AGENDA 6:30 P.M. October 9, 2018 A Regular Meeting of the City Council of the City of Coralville, Johnson County, IA will be held at City Hall, 1512 7 th Street on Tuesday, October 9, 2018 at 6:30 P.M. Recorded webcasts of Coralville City Council Meetings are available online at www.coralville.org/coralvision. 1. Call to order. 2. Roll call. 3. Approve agenda. 4. Mayor to proclaim October 2018 as Domestic Violence Awareness Month. 5. Citizen comments for 15 minutes. Additional comments to continue after the consent calendar if needed. (Please limit to 5 minutes.) 6. IOWA RIVER LANDING RETAIL LEASE ~ PUBLIC HEARING a) Public hearing on alternative proposals and intent to dispose of an interest in real property and soliciting alternate proposals for the leasing of an approximate 4,038 square foot space at 211 E. 9 th Street to IRL Hospitality, LLC. b) Consider resolution approving the disposition of property and approving a Lease Agreement with IRL Hospitality, LLC. Note: This lease will be for a full service, sit down Mexican Restaurant in Unit A, at 211 E. 9 th Street. 7. VACATION ~ PUBLIC HEARING a) Public hearing on the proposed vacation of a Utility Easement in the Marner & Kiefer 1 st Subdivision. b) Consider resolution vacating a portion of a Utility Easement located in the Marner & Kiefer First Subdivision, Coralville, Iowa. Note: This unused easement is being vacated because it is located under the future Arena. 8. CORAL CROSSING SEVENTH ADDITION a) Building Department Report. b) Planning & Zoning Commission Report. c) Consider resolution approving the Final Plat for Coral Crossing Seventh Addition, Coralville, Iowa. Note: This addition will contain four four-unit townhomes. 9. CORAL CROSSING EIGHTH ADDITION a) Building Department Report. b) Planning & Zoning Commission Report. c) Consider resolution approving the Final Plat for Coral Crossing Eighth Addition, Coralville, Iowa. Note: This addition will contain three four-unit townhomes and one three-unit townhome. 1
10. QUARRY ROAD TOWNHOMES a) Consider resolution of intent to dispose of an interest in real property and setting a date for hearing and date for receipt of alternative proposals for the Quarry Road Townhomes. Note: This is for the sale of a.37-acre parcel from Outlot B, Coralville Hotel and Conference Center First Addition to construct 9 townhomes on Quarry Road. Alternate proposals are due November 12, 2018 and the public hearing will be November 13, 2018. 11. WELLMARK BLUE CROSS/BLUE SHIELD a) Consider resolution approving the quotation of Wellmark Blue Cross/Blue Shield to provide health insurance coverage for City Employees. Note: The City has received a quote for a 3.07% increase to its current premiums for calendar year 2019. 12. CORALVILLE MARRIOTT HOTEL & CONFERENCE CENTER a) Consider resolution ratifying the Coralville Marriott Hotel & Conference Center Public Area Finishes Phase 1 Sales Order with Design Force Corporation. Note: This sales order for the Marriott Interior Design Package is for $293,209.53. b) Consider resolution ratifying the Coralville Marriott Hotel & Conference Center Public Area Finishes Phase 2 Sales Order with Design Force Corporation. Note: This sales order for the Marriott Interior Design Package is for $142,509.32. c) Consider resolution ratifying the Coralville Marriott Hotel & Conference Center Public Area Finishes Phase 3 Sales Order with Design Force Corporation. Note: This sales order for the Marriott Interior Design Package is for $145,158.16. 13. ENGINEERING SERVICE AGREEMENTS a) Consider resolution approving an Engineering Services Agreement with HR Green, Inc. for the 1 st Avenue Gate Controls Project. Note: The agreement is to repair the gate actuator and to establish status and control connections between the storm water gate well at the southwest corner of the 1 st Avenue Clear Creek Bridge and the Wastewater Treatment Plant SCADA system via Stormwater Pump Station 5 controls connections and is not to exceed $12,400.00. b) Consider resolution approving an Engineering Services Agreement with HR Green, Inc. for a Flood Operations Manual. Note: This agreement is for the creation of a Flood Operations Manual for not to exceed $73,000.00. 14. BRIDGEWATER SUBDIVISION, PART TWO a) Consider resolution partially accepting municipal improvements constructed in Bridgewater Subdivision, Part Two, Coralville, Iowa. Note: This partially accepts the public improvements in Bridgewater Subdivision, Part Two that were completed in substantial accordance with the plans and specifications on file at the City. 15. BROWNFIELDS 2
a) Consider resolution approving a Cooperative Agreement with the Environmental Protection Agency for Brownfields Assessment Grant #97764301. Note: The agreement is for a $300,000.00 EPA Brownfields Assessment Grant to inventory, characterize, assess, conduct planning, community involvement and cleanup brownfield sites. 16. CONSIDER MOTION TO APPROVE CONSENT CALENDAR AS PRESENTED OR AMENDED: a) Approve minutes for the September 25, 2018 Coralville City Council Regular Meeting. b) Approve Retail Cigarette/Tobacco/Nicotine/Vapor Permit Applications for Tabooleh, Inc.: Eff. 10/10/2018-06/30/2019. c) Approve New Carryout Wine Privilege for Casey s General Store #2779: Eff. 11/01. d) Approve New Carryout Wine Privilege for Hy-Vee Gas: Eff. 10/15. e) Approve Class C Liquor License with Carryout Wine, Catering Privilege, Outdoor Service and Sunday Sales for Monica s: Eff. 10/21. f) Approve Special Class C Liquor License (Beer/Wine) with Outdoor Service and Sunday Sales for High Ground Café: Eff. 10/24. g) Approve Class C Liquor License with Sunday Sales for Chili s Southwest Grill: Eff. 10/30. h) Approve Class C Liquor License with Carryout Wine and Sunday Sales for Three Samurai Japanese Restaurant: Eff. 11/01. i) Approve Special Class C Liquor License (Beer/Wine) with Sunday Sales for Exotic India: Eff. 11/01. j) Approve Class C Beer Permit with Sunday Sales for Aldi Inc. #56: Eff. 11/01. k) Approve payment to Electric Pump for 3 rd Street Lift Station repairs (#0880094-IN): $24,948.43. l) Approve payment to Mechanical Service, Inc. for replacing compressors at the Recreation Center (#21056): $11,221.96. m) Approve payment to Hogan Hansen for audit of Fiscal Year 2018 financial statements (#146620): $25,000.00. n) Approve payment to Keck Parking for 2 nd 40% down payment for the parking access control equipment at the for the North Parking Ramp and South Parking Lot to match the Marriott s new room key entry system (#30039): $13,347.20. o) Approve payment to Mortenson Construction for Iowa Arena and Performance Center Limited Authorization to Perform Services (#017): $143,373.00. p) Approve payment to Global Spectrum for Iowa Arena Spectra Venue Consulting Fee for September 2018 (#0049777-IN): $5,000.00. q) Approve payment to Van Meter, Inc. for Coralville Marriott Hotel & Conference Center FF&E Invoice for LED ROI Project 100% replacement (#07182018LED): i) Invoice #S010273892.017 $8,196.00 ii) Invoice #S010273892.020 $5,525.00 iii) Invoice #S010273892.015 $1,687.50 iv) Invoice #S010273892.016 $4,423.50 v) Invoice #S010273892.018 $4,074.00 vi) Invoice #SO10273892.019 $138.75 r) Approve payment to Brecke Mechanical Contractors for Coralville Marriott Hotel & Conference Center FF&E Invoice: i) To repair Aquatherm in Boiler #3 (#06192018EN) $5,060.00 ii) To repair Aquatherm to Storage Tank (#07252018ENG) $4,655.00 s) Approve payment to Pipe Pro, Inc. for Coralville Marriott Hotel & Conference Center FF&E Invoice: i) To repair Kitchen Fryer (#09182018ENG) $1,175.29 ii) Major Line Equipment Repair (#09182018ENG) $5348.07 t) Approve payment to Advanced Electric Services, Inc. for Coralville Marriott Hotel & Conference Center FF&E Invoice for: 3
i) LED ROI Project 100% replacement (#07182018LED) $8,788.00 ii) Wiring for Panic Button System (#09192018ENG) $468.81 u) Approve payment to Life Fitness for Coralville Marriott Hotel & Conference Center FF&E Invoice for 1 Treadmill Discover SE3 (#08142018ENG): $7,539.11. v) Approve payment to Ryan & Associates for Coralville Marriott Hotel & Conference Center FF&E Invoice for repairs to RTU3, RTU4, RTU5 & RTU0 (#08312018ENG): $8,828.06. w) Approve payment to Iowa Prison Industries for Coralville Marriott Hotel & Conference Center FF&E Invoice for furniture refurbishment (#07202018ROOMS): $3,814.00. x) Approve payment to GIS Workshop for second year subscription of SimpleCity software (#12427): $11,400.00. y) Approve Payment to Design Force Corporation for Coralville Marriott Hotel & Conference Center Interior Design Development (#5244): $16,963.00. z) Approve payment to Greg s Lawn & Landscaping for Coral Ridge Avenue Improvements Phase 2 (#188677): $127.20. aa) Approve Pay Estimate #7 to Peterson Contractors, Inc. for the Coral Ridge Avenue Improvements Phase 2: $775,497.31. bb) Approve Change Order #4 to Langman Construction Inc. for the 1 st Avenue Improvements 6 th St. to 9 th St: +$153,570.58. cc) Approve Pay Estimate #7 to Iowa Bridge & Culvert, LC for Clear Creek Trail Phases 6 & 7: $124,826.42. dd) Approve Change Order #2: -$241,453.58; and Pay Application #3: $514,209.78; to Miron Construction, Inc. for the Wastewater Treatment Plant Facility Improvements. ee) Approve quotation and contract from All American Concrete, Inc. for High Country Road Patching 2018: Not to exceed $43,159.05. ff) Approve job description changes for the Communications Coordinator position and the Communications Specialist (formerly the Telecommunications Production Coordinator). gg) Approve Bill List for October 9, 2018. 17. City Engineer Road Reconstruction Report. 18. City Administrator s report. 19. Mayor s report. 20. City Attorney s report. 21. Committee and Councilmember s report. 22. Consider motion to adjourn to Executive Session to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual s reputation and that individual requests a closed session pursuant to Section 21.5 (i) of the Code of Iowa. 23. Motion to adjourn. A Work Session of the City Council will be held immediately following the council meeting. 1. Discuss potential areas of need for housing. 2. City Administrator s time. 4
City of Coralville MEMORANDUM Date: 10/4/2018 To: From: Title: CC: Re: Hon. Mayor and City Councilmembers Kevin D. Olson City Attorney Thorsten J. Johnson Approve lease agreement with IRL Hospitality Building G This lease with IRL Hospitality, LLC, is for approximately 4,083 square feet of space located in Building G, which is located at 211 E. 9 th Street and directly west of Backpocket Brewery. This lease is for 10 years and 6 months, with the rent being abated this first six months (although CAM and taxes are paid), $10/SF for year 1, then ramping up to $22.50/SF in year 2, triple net. This space will be used for a full service sit-down Mexican restaurant. The tenant may extend the lease for one additional 4-year term after the expiration of the initial term of 10 years and 6 months. Page 1 of 1
RESOLUTION NO. 2018- RESOLUTION APPROVING THE DISPOSITION OF PROPERTY AND APPROVING A LEASE AGREEMENT WITH IRL HOSPITALITY, LLC. WHEREAS, the City of Coralville, Iowa ( City ), pursuant to and in strict compliance with all laws applicable to the City, and in particular, the provisions of Chapter 403 of the Code of Iowa (2017), has established the Mall and Highway 6 Urban Renewal Area ( Urban Renewal Area ) with the City and has adopted an Urban Renewal Plan by resolution of the City Council for the Urban Renewal Area; and WHEREAS, the City Council has adopted an ordinances providing for the division of taxes levied on taxable property in the Urban Renewal Area pursuant to Section 403.19 of the Code of Iowa and establishing the fund referred to in subsection 2 of said Section 403.19 of the Code of Iowa (2017), which fund and the portion of taxes referred to in that subsection may be pledged by the City for the payment of principal and interest on bonds issued under the authority of Section 403.9 of the Code of Iowa to finance or refinance in whole or in part projects in the Urban Renewal Area; and WHEREAS, a portion of the Urban Renewal Area known as the Iowa River Landing District was determined by the City Council to be a slum area and a blighted area pursuant to the provisions of Chapter 403 of the Code of Iowa (the Urban Renewal Law ); and WHEREAS, the City has formulated and is formulating programs for the use of private and public resources to eliminate slums, prevent the further development of slims and urban blight and to encourage urban rehabilitation in a portion of the Iowa River Landing District; and WHEREAS, the City has determined that the Development Property, the retail condominiums located in the building located 211 E. 9 th Street (the Lease Space ) be developed as an urban renewal project in the Urban Renewal Area with the development of restaurant uses; and WHEREAS, the Lease Space is situated in the Urban Renewal Area and the City has received a proposal from IRL Hospitality, LLC, (the Proposal ) to develop the Lease Space for a restaurant use for an initial term of ten (10) years and six (6) months (with an additional option to extend for two five-year terms) for a total base rent of $10.00 per square foot, triple net, said base rent rate increasing during the first year and increasing to $22.50 per square foot, triple net in year 2, with annual increases thereafter (the Leased Unit ); and
