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HomeMy WebLinkAboutA046 - Email correspondence regarding letter of credit (2007-2013) . Tracy Warner/COA To Diane R Voss/COA@COA -' 04/16/2007 03:49 PM cc bcc Subject Estates of Nature's Crossing Good afternoon Diane. The security(letter of credit) amount for The Estates of Nature's Crossing is $378,414, which covers public improvements required for the project including utilities, paving, construction site erosion & sediment control, and street lights. Please let me know if you have any further questions. Tracy L.Warner, Municipal Engineer City of Ames Public Works Dept. 515 Clark Ave. Ames, IA 50010 Desk: 515-239-5163 twarner@city.ames.ia.us Caring People_Quality Programs Exceptional Service i Y A n � Diane R Voss/COA To Eric Cowles/COA@COA 09/19/2007 09:37 AM cc bcc Diane R Voss/COA Subject LOC for Estates of Nature's Crossing Eric: The LOC referenced above expires in 90 days. Please check the status of the improvements and let me know if you feel an extension will be needed. Thanks much! Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515)239-5105 1 Diane R Voss/COA To Eric Cowles/COA@COA 11/16/2007 10:55 AM cc bcc Diane R Voss/COA Subject LOC for Estates of Nature's Crossing As a reminder, the LOC for the above expires in 30 days. Please advise if it needs to be extended. Thanks! Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515) 239-5105 Eric Cowles/COA To Diane R Voss/COA@COA 12/18/2007 12:40 PM cc bcc Subject LOC Diane, I checked with Tracy and the$3000 is a bond on the storm water permit. It's a new thing, but we need to keep it in there. The$45,000 will include the$3K for this as well. Sorry to have to push this one through, thanks for understanding and for your help. Eric D. Cowles, E.I. City of Ames Public Works Construction Supervisor 515 Clark Avenue Ames, Iowa 50010 Ph: 515-239-5277 Fax: 515-239-5404 Cell: 515-203-0791 DC: 191*100*32500 a Tracy Warner/COA To Diane R Voss/COA@COA 12/18/2007 03:54 PM cc Eric Cowles/COA@COA f bcc Subject Re: Fw: LOCFl Diane, Through adoption of the Construction Site Erosion and Sediment Control Ordinance in April 2006, there is a requirement to post security of$500 per acre for area over 5 acres. This security is connected to our permit. The permits are active until the applicant files a Notice of Discontinuation with the Department of Natural Resources. In the case of Estates of Natures Crossing, this amount is$3000. Please let me know if you have any further questions. Thanks! Tracy L. Warner, Municipal Engineer City Hall, Public Works Department Engineering Division 515 Clark Avenue Desk: (515) 239-5163 FAX: (515) 239-5404 Email:twarner G.city.ames.ia.us Eric Cowles/COA Eric Cowles/COA 12/18/2007 01:53 PM To Tracy Warner/COA@COA cc Subject Fw: LOC Could you, explain this to Diane? I'm not doing a very good job of it... They are going to submit a new LOC for a total of$45K. I believe that Diane is going to add it to Council, so we will have to get a Certification Letter together to reduce the current LOC. Eric D. Cowles, E.I. City of Ames Public Works Construction Supervisor 515 Clark Avenue Ames, Iowa 50010 Ph: 515-239-5277 Fax: 515-239-5404 Cell: 515-203-0791 DC: 191*100*32500 -----Forwarded by Eric Cowles/COA on 12/18/2007 01:44 PM----- Diane R Voss/COA 12/18/2007 12:59 PM To Eric Cowles/COA@COA cc Subject Re: LOCFl Do you have the$3,000 bond? Diane Eric Cowles/COA To Diane R Voss/COA@COA 11/17/2008 03:53 PM cc bcc Subject Re: L©C Exp in, in 30 Daays�[fl The surface has not yet been placed the LOC should continue. Thanks for keeping up on these! Eric D. Cowles, E.I. City of Ames Public Works Construction Supervisor 515 Clark Avenue Ames, Iowa 50010 Ph: 515-239-5277 Fax: 515-239-5404 Cell: 515-203-0791 DC: 191*100*32500 Diane R Voss/COA Diane R Voss/COA 11/17/2008 02:51 PM To Eric Cowles/COA@COA cc Diane R Voss/COA@COA Subject LOC Expiring in 30 Days Eric: The LOC for Estates of Nature's Crossing expires on 12/19/08. Please advise if it needs to be extended. Thanks! Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515) 239-5105 a qf0 Doug Marek/COA To Diane R Voss/COA@COA- 04/30/2010 05:45 PM cc bcc Subject Re: Fw:Pinnacle.Properties Letter of Creditff }' Diane: This LOC is acceptable IF Mr.Arneson intends to be billed and then pay for the work rather than have the City draw down on the LOC for payment(like we did with the South Dayton extension project). Would you like me to check with Mr. Thilges or Mr.Arneson to clarify this point?should we simply assume that he will pay as billed? I'm inclined to think that since the bid came in low he may just intend to pay cash. Li Doug Marek Ames City Attorney 515 Clark Avenue P.O. Box 811 Ames, Iowa 50010 Tel: 515-239-5146 Fax: 515-239-5142 E-mail: dmarek@city.ames.ia.us Diane R Voss/COA Diane R Voss/COA 04/30/2010 09:40 AM To Doug Marek/COA@COA cc Subject Fw: Pinnacle Properties Letter of Credit Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515)239-5105 -----Forwarded by Diane R Voss/COA on 04/30/2010 09:40 AM----- "Joel A.Thilges" ` <Joel.Thilges@FNBAmes.co To "dvoss@city.ames.ia.us"<dvoss@city.ames.ia.us> m> cc 04/30/2010 09:12 AM Subject Pinnacle Properties Letter of Credit Diane, Please review and advise regarding the Letter of Credit for Pinnacle Properties/Keith Arneson. Thank You r aoe[A. 7hirges Vice Tresident- CommerciafLending First Xationa[Bank 405 StFi Street Ames, IA 50010 (Wort)515-663-3025 (Cefo 515-291-0729 (Fax)515-232-5778 ------------------------------------------------------------ This electronic transmission and any accompanying documents may contain confidential information and may be legally protected. The information is intended only for the recipient named. If you are not the intended recipient or received the message in error, please notify the sender and delete the message . Reminder: Email sent through the internet is not secure. Do not use email to send personal information such as credit card numbers, PIN numbers, passwords or time sensitive instructions . [attachment "Letter of Credit - Pinnacle 043010 .doc" deleted by Doug Marek/COA] - - - - -- - - - - - - - - - - - - - Diane R Voss/COA To "Joel A.Thilges"<Joel.Thilges@FNBAmes.com> 04/30/2010 06:16 PM cc bcc Diane R Voss/COA Subject Re: Pinnacle Properties Letter of Credit Joel: I just received the following email from City Attorney Doug Marek. "This LOC is acceptable IF Mr.Arneson intends to be billed and then pay for the work rather than have the City draw down on the LOC for payment(like we did with the South Dayton extension project). Please advise me of Mr. Arneson's intent if you know. Mr. Marek can contact him if you prefer. Thank you. Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515)239-5105 "Joel A. Thilges"<Joel.Thilges@FNBAmes.com> "Joel A.Thilges" <Joel.Thilges@FNBAmes.co To "dvoss@city.ames.ia.us"<dvoss@city.ames.ia.us> m> cc 04/30/2010 09:12 AM Subject Pinnacle Properties Letter of Credit Diane, Please review and advise regarding the Letter of Credit for Pinnacle Properties/Keith Arneson. Thank You Joe[A. ThiCges Vice President- CommercialLending First NationaC(Bank 405 Sth Street Ames, IA 50010 (ZVor(�515-663-3025 (CeCI)515-291-0729 (Far)515-232-5778 ------------------------------------------------------------ This electronic transmission and any accompanying documents may contain confidential information and may be legally protected. The information is intended only for the recipient named. If you are not the intended recipient or received the message in error, please notify the sender and delete the message. Reminder: Email sent through the internet is not secure. Do not use email to send personal information such as credit card numbers, PIN numbers, passwords or time sensitive instructions . Letter of Credit Pinnacle 043010.doc Diane R Voss/COA To Eric Cowles/COA@COA 09/08/2010 06:38 PM cc bcc Diane R Voss/COA Subject LOCs Eric: Could you please check on the progress of Nature's Crossing. Pinnacle Property's LOC in the amount of $64,500 is due to expire on November 6. Please advise if I need to start the process of getting it extended. Thank youll Diane Voss, City Clerk/Records Manager P. 0. Box 811 - - — - - - -- -- - - - - - - -- Ames, Iowa 50010 (515) 239-5105 Diane R Voss/COA To Eric Cowles/COA@COA 10/13/2010 01:58 PM cc bcc Diane R Voss/COA Subject Reminder! Please get me a certification letter accepting completion of the shared-use path through N'-`tare's Crossingl that would allow for the release of tii6$64,500 LOC filed by Pinnacle Properties. I will put acceptance on the Council Agenda of October 26, which means I would need the letter by he morning of October 22 at the latest. Thanks! Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515) 239-5105 -----Forwarded by Doug Marek/COA on 11/03/2010 01:40 PM----- Keith Arneson �. <keitharneson@mchsi.com> To Doug Marek<dmarek@city.ames.ia.us> 10/26/2010 08:42 PM cc Subject Re:Shared Use Path--Estates at Nature's Crossing Doug,I do want to pay the remaining expenses directly. We have a small adjustment for some damage but are prepared to pay next week. Sent from my Thone On Oct 26, 2010, at 4:34 PM, Doug Marelc<dmarek(a,city.ames.ia.us>wrote: Keith: I left you a voice mail message earlier this afternoon, but thought it might be easier to respond by email. The project acceptance is on the Council agenda this evening. Total project costs were$82,535.18. The City's portion, as described in our supplemental agreement with Pinnacle Properties, is$14,000. Pinnacle's portion is$68,535.18. An invoice with enclosures was sent by the Finance Department today, but I wanted to alert you to the fact that we will need to act quickly to close out the project. A copy of the invoice is attached. The City Clerk has your letter of credit on file, but I understand from the Public Works Department that you indicated you would pay from the invoice rather than draw down on the letter of credit. The supplemental agreement envisions using the letter of credit for payment, but if you instead make payment directly to Finance the City can release the letter of credit. The letter of credit expires next week. Please let me know how you would like to proceed so that I can advise the City Clerk whether the letter of credit needs to be renewed. Doug Marek Ames City Attorney 515 Clark Avenue P.O. Box 811 Ames, Iowa 50010 Tel: 515-239-5146 Fax: 515-239-5142 E-mail: dmarek(@city.ames.ia.us <Nature's Crossing Gartner Park Path Invoice Pinnacle Properties.xls> John C Joiner/COA To keitharneson@mchsi.com 11/03/2010 02:06 PM cc Steve Schainker/COA@COA, Doug Marek/COA@COA, .. E; Diane R Voss/COA@COA bcc Subject Fw:Shared Use Path--Estates at Nature's Crossing Hi Keith, I wanted to send you an e-mail instead of calling just so that we are all on the same page. Unfortunately, because the letter of credit expires this week, we are left with two options: 1) your final payment needs to be received by the City Clerk prior to the LOC expiring (as indicated below), or 2) the LOC needs to be extended for a period until the final payment will be made. The other option, that none of us want to do, is to have the LOC drawn down for the final payment. I also understand that you paid out-of-pocket for damage to private sprinklers during construction. If those sprinklers are between the sidewalk and street, we have not paid for those damages in the past. If the sprinklers were in a side yard easement, we would be happy to discuss this further; please call me or Tracy. Thanks for your understanding and cooperation. John AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA John C. Joiner, P.E. U/ I City of Ames Public Works Director 515 Clark Avenue Ames, Iowa 50010 Desk 515-239-5165 Fax 515-239-5404 -----Forwarded by John C Joiner/COA on 11/03/2010 01:56 PM----- Doug Marek/COA 11/03/2010 01:40 PM To John C Joiner/COA@COA cc Diane R Voss/COA@COA Subject Fw:Shared Use Path--Estates at Nature's Crossing Doug Marek Ames City Attorney 515 Clark Avenue P.O. Box 811 Ames, Iowa 50010 Tel: 515-239-5146 Fax: 515-239-5142 E-mail: dmarek@city.ames.ia.us I Diane R Voss/COA To John C Joiner/COA@COA 11/03/2010 11:04 AM cc bcc Diane R Voss/COA Subject Estates of Nature's Crossing LOC John: Has Keith Arneson paid what he owes for completion of the bike path through the Estates of Nature's Crossing? The LOC expires on Friday. Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515) 239-5105 Eric Cowles/COA To Diane R Voss/COA@COA ; 11/22/2010 08:00 AM cc y f- bcc Subject Re: LOCs`Estates of Nature's Crossing[] It ,,ill need to be renew._ethe surface has not yet been placed. Eric D. Cowles, P.E. Civil Engineer II City of Ames Public Works 515 Clark Avenue Ames, Iowa 50010 Ph: 515-239-5277 Fax: 515-239=5404 Cell: 515-203-0791 Diane R Voss/COA Diane R Voss/COA 11/19/2010 05:04 PM To Eric Cowles/COA@COA cc Subject LOC: Estates of Nature's Crossing Eric: The LOC for the Estates of Nature's Crossing is due to expire on 12/18/10. Please let me know by 12/01/10 if it needs to be renewed. Thank you! Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515) 239-5105 LO I V1 O—M+ II �,2� 10 Diane R Voss/COA To Eric Cowles/COA@COA 11/19/2010 05:04 PM cc bcc Diane R Vo_ss/COA _ Subject LOQ.- Estates of Nature's Crossing? L-_ _ — — Eric: The LOC for the Estates of Nature's Crossing is due to expire otn 12/18/10,3Piease let me know by 12/01/10 if it needs to be renewed. Thank you! .Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 - (515) 239-5105 boc Re: Estates of Nature's Crossing : y Justin Clausen to: Diane R Voss 12/13/2012 01:14 PM History: p This message has been replied to. � w View: (Mail Threads) Diane, The surface is not complete, there it is not ready to be sent to council for acceptance. CITY tll�7 F t i s'', Justin A. Clausen,P.E. - _--- -- -- Construction Supervisor 515.239.5279 main 1515.239.5404 fax jclausen@city.ames.ia.us I City Hall, 515 Clark Avenue Ames, IA 50010 www.CityofAmes.ora ^'Caring People-Quality Programs'"Exceptional Service^' Diane R Voss Justin: Please check to see-if the Estates of Nat... 12/13/2012 12:47:15 PM From: Diane R Voss/COA To: Justin Clausen/COA@COA Date: 12/13/2012 12:47 PM Subject: Estates of Nature's Crossing Justin: Please check to see if the Estates of Nature's Crossing is ready to be sent to the Council for acceptance of completion. Its LOC is due to expire on December 18. The last check I made indicated that the final surface still needed to be installed. Thank you! s i' _ Re: LOCs Due to Expire j Justin Clausen to: Diane R Voss 09/27/2013 11:03 AM Diane R Voss LOCs Due to Expire J Justin Clausen Hi Diane, /met with John Joiner to go over a few of these to make surf i Diane R Voss Thanks, Justin:My amounts exactly coincide with all of the ones Diane R Voss $45,000. Diane Voss, City Clerk/Records Manager P. O. Box 81 i i Hi Diane, I met with John Joiner to go over a few of these to make sure we are on the same page. South Fork 3rd: $21,500 for asphalt 13,641.38 for trees Both need to be renewed. I have not heard that they will proceed with the surface work on the 3rd addition this fall. Lincoln Way/Dotson: $30,000 John indicated that this LOC is specific to the Lincoln Way/Dotson Drive Project. It is not tied to South Fork 3rd in any way. This project is in the middle of construction. At this point, I believe that the work will be completed by say end of October/early November, but that the project, audit, and final closeout may not be completed until some point this winter. Lynn Brennan has been drawing down on this amount as we have been progressing on this project(I believe...I need to get confirmation and Lynn is out today and next week). So my concern is that we may not be able to release this until after the December 18th deadline. I will keep you up to date as this one moves ahead. If I can close it out by that date we should be OK. iEstates of Natures C dssih-427 $XXX? 1 am not 100% up to speed on what is all entailed in this LOC, but I have it on good knowledge that the surface lift of asphalt will be going down next week. I believe that should be all that is tied to that LOC, but will need to review for sure. I believe that one could be released following that work. r1 eft t=:.T , J F- 6 Justin A. Clausen, P.E. Construction Supervisor 515.239.5279 main 1515.239.5404 fax jclausen@city.ames.ia.us I City Hall, 515 Clark Avenue Ames, IA 50010 www.CitVofAmes.org " Caring People—Quality Programs— Exceptional Service" i% Diane R Voss Hi Justin: The following LOCs are due to expire... 09/20/2013 05:25:30 PM From: Diane R Voss/COA To: Justin Clausen/COA@COA Date: 09/20/2013 05:25 PM Subject: LOCs Due to Expire Hi Justin: The following LOCs are due to expire on December 18, 2013: South Forth, 3rd: $30,000 for Lincoln Way/Dotson $21,500 for Asphalt $13,641.38 for Street Trees - Estates of Natures Crossing -- - Could you please provide me an update. Thank you! Diane Voss, City Clerk/Records Manager P. O. Box 811 Ames, Iowa 50010 (515) 239-5105