responsible for meeting the goals and objectives established by City
Council and the City Manager, and are provided budget funds to meet these goals. For proper
management control, it is necessary that Departments have budget authority prior to
making a purchase.
Note: Budget authorization for the expenditure of funds does not negate a department's
responsibility to follow the City's purchasing policies and bid thresholds stated within this
manual.
C. Employee Responsibility
It is the individual responsibility of each employee involved in the procurement process to
understand the intent and the meaning of the policies and the procedures stated in this manual.
If there is any question or concern relative to either the policies or procedures, or the ability of
the employee to respond effectively to the requirements of the procedures, then it is the
responsibility of the employee to bring it to the attention of the Purchasing Agent immediately.
Employees failing to follow the purchasing policies may be subject to discipline.
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Meeting Date May 16, 2019 Page 25 of 57
SECTION II. STANDARD PROCUREMENT PROCEDURES
A. Minimum Solicitation Requirements
The method of procurement for City departments shall be in accordance with the Purchasing
Manual and shall consider the nature and circumstances of the specific procurement. The
minimum standard methods of procurement are listed below. Exceptions and additional
requirements to the below methods are listed in Section III.
Regardless of the method of procurement used, no written contract may be signed by City staff
without the City Attorney's Office first signing. This includes any document that must be
signed by a member of City staff, including quotes and letters. Departments should also inquire
with the Purchasing Division whether the City already has a contract for whatever goods or
services are being sought.
Note: Freight, handling, and installation costs are included in all dollar limits stated below.
City departments are strictly prohibited from dividing purchases into separate parts in
order to avoid the bid threshold requirements. Similar purchases across departments may
be combined at the Purchasing Division's discretion to obtain better pricing, service, efficiency,
or other purposes that are beneficial to the City.
All consultants hired to assist with the development of specifications for a purchase shall be
excluded from competing in the procurement process for the award of a contract for that
particular purchase.
B. Limits
NOTE: Public improvement purchases that are less than $25,000 shall follow the methods
below in subsections (1) and (2). For public improvement purchases of $25,000 or more
please see Section V.
1.) $9,999 or less (Informal Quotation Process):
Procurement Procedure: No set procedure. Pricing obtained must be reasonable.
Quotes are recommended.
Type of Purchase: All purchases unless exception listed in Section III.
Signature Required: Department Director or designee
2.) $10,000 to $24999 (informal Competitive Process):
Procurement Procedure: Request for Quote (RFQ) required.
Munis: Purchase Order or Contract required; quotes supporting the procurement
method must be stored in the Purchase Order or Contracts Module.
Type of Purchase: All purchases unless listed as an exclusion in Section III.
Signature Required: Department Director
3.) $25,000 and higher (Formal Competitive Process):
Procurement Procedure: Request for Bid (RFB) or Request for Proposal (RFP)
Munis: Purchase Order or Contract required; proposals or bids supporting the
procurement method must be stored in the Purchase Order or Contracts Module.
Type of Purchase: All unless listed as an exclusion in Section III.
Signatures Required:
$25,000 to $150,000 Department Director and City Manager
>$150,000 Department Director, City Manager, and City Council
Type of Purchase: Professional and Technical Services (See Section IILB.)
Signatures Required:
$25,000 to $60,000 Department Director and City Manager
>$60,000 Department Director, City Manager, and City Council
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 26 of 57
C. Methods
Request for Onote (RFO)
The buyer will seek a minimum of three written quotations and an award will be made to
the vendor who provides the quote with the best combination of cost and quality for the
specified good or service. The written quotes must include the date, name of the company,
name of the company representative, a description of the goods and/or service
(manufacturer, model #, dimensions, etc.), delivery date, freight, terms, and dollar amount.
Requests for quotes are managed by each department unless assistance is requested from
the Purchasing or Engineering Division.
Request for Bid (RFB)
A Request for Bid is a formal method used to solicit competitive sealed bids. All Request
for Bids will be conducted by the Purchasing Division, Engineering Division, or
Equipment Division. A bid is submitted to the City Clerk's office in a sealed envelope
and is not opened until a specified time and date, otherwise known as a public bid opening.
Award of the bid is made to the lowest responsible and responsive bidder meeting the
standards, specifications, and terms and conditions contained within the solicitation. Bids
not received by the stated due date and time will be rejected.
Request for Proposal (RFP)
A Request for Proposal is a formal method used to solicit competitive sealed proposals that
includes all of the information contained within a bid as well as other criteria for
evaluation. All Request for Proposals will be conducted by the Purchasing Division,
Engineering Division, or Equipment Division. This form of solicitation is not evaluated
on price alone; criteria including, but not limited to, the following may be used in
evaluating proposals: the quality of the product or service, company responsibility and
history, references, financial stability, technical expertise, warranties and guarantees, price,
compliance with the specifications, management/customer service, and contract terms. The
criteria used and the value placed on the criteria will depend on the goods and/or the
services solicited.
Proposals are received by the City Clerk's office; proposals received after the due date and
time may be rejected. The Purchasing Division, Engineering Division, or the Equipment
Division reviews the submitted proposals to make sure that they are complete. Only those
proposals that are considered complete, otherwise known as responsive, are dispersed to an
evaluation committee. The Purchasing Division, Engineering Division, and the Equipment
Division reserve the right, but are not required, to seek completion of proposals. The
evaluation committee, which will consist of representatives from the department making
the purchase, and other representatives appointed by the Purchasing Division, Engineering
Division, or the Equipment Division in cooperation with the department, will receive the
complete proposals with oral and written instructions from the Purchasing Division,
Engineering Division, or the Equipment Division regarding the evaluation process. The
evaluation committee shall sign and adhere to the instructions.
Once the evaluation committee has reviewed and scored the proposals, the evaluation
committee may meet to discuss the proposals and the evaluations. During this time, items
in question will be discussed. The evaluation committee may decide to make an award,
elect to request clarification on the proposals, or request a best and final offer from one or
more proposers. The evaluation committee may also request an oral presentation to assist
with the final decision to award. During this time, all contact with the vendor will be
conducted solely through the Purchasing Division, Engineering Division, or the
Equipment Division's point of contact, and responses will be presented in writing to the
committee.
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 27 of 57
Note: During the REP process all information, including, but not limited to, the submitted
proposals, will be kept confidential until a formal award has been made by the Purchasing
Division, Engineering Division, or the Equipment Division. Any outside questions must be
put in writing. Those written questions, and open records requests, should be directed to
the Purchasing Division, Engineering Division, or the Equipment Division's point of
contact.
D. Advertising Public Bids and Request for Proposals - City of Iowa City Website
With the emergence of electronic procurement, the City of Iowa City's public website has
become one of the main advertising resources for formal Request for Bid and Request for
Proposal solicitations. The Purchasing Division, Engineering Division, and the Equipment
Division must post Request for Proposals, Request for Bids, addendums, and bid results to the
City's website. The Purchasing Division, Engineering Division, and the Equipment Division in
cooperation with the department will use their discretion in determining other appropriate
methods of advertising bid and proposal solicitations.
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 28 of 57
SECTION M. EXCEPTIONS TO STANDARD PROCUREMENT PROCEDURES
Unless noted below, all purchases in this section must follow the City's bidding procedures,
with respect to the dollar limits listed in Section H. Standard Procurement Procedures, B.
Limits. In addition, the contract entry or purchase order entry procedures listed in Section H
apply to the following procurements.
A. Public Improvements of $25,000 and Higher
Public improvement projects differ significantly from the procedures used to procure goods
and/or services, and the procurement for this work must be done in accordance with Iowa Code.
Section V of this manual sets forth City policies for public improvement procurements of
$25,000 and higher.
Whether a project is a public improvement is controlled by Iowa Code Chapter 26, which
defines a public improvement as "a building or construction work which is constructed under
the control of a governmental entity and is paid for in whole or in part with funds of the
governmental entity, including a building or improvement constructed or operated jointly with
any other public or private agency". The Iowa Code also features certain exclusions.
If the procurement meets the definition of a public improvement project, or there is a question
whether the project qualifies as a public improvement project, acquiring departments should
consult with the City Attorney's Office for direction.
All Public Improvement projects and competitive bid processes of $25,000 and higher will
be managed by the City's Engineering Division (see Section V. of the Purchasing Manual
for policies and procedures for Public Improvements).
B. Professional and Technical Services
Professional and Technical Services include services provided by consultants or individuals or
organizations possessing a high degree of technical skill, such as lawyers, physicians,
architects, and engineers. The requested services may include information, professional advice,
training, or direct assistance. Contractors working within trades, such as plumbing, electrical
services, and HVAC are considered as providing Operational Services, not Professional and
Technical Services. It is the responsibility of the requesting department to confirm that the
contractor possesses the skills required to perform the job. Cost remains an important
consideration in securing Professional and Technical Services.
Department Directors must confirm that the service provider does not appear on the Prohibited
Interest List, maintained by the Accounting Division. Written contracts should contain the
Prohibited Interest in Public Contracts Policy language, found on page 12.
Any procurement of Professional or Technical Services in excess of $10,000 must take the
form of a written contract. All written Professional and Technical Service Contracts,
regardless of dollar value, must be approved by the City Attorney's Office before services
can begin.
C. Lease of Real Property or Rental of Equipment from Another Party for More than One
Year
City Council signature approval is required for any lease of real property from another party for
more than one year. City Manager signature approval and Department Director approval is
required for the leasing or rental of equipment for more than one year. All written lease
contracts for real property or rental of equipment from another party must be reviewed and
approved by the City Attorney's Office. For any lease longer than one year for either real
property or equipment rental, a copy of the signed lease should be forwarded to the Accounting
division.
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 29 of 57
The City allows the leasing or rental of equipment or building(s) if all of the following
requirements are met:
1. Funds are budgeted and available to the requesting department; and
2. The period of time involved does not extend beyond fund availability; and
3. It is not the intent of the initial rental to transition into a lease/purchase option
except for eligible purposes as listed in the City Debt Management Policy.