WHEREAS, the City Council in a resolution has previously indicated its intent to accept the Proposal as provided in Section 403.8 of the Code of Iowa (2017) unless a subsequent proposal was submitted which better represents the interests of the City; and WHEREAS, a hearing has been held of the disposition of the Leased Unit has been held and no other proposals for the development of the Leased Unit have been received; and WHEREAS, the City proposes to enter into an Iowa River Landing Retail Lease (the Lease ) with IRL Hospitality, LLC, (the Tenant ) pursuant to which the City will lease the Leased Unit to the Tenant for the Lease Term. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, as follows: Section 1. The City Council hereby determined that the Proposal represents the best interests of the City with respect to the use of the Leased Unit in a manner consistent with the City objectives for and restrictions on the use of the Lease Space under the terms and conditions set forth in the Lease is hereby accepted and approved. Section 2. The Proposal and Lease are hereby approved. The Mayor and City Clerk are directed to execute the Lease and such additional documents as may be necessary to implement the Proposal and this Resolution. The City Administrator, with the advice of the City Attorney, shall cause the preparation of additional documents necessary to implement the Proposal and Lease. Section 3. repealed. All resolutions or parts of resolutions in conflict herewith are hereby Passed and approved this 9 th day of October, 2018. John A. Lundell, Mayor ATTEST: Kelly Lindsay, Deputy City Clerk
City of Coralville MEMORANDUM Date: 10/4/2018 To: From: Title: CC: Re: Hon. Mayor and City Councilmembers Kevin D. Olson City Attorney Thorsten J. Johnson Vacation of utility easement This resolution vacates a portion of the utility easement as highlighted on the attached Exhibit A to the resolution approving the vacation. This is needed for ArenaCo s financing because the easement would be underneath the arena building itself. The City does not use this easement any longer. Page 1 of 1
Prepared and return to: Kevin D. Olson, Coralville City Attorney, PO Box 5640, Coralville, Iowa 52241 (319)248-1700 RESOLUTION NO. 2018- RESOLUTION VACATING A PORTION OF THE UTILITY EASEMENT LOCATED IN THE MARNER & KIEFER FIRST SUBDIVISION, CORALVILLE, IOWA. WHEREAS, the City of Coralville has acquired all of the properties which were platted as part of the Marner & Kiefer First Subdivision, Coralville, Iowa, according to the plat thereof recorded in Book 17 at Page 46, Plat Records of Johnson County, Iowa (the Subdivision ); and WHEREAS, the City is planning to construct the Iowa Arena Project in a portion of said Subdivision; and WHEREAS, a portion of the utility easement located on the east side of the Subdivision will be located underneath the arena; and WHEREAS, said utility easement is of no use to the City; and WHEREAS, in order to facilitate the building and financing of the Iowa Arena Project, a portion of said utility easement needs to be vacated. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, that the portion of the utility easement located in the Subdivision and highlighted on Exhibit A to this Resolution is hereby vacated. BE IT FURTHER RESOLVED, that the City Clerk shall record this Resolution, along with the public hearing notice on this proposed vacation, in the Office of the Johnson County Recorder to serve as proof of vacation of said portion of the utility easement without further documentation from the City. Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
City of Coralville MEMORANDUM Date: 10/03/2018 To: From: Re: Mayor Lundell City Council Kelly Hayworth Jim Kessler October 9, 2018 Meeting Item # 8: Request by Jajesska for a favorable recommendation to Council for an amended Final Plat for Coral Crossings Seventh Addition. This addition will contain four (4) 4-unit Townhome structures. The Planning and Zoning Commission recommended this for approval by a 6-0 vote. Page 1 of 1
Prepared by and return to: Kevin D. Olson, City Attorney, P.O. Box 5127, Coralville, IA 52241 (319)248-1700 RESOLUTION NO. 2018- RESOLUTION APPROVING THE FINAL PLAT FOR THE CORAL CROSSING SEVENTH ADDITION, CORALVILLE, IOWA. WHEREAS, the developer did file with the City Clerk of Coralville, on August 30, 2018, a final platting of the Coral Crossing Seventh Addition, Coralville, Iowa; and WHEREAS, the legal description for said Subdivision is described as in Exhibit A; and WHEREAS, said property has been dedicated with the free consent and in accordance with the desires of the owner; and WHEREAS, the aforementioned plat and subdivision is found to conform with Chapter 354 of the State Code of Iowa, Chapter 170 of the Coralville Code of Ordinances, and all other ordinances and statutory requirements; and WHEREAS, said final platting of the aforementioned subdivision has been examined by the Coralville Planning and Zoning Commission; and WHEREAS, recommendations from both said Commission and City Staff have been made; and WHEREAS, after due deliberation, said Commission has recommended that the final platting of the proposed subdivision, be accepted and approved. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Coralville, Iowa, that the final platting of the Coral Crossing Seventh Addition, Coralville, Iowa be and the same is hereby approved. BE IT FURTHER RESOLVED that the City Clerk of the City of Coralville, Iowa, is hereby authorized and directed to certify a copy of this Resolution to the County Recorder of Johnson County, Iowa. * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
EXHIBIT A CORAL CROSSING - SEVENTH ADDITION I CERTIFY THAT DURING THE MONTH OF MARCH, 2018 AT THE DIRECTION OF JAJESSKA LC A SURVEY WAS MADE UNDER MY SUPERVISION OF A PORTION OF THE SOUTHWEST QUARTER OF THE SOUTHWEST QUARTER OF SECTION 25, TOWNSHIP 80 NORTH, RANGE 7 WEST, OF THE FIFTH PRINCIPAL MERIDIAN, CORALVILLE, JOHNSON COUNTY, IOWA, DESCRIBED AS FOLLOWS: Beginning at the Southwest Corner of Coral Crossing - Fourth Addition, in the Southwest Quarter of the Southwest Quarter of Section 25, Township 80 North, Range 7 West, of the Fifth Principal Meridian, Coralville, Iowa, in accordance with the Plat thereof Recorded in Plat Book 60 at Page 337 of the Records of the Johnson County Recorder's Office; Thence Southwesterly 74.88 feet, along a 430.00 foot radius curve, concave Northwesterly, whose 74.78 foot chord bears S85 03'02"W; Thence N89 57'40"W, 442.39 feet; Thence N00 02'20"E, 66.00 feet; Thence S89 57'40"E, 18.96 feet; Thence Northeasterly, 39.58 feet, along a 25.00 foot radius curve, concave Northwesterly, whose 25.58 foot chord bears N44 40'49"E; Thence N00 40'41"W, 471.32 feet; Thence Northwesterly, 16.83 feet, along a 170.00 foot radius curve, concave Southwesterly, whose 1.82 foot chord bears N03 30'52"W; Thence Northwesterly, 41.45 feet. along a 25.00 foot radius curve, concave Southwesterly, whose 36.86 foot chord bears N35 51'05"W, to a Point on the West Line of said Coral Crossing - Fourth Addition; Thence Northeasterly, 500.89 feet, along said West Line on 1100.00 foot radius curve, concave Northwesterly, whose 496.58 foot chord bears N65 36'10"E; Thence S21 36'42"E, along said West Line, 250.72 feet; Thence S28 57'43"W, along said West Line, 219.56 feet; Thence S10 43'25"E, along said West Line, 381.54 feet, to the Point of Beginning. Said Coral Crossing - Part Seven contains 7.31 Acres, and is subject to easements and restrictions of record.
City of Coralville MEMORANDUM Date: 10/03/2018 To: From: Re: Mayor Lundell City Council Kelly Hayworth Jim Kessler October 9, 2018 Meeting Item # 9: Request by Jajesska for a favorable recommendation for approval of an amended Final Plat for Coral Crossing Eighth Addition. This will contain (3) 4-plex Townhomes and (1) 3-plex Townhome. The Planning and Zoning Commission recommended this for approval by a 6-0 vote. Page 1 of 1
Prepared by and return to: Kevin D. Olson, City Attorney, P.O. Box 5127, Coralville, IA 52241 (319)248-1700 RESOLUTION NO. 2018- RESOLUTION APPROVING THE FINAL PLAT FOR THE CORAL CROSSING EIGHTH ADDITION, CORALVILLE, IOWA. WHEREAS, the developer did file with the City Clerk of Coralville, on August 30, 2018, a final platting of the Coral Crossing Eighth Addition, Coralville, Iowa; and WHEREAS, the legal description for said Subdivision is described as in Exhibit A; and WHEREAS, said property has been dedicated with the free consent and in accordance with the desires of the owner; and WHEREAS, the aforementioned plat and subdivision is found to conform with Chapter 354 of the State Code of Iowa, Chapter 170 of the Coralville Code of Ordinances, and all other ordinances and statutory requirements; and WHEREAS, said final platting of the aforementioned subdivision has been examined by the Coralville Planning and Zoning Commission; and WHEREAS, recommendations from both said Commission and City Staff have been made; and WHEREAS, after due deliberation, said Commission has recommended that the final platting of the proposed subdivision, be accepted and approved. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Coralville, Iowa, that the final platting of the Coral Crossing Eighth Addition, Coralville, Iowa be and the same is hereby approved. BE IT FURTHER RESOLVED that the City Clerk of the City of Coralville, Iowa, is hereby authorized and directed to certify a copy of this Resolution to the County Recorder of Johnson County, Iowa. * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
EXHIBIT A CORAL CROSSING - EIGHTH ADDITION I CERTIFY THAT DURING THE MONTH OF MARCH, 2018 AT THE DIRECTION OF JAJESSKA LC A SURVEY WAS MADE UNDER MY SUPERVISION OF A PORTION OF THE SOUTHWEST QUARTER OF THE SOUTHWEST QUARTER OF SECTION 25, A PORTION OF THE NORTHWEST QUARTER OF THE NORTHWEST QUARTER OF SECTION 36, AND A PORTION OF THE SOUTHEAST QUARTER OF THE SOUTHEAST QUARTER OF SECTION 26, ALL OF TOWNSHIP 80 NORTH, RANGE 7 WEST, OF THE FIFTH PRINCIPAL MERIDIAN, CORALVILLE, JOHNSON COUNTY, IOWA, DESCRIBED AS FOLLOWS: Beginning at the Northwest Corner of the Southwest Quarter of the Southwest Quarter of Section 25, Township 80 North, Range 7 West, of the Fifth Principal Meridian. Coralville, Johnson County, Iowa; Thence S89 58'50"E, along the North Line of said Southwest Quarter of the Southwest Quarter, 551.05 feet, to the Northwest Corner of Auditor's Parcel 2014095, in accordance with the Plat thereof Recorded in Plat Book 59 at Page 11 of the Records of the Johnson County Recorder's Office; Thence S00 01'10"W, along the West Line of said Auditor's Parcel 2014095, a distance of 208.91 feet, to a Point on the North Line of Coral Crossing - Fourth Addition, in accordance with the Plat thereof Recorded in Plat Book 60 at Page 337 of the Records of the Johnson County Recorder's Office; Thence Southwesterly 381.50 feet along said North Line on a 1000.00 foot radius curve, concave Northwesterly, whose 379.19 foot chord bears S67 43'07"W, to the Northwest Corner thereof; Thence S11 21'08"E, along the West Line of said Coral Crossing - Fourth Addition, 100.00 feet; Thence Southeasterly, 41.45 feet, along a 25.00 foot radius curve, concave Southwesterly, whose 36.86 foot chord bears S53 51'05"E; Thence Southeasterly, 16.83 feet, along a 170.00 foot radius curve, concave Southwesterly, whose 16.82 foot chord bears S03 30'52"E; Thence S00 40'41"E, 471.32 feet; Thence Southwesterly, 39.58 feet, along a 25.00 foot radius curve, concave Northwesterly, whose 35.58 foot chord bears S44 40'49"W; Thence N89 57'40"W, 18.96 feet; Thence S00 02'20"W, 66.00 feet; Thence S89 57'40"E, 442.39 feet; Thence Northeasterly, 140.35 feet, along a 430.00 foot radius curve, concave Northwesterly, whose 139.73 foot chord bears N80 41'17"E; Thence S18 39'46"E, 308.86 feet, to a Point on the South Line of said Southwest Quarter of the Southwest Quarter of Section 25; Thence S89 59'45"E, along the South Line of said Southwest Quarter of the Southwest Quarter, 93.52 feet, to the Northeast Corner of Outlot "C" of cedar's Fourth Addition, in accordance with the Plat thereof Recorded in Plat Book 57 at Page 269 of the Records of the Johnson County Recorder's Office; Thence S59 36'49"W, along the South Line of said Outlot "C", 511.18 feet; Thence N77 04'11"W, along said South Line, 93.77 feet; Thence S59 31'53"W, along said South Line, 496.81 feet, to the Southwest Corner thereof; Thence N00 53'43"W, along the West Line of said Outlot "C", 489.63 feet, to the Northwest Corner thereof, and the Southwest Corner of said Southwest Quarter of the Southwest Quarter of Section 25; Thence N00 43'05"W, along the West Line of said Southwest Quarter of the Southwest Quarter, 45.39 feet; Thence S85 11'39"W, 73.11 feet; Thence N05 34'01"W, 284.00 feet; Thence Northeasterly 97.16 feet, along a 3036.00 foot radius curve, concave Southeasterly, whose 97.16 foot chord bears N85 20'59"E, to a Point on the West Line of said Southwest Quarter of the Southwest Quarter; Thence N00 43'05"W, along said West Line, 992.54 feet, to the Point of Beginning. Said Coral Crossing - Eighth Addition contains 18.91 Acres, and is subject to easements and restrictions of record.
City of Coralville MEMORANDUM Date: 10/4/2018 To: From: Title: CC: Re: Hon. Mayor and City Councilmembers Kevin D. Olson City Attorney Thorsten J. Johnson Set hearing on City development agreement for Quarry Road Townhomes This resolution sets public hearing and gives 30-day notice to the public that the City has preliminarily accepted a proposal for Hodge Construction (or an affiliated entity) to construct 9 townhomes on Quarry Road, so that when completed, the townhomes will screen the view of the south surface parking lot at the Marriott Hotel and Conference Center from view from Quarry Road. These units will have underground parking that will be accessed from the rear through said south surface parking lot. The City will sell an approximate 0.37-acre parcel from Outlot B, Coralville Hotel and Conference Center First Addition to the Developer for the price as set by an appraisal. The Developer has submitted plats and a proposed PUD that will be reviewed by the Planning and Zoning Commission and City Council in November. Construction will not commence until 2019. The hearing on this Agreement will be November 13, 2018. Any alternate proposals for this approximate 0.37-acre parcel will be due by 10:00 a.m. on Monday, November 12, 2018. Page 1 of 1
RESOLUTION NO. 2018- RESOLUTION OF INTENT TO DISPOSE OF AN INTEREST IN REAL PROPERTY AND SETTING A DATE FOR HEARING AND DATE FOR RECEIPT OF ALTERNATE PROPOSALS FOR THE QUARRY ROAD TOWNHOMES. WHEREAS, the City of Coralville, Iowa (the City ) has previously established the Mall and Highway 6 Urban Renewal Area (the Urban Renewal Area ); and WHEREAS, the City has determined that the real estate defined as an approximate 0.37- acre portion of Outlot B, Coralville Hotel and Conference Center, First Addition, Coralville, Iowa, according to the recorded plat thereof (the Site ) which is part of the area in the Urban Renewal Area known as the Iowa River Landing is underdeveloped with substantial vacant areas and wishes to see such area to be developed; and WHEREAS, the City desires that a portion of the Site to be platted as Lot 1, Quarry Road Townhomes, Coralville, Iowa according to the recorded plat thereof (the Development Property ) be developed with a building of nine (9) townhomes, (the Development Improvements ); and WHEREAS, the City proposes to enter into a Development Agreement with a developer (the Developer ) pursuant to which the City will agree to grant the Developer certain development rights with respect to the Development Property, including exclusive rights to develop the Development Property (the Development Rights ) in consideration of the Developer s undertakings and efforts to develop the Development Property, submit the Development Property and the Development Improvements (together, the Development Project ) to a horizontal property regime consisting of multiple townhome condominium units; and WHEREAS, the Development Property is situated in the Urban Renewal Area and is owned by the City and it is now necessary to make provision for the disposition of the Development Property, in accordance with the provisions of Section 403.8 of the Code of Iowa, to a Developer who can carry out the Development Improvements thereon; NOW, THEREFORE, IT IS RESOLVED by the City Council of the City of Coralville, Iowa, as follows: Section 1. The City Council hereby prescribes the following process for the disposition of the Development Property. The City Council will advertise for proposals for the acquisition and development of the Development Property in a newspaper of general circulation in the City at least once not less than 30 days in advance of the date on which the proposals shall be due. The City Council will detail the development objectives for the Development Property and the expectations of the Developer of the Development Property in the advertisement and shall make illustrative drawings of the potential Development Improvements and site plans of the Development Property available in the Office of the City Clerk. Proposals shall be due by no later than 10:00 a.m. on November 12, 2018 at the office of the City Clerk at City Hall, Coralville, Iowa. Each proposal shall set forth the would-be Developer s plan for developing the 626591\00174\4811-3301-4870\3
Development Property in accordance with the City s development objectives. A public hearing will be held on the proposal to sell the Development Property as set forth in Section 2 of this Resolution. Following the public hearing the City Council shall determine to dispose of the Development Property to the Developer whose proposal, if carried out, would be in the best interests of the City. Section 2. The City Council will hold a public hearing on the proposal to dispose of the Development Property as set out in the preamble hereof at 6:30 o clock p.m., on the 13 th day of November, 2018, at the City Hall, 1512 7 th Street in the City. Following the public hearing the City Council will accept the proposal deemed to be in the best interests of the City and proceed with the disposition of the Development Property. Section 3. The City Clerk is hereby authorized and directed to give notice of this resolution and of the public hearing on the proposal to dispose of the Development Property, by publication, at least once, not less than thirty days prior to the date set for acceptance of proposals, in a newspaper of general circulation in the City. Such notice shall be substantially in the form which is attached to this Resolution. Section 4. The City Council hereby declares that a proposal for the development of the Development Property has been received from Hodge Construction Company, and unless a subsequent proposal is submitted which better represents the best interests of the City with respect to the development of the Development Property, this proposal shall be accepted and the Development Property disposed of in accordance therewith. The City Council further declares that this Resolution constitutes the notification of intent to accept such proposal as provided for in Section 403.8 of the Code of Iowa. Section 5. All resolutions or parts thereof which are in conflict herewith are hereby repealed. Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
NOTICE OF PUBLIC HEARING AND REQUEST FOR PROPOSALS TO DISPOSE OF AND DEVELOP PROPERTY The City Council of the City of Coralville, Iowa, will meet on the 13 th day of November, 2018, at the City Hall, 1512 7 th Street, in the City, at 6:30 o clock p.m., for the purpose of conducting a public hearing on the proposal to dispose of certain real property herein described as the Development Property. The City owns certain real property described as Outlot B, Coralville Hotel and Conference Center First Addition, Coralville, Iowa, according to the recorded plat thereof (the Development Property ) which is located in the Mall and Highway 6 Urban Renewal Area (the Urban Renewal Area ). The City intends to enter into a development agreement with a developer granting such developer certain development rights with respect to the Development Property, including exclusive rights to develop the Development Property, said Development Property being an approximate 0.37-acre portion of said Outlot B, which will be platted as Lot 1, Quarry Road Townshomes, Coralville, Iowa (the Development Rights ) in consideration of the developer s undertakings and efforts to develop the Development Property and perform as provided in the development agreement. Proposals for the development of the Development Property, including the purchase thereof at fair market value, must be received in the office of the City Clerk at City Hall by no later than 10:00 a.m. on November 12, 2018. Proposals shall set forth the developer s plan for the development of the Development Property in accordance with the City s development objectives for the Development Property which include building nine (9) townhomes on the Development Property (the Development Improvements ). The Development Property will be sold to the developer whose proposal, if carried out, would be in the best interests of the City and would best tailor the future use of the Development Property to the City s development objectives. The City reserves the right to consider the legal and financial ability of developers submitting proposals to carry out the desired development of the Development Property. Furthermore, the City reserves the right to negotiate for proposals with respect to the desired development of the Development Property. Illustrative drawings of potential locations of the Development Improvements and illustrative site plans of the Development Property may be obtained from the Office of the City Clerk, City Hall, Coralville, Iowa. On October 9, 2018 the City Council adopted a resolution constituting notification of intent to accept a proposal for the development of the Development Property submitted by Hodge Construction Company, unless a proposal is submitted which better represents the best interests of the City with respect to the development of the Development Property. At the aforementioned time and place for the public hearing, oral or written comments or objections may be filed or made. Following the public hearing, the City Council will consider the submitted proposals for acceptance.
By order of the City Council of the City of Coralville, Iowa. Thorsten Johnson City Clerk
City of Coralville MEMORANDUM Date: October 2, 2018 To: From: Title: CC: Re: Mayor and City Council Mike Funke Human Resource/Risk Manager Kelly Hayworth Wellmark Health Insurance Renewal We have received our health insurance renewal rates from Wellmark Blue Cross and Blue Shield for the period of January 1, 2019 December 31, 2019. Wellmark is offering a 3.07% increase to our current premiums. This year the Affordable Care Act Health Insurer Fee was taken out of our premium with the understanding that it may be placed back into costs next year. Last year it was in our renewal making up approximately 3.4% of the 4.82% increase. The current Wellmark book of business renewals are trending around 8% on average. If accepted, the monthly premium rates will change to: Plan Current New Single $616.59 $635.52 Family $1,375.06 $1,417.27 In total, using today s number of single (46) and family (113) contracts, the 3.07% increase would result in an increase of $67,686 for calendar year 2019. It is with this memorandum that we recommend accepting the 3.07% increase proposed by Wellmark Blue Cross and Blue Shield for calendar year 2019. Page 1 of 1
RESOLUTION NO. 2018- RESOLUTION ACCEPTING THE QUOTATION OF WELLMARK BLUE CROSS AND BLUE SHIELD TO PROVIDE HEALTH INSURANCE FOR THE CITY S EMPLOYEES. WHEREAS, the City Council of the City of Coralville has heretofore deemed it necessary and desirable to provide health insurance benefits to its employees; and WHEREAS, the City has engaged Wellmark Blue Cross and Blue Shield of Iowa as its Health Insurance Provider; and WHEREAS, Wellmark Blue Cross and Blue Shield of Iowa has submitted a new rate schedule, representing a 3.07% premium increase and no plan design changes to be implemented as of the renewal date of January 1, 2019; and WHEREAS, it is now procedurally necessary for the City Council to approve said rate adjustment. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, that the new rate schedule for the employee health insurance plan be and the same is hereby approved. ********* Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
City of Coralville MEMORANDUM Date: 10/3/2018 To: From: Title: CC: Re: Mayor Lundell Tom Gill Jill Dodds Laurie Goodrich Mitch Gross Meghann Foster Ellen Habel Assistant City Administrator Kelly Hayworth Marriott Renovation The October 9 agenda includes three purchase orders for the renovation of the public spaces at the Coralville Marriott Hotel and Conference Center. This includes banquet, pre-function, meeting room, Iowa Writer s Library, and exhibit hall spaces. Design Force, the interior design consultant, has been working closely with the staff at Marriott headquarters to develop the new look. The purchase orders include: Phase 1: Broadloom carpet and carpet cushion Phase 2: Vinyl and acoustical wall coverings Phase 3: Hand tufted area rugs and installation supplies Two additional orders will be considered at a future date; those will be for furnishings and draperies. I recommend approval of this change order. Please let me know if you have any questions about this agenda item. Thank you. Page 1 of 1
RESOLUTION NO. 2018- RESOLUTION RATIFYING THE CORALVILLE MARRIOTT HOTEL & CONFERENCE CENTER PUBLIC AREA FINISHES PHASE 1 SALES ORDER WITH DESIGN FORCE CORPORATION. WHEREAS, the City Council has determined it necessary and desirable to hire Design Force Corporation for interior design services for renovation of the Coralville Marriott Hotel and Conference Center by resolution on December 17, 2017; and WHEREAS, in order to proceed with the renovation of the Coralville Marriott Hotel and Conference Center it is now necessary to order materials for the banquet, prefunction, meeting room, Iowa Writer s Library and exhibit hall spaces; and WHEREAS, Design Force Corporation has drafted a Public Area Finishes Phase 1 Sales Order for broadloom carpet and carpet cushion for $293,209.53 which now requires ratifying by and execution on behalf of the City of Coralville; and WHEREAS, the Asst. City Administrator has recommended approval of said Sales Order. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, that the aforementioned Sales Order be and the same is hereby ratified. BE IT FURTHER RESOLVED, that the City Administrator is hereby authorized and directed to execute said Sales Order on behalf of the City. * * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk 1
RESOLUTION NO. 2018- RESOLUTION RATIFYING THE CORALVILLE MARRIOTT HOTEL & CONFERENCE CENTER PUBLIC AREA FINISHES PHASE 2 SALES ORDER WITH DESIGN FORCE CORPORATION. WHEREAS, the City Council has determined it necessary and desirable to hire Design Force Corporation for interior design services for renovation of the Coralville Marriott Hotel and Conference Center by resolution on December 17, 2017; and WHEREAS, in order to proceed with the renovation of the Coralville Marriott Hotel and Conference Center it is now necessary to order materials for the banquet, prefunction, meeting room, Iowa Writer s Library and exhibit hall spaces; and WHEREAS, Design Force Corporation has drafted a Public Area Finishes Phase 2 Sales Order for vinyl and acoustical wall coverings for $142,509.32 which now requires ratifying by and execution on behalf of the City of Coralville; and WHEREAS, the Asst. City Administrator has recommended approval of said Sales Order. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, that the aforementioned Sales Order be and the same is hereby ratified. BE IT FURTHER RESOLVED, that the City Administrator is hereby authorized and directed to execute said Sales Order on behalf of the City. * * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk 1
RESOLUTION NO. 2018- RESOLUTION RATIFYING THE CORALVILLE MARRIOTT HOTEL & CONFERENCE CENTER PUBLIC AREA FINISHES PHASE 3 SALES ORDER WITH DESIGN FORCE CORPORATION. WHEREAS, the City Council has determined it necessary and desirable to hire Design Force Corporation for interior design services for renovation of the Coralville Marriott Hotel and Conference Center by resolution on December 17, 2017; and WHEREAS, in order to proceed with the renovation of the Coralville Marriott Hotel and Conference Center it is now necessary to order materials for the banquet, prefunction, meeting room, Iowa Writer s Library and exhibit hall spaces; and WHEREAS, Design Force Corporation has drafted a Public Area Finishes Phase 3 Sales Order for hand tufted area rugs and installation supplies for $145,158.16 which now requires ratifying by and execution on behalf of the City of Coralville; and WHEREAS, the Asst. City Administrator has recommended approval of said Sales Order. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, that the aforementioned Sales Order be and the same is hereby ratified. BE IT FURTHER RESOLVED, that the City Administrator is hereby authorized and directed to execute said Sales Order on behalf of the City. * * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk 1
City of Coralville MEMORANDUM Date: 10/3/2018 To: From: Title: Re: Mayor and City Council City Administrator Dan Holderness, P.E. City Engineer 1 st Avenue Gate Controls Howard R. Green Engineering Services Agreement I recommend approval of an engineering services agreement with the Howard R. Green Co. in the not-to-exceed amount of $12,400.00 for the above-referenced project. This agreement compensates the consultant for development of construction documents to repair the gate actuator and establish status and control connections between the stormwater gatewell at the southwest corner of the 1 st Ave. Bridge over Clear Creek and the Wastewater Treatment Plant SCADA system via the Stormwater Pump Station 5 controls connections. Page 1 of 1
RESOLUTION NO. 2018- RESOLUTION APPROVING AN ENGINEERING SERVICES AGREEMENT WITH HR GREEN, INC. FOR THE 1 ST AVENUE GATE CONTROLS PROJECT. WHEREAS, the City Council deems it necessary and desirable to repair the gate actuator and to establish status and control connections between the storm water gate well at the southwest corner of 1 st Avenue Clear Creek Bridge and the Wastewater Treatment Plant SCADA system via Stormwater Pump Station 5 controls connections having been referred to as the 1 st Avenue Gate Controls Project ; and WHEREAS, the City Council deems it necessary and desirable to hire an engineering firm to provide engineering services for the 1 st Avenue Gate Controls Project; and WHEREAS, HR Green, Inc. is qualified and capable of providing engineering services for the 1 st Avenue Gate Controls Project for not to exceed $12,400.00; and WHEREAS, HR Green, Inc. has drafted an Engineering Services Agreement to provide said services which now requires approval by and execution on behalf of the City of Coralville; and WHEREAS, the City Engineer has recommended approval of said Engineering Services Agreement. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Coralville, Johnson County, Iowa, that the above-referenced Engineering Services Agreement be and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor and City Clerk are hereby authorized and directed to execute said Engineering Services Agreement on behalf of the City of Coralville. * * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