D. Information Technology Purchase Procedures
ITS approval is required for any Information Technology procurement.
1.) Hardware and Software Purchases and Related Maintenance Agreements
The department initiating the procurement of information technology goods and services,
shall submit a "Hardware/Software Recommendation" form to the ITS Help Desk for
evaluation and assistance. In the case of information technology goods and services which
are not linked to the City's computer network and which are not supported by ITS, the
initiating Department may inform ITS of its intended procurement via e-mail or memo,
rather than by submitting a Hardware/Software Recommendation form. [ITS may request
additional information from the initiating department if the intended procurement raises
concerns as to connectivity, security, alternative procurement that may be less expensive or
more efficient, or other issues of concern to ITS. ITS shall provide assistance in the
development of specifications for hardware and software needs and development of a
Scope of Work ("SOW") for related maintenance agreements.
2.) IT Consulting Services
ITS will assist the initiating department in the development of the SOW. A preliminary
SOW will be submitted to ITS, and ITS will either recommend the SOW be accomplished
with in-house resources, or the procurement of an outside source. If outsource procurement
is required, ITS will assist the initiating department in defining outsource requirements.
The initiating department will submit a "Request to Retain Outside Consultant" form.
3.) The Purchasing Division will prepare the appropriate contract, if required, between the City
and the vendor, which Purchasing Division or end user will submit to the City Attorney's
Office for approval. Payment in arrears will be encouraged if at all possible.
4.) Departments will submit computer-related requests through ITS for review prior to P -Card
purchases. ITS will submit requisitions to the Purchasing Division for approval and issue
of any necessary purchase orders. ITS will review the computer-related requisitions and
either return it to the initiating department with comments and/or recommendations, or
forward the completed requisition to the Purchasing Division.
5.) Unless otherwise specified by ITS, all information technology equipment will be delivered
to ITS, and ITS will be responsible to track and verify satisfactory receipt of equipment. If
the delivery is made directly to the initiating department, the department will immediately
alert ITS of the equipment's arrival for inventory tracking purposes.
E. Department of Transportation Rock Salt Contract
The City of Iowa City piggybacks onto the Iowa Department of Transportation's Request for
Bid on a yearly basis. Although expenditures for this contract can be over $150,000, City
Council approval is not required due to state procurement requirements.
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 30 of 57
F. Insurance Coverage
Insurance premium payments are approved through the City Council as part of the budget
process. Contracts and other documents relating to procurement and management of insurance
coverage can be over $150,000. The City Council has delegated the City Manager to initiate
and execute these contracts and related documents.
G. Travel and Training
The City's Travel and Training policy is located on the intranet under Employee Information >
Other City Policies/Guidelines.
H. Utilities/Franchise Agreements
A utility franchise agreement is between a city government and a utility company or cable
provider that outlines certain requirements that must be met in order for the utility or cable
provider to use the city's (public) right-of-way. Any bulk or unregulated purchases must be
approved and signed by the City Attorney's Office.
I. Emergency Purchases
An emergency purchase may be exempt from the competitive bidding process when the
purchase is made due to an unexpected and urgent need, where health and safety or the
conservation of public resources is at risk The use of this process is greatly discouraged, and
should be utilized only when absolutely necessary. Emergency purchases that are
considered public improvements under Iowa Code Section 26.2 (3), must follow the
emergency bidding requirements set by state code (see Section V. of the Purchasing
Manual for policies and procedures for Public Improvements).
Before proceeding with an emergency purchase, the department requiring the commodity or
service must receive written approval from the City Manager or designee. Within two (2)
weeks of the emergency purchase, the department making the purchase must complete an
"Emergency Purchase Form" available from the Purchasing Division, and return it to the
Purchasing Division. Copies will be distributed to the City Manager, the Finance Director, and
the Department Director.
J. Sole Source
In general, all purchases shall be made on a competitive basis. However, there may be a reason
to request a Sole Source purchase. This means that there must be only one product or service
that meets the department's needs, and there is only one vendor through whom the product or
service can be procured. Sole Source is not appropriate for use when the department has picked
a preferred product among other available products. In this situation, the individual requesting
the purchase must complete a "Sole Source Procurement Request' form (contact the Purchasing
Division to receive a copy of the form) and return it to the Purchasing Agent for approval by
City Manager or designee and the City Attorney's Office.
Examples of a Sole Source procurement include:
1.) Items which must be compatible with existing equipment or systems and are available
only from the original manufacturer or an exclusive distributor.
2.) Services that can be provided by only one source due to nature of the equipment
requiring service (proprietary equipment features).
3.) Items that have specific features or are related to a specific geographic location that are
available from only one source, by virtue of experience, expertise, proximity, or
ownership of intellectual property rights.
4.) Items or services of information technology for which there are compatibility
considerations, or the purchase would prevent voidance or termination of a warranty, or
the purchase would prevent default under contract or other obligations.
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5.) The Federal government or other government provider of funds for the items or
services being purchased has imposed clear and specific restrictions on the use of the
funds in a way that restricts the procurement to only one vendor.
K Cooperative Purchasing
"Piggybacking", a form of cooperative purchasing, allows government and government -related
agencies to utilize existing purchasing contracts or agreements from other government entities.
This type of purchasing is a competitive form of procurement that combines the requirements
of two or more agencies in order to reduce administrative expenses and obtain better pricing
based on volume discounts.
In order for a government agency to participate in this form of cooperative purchasing,
the following criteria must exist:
1.) The purchasing contract must be current.
2.) The purchasing contract must be the result of a formal competitive process.
3.) The government agency administering the contract must be willing to allow
participation on behalf of other government agencies (note: participation may be
limited to specific government agencies based on location, etc.).
4.) The government agency taking advantage of the existing contract must purchase the
same products identified in the contract.
5.) If the cooperative purchasing contract is a regional contract the state or the
government agency requesting participation must have signed a contract to
participate.
L. Non -Profit Job Training
Contracts with non-profit entities for goods or services provided by those receiving job training
from the non-profit entity shall be excluded from this manual's competitive procurement
requirements. However, all signature authority requirements remain in place.
M. Contracts with Other Governmental Entities
Contracts with other governmental entities for goods or services shall be excluded from this
manual's competitive procurement requirements. However, all signature authority
requirements remain in place.
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SECTION IV. LEGAL REQUIREMENTS
A. Gratuities/ Gift Law
As stated in Iowa Code section 6813.22, as amended, the "Gift Law" prohibits officials,
employees, candidates, or their immediate family members from receiving or soliciting gifts
from a person who is or is seeking to be a party to a sale, purchase, lease, or contract with the
City. Gifts from such restricted donors may be accepted only if they are worth $3.00 or less.
Additional exceptions can be found in Iowa Code Section 68B.22(4), as amended, but should
not be exercised without the approval of the City Attorney's Office.
B. Prohibited Interest in Public Contracts Policy
Pursuant to Iowa Code Section 362.5 (2011), as amended, a city officer or employee shall not
have an interest, direct or indirect, in any contract or job of work or material or the profits
thereof or services to be furnished or performed for the City.
"City officer or employee" includes all employees, as well as members of the City Council and
all City boards and commissions. With respect to "direct or indirect" interest, the City
presumes a City officer or employee has shared financial interest with any of the following
persons:
• The spouse of a City officer or employee.
• Any person eligible to register as a domestic partner, as defined in Iowa City Code 2-6-2,
as amended, of a City officer or employee.
• The unemancipated child of a City officer or employee.
• The parent of a City officer or employee, if the City officer or employee is an
unemancipated child.
It is prohibited for any City officer or employee to participate, directly or indirectly, in a
procurement when the City officer or employee is aware that:
• Any City officer or employee, directly or indirectly, has a financial interest pertaining to
the procurement.
• Any other person, business, or organization with which a City officer or employee, directly
or indirectly, is negotiating or has an arrangement concerning prospective employment is
involved in the procurement.
Before proceeding with a purchase, the department procuring the goods or services must
confirm the vendor is not on the Prohibited Vendor list, as maintained by the designated
division. Some exceptions apply, but no procurement may be made from a Prohibited Vendor
without the written approval of the City Attorney's Office. Procurements made in violation of
this policy may result in disciplinary action and/or criminal charges under Iowa Code Section
362.5.
C. Wage Theft Policy
All City contractors with contracts of $25,000 or more must abide by the requirements of the
City's Wage Theft Policy. Pursuant to the Wage Theft Policy, the City will not to enter into
certain contracts with, or provide discretionary economic development assistance to, any
person or entity (including an owner of more than 25% of the entity) who has admitted guilt or
liability or been adjudicated guilty or liable in any judicial or administrative proceeding of
committing a repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa
Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or
local ordinance, which governs the payment of wages, for a period of five (5) years from the
date of the last conviction, entry of plea, administrative finding or admission of guilt. The Wage
Theft Policy does not apply to emergency purchases of goods and services, emergency
construction or public improvement work, sole source contracts excepted by the City's
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purchasing manual, cooperative/piggyback purchasing or contracts with other governmental
entities. For all other applicable contracts, the City's Wage Theft Policy must be included in
the City's solicitation/bid package.
D. Local Preference
Preference may be given to local businesses or vendors that have a business located within
Johnson County. This includes branch operations and franchises. Cost and other
considerations being equal, local businesses shall be given first consideration for the purchase
of goods or services. A local business or vendor that submits a quote or bid by the established
deadline falling within 5% of the lowest bid will have the opportunity to match the lowest price
submitted, but only if that price was submitted by a non -local vendor.