City of Coralville MEMORANDUM Date: 10/3/2018 To: From: Title: Re: Mayor and City Council City Administrator Dan Holderness, P.E. City Engineer Flood Operations Manual Project Howard R. Green Engineering Services Agreement I recommend approval of an engineering services agreement with the Howard R. Green Co. in the not-to-exceed amount of $73,000 for the above-referenced project. This agreement compensates the consultant for the creation of the Flood Operations Manual which will provide the city with structural, non-structural, and management recommendations to document storm drainage infrastructure systems, identify infrastructure vulnerabilities and strategic flood prevention areas, inspect and maintain the flood protection system, prepare for flood events, reduce flooding risks throughout the project area, and inspect and document post-flood conditions. Page 1 of 1
RESOLUTION NO. 2018- RESOLUTION APPROVING AN ENGINEERING SERVICES AGREEMENT WITH HR GREEN, INC. FOR FLOOD OPERATIONS MANUAL. WHEREAS, the City Council deems it necessary and desirable to create a Flood Operations Manual to provide the City with structural, non-structural, and management recommendations to document storm drainage infrastructure systems, identify infrastructure vulnerabilities and strategic flood prevention areas, inspect and maintain the flood protection system, prepare for flood events, reduce flooding risks throughout the project area, and inspect and document post-flood conditions; and WHEREAS, the City Council deems it necessary and desirable to hire an engineering firm to provide engineering services for the creation of a Flood Operations Manual; and WHEREAS, HR Green, Inc. is qualified and capable of providing engineering services for the Flood Operations Manual for not to exceed $73,000.00; and WHEREAS, HR Green, Inc. has drafted an Engineering Services Agreement to provide said services which now requires approval by and execution on behalf of the City of Coralville; and WHEREAS, the City Engineer has recommended approval of said Engineering Services Agreement. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Coralville, Johnson County, Iowa, that the above-referenced Engineering Services Agreement be and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor and City Clerk are hereby authorized and directed to execute said Engineering Services Agreement on behalf of the City of Coralville. * * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
City of Coralville MEMORANDUM Date: 10/4/2018 To: From: Re: Mayor & City Council, City Administrator Scott Larson, P.E., Assistant City Engineer Partial Acceptance of Public Improvements at Bridgewater Subdivision Part Two I hereby certify construction of the public improvements for Lots 6-15 and Lots 23-48 in Bridgewater Subdivision Part Two has been completed in substantial accordance with the plans and specifications on file with the City Clerk, and recommend the City of Coralville accept said partial public improvements as completed. The appropriate maintenance bonds are on file in the City Clerk s Office and complete as-built construction drawings will be submitted prior to final acceptance of public improvements later this year. Storm sewer, sanitary sewer, and water main as constructed by Maxwell Construction, Inc., of Iowa City, Iowa. Paving as constructed by Streb Construction Co., Inc., of Iowa City, Iowa. Page 1 of 1
Prepared and return to: Kevin D. Olson, Coralville City Attorney, PO Box 5640, Coralville, Iowa 52241 (319)248-1700 RESOLUTION NO. 2018- RESOLUTION PARTIALLY ACCEPTING MUNICIPAL IMPROVEMENTS CONSTRUCT IN BRIDGEWATER SUBDIVISION, PART TWO, CORALVILLE, IOWA. WHEREAS, the Developer for the Bridgewater Subdivision, Part Two (the Subdivision ), has installed appropriate paving, curb and gutter, water mains, sanitary sewer mains and storm water mains and appurtenances to complete a portion of the Subdivision improvements; and WHEREAS, the Developer has asked for partial acceptance of the municipal improvements to facilitate construction of residential homes in a portion of the Subdivision; and WHEREAS, the City Engineer has recommended that the City Council partially accept the improvements in this subdivision and hereby release from the lien for said municipal improvements, the following lots: ; and Lots 6 through 15 inclusive; and Lots 23 through 48 inclusive WHEREAS, the City Council will issue a separate release for the lots not named above. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, that the City Council does hereby release Lots 6 through 15 inclusive and Lots 23 through 48 inclusive, from the lien for municipal improvements, excepting and excluding the sidewalks to be constructed on each lot and all street trees to be planted pursuant to Section 4 of the Subdivider s Agreement for this Subdivision. BE IT FURTHER RESOLVED, that the City Clerk shall record this Resolution in the office of the Johnson County Recorder to release Lots 6 through 15 inclusive and Lots 23 through 48 inclusive as outlined in this Resolution without further action from this Council. Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk
City of Coralville MEMORANDUM Date: 10/4/2018 To: From: Title: Re: Mayor and City Council City Administrator Dan Holderness, P.E. City Engineer EPA Brownfields Assessment Grant Cooperative Agreement I recommend approval of an EPA Brownfields Assessment Grant in the amount of $300,000. The grant period is October 1, 2018 to September 30, 2021. Page 1 of 1
U.S. ENVIRONMENTAL PROTECTION AGENCY TYPE OF ACTION New Cooperative Agreement PAYMENT METHOD: ACH BF - 97764301-0 Page 1 GRANT NUMBER (FAIN): 97764301 MODIFICATION NUMBER: 0 DATE OF AWARD PROGRAM CODE: BF 09/21/2018 MAILING DATE 09/28/2018 ACH# 77572 RECIPIENT TYPE: Municipal Send Payment Request to: U.S. Environmental Protection Agency - LVFC 4220 S. Maryland Pkwy., Bldg C, Room 503 Las Vegas, NV 89119 Phone Contact: 702-798-2467 Email: LVFC-grants@epa.gov PAYEE: Same as Recipient 1512 Seventh Street Coralville, IA 52241 RECIPIENT: City of Coralville 1512 Seventh Street Coralville, IA 52241 EIN: 42-6004814 PROJECT MANAGER EPA PROJECT OFFICER EPA GRANT SPECIALIST Dan Holderness Deborah Kennedy 1512 Seventh Street 11201 Renner Boulevard, SUPR/STAR Coralville, IA 52241 Lenexa, KS 66219 E-Mail: dholderness@coralville.org E-Mail: kennedy.deborah@epa.gov Phone: 319-248-1720 Phone: 913-551-7628 PROJECT TITLE AND DESCRIPTION City of Keokuk Brownfields Assessment Inventory, characterize, assess, conduct planning, community involvement, and cleanup brownfield sites. Jennifer Erickson Grants Management Office, PLMG/RFMB/GRMS E-Mail: erickson.jennifer@epa.gov Phone: 913-551-7997 BUDGET PERIOD PROJECT PERIOD TOTAL BUDGET PERIOD COST TOTAL PROJECT PERIOD COST 10/01/2018-09/30/2021 10/01/2018-09/30/2021 $300,000.00 $300,000.00 NOTICE OF AWARD Based on your Application dated 11/14/2017 including all modifications and amendments, the United States acting by and through the US Environmental Protection Agency (EPA) hereby awards $300,000. EPA agrees to cost-share 100.00% of all approved budget period costs incurred, up to and not exceeding total federal funding of $300,000. Recipient's signature is not required on this agreement. The recipient demonstrates its commitment to carry out this award by either: 1) drawing down funds within 21 days after the EPA award or amendment mailing date; or 2) not filing a notice of disagreement with the award terms and conditions within 21 days after the EPA award or amendment mailing date. If the recipient disagrees with the terms and conditions specified in this award, the authorized representative of the recipient must furnish a notice of disagreement to the EPA Award Official within 21 days after the EPA award or amendment mailing date. In case of disagreement, and until the disagreement is resolved, the recipient should not draw down on the funds provided by this award/amendment, and any costs incurred by the recipient are at its own risk. This agreement is subject to applicable EPA regulatory and statutory provisions, all terms and conditions of this agreement and any attachments. ISSUING OFFICE (GRANTS MANAGEMENT OFFICE) AWARD APPROVAL OFFICE ORGANIZATION / ADDRESS ORGANIZATION / ADDRESS Grants Management Office 11201 Renner Boulevard Lenexa, KS 66219 Digital signature applied by EPA Award Official Deboraha K. Titus - Grants Management Officer U.S. EPA, Region 7 Superfund Division 11201 Renner Boulevard Lenexa, KS 66219 THE UNITED STATES OF AMERICA BY THE U.S. ENVIRONMENTAL PROTECTION AGENCY DATE 09/21/2018
EPA Funding Information BF - 97764301-0 Page 2 FUNDS FORMER AWARD THIS ACTION AMENDED TOTAL EPA Amount This Action $ $ 300,000 $ 300,000 EPA In-Kind Amount $ $ $ 0 Unexpended Prior Year Balance $ $ $ 0 Other Federal Funds $ $ $ 0 Recipient Contribution $ $ $ 0 State Contribution $ $ $ 0 Local Contribution $ $ $ 0 Other Contribution $ $ $ 0 Allowable Project Cost $ 0 $ 300,000 $ 300,000 Assistance Program (CFDA) Statutory Authority Regulatory Authority 66.818 - Brownfields Assessment and Cleanup Cooperative Agreements CERCLA: Sec. 101(39) CERCLA: Sec. 104(k)(2) Consolidated Appropriations Act of 2018 (P.L. 115-141) 2 CFR 200 2 CFR 1500 and 40 CFR 33 CORALVILLE CORALVILLE Site Name Req No FY Approp. Code 1807W18104 1807W18104 18 18 E4 E4 Fiscal Budget Organization 0700AG7 0700AG7 PRC 000D79 000D79XBP Object Class 4114 4114 Site/Project G700NY00 G700OR00 Cost Organization - - Obligation / Deobligation 150,000 150,000 300,000
(PageBreak) Budget Summary Page Table A - Object Class Category (Non-construction) Total Approved Allowable Budget Period Cost 1. Personnel $24,000 2. Fringe Benefits $0 3. Travel $5,600 4. Equipment $0 5. Supplies $1,800 6. Contractual $268,600 7. Construction $0 8. Other $0 9. Total Direct Charges $300,000 10. Indirect Costs: % Base $0 11. Total (Share: Recipient 0.00 % Federal 100.00 %.) $300,000 12. Total Approved Assistance Amount $300,000 13. Program Income $0 14. Total EPA Amount Awarded This Action $300,000 15. Total EPA Amount Awarded To Date $300,000 BF - 97764301-0 Page 3
(PageBreak) 1. General Terms and Conditions Administrative Conditions BF - 97764301-0 Page 4 The recipient agrees to comply with the current EPA general terms and conditions available at : https://www.epa.gov/sites/production/files/2017-10/documents/updated_epa_general_terms_and_conditio ns_effective_october_2_2017_or_later.pdf. These terms and conditions are in addition to the assurances and certifications made as a part of the award and the terms, conditions, or restrictions cited throughout the award. The EPA repository for the general terms and conditions by year can be found at http://www.epa.gov/grants/grant-terms-and-conditions. 2. Payment Frequency Recipient agrees to submit, at a minimum, a quarterly billing (payment) request(s) to the EPA, for all eligible, allowable, allocable, necessary and reasonable costs which are incurred for this project /program. A payment request is not required to be submitted in the event that the recipient has not incurred such costs during the quarterly period, but more frequent payments may be requested as costs are incurred. 3. DBE Reporting Requirements GENERAL COMPLIANCE, 40 CFR, Part 33 The recipient agrees to comply with the requirements of EPA's Disadvantaged Business Enterprise (DBE) Program for procurement activities under assistance agreements, contained in 40 CFR, Part 33. UTILIZATION OF SMALL, MINORITY AND WOMEN 'S BUSINESS ENTERPRISES MBE/WBE REPORTING, 40 CFR, Part 33, Subpart E MBE/WBE reporting is required in annual reports. Reporting is required for assistance agreements where there are funds budgeted for procuring construction, equipment, services and supplies, including funds budgeted for direct procurement by the recipient or procurement under subawards or loans in the Other category that exceed the threshold amount of $150,000, including amendments and/or modifications. Based on EPA s review of the planned budget, this award meets the conditions above and is subject to the Disadvantaged Business Enterprise (DBE) Program reporting requirements. However, if recipient believes this award does not meet these conditions, it must provide the EPA R7 R Grants Specialist listed on the award with a justification and budget detail within 21 days of the award date clearly demonstrating that, based on the planned budget, this award is not subject to the DBE reporting requirements. The recipient agrees to complete and submit a MBE/WBE Utilization Under Federal Grants, Cooperative Agreements and Interagency Agreements report (EPA Form 5700-52A) on an annual basis. All procurement actions are reportable, not just that portion which exceeds $150,000. When completing the annual report, recipients are instructed to check the box titled annual annual in section 1B of the form. For the final report, recipients are instructed to check the box indicated for the last report of the project in section 1B of the form. Annual reports are due by October 30 th of each year. Final reports are due by October 30 th or 90 days after the end of the project period, whichever comes first. The reporting requirement is based on total procurements. Recipients with expended and/or budgeted funds for procurement are required to report annually whether the planned procurements take place during the reporting period or not. If no budgeted procurements take place during the reporting period, the recipient should check the box in section 5B when completing the form. MBE/WBE reports should be sent to R7Grants Grants@epa epa.gov gov. The current EPA Form 5700-52A can be found at the EPA Office of Small Business Program s Home Page at http://www.epa.gov/osbp/dbe_reporting.htm
This provision represents an approved deviation from the MBE/WBE reporting requirements as described in 40 CFR, Part 33, Section 33.502; however, the other requirements outlined in 40 CFR Part 33 remain in effect, including the Good Faith Effort requirements as described in 40 CFR Part 33 Subpart C, and Fair Share Objectives negotiation as described in 40 CFR Part 33 Subpart D and explained below. FAIR SHARE OBJECTIVES, 40 CFR, Part 33, Subpart D A recipient must negotiate with the appropriate EPA award official, or his/her designee, fair share objectives for MBE and WBE participation in procurement under the financial assistance agreements. In accordance with 40 CFR, Section 33.411 some recipients may be exempt from the fair share objectives requirements as described in 40 CFR, Part 33, Subpart D. Recipients should work with their DBE coordinator, if they think their organization may qualify for an exemption. ACCEPTING THE FAIR SHARE OBJECTIVES /GOALS OF ANOTHER RECIPIENT The dollar amount of this assistance agreement, or the total dollar amount of all of the recipient s financial assistance agreements in the current federal fiscal year from EPA is $250,000, or more. The recipient accepts the applicable MBE/WBE fair share objectives/goals negotiated with EPA by the IOWA DEPARTMENT OF NATURAL RESOURCES (IDNR IDNR) as follows: Iowa MBE WBE Supplies 0.6% 05.6% Equipment 2.5% 10.4% Services 2.5% 11.3% Construction 1.7% 02.2% By signing this financial assistance agreement, the recipient is accepting the fair share objectives/goals stated above and attests to the fact that it is purchasing the same or similar construction, supplies, services and equipment, in the same or similar relevant geographic buying market as IDNR.. NEGOTIATING FAIR SHARE OBJECTIVES /GOALS GOALS, 40 CFR, SECTION 33.404 The recipient has the option to negotiate its own MBE/WBE fair share objectives/goals. If the recipient wishes to negotiate its own MBE/WBE fair share objectives/goals, the recipient agrees to submit proposed MBE/WBE objectives/goals based on an availability analysis, or disparity study, of qualified MBEs and WBEs in their relevant geographic buying market for construction, services, supplies and equipment. The submission of proposed fair share goals with the supporting analysis or disparity study means that the recipient is not accepting the fair share objectives/goals of another recipient. The recipient agrees to submit proposed fair share objectives/goals, together with the supporting availability analysis or disparity study, to the Regional MBE/WBE Coordinator within 120 days of its acceptance of the financial assistance award. EPA will respond to the proposed fair share objective/goals within 30 days of receiving the submission. If proposed fair share objective/goals are not received within the 120 day time frame, the recipient may not expend its EPA funds for procurements until the proposed fair share objective /goals are submitted. SIX GOOD FAITH EFFORTS, 40 CFR, Part 33, Subpart C Pursuant to 40 CFR, Section 33.301, the recipient agrees to make the following good faith efforts whenever procuring construction, equipment, services and supplies under an EPA financial assistance agreement, and to require that sub-recipients, loan recipients, and prime contractors also comply. Records documenting compliance with the six good faith efforts shall be retained : (a) Ensure DBEs are made aware of contracting opportunities to the fullest extent practicable through outreach and recruitment activities. For Indian Tribal, State and Local and Government recipients, this will include placing DBEs on solicitation lists and soliciting them whenever they are potential sources. (b) Make information on forthcoming opportunities available to DBEs and arrange time frames for contracts and establish delivery schedules, where the requirements permit, in a way that encourages and facilitates participation by DBEs in the competitive process. This includes, whenever possible, posting solicitations for bids or proposals for a minimum of 30 calendar days before the bid or proposal closing date.
(c) Consider in the contracting process whether firms competing for large contracts could subcontract with DBEs. For Indian Tribal, State and local Government recipients, this will include dividing total requirements when economically feasible into smaller tasks or quantities to permit maximum participation by DBEs in the competitive process. (d) Encourage contracting with a consortium of DBEs when a contract is too large for one of these firms to handle individually. (e) Use the services and assistance of the SBA and the Minority Business Development Agency of the Department of Commerce. (f) If the prime contractor awards subcontracts, require the prime contractor to take the steps in paragraphs (a) through (e) of this section. CONTRACT ADMINISTRATION PROVISIONS, 40 CFR, Section 33.302 302 The recipient agrees to comply with the contract administration provisions of 40 CFR, Section 33.302. BIDDERS LIST, 40 CFR, Section 33.501 501(b) and (c) Recipients of a Continuing Environmental Program Grant or other annual reporting grant, agree to create and maintain a bidders list. Recipients of an EPA financial assistance agreement to capitalize a revolving loan fund also agree to require entities receiving identified loans to create and maintain a bidders list if the recipient of the loan is subject to, or chooses to follow, competitive bidding requirements. Please see 40 CFR, Section 33.501 (b) and (c) for specific requirements and exemptions. Programmatic Conditions FY18 Assessment Cooperative Agreement Terms and Conditions Please note that these Terms and Conditions (T&Cs) apply to Brownfields Assessment Cooperative Agreements awarded under the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) 104(k). I. GENERAL FEDERAL REQUIREMENTS NOTE: For the purposes of these Terms and Conditions, the term assessment assessment includes eligible activities under the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA CERCLA) 104(k)( )(2)( )(A)( )(i) such as activities involving the inventory, characterization, assessment, and planning relating to brownfield sites as described in the EPA -approved workplan. A. Federal Policy and Guidance 1. Cooperative Agreement Recipients: By awarding this cooperative agreement, the Environmental Protection Agency (EPA) has approved the proposal for the Cooperative Agreement Recipient (CAR) submitted in the Fiscal Year 2018 competition for Brownfield assessment cooperative agreements. 2. In implementing this agreement, the CAR shall ensure that work done with cooperative agreement funds complies with the requirements of CERCLA 104(k). The CAR shall also ensure that assessment activities supported with cooperative agreement funding comply with all applicable federal and state laws and regulations. 3. A term and condition or other legally binding provision shall be included in all agreements entered into with the funds awarded under this agreement, or when funds awarded under this agreement are used in combination with non-federal sources of funds, to ensure that the CAR complies with all applicable federal and state laws and requirements. In addition to CERCLA 104(k), federal applicable laws and requirements include 2 CFR Part 200. 4. The CAR must comply with federal cross-cutting requirements. These requirements include, but are not limited to, DBE requirements found at 40 CFR Part 33; OSHA Worker Health & Safety Standard 29 CFR 1910.120; Uniform Relocation Act (40 USC 61); National Historic Preservation Act (16 USC
470); Endangered Species Act (P.L. 93-205); Permits required by Section 404 of the Clean Water Act; Executive Order 11246, Equal Employment Opportunity, and implementing regulations at 41 CFR 60-4; Contract Work Hours and Safety Standards Act, as amended (40 USC 327-333); the Anti-Kickback Act (40 USC 276c); and Section 504 of the Rehabilitation Act of 1973 as implemented by Executive Orders 11914 and 11250. 5. The CAR must comply with Davis-Bacon Act prevailing wage requirements and associated U.S. Department of Labor (DOL) regulations for all construction, alteration, and repair contracts and subcontracts awarded with funds provided under this agreement by operation of CERCLA 104(g). Activities conducted under assessment cooperative agreements generally do not involve construction, alteration, and repair within the meaning of the Davis-Bacon Act. However, the recipient must contact the EPA Project Officer if there are unique circumstances (e.g., removal of an underground storage tank or another structure and restoration of the site) which indicate that the Davis-Bacon Act applies to an activity the CAR intends to carry out with funds provided under this agreement. EPA will provide guidance on Davis-Bacon Act compliance if necessary. A. Eligible Brownfield Site Determinations II. SITE ELIGIBILITY REQUIREMENTS 1. The CAR must provide information to EPA about site-specific work prior to incurring any costs under this cooperative agreement for sites that have not already been pre-approved in the CAR s workplan by EPA. The information that must be provided includes whether or not the site meets the definition of a brownfield site as defined in 101(39) of CERCLA, and whether the CAR is the potentially responsible party under CERCLA 107 and/or has defenses to liability. 2. If the site is excluded from the general definition of a brownfield, but is eligible for a property-specific funding determination, then the CAR may request a property-specific funding determination. In its request, the CAR must provide information sufficient for EPA to make a property-specific funding determination on how financial assistance will protect human health and the environment, and either promote economic development or enable the creation of, preservation of, or addition to parks, greenways, undeveloped property, other recreational property, or other property used for nonprofit purposes. The CAR must not incur costs for assessing sites requiring a property -specific funding determination by EPA until the EPA has advised the CAR that EPA has determined that the property is eligible. 3. Brownfield Sites Contaminated with Petroleum a. For any petroleum-contaminated brownfield site that is not included in the CAR s EPA-approved workplan, the CAR shall provide sufficient documentation to EPA prior to incurring costs under this cooperative agreement which documents that: i. the State determines there is no viable responsible party for the site; ii. the State determines that the person assessing or investigating the site is a person who is not potentially liable for cleaning up the site ; and iii. the site is not subject to any order issued under Section 9003(h) of the Solid Waste Disposal Act. This documentation must be prepared by the CAR or the State, following contact and discussion with the appropriate state petroleum program official. Please contact the EPA for additional information. b. Documentation must include: i. the identity of the State program official contacted; ii.the State official s telephone number; iii. the date of the contact; and iv. a summary of the discussion relating to the State s determination that there is no viable responsible party and that the person assessing or investigating the site is not potentially liable for cleaning up the site.
Other documentation provided by a State to the recipient relevant to any of the determinations by the State must also be provided to the EPA Project Officer. c. If the State chooses not to make the determinations described in Section II.A.3. above, the CAR must contact the EPA Project Officer and provide the necessary information for EPA to make the requisite determinations. d. EPA will make all determinations on the eligibility of petroleum -contaminated brownfield sites located on tribal lands (i.e., reservation lands or lands otherwise in Indian country, as defined at 18 U.S.C. 1151). Before incurring costs for these sites, the CAR must contact the EPA Project Officer and provide the necessary information for EPA to make the determinations described in Section II.A.3.b. above. A. Terms of the Agreement III. GENERAL COOPERATIVE AGREEMENT ADMINISTRATIVE REQUIREMENTS 1. If after 18 months from the date of award, EPA determines that the CAR has not made sufficient progress in implementing its cooperative agreement, the CAR must implement a corrective action plan concurred on by the EPA Project Officer and approved by the Award Official or Grants Management Officer. Alternatively, EPA may terminate this agreement under 2 CFR 200.339 for material non-compliance with its terms, or with the consent of the CAR as provided at 2 CFR 200.339, depending on the circumstances. Sufficient progress is indicated when 35% of funds have been drawn down and obligated to eligible activities. For assessment coalition cooperative agreements, sufficient progress is demonstrated when a solicitation for services has been released, sites are prioritized or an inventory has been initiated (if necessary), community involvement activities have been initiated and a Memorandum of Agreement is in place, or other documented activities that demonstrate to EPA s satisfaction that the CAR will successfully perform the cooperative agreement. B. Substantial Involvement 1. EPA may be substantially involved in overseeing and monitoring this cooperative agreement. a. Substantial involvement by EPA generally includes administrative activities by the EPA Project Officer such as monitoring, reviewing project phases, and approving substantive terms included in professional services contracts. EPA will not direct or recommend that the CAR enter into a contract with a particular entity. b. Substantial EPA involvement includes brownfield property-specific funding determinations described in Section II.A.2. If the CAR awards a subaward for site assessment, the CAR must obtain technical assistance from EPA on which sites qualify as brownfield sites and determine whether the statutory prohibition found in CERCLA 104(k)(5)(B)(i)(IV) applies. This prohibition does not allow the subrecipient to use EPA cooperative agreement funds to assess a site for which the subrecipient is potentially liable under 107 of CERCLA. (See Section III.C.2. for more information on subawards.) c. Substantial EPA involvement may include reviewing financial and program performance reports, monitoring all reporting, record-keeping, and other program requirements. d. EPA may waive any of the provisions in Section III.B.1. with the exception of property-specific funding determinations, at its own initiative or upon request by the CAR. EPA will provide waivers in writing. 2. Effects of EPA s substantial involvement include: a. EPA s review of any project phase, document, or cost incurred under this cooperative agreement will not have any effect upon CERCLA 128 Eligible Response Site determinations or rights, authorities, and actions under CERCLA or any federal statute. b. The CAR remains responsible for ensuring that all assessments are protective of human health and the environment and comply with all applicable federal and state laws. c. The CAR and its subrecipients remain responsible for ensuring costs are allowable under 2 CFR Part 200, Subpart E.
C. Cooperative Agreement Recipient Roles and Responsibilities 1. The CAR must acquire the services of a Qualified Environmental Professional (s) as defined in 40 CFR 312.10 to coordinate, direct, and oversee the brownfield site assessment activities at a particular site, if it does not have such a professional on staff. 2. Subawards are defined at 2 CFR 200.92. The CAR may not subaward to for-profit organizations or individual consultants. The CAR must receive approval from EPA prior to making a subaward, if not included in the approved work plan. The CAR must obtain commercial services and products necessary to carry out this agreement under competitive procurement procedures as described in 2 CFR 200.317 through 200.326. In addition, EPA policy encourages awarding subawards competitively and the CAR must consider awarding subawards through competition. Recipients may consult EPA s Subaward Policy and Best Practice Guide for Procuring Services, Supplies, and Equipment Under EPA Assistance Agreements for additional guidance. 3. The CAR is responsible for ensuring that EPA s Brownfield assessment funding received under this cooperative agreement, or in combination with any other previously awarded Brownfield Assessment cooperative agreements does not exceed the $200,000 funding limitation for an individual brownfield site. Waiver of this funding limit for a brownfield site must be approved by EPA prior to the expenditure of funding exceeding $200,000. In no case may EPA funding exceed $350,000 on a site receiving a waiver. 4. CARs expending funding from a community-wide assessment cooperative agreement must include this amount in any total funding expended on the site. 5. Cybersecurity The recipient agrees that when collecting and managing environmental data under this cooperative agreement, it will protect the data by following all applicable State or Tribal Law cybersecurity requirements. a. EPA must ensure that any connections between the recipient s network or information system and EPA networks used by the recipient to transfer data under this agreement are secure. For purposes of this Section, a connection is defined as a dedicated persistent interface between an Agency IT system and an external IT system for the purpose of transferring information. Transitory, user-controlled connections such as website browsing are excluded from this definition. If the recipient s connections as defined above do not go through the Environmental Information Exchange Network or EPA s Central Data Exchange, the recipient agrees to contact the EPA Project Officer (PO) no later than 90 days after the date of this award and work with the designated Regional/ Headquarters Information Security Officer to ensure that the connections meet EPA security requirements, including entering into Interconnection Service Agreements as appropriate. This condition does not apply to manual entry of data by the recipient into systems operated and used by EPA s regulatory programs for the submission of reporting and/or compliance data. b. The recipient agrees that any subawards it makes under this agreement will require the subrecipient to comply with the requirements in Section III.C.5.a. above if the subrecipient s network or information system is connected to EPA networks to transfer data to the Agency using systems other than the Environmental Information Exchange Network or EPA s Central Data Exchange. The recipient will be in compliance with this condition by including this requirement in subaward agreements, and during subrecipient monitoring deemed necessary by the recipient under 2 CFR 200.331(d), by inquiring whether the subrecipient has contacted the EPA Project Officer. Nothing in this condition requires the recipient to contact the EPA Project Officer on behalf of a subrecipient or to be involved in the negotiation of an Interconnection Service Agreement between the subrecipient and EPA. D. Quarterly Progress Reports 1. In accordance with EPA regulations 2 CFR Parts 200 and 1500 (specifically, 200.328, Monitoring and Reporting Program Performance), the CAR agrees to submit quarterly progress reports to the EPA Project Officer within 30 days after each reporting period. The reporting periods are October 1
December 31 (1 st quarter); January 1 March 31 (2 nd quarter); April 1 June 30 (3 rd quarter); and July 1 September 30 (4 th quarter). These reports shall cover work status, work progress, difficulties encountered, preliminary data results and a statement of activity anticipated during the subsequent reporting period, including a description of equipment, techniques, and materials to be used or evaluated. A discussion of expenditures and financial status for each workplan task, along with a comparison of the percentage of the project completed to the project schedule and an explanation of significant discrepancies shall be included in the report. The report shall also include any changes of key personnel concerned with the project. 2. The CAR must submit progress reports on a quarterly basis to the EPA Project Officer. Quarterly progress reports must include: a. A summary that clearly differentiates between activities completed with EPA funds provided under the Brownfield Assessment cooperative agreement and related activities completed with other sources of leveraged funding. b. A summary and status of approved activities performed during the reporting quarter; a summary of the performance outputs/outcomes achieved during the reporting quarter; and a description of problems encountered during the reporting quarter that may affect the project schedule. c. A comparison of actual accomplishments to the anticipated outputs/outcomes specified in the EPA-approved workplan and reasons why anticipated outputs/outcomes were not met. d. An update on project schedules and milestones, including an explanation of any discrepancies from the EPA-approved workplan. e. A list of the properties where assessment activities were performed and /or completed during the reporting quarter. f. A budget recap summary table with the following information: current approved project budget; EPA funds drawn down during the reporting quarter; costs drawn down to date (cumulative expenditures); program income generated and used (if applicable); and total remaining funds. The CAR should include an explanation of any discrepancies in the budget from the EPA-approved workplan, of cost overruns or high unit costs, and other pertinent information. Note: Each property where assessment activities were performed and/or completed must have its corresponding information updated in ACRES (or via the Property Profile Form with prior approval from the EPA Project Officer) prior to submitting the quarterly progress report (see Section III.E. below). 3. Because the workplan and budget for this cooperative does not include subawards, the CAR must contact EPA for approval prior to issuing a subaward as a work plan and budget revision will be required. If approved, the CAR will be a pass-through entity under the Establishing and Managing Subaward General Term and Condition of this agreement. As the pass-through entity, the CAR must report to EPA on its subaward monitoring activities under 2 CFR 200.331(d), including the following information on subawards as part of the CAR s quarterly performance reporting: a. Summaries of results of reviews of financial and programmatic reports. b. Summaries of findings from site visits and/or desk reviews to ensure effective subrecipient performance. c. Environmental results the subrecipient achieved. d. Summaries of audit findings and related pass-through entity management decisions. e. Actions the pass-through entity has taken to correct any deficiencies such as those specified at 2 CFR 200.331(e), 2 CFR 200.207 and 2 CFR 200.338, Remedies for Noncompliance. 4. The CAR must maintain records that will enable it to report to EPA on the amount of funds disbursed by the CAR to assess specific properties under this cooperative agreement.