In this instance, the City representative responsible for issuing the solicitation will contact the
local vendor/business that has fallen within the 5% threshold to request a price match. The
business/vendor will have a twenty-four hour period to submit a written price match to the City
representative. If more than one local business/vendor meets the criteria above, each local
vendor will be given forty-eight hours to submit a lower bid in writing. All revised bids must
be at or lower than the original lowest bid. At the close of the forty-eight hour period, the
contract will be awarded to the lowest bidder, local or otherwise. In the event of a tie, the local
vendor will be awarded the contract. If two or more local vendors tie, the award will be
determined by coin flip.
The local preference policy does not apply to Public Improvement projects, goods and services
acquired through the Request for Proposal process, or purchases utilizing Federal Transit funds
or Federal funding.
E. State and Federal Funding
The purchasing policies stated in this manual are not preempted by the requirements for state and
federal grants unless the city requirement is inconsistent with the state or federal grant
requirements, in which case departments shall follow the strictest of any applicable policy.
Departments shall adhere to the City's purchasing policies and all state and federal requirements,
including completion of all required documents. In addition, all applicable conditions of state or
federal funding must be included in bid and proposal solicitations.
Transit procurements conducted with funds administered by the Federal Transit Administration
directly or through the Iowa Department of Transportation must follow all federal
requirements. As these requirements differ from those outlined in the City of Iowa City
Purchasing Manual, FTA regulations shall take precedence. The City of Iowa City
Transportation Services Director shall provide documentation of the processes when federally
funded procurements occur.
F. Donated Funds
Departments are required to follow the bidding policies stated in this manual unless all of the
following is true:
1.) Private funds are offered to the City for procurement of good or services.
2.) The City does not contribute any funds to the procurement.
3.) Pricing is reasonable.
G. Professional and Technical Service Contracts
Any procurement of Professional or Technical Services in excess of $10,000 must take the
form of a written contract. All written Professional and Technical Service Contracts,
regardless of dollar value, must be approved by the City Attorney's Office before services
can begin. Department Directors must confirm that the service provider does not appear on
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the Prohibited Interest List, maintained by the Accounting Division. Written contracts should
contain the Prohibited Interest in Public Contracts Policy language, found on page 11.
H. Record Retention
The Purchasing Division and Public Works Department, who are responsible for the
procurement of goods, services, and equipment, are required to retain all written contracts,
including bid and request for proposal documents, the awarded vendor's bid or proposal, and
the purchase order for a period of five years. Departments procuring goods, services, and
equipment through the informal quotation process, where assistance is not provided by
Purchasing, are responsible for retaining documentation (including all quotes received) for a
period of five years.
I. Public Record
Procurement information shall be recognized as public record to the extent provided by law and
as set by Council Resolution 07-260, passed August 21" 2007. However, the identity of
proposers and documents received in response to a Request for Proposal may only be released
to City staff prior to award of the contract, without approval of the City Attorney's Office. All
details of contract proposals shall be kept confidential until final award of the contract. Details
of contracts requiring Council approval may be disclosed as part of the Council approval process.
In that event, disclosures should be limited as much as possible in order to best preserve the
integrity of the procurement process. Questions regarding the potential confidentiality of
documents should be directed to the City Attorney's Office.
J. Surplus Equipment Transfer/Disposal
If a department no longer has a use for surplus vehicles and equipment, including, but not
limited to, office furniture, heavy equipment, and computer equipment, the department should
contact the Purchasing Division to assist with transfer or disposal. The Purchasing Division
may contact other City divisions to determine whether they may have use for the surplus
equipment. If no City department has use for the item, the Purchasing Division may dispose of
it through public bidding (on-line), sealed bidding, the sale or transfer to other governmental
agencies, or through donation or sale to a non-profit organization.
The department requesting the transfer/disposal of the equipment shall provide the Purchasing
Division with a description of the item (color, measurements), make, model, serial number,
condition of the item, and any other pertinent information required to assist with
transfer/disposal.
IL Shipping Terms
When purchasing goods from a vendor it is important that the department understands and
designates the appropriate shipping terms. The shipping terms not only determine who has the
legal right to specify the carrier and the routing of any goods purchased, but they also define the
point at which the City takes title of the goods, otherwise known as `Tree on board" (F.O.B.),
and thus who takes the risk of damage during transit. The most common freight terms are
F.O.B. destination and F.O.B. point of origin.
F.O.B. destination (City of Iowa City Address) —title/ownership of the goods passes to the
department when the goods have been delivered to the City. The cost of shipping and the risk
of loss are borne by the vendor. The vendor is responsible for the goods until they are
delivered.
F.O.B. point of origin (vendor's facility) —title/ownership of the goods passes to the
department at the vendor's facility. The department or division owns the goods in transit and
files any claims. The department or division is responsible for the goods at the origin of
shipment.
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Note: F.O.B. destination (City of Iowa City Address) is the City's preferred method of
shipping since the seller maintains ownership of the goods until they are delivered. The
cost of shipping (activities performed in preparation of the outgoing shipment of goods, which
may include packaging, weighing, marking, loading, etc.) and the risk of loss are borne by the
seller.
L. Payment Terms
Unless otherwise specified, the City's standard payment terms designate that payment to the
vendor may be made only after inspection, approval, and final acceptance of the goods or
services. Procurements for construction, capital equipment, professional services and other
labor intensive and/or capital intensive projects may require interim payments. Interim
payments or milestone payments must be clearly defined in written form in order to eliminate
confusion between the City and the vendor. Whether the City makes interim payments or
makes a single payment, it is important that the department not only receives the goods or
services, but performs a complete inspection and confirms that the products received or
the services performed are acceptable before payment to the vendor is made. The City's
ability to remedy a problem is severely hampered if we have already paid the vendor for the
good or services. Advance payment or prepayment for products or services is strongly
discouraged (exclusions: subscriptions, memberships).
Note: Before a department signs a contract for the procurement of goods or services the
payment terms must be carefully reviewed. Payment in advance is strongly discouraged. Also,
the department should review the number of days specified for payment. A department should
not accept payment terms of less than thirty days considering the time it takes to receive,
inspect, and accept the product or service and process the paperwork for payment.
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SECTION V. PUBLIC IMPROVEMENTS
I. General Policies
A. The purpose of this section is to procure the services of contractors by competition in a
manner that will lead to the best results at the lowest price and to forestall fraud,
favoritism and corruption in the making of contracts.
B. These policies and procedures shall be maintained to be in conformance with the laws
of the State of Iowa and shall be administered by the City Engineer, with assistance
from the Public Works Director, City Attorney, Finance Director, and City Manager.
C. The public improvements procurement process is not required for soliciting and
contracting for architectural, landscape architectural, engineering design, or other
professional services for a public improvement project. Procurements such as this must
be conducted in accordance with the provisions in Section II of the Purchasing Policy
Manual.
D. Minimum thresholds for competitive bidding will be established in Iowa Code section
26.3 and adjusted pursuant to Iowa Code section 314.113. Public improvements that do
not require competitive bidding under Iowa Code but are greater than $25,000 will be
subject to the competitive quotation process as defined by Iowa Administrative Code
chapter 180 and this policy. Public improvements that are estimated to cost less
than $25,000 will be subject to the bidding procedures set in Section H.B of the
Purchasing Policy Manual. Under Iowa Code Section 26.5, departments are
prohibited from dividing the project into separate parts, regardless of intent.
E. Thresholds for bidding are determined by the engineer's cost estimate for the total cost
of the improvement. The estimated total cost to construct a public improvement,
includes the cost of labor, materials, equipment, and supplies, but excludes the cost of
architectural or engineering design services and inspection.
F. The City will establish a uniform and consistent process for receiving bids and
quotations for public improvement projects.
G. The City will establish a uniform bid opening process to ensure uniformity and
consistency with the way in which bids and quotations for public improvement projects
are opened and reviewed. The department representative responsible for the bid
opening shall follow this procedure for opening and announcing all bids and quotations
pertaining to public improvement projects submitted by contractors and received by the
designee.
H. Any public improvement contract that is subject to the terms and conditions of a state
or federal grant shall adhere to any additional requirements of the grant, and the
necessary controls or procedures needed to properly monitor or report compliance with
those requirements will be instituted. Any public improvement contract shall also
adhere to any other limitations or requirements as determined by City Council.
I. The City reserves the right to waive any minor informalities or irregularities contained
in any bid or quote.
H. Competitive Bid Process
A. Solicitation of Bids
1. Detailed and written plans and specifications and a detailed cost estimate must be
prepared for the public improvement project by a licensed engineer, licensed
landscape architect and/or a licensed architect. The City Engineer or designee will
approve the written plans and specifications and detailed cost estimate and will
prepare the form of contract. These documents must be reviewed and approved by
the City Attorney's office.
2. The City Engineer or designee shall prepare a memorandum summarizing the
project plans and specifications, the scope of work, the project background, a
detailed cost estimate, and the funding sources. If the scope of the project has
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changed significantly from the scope that was approved in the Five -Year Capital
Improvement Program, then any differences in scope must be explained in the
memorandum as well. This memorandum must be reviewed by the City Attorney
and the Finance Director and approved by the City Manager or their designees.
The written plans and specifications and the detailed cost estimate shall then be
placed on file with the City Clerk's office.
3. The City Council shall hold a public hearing and approve the proposed plans,
specifications, form of contract, and estimated total cost. A notice of public hearing
on the plans, specifications, form of contract, description of the project and its
location, and the estimated total cost must be published by the City Clerk in the
Iowa City Press Citizen and posted by the City Engineer or designee on the City's
website more than 4 days but not more than 20 days before the public hearing.
4. Following the public hearing and Council approval of the plans, specifications,
form of contract and estimated total cost, the City Clerk shall post a notice to
bidders in accordance with the resolution approving the plans and specifications.