5. In accordance with 2 CFR 200.328(d)(1), the CAR agrees to inform EPA as soon as problems, delays, or adverse conditions become known which will materially impair the ability to meet the outputs/outcomes specified in the EPA-approved workplan. E. Property Profile Submission 1. The CAR must report on interim progress (i.e., assessment started) and any final accomplishments (i.e., assessment completed, clean up required, contaminants, institutional controls, engineering controls) by completing and submitting relevant portions of the Property Profile Form using the Assessment, Cleanup and Redevelopment Exchange System (ACRES). The CAR must enter the data in ACRES as soon as the interim action or final accomplishment has occurred, or within 30 days after the end of each reporting quarter. The CAR must enter any new data into ACRES prior to submitting the quarterly progress report to the EPA Project Officer. EPA will provide the CAR with training prior to obtaining access to ACRES. The training is required to obtain access to ACRES. The CAR must utilize the ACRES system unless approval is obtained from the EPA Project Officer to utilize and the Property Profile Form. F. Final Technical Cooperative Agreement Report with Environmental Results 1. In accordance with EPA regulations 2 CFR Parts 200 and 1500 (specifically, 200.328, Monitoring and Reporting Program Performance), the CAR agrees to submit to the EPA Project Officer within 90 days after the expiration or termination of the approved project period a final technical report on the cooperative agreement (also known as final progress report or final performance report) suitable for printing. The final technical report shall document project activities over the entire project period and shall include brief information on each of the following areas : a. a comparison of actual accomplishments with the anticipated outputs/outcomes specified in the EPA-approved workplan; b. reasons why anticipated outputs/outcomes were not met; and c. other pertinent information, including when appropriate, analysis and explanation of cost overruns or high unit costs. G. Conflict of Interest 1. Recipients are subject to EPA s Financial Assistance Conflict of Interest Policy when making and managing subawards. 2. Recipient employees, officials, contractors (including consultants), or other individual associated with the CAR will neither solicit nor accept gratuities, favors, or anything of monetary value from subrecipients. Recipients may set minimum rules where the financial interest is not substantial or the gift is an unsolicited item of nominal intrinsic value. To the extent permitted by State or local law or regulations, such standards of conduct will provide for penalties, sanctions, or other disciplinary actions for violations of such standards by affected parties. IV. FINANCIAL ADMINISTRATION REQUIREMENTS A. Eligible Uses of the Funds for the Cooperative Agreement Recipient 1. To the extent allowable under the EPA-approved workplan, cooperative agreement funds may be used for eligible programmatic expenses to inventory, characterize, assess, and conduct planning and outreach. Eligible programmatic expenses include activities described in Section V. of these Terms and Conditions. In addition, eligible programmatic expenses may include: a. Determining whether assessment activities at a particular site are authorized by CERCLA 104(k). b. Ensuring that an assessment complies with applicable requirements under federal and state laws, as required by CERCLA 104(k). c. Using a portion of the cooperative agreement funds to purchase environmental insurance for the characterization or assessment of the site. Funds may not be used to purchase insurance intended to provide coverage for any of the ineligible uses under Section IV.B.
d. Any other eligible programmatic costs, including direct costs incurred by the recipient in reporting to EPA; procuring and managing contracts; awarding, monitoring, and managing subawards to the extent required to comply with 2 CFR 200.331 and the Establishing and Managing Subawards General Term and Condition; and carrying out community involvement pertaining to the assessment activities. 2. Local Governments Only. No more than 10% of the funds awarded by this agreement may be used by the CAR itself as a programmatic cost for Brownfield Program development and implementation (including monitoring of health and institutional controls ). The CAR must maintain records on funds that will be used to carry out this task to ensure compliance with this requirement. 3. Under CERCLA 104(k)(5)(B), CARs and subrecipients may use up to 5% of the amount of federal funding for this cooperative agreement for administrative costs, including indirect costs under 2 CFR 200.414. The limit on administrative costs for this agreement is $15,000. The total amount of indirect costs and any direct costs for cooperative agreement administration by the CAR or subaward administration by subrecipients paid for by EPA under the cooperative agreement may not exceed this amount. As required by 2 CFR 200.403(d), the CAR and subrecipients must classify administrative costs as direct or indirect consistently and may not classify the same types of cost in both categories. Eligible cooperative agreement and subaward administrative costs subject to the 5% limitation include direct costs for: a. Costs incurred to comply with the following provisions of the Uniform Administrative Requirements for Cost Principles and Audit Requirements for Federal Awards at 2 CFR Parts 200 and 1500 other than those identified as programmatic. i. Record-keeping associated with equipment purchases required under 2 CFR 200.313; ii. Preparing revisions and changes in the budgets, scopes of work, program plans and other activities required under 2 CFR 200.308; iii. Maintaining and operating financial management systems required under 2 CFR 200.302; iv. Preparing payment requests and handling payments under 2 CFR 200.305; v. Financial reporting under 2 CFR 200.327. vi. Non-federal audits required under 2 CFR Part 200, Subpart F; and vii. Closeout under 2 CFR 200.343 with the exception of preparing the recipient s final performance report. Costs for preparing this report are programmatic and are not subject to the 5% limitation on direct administrative costs. b. Pre-award costs for preparation of the proposal and application for this cooperative agreement (including the final workplan) or applications for subawards are not allowable as direct costs but may be included in the CAR s or subrecipient s indirect cost pool to the extent authorized by 2 CFR 200.460. B. Ineligible Uses of the Funds for the Cooperative Agreement Recipient 1. Cooperative agreement funds shall not be used by the CAR for any of the following activities: a. Cleanup activities; b. Site development activities that are not brownfield site assessment activities (e.g., marketing of property or construction of a new facility); c. Job training unrelated to performing a specific assessment at a site covered by the cooperative agreement; d. To pay for a penalty or fine; e. To pay a federal cost-share requirement (e.g., a cost-share required by another federal grant) unless there is specific statutory authority; f. To pay for a response cost at a brownfield site for which the CAR or subaward recipient is potentially liable under CERCLA 107;
g. To pay a cost of compliance with any federal law, excluding the cost of compliance with laws applicable to the assessment; and h. Unallowable costs (e.g., lobbying and purchases of alcoholic beverages) under 2 CFR Part 200, Subpart E. 2. Cooperative agreement funds may not be used for any of the following properties: a. Facilities listed, or proposed for listing, on the National Priorities List (NPL); b. Facilities subject to unilateral administrative orders, court orders, and administrative orders on consent or judicial consent decree issued to or entered by parties under CERCLA ; c. Facilities that are subject to the jurisdiction, custody or control of the United States government except for land held in trust by the United States government for an Indian tribe; or d. A site excluded from the definition of a brownfield site for which EPA has not made a property-specific funding determination. C. Interest-Bearing Accounts and Program Income 1. In accordance with 2 CFR 1500.7(b), during the performance period of the cooperative agreement, the CAR is authorized to add program income to the funds awarded by EPA and use the program income under the same terms and conditions of this agreement. Program income for the assessment CAR shall be defined as the gross income received by the recipient, directly generated by the cooperative agreement award or earned during the period of the award. Program income includes, but is not limited to, fees charged for conducting assessment, site characterizations, cleanup planning, or other activities when the costs for the activity is charged to this agreement. 2. The CAR must deposit advances of cooperative agreement funds and program income (i.e., fees) in an interest-bearing account. a. For interest earned on advances, CARs are subject to the provisions of 2 CFR 200.305(b)(7)(ii) relating to remitting interest on advances to EPA on a quarterly basis. b. Any program income earned by the CAR will be added to the funds EPA has committed to this agreement and used only for eligible and allowable costs under the agreement as provided in 2 CFR 200.307 and 2 CFR 1500.7, as applicable. c. Interest earned on program income is considered additional program income. d. The CAR must disburse program income (including interest earned on program income) before requesting additional payments from EPA as required by 2 CFR 200.305(b)(5). 3. As required by 2 CFR 200.302, the CAR must maintain accounting records documenting the receipt and disbursement of program income. A. Authorized Assessment Activities V. ASSESSMENT REQUIREMENTS 1. Prior to conducting or engaging in any on-site activity with the potential to impact historic properties (such as invasive sampling), the CAR shall consult with the EPA Project Officer regarding potential applicability of the National Historic Preservation Act (NHPA) (16 USC 470) and, if applicable, shall assist EPA in complying with any requirements of the NHPA and implementing regulations. B. Quality Assurance (QA QA) Requirements 1. When environmental data are collected as part of the brownfield assessment, the CAR shall comply with 2 CFR 1500.11 requirements to develop and implement quality assurance practices sufficient to produce data adequate to meet project objectives and to minimize data loss. State law may impose additional QA requirements.
a. Individual or generic Quality Assurance Project Plans (QAPPs) for activities within the scope of this agreement must be submitted for EPA approval prior to the collection of environmental data and samples. EPA may request assistance from a state program with the review and approval of QAPPs for non-state EPA CARs. For this to occur, the state program must be authorized through an approved Quality Management Plan (QMP), to review and approve QAPPs in lieu of EPA. Review and approval of non-state EPA brownfield CAR QAPPs by a state program will be limited to those instances where there is mutual agreement among the parties involved (the state, EPA, and the CAR), and the non-state EPA CAR agrees to participate in and follow the guidelines established within the State Response Program. Oversight of the state's QAPP approval process for Brownfields will be part of the Management Systems Review (MSR) process described in EPA Region 7s QMP. All QA documents will be prepared in accordance with current EPA requirements as defined in EPA Requirements for Quality Assurance Project Plans: EPA QA/R-5 (EPA/240/B-01/003, March 2001) and Guidance for Quality Assurance Project Plans: EPA QA/G-5 (EPA/240/R-02/009, December 2002) or their subsequent revision. b. Recipient agrees that no funds may be expended or requested for reimbursement for environmental data generation or use until a Quality Assurance Project Plan (QAPP) is received and approved by the EPA Project Officer and the Regional Quality Assurance Manager, or the State (in accordance with V.B.1.a., above). Recipient agrees to adhere to the approved QAPP for environmental data generation or use under this agreement in order for the environmental data activities to be eligible for reimbursement. Recipient agrees that any significant revisions to the QAPP must be reviewed and approved by the EPA Project Officer and Regional Quality Assurance Manager or State (if appropriate) before implementation. 2. Competency of Organizations Generating Environmental Measurement Data : In accordance with Agency Policy Directive Number FEM-2012-02, Policy to Assure the Competency of Organizations Generating Environmental Measurement Data under Agency-Funded Assistance Agreements, the CAR agrees, by entering into this agreement, that it has demonstrated competency prior to award, or alternatively, where a pre-award demonstration of competency is not practicable, the CAR agrees to demonstrate competency prior to carrying out any activities under the award involving the generation or use of environmental data. The CAR shall maintain competency for the duration of the project period of this agreement and this will be documented during the annual reporting process. A copy of the Policy is available online at http://www.epa.gov/fem/lab_comp.htm or a copy may also be requested by contacting the EPA Project Officer for this award. C. Community Outreach 1. The CAR agrees to clearly reference EPA investments in the project during all phases of community outreach outlined in the EPA-approved workplan which may include the development of any post-project summary or success materials that highlight achievements to which this project contributed. a. If any documents, fact sheets, and/or web materials are developed as part of this cooperative agreement, then they shall include the following statement: "Though this project has been funded, wholly or in part, by EPA, the contents of this document do not necessarily reflect the views and policies of EPA." b. If a sign is developed as part of a project funded by this cooperative agreement, then the sign shall include either a statement (e.g., this project has been funded, wholly or in part, by EPA) and/or EPA's logo acknowledging that EPA is a source of funding for the project. The EPA logo may be used on project signage when the sign can be placed in a visible location with direct linkage to site activities. Use of the EPA logo must follow the sign specifications available at https://www.epa.gov/grants/epa-logo-seal-specifications-signage-produced-epa-assistance-a greement-recipients. 2. The CAR agrees to notify the EPA Project Officer of public or media events publicizing the accomplishment of significant events related to construction and /or site reuse projects as a result of this agreement, and provide the opportunity for attendance and participation by federal representatives with at least ten (10) working days notice.