Those posting requirements may be satisfied by the City Clerk posting the notice
on the Construction Update Networld operated by the Master Builders of Iowa, and
the Iowa League of Cities website at least once, not less than 13 and not more than
45 days before the bid filing deadline. Additionally, the City Engineer or designee
shall post the notice on the City's website within these same time limitations. This
notice must state all information required by Iowa Code Section 26.7, including:
a. Time and place for filing sealed proposals;
b. Time and place sealed proposals will be opened and considered on behalf of
the City, which shall be the same time and place stated in the Council approved
plans and specifications;
c. The general nature of the public improvements on which bids are being
requested;
d. In general terms, when the work must be commenced and when it must be
completed;
e. Bid security and bid bond requirements.
B. Receiving Bids Process
1. Contractors shall file all bids with the City Clerk's Office before the time specified
in the project specifications.
2. All bids shall be written on the appropriate City form.
a. Competitive bids can only be filed in a sealed envelope, and must be delivered
to the City Clerk's office by personal delivery or other mail delivery service.
Each competitive bid must be accompanied by a Resident Bidder Form.
b. A bid bond must also be submitted in a separate, sealed envelope. If no such
bond is timely filed, the bid will not be considered and the Clerk or designee
will return the bid unopened.
3. The City Clerk or designee who receives the bid shall note the time and date the
bid is received. The City Clerk or designee shall make this notation on the outside
of the sealed envelope. In addition to noting the time and date, as stated on the
official City Clerk clock, the City Clerk or designee shall also sign his or her name
or initials on the envelope upon receiving the bid.
4. No bids filed after the designated time will be received or considered. The City
Clerk or designee shall return all late bids to the contractor unopened.
C. Bid Opening and Consideration Process
1. The Bid Opening Process will occur at the place, date, and time stated in the
project specifications.
2. The City Engineer or designee shall introduce him or herself and announce that it is
now o'clock, the time specified for the receipt of bids and no more bids
shall be received on the project. (The closing of receipt of bids shall be
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exactly at the time specified). Any bids submitted after the time specified will not
be accepted and will be returned to the bidder unopened.
3. The City Engineer or designee will introduce other representatives, consultants,
local, State and/or Federal representatives in attendance.
4. The City Engineer or designee will open the bids individually. The bid bond
envelope will be opened fust followed by the competitive bid envelope. The City
Engineer or designee will announce the name of the bidder and whether:
a. A bid bond or other approved bid security has been received;
b. A Resident Bidder Form has been received;
c. The bid has been signed, is on the form specified and has acknowledged the
addenda, if any exist;
d. All documents and/or attachments required to be submitted as part of the
proposal are enclosed;
e. The Bid Proposal Form(s) has/have been completely filled out and the total
amount of the bid can be readily determined.
5. If any of the above items are missing or incomplete the bids will not be read or
accepted, but will be placed back in the envelope and returned to the Bidder. If the
above items are enclosed and complete, then the City Clerk or designee will read
the total base bid and the bid for any alternates listed in the proposal.
6. After all bids have been read, the City Clerk or designee shall state verbally that
"the bid opening is over and the bids will be tabulated and posted on the City's
website."
7. The City Engineer or designee will review the bids to determine the lowest
responsive, responsible bidder. A bid tabulation of the responsive bids received
shall then be posted on the City's website. Bids considered not responsive will not
be posted.
8. Once the lowest responsive, responsible bidder has been determined by the City
Engineer or designee, the results must be reviewed by the City Attorney and the
Finance Director and approved by the City Manager or designee. Following City
Manager approval, the results shall be submitted to the City Council for
consideration at the next regularly scheduled meeting occurring after the bid filing
deadline, or for consideration at a special meeting called by the City Council for
the purpose of considering the recommendation.
a. The City Engineer or designee shall recommend City Council award the contract
to the lowest responsive, responsible bidder;
b. If all bids received are considered by the City Engineer or designee to be non-
responsive or are not acceptable, the City Engineer or designee will recommend
that Council reject all bids and rebid the project;
c. If the City only received one bid and it is 25% or higher than the Engineer's
Estimate, the recommendation to Council will be to reject it unless the City
Engineer determines that accepting the bid would be the most prudent course of
action, and it is approved by the City Manager.
9. The City shall return the bidder's bond to all unsuccessful bidders as soon as the
City Council has awarded the contract or within 30 days from the bid opening,
whichever is sooner.
M. Competitive Quotation Process
A. Solicitation of Quotations
1. The City Engineer or designee shall solicit competitive quotations for a public
improvement when the estimated total cost of the public improvement equals or
exceeds $25,000 but is less than the competitive bid threshold established in Iowa
Code section 26.3.
2. The City Engineer or designee shall make a good -faith effort to obtain quotations
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for the work from at least two contractors regularly engaged in such work prior to
letting a contract. Quotations shall be obtained by means of either an oral or a
written solicitation directed to not less than two contractors. Solicitations shall also
be posted on the City's website. Good faith effort shall include advising all
contractors who have filed with the governmental entity a request for notice of
projects.
3. Each solicitation shall include a description of the work to be performed, and the
plans and specifications for the work shall be prepared by a licensed architect,
landscape architect, or engineer. In its solicitation, the City Engineer or designee
shall advise each contractor that it has an opportunity to inspect the work site. Each
contractor requesting to inspect the work site shall be provided an equal and
adequate opportunity to do so.
4. Additional information deemed pertinent, or requested by a contractor, may be
provided by the City Engineer or designee if the same information is provided to all
contractors from which quotations are solicited. If the information is provided in
written form to a contractor, it shall be provided in the same form to all contractors
from which quotations are solicited.
5. In its solicitation, the City Engineer or designee shall:
a. Specify the required form and content of quotations. A competitive quotation
filed by a contractor shall be in writing and shall include the total price for labor,
equipment materials and supplies required to perform the work. A contractor
shall not be required to include in its quotation or in individual quotation items a
breakdown of costs for labor, materials, equipment and supplies. Competitive
quotations filed by contractors shall include all other information,
documentation, or commitments as specified in the solicitation;
b. Require that quotations be filed with the City Clerk or designee in the City
Clerk's office by a particular time;
c. Establish the acceptable method(s) for delivery of quotations. The City Engineer
or designee shall specify the following methods of delivery: mail or delivery in -
hand;
d. Require that all quotations be sealed.
B. Receiving Competitive Quotations
1. Contractors shall file all quotations in the City Clerk's Office before the time
specified.
2. The City Clerk or designee who receives the quotation shall note the time and date
the quotation is received and the name of the person receiving the quote on the
sealed envelope.
3. No quotations filed after the designated time will be received or considered. The
City Clerk or designee shall return all late quotations to the contractor unopened.
C. Opening and Considering Competitive Quotations
1. If a quoting contractor does not file a quotation in the form required, or does not
provide all information or documentation or make all commitments required, or
does not sign the quotation if required, the quotation shall be determined to be
nonresponsive and shall be rejected.
2. The City Manager or designee shall award the contract for the work to the contractor
submitting the lowest responsive, responsible quotation, subject to Iowa Code
section 26.9, or may reject all of the quotations. A contract shall be considered
awarded when the City Manager or designee executes a contract for the work with
the selected contractor.
3. The City Engineer shall draft a memo to the City Council summarizing the
competitive quotation, which shall be reported in the meeting minutes of the next
regular Council meeting.
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IV. Contract Administration
1. The City Clerk or designee will advertise and bid all contracts qualifying for formal
bidding procedures. The City Clerk or designee will oversee receiving, opening, and
announcing all formal bids.
2. Competitively bid contracts will be executed by the Mayor and attested to by the
City Clerk. Competitively quoted contracts will be executed by the City Manager or
his designee.
3. The City Manager or designee will administer all contracts on the authority of the
City Council.
4. All change orders, change in contract estimates, or any other adjustments of the
contract price will be subject to these requirements.
a. Change orders or other changes in contract price must be in writing and be
completed in advance of the work They must include a description of the
world the agreed upon cost and be signed by the contractor and the City
Engineer or designee.
b. Contract changes and changes in estimated quantities that are greater than 25%
must be approved with the following limits and authority:
1. Less than $25,000 - City Engineer or designee;
2. $25,000 and $150,000 — City Manager or designee;
3. $150,000 or more — City Council;
c. All change orders greater than $10,000 must be reviewed by the Finance
Director.
d. If a change order on a contract entered into by competitive quotation causes the
entire contract price to exceed $150,000, the contract and amendments shall be
submitted for City Council approval.
e. If it is determined by the City Engineer or designee that the nature of the
contract change is urgent and delay could jeopardize the progress of the
project the City Engineer or designee may authorize the contractor to initiate
the work prior to obtaining the required approval set forth above. The required
approval must be obtained, however, by the City Manager no more than 10
days from the City Engineer or designee's authorization and by the City
Council within20 days from authorization or at the next scheduled City
Council meeting. The change order should include the reasons for the urgency.
5. Contracts for public improvements cannot be amended by change order or any other
adjustment for work that is unrelated to the project as described in the approved plans
and specifications.
6. The scope of public improvement projects shall not be adjusted for the purpose of
circumventing the authorization limits of this policy, Council resolution, and state or
federal law. Contract amendments and change orders shall not be used as a means of
circumventing the authorization limits of this policy, Council resolution, and state or
federal law.
7. For all public improvement contracts $25,000 or higher, the contract must be
accompanied by a bond, with surety, conditioned for the faithful performance of the
contract, and for fulfillment of other requirements as provided by Iowa law in
accordance with Iowa Code section 573.2. The amount of the performance and
payment bond must be at least 100% of the contract price.
8. Where appropriate, retainage shall be withheld on contracts for public improvements as
provided for by State law or on other contracts as deemed appropriate or necessary.
Retainage on a contract shall be 5% of the cost of the public improvement unless
otherwise limited by state or federal grant programs. An application by a contractor for
early release of a retainage requires City Council consideration and approval.
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9. The final acceptance (certificate of completion), the final contractor payment, and the
release of retainage authorization (unless early release applied for) of a formally bid
contract shall be approved by City Council action at the same meeting.
10. All contracts awarded, change orders, or changes in contract price, must be entered into
the City's financial computer system Munis along with supporting documentation.
Contracts that include estimated quantities will be entered into Munis at the contract
price plus 10% as a contingency. All contract payment requests must reference the
Munis contract number.
11. Sales tax exemption certificates will be issued by the Engineering division upon request
of the contractor.
V. Emergency Repairs
1. In accordance with Iowa Code Section 384.103, when emergency repair of a public
improvement is necessary and the delay of advertising and a public letting might cause
serious loss or injury to the City, the City Manager shall make a finding of the
necessity to institute emergency proceedings under Iowa Code Section 384.103, and
shall procure a certificate from a licensed professional engineer or registered architect
certifying that emergency repairs are necessary.
2. Where the City Manager has so certified, the City may accept, enter into, and make
payment under a contract for emergency repairs without holding a public hearing and
advertising for bids, and the provisions of Chapter 26 do not apply.
3. The work must be awarded to the lowest responsible, responsive bidder.
4. The emergency repair finding and the approved construction contract shall be
entered into the City Council minutes at its next regularly scheduled or special
called meeting.
5. If the emergency repair would otherwise be a public improvement requiring
competitive bidding under Chapter 26:
a. The City Engineer or designee must solicit at least two written quotations from
qualified contractors or suppliers.
b. The contractor must provide a performance and payment bond for a public
improvement of $25,000 or more.
6. If the emergency repair would otherwise be a public improvement requiring
Competitive Quotations:
a. The Emergency Purchase provisions of Section III_I. of the Purchasing Policy
Manual shall be followed.
20
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 42 of 57
APPENDIX L PURCHASING TERMS AND DEFINITIONS
Bid Bond: A monetary commitment (cashier's check or certified check) made by a third party to
accept liability and to guarantee that the bidder will not withdraw the bid. The certified check or
cashier's check will not exceed 10% of the bid price and will accompany the bid upon submittal.
If an award is made and the successful bidder fails to enter into a contract with the City, the City is
entitled to the entire amount of the bid bond.
Bid Opening: A specified time and date where formal bids are opened and the enclosed
information is publicly read. The bidder's name, price, items offered, delivery, etc. are read during
the opening.
Capital Asset: Assets that have a life expectancy beyond one year and a cost of $5,000.00 per item
or more (examples: land, land improvement, building, equipment).
Capital Outlay/Expenditure: Expenditures for acquiring land, building, equipment or other
property, or for their preservation, development or permanent improvement (i.e. the acquisition or
renovation of capital assets). The threshold for capital outlay is $5,000 per item or more.
Purchases of goods under $5,000 per item are considered supplies.
Com: Shall mean the City of Iowa City, Iowa.
Competition: The process by which two or more vendors attempt to secure the business of a third
party through the offer of the most favorable price, quality, delivery terms or service.
Contract: A legally binding promise, oral or in writing, enforceable by law.
Emergency Purchase: A purchase made due to an unexpected and urgent request, where health
and safety or the conservation of public resources is at risk
Evaluation Committee: A group or team of advisors selected to assist in recommending a vendor
for a contract award.
Goods: Anything purchased other than services or real property.
Online Bidding: A procurement process in which an invitation for bid or request for proposal is
posted electronically over the internet in a real-time, competitive bidding event.
Operating Services: The furnishing of labor and time by a contractor or a vendor, which may
involve to a lesser degree, the delivery or supply of products. Examples of contractors providing
operational services are those working within trades, such as plumbing, electrical services, and
HVAC. Professional and Technical Services are not Operational Services.
Performance Bond: A bond, issued upon award of the contract, that secures the performance of
all terms, conditions, and agreements stated within the contract by the vendor. A performance bond
protects the buyer from the vendor's inability to complete the contract
Pre -Solicitation (Pre -Submission Conference): A meeting with prospective bidders or proposers
to clarify the requirements of a contract to be put out for bid or proposal.
Procurement: Purchasing, renting, leasing, or otherwise acquiring any supplies, services, or
construction; includes all functions that pertain to the acquisition, description of requirements,
selection and solicitation of sources, preparation and award of contract, and all phases of contract
administration; combining the functions of purchasing, inventory control, traffic and transportation,
receiving, inspection, storekeeping, and salvage and disposal operations.
21
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 43 of 57
Purchasing Policy: Governing principle which establishes the general parameters for the
organization to follow in carrying out its responsibility for procuring equipment, supplies and
services, etc. in the most efficient and economical method possible.
Professional or Technical Services: Services provided by individuals or organizations possessing
a high degree of technical skill, such as lawyers, physicians, architects, engineers, and other
consultants. Contractors working within trades, such as plumbing, electrical services, and HVAC
are considered as providing Operational Services, not Professional and Technical services.
Public Improvement:
A building or construction world which is constructed under the control of governmental entity and
is paid for in whole or in part with funds of the government entity, including a building or
improvement constructed or operated jointly with any other public or private agency, but excluding
urban renewal, demolition, and low -rent housing projects, industrial aid projects authorized under
chapter 419, emergency work or repair or maintenance work performed by employees of a
governmental entity, and excluding a highway, bridge, or culvert project, and excluding
construction or repair or maintenance work performed for a city utility under chapter 388 by its
employees or performed for a rural water district under chapter 357A by its employees. This
definition is controlled by Iowa Code, and thus will incorporate any amendments to the statutory
definition. See Iowa Code Section 26.2(3), as amended, for the controlling definition. Note -
highway, bridge, and culvert projects are controlled by Iowa Code chapter 314, as amended.
Real Property: Land and its permanently affixed buildings or structures.
Responsible Bidder: A vendor who has the capability in all respects to fully perform the contract
requirements, and the integrity and reliability which will assure good faith performance.
Responsive Bidder: A vendor who submits a bid or proposal that fully conforms to all
requirements contained within the solicitation.
Request for Bid: A formal method used to procure a specific requirement (goods/services). A
Request for Bid requires the submission of sealed bids and a public bid opening. Award is made to
the lowest responsible and responsive bidder meeting the standards, specifications, and terms and
conditions contained within the solicitation.
Request for Proposal: A formal procurement method similar to a Request for Bid, except that
factors other than price (such as quality, timeliness, experience, ability to meet specifications) are
also considered in making the award.
Risk Management: The identification, measurement and treatment of property, liability, and
personal loss exposures; includes analysis of potential risk situations and insurance needs, as well
as the amount of financial coverage needed to protect the government.
Sealed: The submission of responses to a solicitation in a form that prevents disclosure of the
contents prior to a date and time established by the department or division for opening the
responses.
Specification: A detailed description of the physical, functional, or performance characteristics of
a good or service that must be met before a contract is awarded.
Sole Source: A purchase to fulfill a need for a commodity or service where there is only one
product or service that meets the department's needs, and there is only one vendor offering the
product or service. Only one vendor possesses the unique and singularly available capability to
meet the requirements (technical specifications) of the solicitation.
22
Airport Commission Agenda & Info Packet
Meeting Date May 16, 2019 Page 44 of 57
Surplus: Supplies or commodities that have completed their useful life and no longer have use to
the original consumer, but may have some purpose or alternative use to another department within
the City, or to an individual or entity outside the City.
Tag Exempt: The City is exempt from all Federal, State of Iowa, and other states' taxes on the
purchase of commodities and services used by the City of Iowa City within the State of Iowa.
Vendor: A supplier/seller of goods or services.