3. To increase public awareness of projects serving communities where English is not the predominant language, CARs are encouraged to include in their outreach strategies communication in non -English languages. Translation costs for this purpose are allowable, provided the costs are reasonable. D. All Appropriate Inquiry 1. As required by CERCLA 104(k)(2)(B)(ii) and CERCLA 101(35)(B), the CAR shall ensure that a Phase I site characterization and assessment carried out under this agreement will be performed in accordance with EPA's all appropriate inquiries regulation (AAI). The CAR shall utilize the practices in ASTM standard E1527-13 Standard Practices for Environmental Site Assessment: Phase I Environmental Site Assessment Process, or EPA's All Appropriate Inquiries Final Rule (40 CFR Part 312). A suggested outline for an AAI final report is provided in All Appropriate Inquiries Rule: Reporting Requirements and Suggestions on Report Content, (Publication Number: EPA 560-F-14-003). This does not preclude the use of cooperative agreement funds for additional site characterization and assessment activities that may be necessary to characterize the environmental impacts at the site or to comply with applicable state standards. 2. AAI final reports produced with funding from this agreement must comply with 40 CFR Part 312 and must, at a minimum, include the information below. All AAI reports submitted to EPA Project Officers as deliverables under this agreement must be accompanied by a completed All Appropriate Inquiries: Reporting Requirements Checklist for Assessment Grant Recipients (Publication Number: EPA 560-F-17-194) that the EPA Project Officer will provide to the recipient. The checklist is available to CARs on EPA s website at www.epa.gov/brownfields. The completed checklist must include: a. An opinion as to whether the inquiry has identified conditions indicative of releases or threatened releases of hazardous substances, and as applicable, pollutants and contaminants, petroleum or petroleum products, or controlled substances, on, at, in, or to the subject property. b. An identification of significant data gaps (as defined in 40 CFR 312.10), if any, in the information collected for the inquiry. Significant data gaps include missing or unattainable information that affects the ability of the environmental professional to identify conditions indicative of releases or threatened releases of hazardous substances, and as applicable, pollutants and contaminants, petroleum or petroleum products, or controlled substances, on, at, in, or to the subject property. The documentation of significant data gaps must include information regarding the significance of these data gaps. c. Qualifications and signature of the environmental professional(s). The environmental professional must place the following statements in the document and sign the document: [I, We] declare that, to the best of [my, our] professional knowledge and belief, [I, we] meet the definition of Environmental Professional as defined in 312.10 of this part. [I, We] have the specific qualifications based on education, training, and experience to assess a property of the nature, history, and setting of the subject property. [I, We] have developed and performed the all appropriate inquiries in conformance with the standards and practices set forth in 40 CFR Part 312. Note: Please use either I or We We. d. In compliance with 312.31(b), the environmental professional must include in the final report an opinion regarding additional appropriate investigation, if the environmental professional has such an opinion. 3. EPA may review checklists and AAI final reports for compliance with the AAI regulation documentation requirements at 40 CFR Part 312 (or comparable requirements for those using ASTM Standard 1527-13). Any deficiencies identified during an EPA review of these documents must be corrected by the recipient within 30 days of notification. Failure to correct any identified deficiencies may result in EPA disallowing the costs for the entire AAI report as authorized by 2 CFR 200.338 through 2 CFR 200.342. If a recipient willfully fails to correct the deficiencies EPA may consider other available remedies under 2 CFR 200.342.
E. Completion of Assessment Activities 1. The CAR shall properly document the completion of all activities described in the EPA - approved workplan. This must be done through a final report or letter from a Qualified Environmental Professional, or other documentation provided by a State or Tribe that shows assessments are complete. 2. In accordance with 2 CFR 200.333 the CAR shall maintain records pertaining to the cooperative for a minimum of three (3) years following submission of the final financial report unless one or more of the conditions described in the regulation applies. The CAR shall provide access to records relating to assessments supported with assessment cooperative agreement funds to authorized representatives of the Federal government as required by 2 CFR 200.336. VI. PAYMENT AND CLOSEOUT For the purposes of these Terms and Conditions, the following definitions apply: payment is EPA s transfer of funds to the CAR; closeout refers to the process EPA follows to ensure that all administrative actions and work required under the cooperative agreement have been completed. A. Payment Schedule 1. The CAR may request advance payment from EPA pursuant to 2 CFR 200.305(b)(1) and the prompt disbursement requirements of the General Terms and Conditions of this agreement. B. Schedule for Closeout 1. Closeout will be conducted in accordance with 2 CFR 200.343. EPA will close out the award when it determines that all applicable administrative actions and all required work under the cooperative agreement have been completed. 2. The CAR, within 90 days after the expiration or termination of the grant, must submit all financial, performance, and other reports required as a condition of the cooperative agreement 2 CFR Part 200. a. The CAR must submit the following documentation: i. The Final Technical Cooperative Agreement Report as described in Section III.F. of these Terms and Conditions. ii. Administrative and Financial Reports as described in the Grant -Specific Administrative Terms and Conditions of this agreement. b. The CAR must ensure that all appropriate data have been entered into ACRES or all Property Profile Forms are submitted to the EPA Project Officer. c. As required by 2 CFR 200.343, the CAR must immediately refund to EPA any balance of unobligated (unencumbered) advanced cash or accrued program income that is not authorized to be retained for use on other cooperative agreements. VII. LEVERAGING A. The Recipient agrees to provide the proposed leveraged funding, including any voluntary cost-share contribution or overmatch, that is described in its proposal dated November 16, 2017. If the proposed leveraging does not materialize during the period of award performance, and the recipient does not provide a satisfactory explanation, the Agency may consider this factor in evaluating future proposals from the recipient. In addition, if the proposed leveraging does not materialize during the period of award performance then EPA may reconsider the legitimacy of the award; if EPA determines that the recipient knowingly or recklessly provided inaccurate information regarding the leveraged funding the recipient described in its proposal, EPA may take action as authorized by 2 CFR Part 180 as applicable.
VII. WORK PRODUCT, REPORT AND OTHER REQUIRED SUBMISSIONS A. Work products and reports provided to EPA in accordance with this agreement shall be submitted in an electronic format acceptable to EPA, unless otherwise approved by the EPA project officer. Current acceptable formats include Microsoft WORD, Microsoft EXCEL or Portable Document (PDF). Work products and reports shall be submitted via email to the EPA Region 7 project officer. B. In accordance with programmatic condition II.A.1., the CAR shall email a site eligibility determination to the EPA Region 7 Project Officer for confirmation of eligibility. The subject of the email shall start with the following: Site Eligibility Information. The email shall also include "R7_Brownfields@epa.gov as a cc. C. In accordance with programmatic condition V.B. Quality Assurance (QA) Requirements, the CAR shall submit its quality assurance documents and/or documentation of QA oversight by State, if applicable, directly to the EPA Region 7 Project Officer via email. The subject of the email shall start with the following: QA Submittal. The email shall also include "R7_Brownfields@epa.gov as a cc. IX. GEOSPATIAL DATA STANDARDS A. Recipient agrees all geospatial data created must be consistent with Federal Geographic Data Committee (FGDC) endorsed standards. Information on these standards may be found at www.fgdc.gov.
RESOLUTION NO. 2018 - RESOLUTION APPROVING A COOPERATIVE AGREEMENT WITH THE ENVIRONMENTAL PROTECTION AGENCY ( EPA ) FOR BROWNFIELDS ASSESSMENT GRANT #97764301 WHEREAS, the City of Coralville applied for Environmental Protection Agency ( EPA ) Brownfields Protection Grant; and WHEREAS, the City has been awarded a grant in the amount of $300,000.00 to inventory, characterize, access, conduct planning, community involvement and cleanup brownfields sites; and WHEREAS, the City Council has heretofore deemed it necessary and desirable to approve accept the grant award and a Cooperative Agreement with the EPA; and WHEREAS, EPA has submitted a Cooperative Agreement detailing the terms and conditions of receiving the $300,000.00 Brownfield Assessment Grant #97764301 that now needs approval by the City Council. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coralville, Johnson County, Iowa, that the aforementioned agreement be and the same is hereby approved. BE IT FURTHER RESOLVED, that the Mayor and City Clerk are hereby authorized and directed to execute said agreement on behalf of the City. * * * * * * * * Passed and approved this 9 th day of October, 2018. ATTEST: John A. Lundell, Mayor Kelly Lindsay, Deputy City Clerk 1
City of Coralville Engineering Department 1512 7 th Street, Coralville, Iowa 52241 Phone: 319.248.1720 Date: 10/4/2018 To: From: Re: Mayor & City Council, City Administrator Scott Larson, P.E., Assistant City Engineer 1 st Avenue Improvements 6 th St to 9 th St Change Order #4 Change Order #4 includes numerous changes to bid item quantities, including additional topsoil, decrease in 8 pavement, increase in 10 pavement, additional temporary pavement markings, increase in 12 water main, etc. See full list below and detailed item descriptions are included in the attached change order document. The changes to existing bid items adds $93,414.00 to the contract. New items add $60,156.58 to the contract. Total increase to contract: $153,570.58. Page 1 of 1
Form 831240 (12-15) CHANGE ORDER For Local Public Agency Projects No.: 4 Non-Substantial: Substantial: Administering Office Concurrence Date Accounting ID No. (5-digit number): 34881 Project Number: S T P - U - 1 5 5 7 ( 6 3 9 ) --70-52 Kind of Work: P C C P a v e m e n t - G r a d e a n d R e p l a c e Local Public Agency: City of Coralville Contractor: Langman Construction, Inc. Date Prepared: September 27, 2018 You are hereby authorized to make the following changes to the contract documents. A - Description of change to be made: 0040: Increase Item: Topsoil, Furnish & Spread (Non-Substantial). Place at depth of 6. 0060: Decrease Item: Modified Subbase (Non-Substantial) 0070: Decrease Item: STD or Slip Form PCC Pavement CL C, CL 3 Durability 8 in (Non-Substantial) 0080: Increase Item: STD or Slip Form PCC Pavement CL C, CL 3 Durability 10 in (Non-Substantial) 0110: Increase Item: Temporary Pavement (Non-Substantial) 0140: Increase Item: Granular Backfill (Non-Substantial) 0270: Increase Item: Subdrain, Perforated Plastic Pipe, 6 in Diameter (Non-Substantial) 0480: Decrease Item: Sidewalk, P.C. Concrete, 4 in (Non-Substantial) 0740: Increase Item: Painted Pavement Marking, Waterborne or Solvent-Based (Non-Substantial) 0900: Increase Item: Water Main, Trenched DIP 4 in (Non-Substantial) 0910: Decrease Item: Water Main, Trenched DIP 6 in (Non-Substantial) 0920: Decrease Item: Water Main, Trenched DIP 8 in (Non-Substantial) 0930: Increase Item: Water Main, Trenched DIP 12 in (Non-Substantial) 0940: Increase Item: Fittings by Weight, Ductile Iron (Non-Substantial) 0960: Increase Item: Valve, Gate, DIP, 4 in (Non-Substantial) 0970: Increase Item: Valve, Gate, DIP, 6 in (Non-Substantial) 0980: Decrease Item: Valve, Gate, DIP, 8 in (Non-Substantial) 0990: Increase Item: Valve, Gate, DIP, 12 in (Non-Substantial) 1000: Increase Item: Fire Hydrant Assembly, WM-201 (Non-Substantial) 1010: Increase Item: Valve Box Extension (Non-Substantial) 1130: Decrease Item: (Each Item) Type A Concrete Steps w/ Handrail (Non-Substantial) 1150: Increase Item: Removal of Water Main (Non-Substantial) 1300: Increase Item: Sodding (Non-Substantial) 1491: Increase Item: Pavement Markings Removed (Non-Substantial) 8011: Add New Item: Manhole, Sanitary Sewer, SW-301, 60 in. w/ Internal Drop Material: Concrete; Precast comply with Standard Specification Section 2419 and ASTM C 478 or Cast-in-Place use Class C concrete per Standard Specification Section 2403. Reinforcement apply Standard Specification Section 2404. Non-shrink grout complies with Materials IM 491.13. Precast Riser Joints; Joint ends Use tongue and groove ends and if cast-in-place base is used, provide bottom riser with square bottom edge. Joint Sealant: 1) Rubber O-ring or Profile Gasket flexible joint complying with ASTM C 443. 2) Bituminous Jointing Material: Use a cold-applied mastic sewer joint sealing compound recommended by the manufacturer for the intended use and approved by the Engineer. Comply with ASTM C 990. 3) Butyl Sealant Wrap complying with ASTM C 877. Manhole Top capable of supporting HS-20 loading and use eccentric cone. Circular manhole integral base and lower riser section according to ASTM C 478. Construct sanitary sewer manhole per Standard Specification Section 2435.03. Method of Measurement: Each type and size of manhole will be counted. Basis of Payment: Contract Unit Price per Each. Payment is full compensation for excavation, furnishing (if required) and placing bedding and backfill material, compaction, base, structural concrete, reinforcing steel, precast units (if used), fillets, pipe connections, infiltration barriers, castings, and adjustment rings. (Non-Substantial) 8012: Add New Item: Water Main w/ Casing Pipe, Trenched, DIP, 12 in (Non-Substantial) 8013: Add New Item: Watering for Sod, Special Ditch Control or Slope Protection (Non-Substantial) 8014: Add New Item: Mobilization for Watering (Non-Substantial) B - Reason for change: 0040: Per ITC #8: Increased quantity for the area on the north side of 6 th Street that will need to be shaped and graded for proposed sidewalk with retaining wall and for concrete steps with handrail from Sta 185+67 to 187+00. 0060: Per ITC #2: Updating quantity for modified subbase that is to be placed under the curb and gutter on 1 st Avenue which was inadvertently omitted from the plans. Per ITC #6: Updating quantity to account for modified subbase underneath a 3 curb on 6 th Street instead of a 6 curb. The plans call out a 3 curb on 6 th Street but Modified Subbase was incorrectly calculated based on a 6 curb. 0070: Per ITC #1: Updating quantity for changing all 8 PCC pavement to 10 PCC pavement on 6 th Street, E. 2 nd Avenue, Pipeline Road, and E. 7 th Street so the side road reconstruction matches the pavement depth of 1 st Avenue. Excavation quantities will not be affected. Per ITC #2: Page 1 of 7