23
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21 (CITY OF IOWA CITY IP 1
mtharp YEAR-TO-DATE BUDGET REPORT glytdbud
FOR 2019 10
ACCOUNTS FOR:
7600 Airport
76850110 Airport Operations
ORIGINAL TRANFRS/ REVISED
APPROP ADJSTMTS BUDGET
76850110
363910
Misc Sale of Merch
Invest
REF
0
0 0
2019/10/040024
2019/10/041037
04/01/2019
CRP
-350.00
-143.55
REF
2350331
AIRPORT
2019/10/040465
2019/10/041037
REF
04/15/2019
CRP
-70.00
-147.21
REF
2370424
MULTIPLE
2019/10/040957
2019/10/041037
-144.00
04/30/2019
CRP
-100.00
-15.00
REF
2390405
MULTIPLE
76850110
381100
Interest on
Invest
REF
-155.00
0
0 0
2019/10/041037
REF
04/30/2019
GEN
-143.55
-155.00
REF
SS
-144.00
2019/10/041037
REF
-230.00
04/30/2019
GEN
-147.21
REF
SS
2019/10/041037
-144.00
04/30/2019
GEN
-15.00
REF
REF
SS
REF
-144.00
76850110
382100
Land Rental
REF
-155.00
-50,000
0 -50,000
2019/10/040014
REF
-144.00
04/01/2019
GBI
-100.00
REF
-500.00
2019/10/040024
-144.00
04/01/2019
CRP
-27,460.15
REF
2350333
FARMERS NATIONAL
2019/10/040286
04/04/2019
CRP
-368.75
REF
2363603
US TREAS
2019/10/040803
04/24/2019
GBI
-600.00
REF
76850110 382200 Building/Room Rent
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
2019/10/040803 04/24/2019 GBI
275,000
-144.00
REF
-155.00
REF
-155.00
REF
-185.00
REF
-133.00
REF
-155.00
REF
-144.00
REF
-230.00
REF
-185.00
REF
-155.00
REF
-144.00
REF
-358.00
REF
-110.00
REF
-144.00
REF
-185.00
REF
-155.00
REF
-332.00
REF
-144.00
REF
-4,606.00
REF
-500.00
REF
-144.00
REF
JOURNAL DETAIL 2019 10 TO 2019 10
AVAILABLE PCT
YTD ACTUAL ENCUMBRANCES BUDGET USED
-1,087.00
OTHER
OTHER
OTHER
00 1,087.00 100.0°%
-1,980.94 .00 1,980.94 100.0°%
Interest Allocation Entry
Interest Allocation Entry
Interest Allocation Entry
-47,097.93 .00 -2,902.07 94.2°%*
LAND RENT
OTHER
LEASE PAYMENT
LAND RENT
0 -275,000 -228,097.53
00 -46,902.47 82.9°%*
HANGAR #7
HANGAR #16
HANGAR #24
HANGAR #47
HANGAR RENT #15. Billed $155
HANGAR #20
HANGAR #10
HANGAR #46
Hangar Rent #41
HANGAR #11
Hangar #2
HANGAR #33
Office Rent (Bldg G)
HANGAR #5
HANGAR #38
HANGAR #27
HANGAR #56
HANGAR #8
D, E, F, H
Hangar M
HANGAR #1
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F game
05/09/2019 13:21 (CITY OF IOWA CITY IP 2
mtharp YEAR-TO-DATE BUDGET REPORT glytdbud
FOR 2019 10
ACCOUNTS FOR:
7600 Airport
JOURNAL DETAIL 2019 10 TO 2019 10
ORIGINAL TRANFRS/ REVISED AVAILABLE PCT
APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USED
04/24/2019
GBI
-195.00
REF
04/24/2019
GBI
-195.00
REF
04/24/2019
GBI
-650.00
REF
04/24/2019
GBI
-166.67
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-4,392.00
REF
04/24/2019
GBI
-652.00
REF
04/24/2019
GBI
-144.00
REF
04/24/2019
GBI
.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-225.00
REF
04/24/2019
GBI
-243.00
REF
04/24/2019
GBI
-230.00
REF
04/24/2019
GBI
-650.00
REF
04/24/2019
GBI
-195.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-230.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-144.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-195.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-210.00
REF
04/24/2019
GBI
-404.00
REF
04/24/2019
GBI
-92.50
REF
04/24/2019
GBI
-92.50
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-100.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-155.00
REF
04/24/2019
GBI
-185.00
REF
04/24/2019
GBI
-185.00
REF
HANGAR #59
HANGAR #60
HANGAR #72
AIRPORT RENTAL - HANGAR N
HANGAR #51
HANGAR #13
HANGAR #42
HANGAR #35
HANGAR #32
HANGAR #9
HANGAR #34. Biled $310 for Ap
HANGAR #53
HANGAR #18
HANGAR #14
HANGAR #40
HANGAR #58
HANGAR #61
HANGAR #55
HANGAR #71
HANGAR #63
HANGAR #49
HANGAR #36
HANGAR #37
HANGAR #45
HANGAR #25
HANGAR #44
HANGAR #50
HANGAR #28
HANGAR #17
HANGAR #6
HANGAR #30
HANGAR #22
HANGAR #62
HANGAR #43
HANGAR #23
HARNGAR #21
HANGAR #64
HANGAR #31
HANGAR #48
HANGAR #48
HANGAR #39
HANGAR #12
OFFICE SPACE RENT
HANGAR #26
HANGAR #29
HANGAR #54
HANGAR #52
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21 (CITY OF IOWA CITY IP 3
mtharp YEAR-TO-DATE BUDGET REPORT glytdbud
FOR 2019 10
ACCOUNTS FOR:
7600 Airport
ORIGINAL TRANFRS/ REVISED
APPROP ADJSTMTS BUDGET
76850110
384900
Other Commissions
.00
-16,666.66
-36,500
2019/10/040519
04/16/2019 CRP
-3,192.80
Gen
REF 2372082
76850110
393120
General Lev
50,413.20
-100,000
2019/10/040305
10,551.80
04/30/2019 GEN
-8,333.33
REF REJE#2
76850110
411000
Perm Full Time
BIWEEKLY
60,965
2019/10/040418
04/12/2019 PRJ
2,344.80
RUN -1
REF 040619
2019/10/040868
04/26/2019 PRJ
2,344.80
REF 042019
76850110
413000
Temporary Employee
700
2019/10/040418
-040619
04/12/2019 PRJ
29.31
BIWEEKLY
REF 040619
76850110
414500
Longevity Pay
.00
500
76850110 421100 Health Insurance
2019/10/040418 04/12/2019 PRJ
2019/10/040868 04/26/2019 PRJ
76850110 421200 Dental Insurance
2019/10/040418 04/12/2019 PRJ
2019/10/040868 04/26/2019 PRJ
76850110 421300 Life Insurance
2019/10/040868 04/26/2019 PRJ
5,394
225.99 REF 040619
225.99 REF 042019
415
16.15 REF 040619
16.15 REF 042019
151
11.41 REF 042019
0 -36,500
EASTERN AVIATION
0 -100,000
0 60,965
0 700
0 500
0 5,394
0 415
0 151
JOURNAL DETAIL 2019 10 TO 2019 10
AVAILABLE PCT
YTD ACTUAL ENCUMBRANCES BUDGET USED
-32,699.90
OTHER
00 -3,800.10 89.6°°%*
-83,333.34
.00
-16,666.66
83.3°%*
Ptax from
Gen
Fund
50,413.20
.00
10,551.80
82.7°%
WARRANT
-040619
RUN -1
BIWEEKLY
WARRANT
-042019
RUN -1
BIWEEKLY
615.20
.00
84.80
87.9°%
WARRANT
-040619
RUN -1
BIWEEKLY
500.00
.00
.00 100.0°%
4,519.80
.00
874.20
83.8°%
WARRANT
-040619
RUN -1
BIWEEKLY
WARRANT
-042019
RUN -1
BIWEEKLY
323.00
.00
92.00
77.8°%
WARRANT
-040619
RUN -1
BIWEEKLY
WARRANT
-042019
RUN -1
BIWEEKLY
114.10
.00
36.90
75.6°%
WARRANT
-042019
RUN -1
BIWEEKLY
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21
Disability Insuran
OF IOWA CITY
4
mtharp
(CITY
YEAR-TO-DATE BUDGET REPORT
IP
glytdbud
FOR 2019 10
04/26/2019 PRJ
JOURNAL DETAIL 2019 10 TO
2019 10
ACCOUNTS FOR:
ORIGINAL TRANFRS/
REVISED AVAILABLE
PCT
7600 Airport
APPROP ADJSTMTS
BUDGET YTD ACTUAL ENCUMBRANCES BUDGET
USED
76850110 421400
Disability Insuran
263
0
263
185.50
2019/10/040868
04/26/2019 PRJ
18.55
REF 042019
76850110 422100
FICA
4,704
0
4,704
3,899.07
2019/10/040418
04/12/2019 PRJ
179.31
REF 040619
2019/10/040868
04/26/2019 PRJ
177.16
REF 042019
76850110 423100
IPERS
5,869
0
5,869
4,753.62
2019/10/040418
04/12/2019 PRJ
224.12
REF 040619
2019/10/040868
04/26/2019 PRJ
221.35
REF 042019
76850110 432020
Annual Audit
669
0
669
468.02
76850110 432080
Other Professional
0
0
0
3,000.00
76850110 435055
Mail & Delivery
0
0
0
22.28
76850110 435060
Legal Publications
0
0
0
89.32
76850110 436030
Transportation
1,000
0
1,000
367.35
76850110 436050
Registration
1,000
0
1,000
425.00
76850110 436060
Lodging
500
0
500
399.32
.00 77.50 70.5°%
WARRANT -042019 RUN -1 BIWEEKLY
.00 804.48 82.9°%
WARRANT -040619 RUN -1 BIWEEKLY
WARRANT -042019 RUN -1 BIWEEKLY
.00 1,114.94 81.0°%
WARRANT -040619 RUN -1 BIWEEKLY
WARRANT -042019 RUN -1 BIWEEKLY
.00 200.98 70.0°%
.00 -3,000.00 100.0%-
.00 -22.28 100.0°%*
.00 -89.32 100.0°%*
.00 632.65 36.7°%
.00 575.00 42.5°%
.00 100.68 79.9°%
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21
200
OF IOWA CITY
200
5
mtharp
(CITY
YEAR-TO-DATE BUDGET REPORT
IP
glytdbud
FOR 2019 10
JOURNAL DETAIL 2019 10 TO
2019 10
ACCOUNTS FOR:
ORIGINAL TRANFRS/
REVISED AVAILABLE
PCT
7600 Airport
APPROP ADJSTMTS
BUDGET YTD ACTUAL ENCUMBRANCES BUDGET
USED
76850110 436080 Meals
76850110 437010 Comp Liability Ins
2019/10/040260 04/05/2019 API
76850110 437020 Fire & Casualty In
76850110 437030 Worker's Comp Insu
76850110 437041 Bonding & Other In
76850110 437200 Loss Reserve PaVme
76850110 438010 Stormwater Utilit
2019/10/040536 04/17/2019 UBB
76850110 438030 Electricity
76850110 438050 Landfill Use
76850110 438070 Heating Fuel/Gas
76850110 438080 Sewer Utilitv Char
2019/10/040536 04/17/2019 UBB
200
0
200
25.00
.00
175.00
12.5°%
4,400
0
4,400
23,881.99
.00
-19,481.99
542.8°%*
875.00
VND 010046
VCH
AW WELT AMBRISCO INS AIRPORT
COMMISSION
BOND
10673
12,612
0
12,612
8,862.00
.00
3,750.00
70.3°%
190
0
190
168.00
.00
22.00
88.4°%
870
0
870
.00
.00
870.00
.0°%
5,000
0
5,000
5,000.00
.00
.00
100.0°%
19,302
0
19,302
15,777.20
.00
3,524.80
81.7°%
1,577.72
REF 190417
C -190417
4200
UB AR GEN
18,663
0
18,663
12,892.94
.00
5,770.06
69.1°%
156
0
156
180.35
.00
-24.35
115.6°%*
2,755
0
2,755
3,449.67
.00
-694.67
125.2°%*
2,059
0
2,059
1,749.21
.00
309.79
85.0°%
127.47
REF 190417
C -190417
2000
UB AR GEN
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21 (CITY OF IOWA CITY IP 6
mtharp YEAR-TO-DATE BUDGET REPORT glytdbud
FOR 2019 10
ACCOUNTS FOR:
7600 Airport
76850110 438090 Water Utility Char
2019/10/040536 04/17/2019 UBB
76850110 438100 Refuse Collection
2019/10/040717 04/19/2019 API
2019/10/040717 04/19/2019 API
76850110 438110 Local Phone Servic
2019/10/040281 04/04/2019 API
76850110 438120 Long Distance Sery
76850110 442010 Other Building R&M
2019/10/040333 04/09/2019 API
2019/10/040717 04/19/2019 API
2019/10/040759 04/23/2019 API
76850110 442020 Structure R&M Sery
76850110 442030 Heating & Cooling
2019/10/040333 04/09/2019 API
2019/10/040333 04/09/2019 API
76850110 442060 Electrical & Plumb
2019/10/040333 04/09/2019 API
76850110 443080 Other Eauioment R&
2019/10/040333 04/09/2019 API
100
13,000
600.00 VND 010856 VCH
30.00 VND 013610 VCH
696.31 VND 014647 VCH
2,843
6,000
112.00 VND 010005 VCH
120.16 VND 010005 VCH
3,000
123.00 VND 010014 VCH
5,000
2,225.59 VND 010677 VCH
0 100
MIS
MIS
0 13,000 9,904.54 .00
JET AIR INC IOW Janitorial Services
STANDARD PEST CONTRO Pest Control Services
DAN'S OVERHEAD DOORS Hangar 72 Repairs
0 2,843 490.00
LS
100.00 .0°%
3,095.46 76.2°%
226717
227433
10935
2,353.00 17.2%
0 6,000 2,456.88 .00 3,543.12 40.9°%
AAA MECHANICAL INC Boiler Repair, Pilot Lights 226657
AAA MECHANICAL INC Heater in Bldg D (Care) Fuse r 226657
0 3,000 2,945.06 .00 54.94 98.2°%
ADVANCED ELECTRICAL Replace Beacon Tower Light 10667
0 5,000 7,301.80 .00 -2,301.80 146.0°%*
SENECA COMPANIES Replace Clock Gauge, Repair In 226763
2,231
JOURNAL DETAIL
2019 10 TO
2019 10
ORIGINAL
TRANFRS/
REVISED
AVAILABLE
PCT
APPROP
ADJSTMTS
BUDGET
YTD ACTUAL ENCUMBRANCES
BUDGET
USED
100
13,000
600.00 VND 010856 VCH
30.00 VND 013610 VCH
696.31 VND 014647 VCH
2,843
6,000
112.00 VND 010005 VCH
120.16 VND 010005 VCH
3,000
123.00 VND 010014 VCH
5,000
2,225.59 VND 010677 VCH
0 100
MIS
MIS
0 13,000 9,904.54 .00
JET AIR INC IOW Janitorial Services
STANDARD PEST CONTRO Pest Control Services
DAN'S OVERHEAD DOORS Hangar 72 Repairs
0 2,843 490.00
LS
100.00 .0°%
3,095.46 76.2°%
226717
227433
10935
2,353.00 17.2%
0 6,000 2,456.88 .00 3,543.12 40.9°%
AAA MECHANICAL INC Boiler Repair, Pilot Lights 226657
AAA MECHANICAL INC Heater in Bldg D (Care) Fuse r 226657
0 3,000 2,945.06 .00 54.94 98.2°%
ADVANCED ELECTRICAL Replace Beacon Tower Light 10667
0 5,000 7,301.80 .00 -2,301.80 146.0°%*
SENECA COMPANIES Replace Clock Gauge, Repair In 226763
2,231
0
2,231
2,388.69
.00
-157.69
107.1°%*
163.71
REF 190417
C -190417
1000
UB AR GEN
2,386
0
2,386
1,950.00
.00
436.00
81.7°%
30.00
VND 010507
VCH
JOHNSON
COUNTY REFUS Refuse
& Recycling
Pickup &
Di
227397
165.00
VND 010507
VCH
JOHNSON
COUNTY REFUS Refuse
& Recycling
Pickup &
Di
227397
1,049
0
1,049
859.92
.00
189.08
82.0°%
85.92
VND 011937
VCH
AUREON COMMUNICATION Basic
Phone Services
226665
100
13,000
600.00 VND 010856 VCH
30.00 VND 013610 VCH
696.31 VND 014647 VCH
2,843
6,000
112.00 VND 010005 VCH
120.16 VND 010005 VCH
3,000
123.00 VND 010014 VCH
5,000
2,225.59 VND 010677 VCH
0 100
MIS
MIS
0 13,000 9,904.54 .00
JET AIR INC IOW Janitorial Services
STANDARD PEST CONTRO Pest Control Services
DAN'S OVERHEAD DOORS Hangar 72 Repairs
0 2,843 490.00
LS
100.00 .0°%
3,095.46 76.2°%
226717
227433
10935
2,353.00 17.2%
0 6,000 2,456.88 .00 3,543.12 40.9°%
AAA MECHANICAL INC Boiler Repair, Pilot Lights 226657
AAA MECHANICAL INC Heater in Bldg D (Care) Fuse r 226657
0 3,000 2,945.06 .00 54.94 98.2°%
ADVANCED ELECTRICAL Replace Beacon Tower Light 10667
0 5,000 7,301.80 .00 -2,301.80 146.0°%*
SENECA COMPANIES Replace Clock Gauge, Repair In 226763
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21
Nursery Srvc-Lawn
OF IOWA CITY
45,575
7
mtharp
(CITY
YEAR-TO-DATE BUDGET REPORT
IP
glytdbud
FOR 2019 10
5,500.00
JOURNAL DETAIL 2019 10 TO
2019 10
ACCOUNTS FOR:
ORIGINAL TRANFRS/
REVISED AVAILABLE
PCT
7600 Airport
APPROP ADJSTMTS
BUDGET YTD ACTUAL ENCUMBRANCES BUDGET
USED
76850110 445030
Nursery Srvc-Lawn
45,575
76850110 445080
Snow and Ice Remov
24,245
2019/10/040333
04/09/2019 API
5,500.00
VND 010856 VCH
76850110 445110
Testing Services
JET AIR INC
1,200
76850110 445230
Other Operating Se
226717
269
76850110 446100
City Attorney Char
6,682
2019/10/040305
04/30/2019 GEN
585.83
REF REJE#2
76850110 446120
ITS-Server/Storage
.00 -4.00
538
2019/10/041003
04/30/2019 GNI
37.28
REF AO
2019/10/041004
04/30/2019 GNI
4.81
REF AO
76850110 446130
ITS-PC/Peripheral/
11,975
2019/10/041014
04/30/2019 GNI
1,215.10
REF AO
76850110 446160
ITS-Infrastucture
8,761
76850110 446190
ITS -Software SAAS
216
2019/10/041006
04/30/2019 GNI
18.50
REF AO
76850110 446200
Photocopying Charg
0
2019/10/040498
04/01/2019 GNI
8.94
REF AO
2019/10/040498
04/01/2019 GNI
21.45
REF AO
0 45,575
22,550.03
.00 23,024.97
49.5°%
0 24,245
39,179.81
.00 -14,934.81
161.6°%*
JET AIR INC
IOW
Groundskeeping/Snow
Removal/Ma
226717
0 1,200
300.75
.00 899.25
25.1°%
0 269
273.00
.00 -4.00
101.5%*
0 6,682
5,858.34
.00 823.66
87.7°%
Airport to Attorney
0 538
405.36
.00 132.64
75.3°%
Storage of files AIR
Storage of Email
0 11,975
11,780.50
.00 194.50
98.4°%
APR ITS Repl Chgbk
0 8,761
8,761.00
.00 .00
100.0°%
0 216
185.00
.00 31.00
85.6°%
Office software
0 0
80.67
.00 -80.67
100.0°%*
MAR Copy Charges
MAR Copy Charges
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21
Phone Ecruipment/Li
OF IOWA CITY
1,371
8
mtharp
(CITY
YEAR-TO-DATE BUDGET REPORT
IP
glytdbud
FOR 2019 10
4.20
JOURNAL DETAIL 2019 10 TO
2019 10
ACCOUNTS FOR:
ORIGINAL TRANFRS/
REVISED AVAILABLE
PCT
7600 Airport
APPROP ADJSTMTS
BUDGET YTD ACTUAL ENCUMBRANCES BUDGET
USED
76850110 446300
Phone Ecruipment/Li
1,371
2019/10/041007
04/30/2019 GNI
112.50
REF AO
2019/10/041008
04/30/2019 GNI
4.20
REF AO
76850110 446320
Mail Chargeback
172
2019/10/040580
04/01/2019 GNI
3.51
REF AO
76850110 446350
City Vehicle Repla
84.0°%
27,000
2019/10/041015
04/30/2019 GNI
2,041.05
REF TLA
76850110 446370
Fuel Chargeback
0 27,000