Updating quantity for incorrectly changing 8 PCC pavement to 10 pavement on 6 th Street and Pipeline Road as stated on ITC #1. 6 th Street and Pipeline Road were changed back to 8 PCC pavement to match the existing pavement depth. 2 nd Avenue stays at 10 PCC pavement due to the entirety of 2 nd Avenue (future project) being proposed at 10-inch pavement depth. East 7 th Street stays 10 PCC pavement to match proposed 1 st Avenue pavement depth. Excavation quantities were originally calculated for East 7 th Street and 2 nd Avenue at 10 PCC pavement depth so there is no quantity adjustment for excavation. The difference in 1 SY for the pavement adjustments is due to rounding. The 8 pavement areas equal 1440.1 SY rounded up to 1441 SY. The remaining 10 pavement areas sum to 15,412.7 SY rounded up to 15,413 SY. The difference between ITC #1 10 PCC pavement area of 16,853 SY and ITC #2 10 PCC pavement area of 15,413 SY is 1,440 SY. 0080: Per ITC #1: Updating quantity for changing all 8 PCC pavement to 10 PCC pavement on 6 th Street, E. 2 nd Avenue, Pipeline Road, and E. 7 th Street so the side road reconstruction matches the pavement depth of 1 st Avenue. Excavation quantities will not be affected. Per ITC #2: Updating quantity for incorrectly changing 8 PCC pavement to 10 pavement on 6 th Street and Pipeline Road as stated on ITC #1. 6 th Street and Pipeline Road were changed back to 8 PCC pavement to match the existing pavement depth. 2 nd Avenue stays at 10 PCC pavement due to the entirety of 2 nd Avenue (future project) being proposed at 10-inch pavement depth. East 7 th Street stays 10 PCC pavement to match proposed 1 st Avenue pavement depth. Excavation quantities were originally calculated for East 7 th Street and 2 nd Avenue at 10 PCC pavement depth so there is no quantity adjustment for excavation. The difference in 1 SY for the pavement adjustments is due to rounding. The 8 pavement areas equal 1440.1 SY rounded up to 1441 SY. The remaining 10 pavement areas sum to 15,412.7 SY rounded up to 15,413 SY. The difference between ITC #1 10 PCC pavement area of 16,853 SY and ITC #2 10 PCC pavement area of 15,413 SY is 1,440 SY. 0110: Per ITC #2: Updating quantity to correct calculation error on Phase 2 Stage 2 temporary pavement. 0140: Per ITC #1, ITC #3, and ITC #4; Trenched water main quantities were increased on ITCs 1, 2, and 3 (see reason for change for items 0900, 0910, 0920, and 0930) and granular backfill is required for trenched construction per Standard Specification 2552 in conjunction with Standard Specification 2402.03.H. 0270: Per ITC #1: Updating quantity to account for subdrain on 6 th Street and 2 nd Avenue that was inadvertently omitted from the plans. 0480: Per ITC #8: Item was reduced due to the sidewalk retaining wall combination that will take its place on 6 th Street per the City of Coralville s request to lower the sidewalk from Sta 185+67 to 187+00. 0740: Per ITC #2; Adding crosswalk ladders for pedestrian crossings at driveways. This quantity was inadvertently omitted from the plans. 0900: Per ITC #3: Additional water main was added to the 2 nd Avenue pipe run as to avoid boring under the road to get water service to a motel. 0910: Per ITC #1: Water main quantities were added for 2 nd Avenue as these quantities were inadvertently omitted from the plans. Per ITC #5: Due to development of the southeast corner of 7 th Street (outside of this contract) the water main pipe quantities had to be reduced. 0920: Per ITC #5: Due to development of the southeast corner of 7 th Street (outside of this contract) the water main pipe quantities had to be modified/reduced to avoid utility conflicts. 0930: Per ITC #1: Water main quantities were added for 2 nd Avenue as these quantities were inadvertently omitted from the plans. Per ITC #3: Additional water main was added to the 2 nd Avenue pipe run as to avoid boring under the road to get water service to a motel. Per ITC #4: Water main had to be lowered near the 6 th Street intersection due to utility conflicts. The lowering of the water main increased this quantity. 0940: Per ITC #1: Water main quantities were added for 2 nd Avenue as these quantities were inadvertently omitted from the plans. Per ITC #3: Additional water main was added to the 2 nd Avenue pipe run as to avoid boring under the road to get water service to a motel. Per ITC #4: Water main had to be lowered near the 6 th Street intersection due to utility conflicts. The lowering of the water main increased this quantity. Per ITC #5: Due to the development of the southeast corner of 7 th Street (by others outside of this contract) the water main pipe quantities had to be modified/reduced to avoid utility conflicts. 0960: Per ITC #3: Additional water main was added to the 2 nd Avenue pipe run as to avoid boring under the road to get service to a motel an additional valve was needed as well. 0970: Per ITC #5: Due to the development of the southeast corner of 7 th Street (by others outside of this contract) the water main quantities had to be modified to avoid utility conflicts. 0980: Per ITC #5: Due to the development of the southeast corner of 7 th Street (by others outside of this contract) the water main quantities had to be modified to avoid utility conflicts. 0990: Per ITC #1: Water main quantities were added for 2 nd Avenue as these quantities were inadvertently omitted from the plans. 1000: Per ITC #1: Fire hydrant was added for 2 nd Avenue this quantity was inadvertently omitted from the plans. 1010: Per ITC #1: Fire hydrant was added for 2 nd Avenue this quantity was inadvertently omitted from the plans. 1130: Per ITC #8: Item was removed due to the sizeable cut needed in order to install the concrete steps on 6 th Street at Sta 186+90. Type B concrete steps are now required due to the incorporated retaining wall sections. 1150: Per ITC #5: Due to the development of the southeast corner of 7 th Street (by others outside of this contract) the water main quantities had to be modified to avoid utility conflicts. 1300: Per ITC #8: Increased quantity for the area on the north side of 6 th Street that will need to be shaped and graded for proposed sidewalk with retaining wall and for concrete steps with handrail from Sta 185+67 to 187+00. 1491: Per ITC #2; Removing all existing pavement markings so there will be no interference/confusion when staged traffic control is put in place. Decision to remove all existing pavement markings, and not just the conflicting markings, was to increase the traveling public safety. 8011: Per ITC #1: Sanitary Manhole SAN-8 was modified to a drop structure to accommodate increased intake from the development happening around it from other construction operations outside this contract. 8012: Per ITCs #1 and #5: Per the City of Coralville s direction, a trenched water main with steel casing crossing under 1 st Avenue just north of 7 th Street was added. Another section crossing under 1 st Avenue just north of 2 nd Avenue was added for the purpose of providing a connection for the future development south of Super 8. The total amount of these 2 sections was 186 feet, which was later reduced to 185 feet. However, at a later point in time, the City decided that the water main just north of 7 th Street should be bored instead of trenched, reducing the quantity of trenched water main with steel casing to just 93 feet, which is located just north of 2 nd Avenue and south of the Super 8 motel. The casing will protect the water main from other utilities in close proximity. 8013: The contract has an item for sod but inadvertently omitted an item for watering from the plans. Per Article 2601.03.G.3.d.4 of the Specifications watering of the sod is required. 8014: The contract has an item for sod but inadvertently omitted an item for mobilization for watering from the plans. Per Article 2601.03.G.3.d.4 of the Standard Specifications watering of the sod is required. Page 2 of 7
C - Settlement for cost(s) of change as follows with items addressed in Sections F and/or G: 0040: Contract Unit Price: CY 0060: Contract Unit Price: CY 0070: Contract Unit Price: SY 0080: Contract Unit Price: SY 0110: Contract Unit Price: SY 0140: Contract Unit Price: CY 0270: Contract Unit Price: LF 0480: Contract Unit Price: SY 0740: Contract Unit Price: STA 0900: Contract Unit Price: LF 0910: Contract Unit Price: LF 0920: Contract Unit Price: LF 0930: Contract Unit Price: LF 0940: Contract Unit Price: LB 0960: Contract Unit Price: EACH 0970: Contract Unit Price: EACH 0980: Contract Unit Price: EACH 0990: Contract Unit Price: EACH 1000: Contract Unit Price: EACH 1010: Contract Unit Price: EACH 1130: Contract Unit Price: EACH 1150: Contract Unit Price: LF 1300: Contract Unit Price: SQ 1491: Contract Unit Price: STA 8011: Agreed Unit Price: EACH 8012: Agreed Unit Price: LF 8013: Iowa DOT Predetermined Unit Price: MGAL 8014: Iowa DOT Predetermined Unit Price: EACH D - Justification for cost(s) (See I.M. 3.805, Attachment D, Chapter 2.36, for acceptable justification): 0040: The unit price is specified in the contract. 0060: The unit price is specified in the contract. 0070: The unit price is specified in the contract. 0080: The unit price is specified in the contract. 0110: The unit price is specified in the contract. 0140: The unit price is specified in the contract. 0270: The unit price is specified in the contract. 0480: The unit price is specified in the contract. 0740: The unit price is specified in the contract. 0900: The unit price is specified in the contract. 0910: The unit price is specified in the contract. 0920: The unit price is specified in the contract. 0930: The unit price is specified in the contract. 0940: The unit price is specified in the contract. 0960: The unit price is specified in the contract. 0970: The unit price is specified in the contract. 0980: The unit price is specified in the contract. 0990: The unit price is specified in the contract. 1000: The unit price is specified in the contract. 1010: The unit price is specified in the contract. 1130: The unit price is specified in the contract. 1150: The unit price is specified in the contract. 1300: The unit price is specified in the contract. 1491: The unit price is specified in the contract. 8011: The unit price is between the low ($6,300/EA) and high ($11,250/EA) bid prices and slightly higher than the average unit price ($8,700/EA) shown in the May 2016 thru August 2018 IDOT Summary of Awarded Contract Prices; the price includes materials, labor, and equipment; the unit price of $9,933.88/EA was determined to be a fair unit price. Documentation is on file. 8012: The unit price is between the low ($167.50/LF) and high ($315.00/LF) bid prices and slightly higher than the average unit price ($231.25/LF) shown in the May 2016 thru August 2018 IDOT Summary of Awarded Contract Prices; the price includes materials, labor, and equipment; the unit price of $249.42/LF was determined to be a fair unit price. Documentation is on file. 8013: The unit price is specified in the predetermined unit prices effective the January 17, 2018 Letting. 8014: The unit price is specified in the predetermined unit prices effective the January 17, 2018 Letting. Page 3 of 7
E - Contract time adjustment: No Working Days added Working Days added: Unknown at this time Justification for selection: The completion date will not change due to these changes. Page 4 of 7
Form 831240 (12-15) Accounting ID No.(5-digit number): 34881 Change Order No.: 4 F - Items included in contract: Federal Aid Participating State Aid Line Number X 0040 X 0060 X 0070 X 0080 X 0110 X 0140 X 0270 X 0480 X 0740 X 0900 X 0910 X 0920 X 0930 X 0940 X 0960 X 0970 X 0980 X 0990 X 1000 X 1010 Item description 2105-8425005: Topsoil, Furnish and Spread 2115-0100000: Modified Subbase 2301-1033080: STD/S-F PCC PAV'T, CL C CL 3, 8" 2301-1033100: STD/S-F PCC PAV'T, CL C CL 3, 10" 2304-0101000: Temporary Pavement 2402-0425030: Granular Backfill 2502-8212206: Subdrain, Perforated Plastic Pipe, 6" 2511-7526004: Sidewalk, PCC, 4" 2527-9263109: Painted Pavement Marking, Waterborne or Solvent-Based 2554-0112004: Water Main, Trenched, DIP, 4" 2554-0112006: Water Main, Trenched, DIP, 6" 2554-0112008: Water Main, Trenched, DIP, 8" 2554-0112012: Water Main, Trenched, DIP, 12" 2554-0203000: Fittings By Weight, Ductile Iron 2554-0207004: Valve, Gate, DIP, 4" 2554-0207006: Valve, Gate, DIP, 6" 2554-0207008: Valve, Gate, DIP, 8" 2554-0207012: Valve, Gate, DIP, 12" 2554-0210201: Fire Hydrant Assembly, WM-201 2554-0212020: Valve Box Extension For deductions enter as "-x.xx Unit Price Quantity.xx.xxx Amount.xx $34.00 54.000 $1,836.00 $40.00-389.000 -$15,560.00 $56.50-918.000 -$51,867.00 $62.00 919.000 $56,978.00 $50.00 169.000 $8,450.00 $40.00 899.000 $35,960.00 $12.00 872.000 $10,464.00 $51.50-49.000 -$2,523.50 $35.00 8.100 $283.50 $85.00 97.000 $8,245.00 $85.00-11.000 -$935.00 $90.00-35.000 -$3,150.00 $91.00 294.000 $26,754.00 $4.00 1658.000 $6,632.00 $800.00 1.000 $800.00 $1,000.00 1.000 $1,000.00 $1,500.00-1.000 -$1,500.00 $2,000.00 4.000 $8,000.00 $4,000.00 1.000 $4,000.00 $150.00 1.000 $150.00 X 1130 2599-9999005: ('Each' Item) Type A Concrete Steps With Handrail $3,000.00-1.000 -$3,000.00 X 1150 X 1300 X 1491 2599-9999009: ('Linear Feet' Item) Removal Of Water Main 2601-2639010: Sodding 2527-9263180: Pavement Markings Removed $15.00 5.000 $75.00 $58.00 9.000 $522.00 $200.00 9.000 $1,800.00 TOTAL $93,414.00 Page 5 of 7
G - Items not included in contract: Federal Aid Participating State Aid Line Number 8011 X 8012 X 8013 Item description 2599-9999005: Manhole, Sanitary Sewer, SW-301, 60 in. w/ Internal Drop 2554-0132012: Water Main w/ Casing Pipe, Trenched, DIP, 12 in. 2601-2643110: Watering For Sod, Special Ditch Control Or Slope Protection For deductions enter as "-x.xx Unit Price Quantity.xx.xxx Amount.xx $9,933.88 1.000 $9,933.88 $249.42 185.000 $46,142.70 $60.00 15.500 $930.00 X 8014 2601-2643300: Mobilization For Watering $350.00 9.000 $3,150.00 TOTAL $60,156.58 Page 6 of 7
Form 831240 (12-15) Accounting ID No.(5-digit number): 34881 Change Order No.: 4 H - Signatures Agreed: Recommended: Contractor Project Engineer 9/28/18 Date Date Approved: Mayor Person in Responsible Charge Date John A. Lundell Title Date Contracting Authority (optional) Date Other (optional) Title Date Iowa DOT Administering Office Date Approval is contingent upon funds being available under the existing project agreement or upon additional Federal-aid funds being made available by a modified project agreement. FHWA Concurrence: Federal Highway Division Administration (if required) Date DISTRIBUTION (after fully executed on LPA projects): Original - Finance; Copies - Contractor, Project Engineer, Contracting Authority, Administering Office. Date distributed: Initials: Page 7 of 7
City of Coralville Engineering Department 1512 7 th Street, Coralville, Iowa 52241 Phone: 319.248.1720 Date: 10/3/2018 To: From: Mayor & City Council, City Administrator Dan Holderness, P.E., City Engineer Re: Wastewater Treatment Plant Improvements 2017 Change Order #2 I recommend approval of Change Order No. 2, -($241,453.57) to Miron Construction, Inc. for the Wastewater Treatment Plant Improvements 2017. Change Order #2 provides for reduction in costs of alternate slide gates, delete granular surfacing on the top of the equalization basin, delete 10 external light fixtures and associated wiring, alternate generator switchgear, and underground piping changes. Additional details are included in the change order form. Page 1 of 1
City of Coralville Engineering Department 1512 7 th Street, Coralville, Iowa 52241 Phone: 319.248.1720 Date: 10/4/2018 To: From: Re: Mayor & City Council, City Administrator Scott Larson, P.E., Assistant City Engineer High Country Road Patching 2018 Quotation Report & Recommendation The following quotations were received on October 4, 2018: All American Concrete, Inc.: $43,159.05 The Engineer s Estimate is $42,481.05. I recommend approving the quotation received from All American Concrete, Inc., in the amount of $43,159.05. Page 1 of 1