3,124
2019/10/041015
04/30/2019 GNI
93.83
REF TLA
76850110 446380
Vehicle R&M Charge
20,000
2019/10/041015
04/30/2019 GNI
529.54
REF TLA
76850110 449055
Permitting Fees
119.6%*
1,200
76850110 449060
Dues & Memberships
1,225
76850110 449120
Equipment Rental
0 20,000
297
2019/10/040333
04/09/2019 API
349.00
VND 010856 VCH
76850110 452010
Office Supplies
328
76850110 454020 Subscriptions 254
0 1,371
1,147.80
.00 223.20
83.7°%
CH APR PHONE ASSET CHARGE
CH APR LONG DISTANCE CHARGES
0 172
144.44
.00 27.56
84.0°%
MAR Mail Charges
0 27,000
20,410.50
.00 6,589.50
75.6°%
APR REPLACEMENT COST
0 3,124
3,736.30
.00 -612.30
119.6%*
APR DIVISION FUEL
0 20,000
15,875.67
.00 4,124.33
79.4°%
APR DIVISION SERVICE
0 1,200
1,140.00
.00 60.00
95.0°%
0 1,225
1,250.00
.00 -25.00
102.0°%*
0 297
908.50
.00 -611.50
305.9°%*
JET AIR INC
IOW
Maintenance
Reimbursement
226717
0 328
169.77
.00 158.23
51.8°%
0 254
478.05
.00 -224.05
188.2°%*
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21
461050
OF IOWA CITY
392
9
mtharp
(CITY
YEAR-TO-DATE BUDGET REPORT
IP
glytdbud
FOR 2019 10
04/09/2019 API
JOURNAL DETAIL 2019 10 TO
2019 10
ACCOUNTS FOR:
ORIGINAL TRANFRS/
REVISED AVAILABLE
PCT
7600 Airport
APPROP ADJSTMTS
BUDGET YTD ACTUAL ENCUMBRANCES BUDGET
USED
76850110
461050
Other Agriculture
392
76850110
466070
Other Maintenance
3,007
2019/10/040333
857.86
04/09/2019 API
101.25 VND 010856 VCH
76850110
467020
Equipment R&M Supp
1,667
76850110
467160
Other Vehicle R&M
200
76850110
468030
Asphalt
100
76850110
468050
Sand
100
76850110
469040
Traffic Cntrl Impr
1,200
76850110
469190
Minor Equipment
1,500
76850110
469200
Tools
250
76850110
469210
First Aid/Safety S
516
76850110
469290
Purchases For Resa
0
0 392
108.77
.00
283.23
27.7°%
0 3,007
857.86
.00
2,149.14
28.5°%
JET AIR INC
IOW
Maintenance
Reimbursement
226717
0 1,667
134.15
.00
1,532.85
8.0%
0 200
.00
.00
200.00
.0°%
0 100
.00
.00
100.00
.0°%
0 100
.00
.00
100.00
.0°%
0 1,200
.00
.00
1,200.00
.0°%
0 1,500
12,612.74
.00
-11,112.74
840.8°%*
0 250
408.47
.00
-158.47
163.4°%*
0 516
593.90
.00
-77.90
115.1°%*
0 0
1,170.00
.00
-1,170.00
100.0°%*
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F gnie
05/09/2019 13:21
mtharp
FOR 2019 10
ACCOUNTS FOR:
7600 Airport
(CITY OF IOWA CITY
YEAR-TO-DATE BUDGET REPORT
ORIGINAL TRANFRS/
APPROP ADJSTMTS
REVISED
BUDGET
YTD ACTUAL
JOURNAL DETAIL
ENCUMBRANCES
IP
2019 10 TO
AVAILABLE
BUDGET
10
glytdbud
2019 10
PCT
USED
76850110 473010
Contracted Improve
0
0
0
14,639.00
56.2°%
.00
-14,639.00
-461,500
100.0°%*
76850110 475010
Furniture & Office
10,000
0
10,000
357,309
.00
.00
10,000.00
.0°%
652 100 Year Anniversary
Celebration
116,769.51
CHANGE IN FUND BALANCE - NET
OF REVENUES/EXPENSES
15,304.36
76850110 363910
652 Misc Sale of Me
0
0
0
-415.00
.00
415.00
100.0°%
76850110 445140
652 Outside Printin
0
0
0
205.24
.00
-205.24
100.0°%*
76850110 449120
652 Equipment Renta
0
0
0
400.00
.00
-400.00
100.0°%*
TOTAL Airport Operations -104,191
0
-104,191
-58,567.99
.00
-45,622.90
56.2°%
TOTAL Airport -104,191
0
-104,191
-58,567.99
.00
-45,622.90
56.2°%
TOTAL REVENUES -461,500
0
-461,500
-394,711.64
.00
-66,788.36
TOTAL EXPENSES 357,309
0
357,309
336,143.65
.00
21,165.46
PRIOR FUND BALANCE
116,769.51
CHANGE IN FUND BALANCE - NET
OF REVENUES/EXPENSES
15,304.36
REVISED FUND BALANCE
132.073.87
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F game
05/09/2019 13:21 (CITY OF IOWA CITY IP 11
mtharp YEAR-TO-DATE BUDGET REPORT glytdbud
FOR 2019 10
ORIGINAL TRANFRS/
APPROP ADJSTMTS
JOURNAL DETAIL 2019 10 TO 2019 10
REVISED AVAILABLE PCT
BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USED
GRAND TOTAL -104.191 0 -104.191 -58.567.99
** END OF REPORT - Generated by Michael Tharp **
00 -45.622.90 56.2°%
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F game
05/09/2019 13:14 (CITY OF IOWA CITY IP 1
mtharp INVOICE LIST BY GL ACCOUNT apinvgla
YEAR/PERIOD: 2019/10 TO 2019/10
ACCOUNT/VENDOR INVOICE
PO YEAR/PR TYP S
76850110 Airport Operations
7600-70-70-850-850100-850110-000-0000-437010
WARRANT
CHECK
DESCRIPTION
Comp Liability Insurance
010046
AW WELT AMBRISCO INS
269264
0
2019 10 INV P
85.92
041219
010856
JET AIR INC IOW
ACCOUNT TOTAL
7600-70-70-850-850100-850110-000-0000-438100
013610
STANDARD PEST CONTRO
37808
Refuse Collection Charges
010507
JOHNSON COUNTY REFUS
116738
0
2019 10 INV P
010507
JOHNSON COUNTY REFUS
116740
0
2019 10 INV P
7600-70-70-850-850100-850110-000-0000-438110-
WARRANT
CHECK
DESCRIPTION
011937
AUREON COMMUNICATION
0789004025.2019.04
0
7600-70-70-850-850100-850110-000-0000-442010
2019 10 INV P
85.92
041219
010856
JET AIR INC IOW
IVI-19-001150
0
013610
STANDARD PEST CONTRO
37808
0
014647
DAN'S OVERHEAD DOORS
488410
0
7600-70-70-850-850100-850110-000-0000-442030
696.31
042619
ACCOUNT TOTAL
010005
AAA MECHANICAL INC
9957036
0
010005
AAA MECHANICAL INC
9957375
0
7600-70-70-850-850100-850110-000-0000-442060
010014 ADVANCED ELECTRICAL 58186 0
7600-70-70-850-850100-850110-000-0000-443080
010677 SENECA COMPANIES 1657065 0
7600-70-70-850-850100-850110-000-0000-445080
010856 JET AIR INC IOW IVI-19-001149 0
165.00 042619 227397 Refuse & Recycling
30.00 042619 227397 Refuse & Recycling
WARRANT
CHECK
DESCRIPTION
875.00
875.00
041219
10673
AIRPORT COMMISSION
165.00 042619 227397 Refuse & Recycling
30.00 042619 227397 Refuse & Recycling
7600-70-70-850-850100-850110-000-0000-449120 Equipment Rental
226665 Basic Phone Service
226717 Janitorial Services
227433 Pest Control Servic
10935 Hangar 72 Repairs
226657 Heater in Bldg D (C
226657 Boiler Repair, Pilo
10667 Replace Beacon Towe
226763 Replace Clock Gauge
226717 Groundskeeping/Snow
195.00
ACCOUNT TOTAL
195.00
Local Phone Service
2019 10 INV P
85.92
041219
ACCOUNT TOTAL
85.92
Other Building R&M Services
2019 10 INV P
600.00
041219
2019 10 INV P
30.00
042619
2019 10 INV P
696.31
042619
ACCOUNT TOTAL
1,326.31
Heating & Cooling R&M Services
2019 10 INV P
120.16
041219
2019 10 INV P
112.00
041219
232.16
ACCOUNT TOTAL
232.16
Electrical & Plumbing R&M Srvc
2019 10 INV P
123.00
041219
ACCOUNT TOTAL
123.00
Other Equipment R&M Services
2019 10 INV P
2,225.59
041219
ACCOUNT TOTAL
2,225.59
Snow and Ice Removal
2019 10 INV P
5,500.00
041219
ACCOUNT TOTAL
5,500.00
7600-70-70-850-850100-850110-000-0000-449120 Equipment Rental
226665 Basic Phone Service
226717 Janitorial Services
227433 Pest Control Servic
10935 Hangar 72 Repairs
226657 Heater in Bldg D (C
226657 Boiler Repair, Pilo
10667 Replace Beacon Towe
226763 Replace Clock Gauge
226717 Groundskeeping/Snow
Airport Commission Agenda & Info Packet
KAPPfinn nate nnav 1F game
05/09/2019 13:14 (CITY OF IOWA CITY IP 2
mtharp INVOICE LIST BY GL ACCOUNT apinvgla
YEAR/PERIOD: 2019/10 TO 2019/10
ACCOUNT/VENDOR INVOICE PO YEAR/PR TYP S WARRANT CHECK DESCRIPTION
010856 JET AIR INC
IOW
IVI-19-001250
0 2019 10 INV P
349.00
041219 226717 Maintenance Reimbur
ACCOUNT TOTAL
349.00
7600-70-70-850-850100-850110-000-0000-466070
Other Maintenance Supplies
010856 JET AIR INC
IOW
IVI-19-001250
0 2019 10 INV P
101.25
041219 226717 Maintenance Reimbur
ACCOUNT TOTAL
101.25
ORG 76850110 TOTAL
11,013.23
FUND
7600
Airport
TOTAL:
11,013.23
** END OF REPORT - Generated by Michael Tharp **