HomeMy WebLinkAbout~Master - February 20, 2024, Special Meeting of the Ames City Council1.Resolution to approve request from Ames Main Street for Waiver of Enforcement of 4-Hour
Parking Limit in Lots X, Y, & Z for Main Street Iowa Workshop on March 5 and 6
2.Hearing on Fitch Family Indoor Aquatic Center Bid Package 03-3 Precast Concrete & Structural
Steel
a. Motion accepting report of bids
b. Resolution approving final plans and specifications
c. Awarding a contract to Core Construction Services LLC of Des Moines, Iowa in the amount
of $2,710,000
3.2024-2029 CDBG/HOME Five Year Consolidated Plan
a. Overview of data and programs
b. Public participation discussion of goals and priorities
AGENDA
SPECIAL MEETING OF THE AMES CITY COUNCIL
COUNCIL CHAMBERS - CITY HALL
FEBRUARY 20, 2024
NOTICE TO THE PUBLIC: The Mayor and City Council welcome comments from
the public during discussion. The Standards of Decorum, posted at the door and
available on the City website, define respectful conduct for public participation. If you
wish to speak, please fill out the form on the tablet outside the door to the Council
Chambers or scan the QR Code to the right to fill out the same form on a personal
device. When your name is called, please step to the microphone, state your name for
the record, and keep your comments brief so that others may have the opportunity to speak.
CALL TO ORDER: 6:00 p.m.
ADMINISTRATION:
HEARINGS:
WORKSHOP:
DISPOSITION OF COMMUNICATIONS TO COUNCIL:
COUNCIL COMMENTS:
ADJOURNMENT:
Please note that this agenda may be changed up to 24 hours before the meeting time as provided
by Section 21.4(2), Code of Iowa.
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ITEM #:1
DATE:02-20-24
DEPT:Admin
SUBJECT:REQUEST FROM AMES MAIN STREET FOR WAIVER OF ENFORCEMENT
OF 4-HOUR PARKING LIMIT IN LOTS X, Y, & Z FOR MAIN STREET IOWA
WORKSHOP ON MARCH 5 AND 6
COUNCIL ACTION FORM
BACKGROUND:
At the February 13, 2024 meeting, the City Council referred to a future agenda a request from Ames
Main Street (AMS) to waive enforcement of the 4-hour parking limitation in the CBD Lots X, Y, and Z
for the Main Street Iowa Spring Workshop on March 5 and 6, 2024. AMS anticipates approximately 65-
75 attendees for the workshop. The parking regulations would require attendees to leave the workshop
to move their vehicles partway through the sessions each day.
The Council requested that staff explore how similar requests have been handled in the past.
After consulting with AMS to identify other similar events in the past several years, staff
determined that on March 4, 2014, when Main Street Cultural District (now Ames Main Street)
hosted the same workshop, AMS requested and the Council approved a waiver of parking
regulations for the same purpose as the current request.
If approved, City staff would work with AMS to develop a parking pass for attendees.
ALTERNATIVES:
1. Approve the request from Ames Main Street to waive enforcement of 4-hour parking limits in the
CBD Lots for the Main Street Iowa Spring Workshop on March 5-6.
2. Do not approve the request.
CITY MANAGER'S RECOMMENDED ACTION:
The requested waiver will assist with facilitating the Main Street Iowa Spring Workshop. If the request
was denied, staff expects that attendees would continue to park in the same location, but would be
required to move their vehicles elsewhere in the lot for the afternoon. Approving the request eliminates
this burden. There is no cost associated with approving the request. A similar request was approved in
2014 for the same event.
The Main Street Iowa Spring Workshop is a unique event in the downtown. This educational
workshop draws representatives from across the state to learn about developing vibrant
downtown areas. Staff believes approving this request should not be a precedent for all types of
events that may occur in the Downtown area. Therefore, it is the recommendation of the City
Manager that the City Council adopt Alternative #1, as described above.
ATTACHMENT(S):
MSI Spring Workshop Request Letter
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304 Main Street, Ames, IA 50010 515.233.3472 AmesDowntown.org
February 8, 2024
Mayor and City Councill
City of Ames
515 Clark Ave
Ames, IA 50010
Dear Mayor Haila and Members of the Ames City Council,
We are pleased to announce we are hosting the Main Street Iowa (MSI) Spring Workshop in
Downtown Ames, March 5 and 6, 2024. All educational sessions, socials and activities will be held
downtown. Attendees will include directors and volunteers from accredited main street programs
from across the state, MSI staff and guests from Main Street America.
As hosts of the workshop, we would like to ask for a waiver of the 4 hour parking limit in the City
CBD Parking lots for March 5 and March 6. We would like to direct our workshop attendees to
the CBD parking lots, to the 4 hour spaces, but with a waiver so the educational sessions are not
interrupted with moving cars mid-day, nor are the attendees worried about moving cars before
heading to the March 5 evening event. We anticipate workshop attendance to be between 65-
75 attendees.
If approved, we would work with the City on how to properly identify the MSI Spring Workshop
attendee vehicles.
For reference, I have included the MSI Spring Workshop agenda.
Thank you for your consideration.
Sincerely,
Crystal D. Davis
Executive Director
Ames Main Street
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2024 MAIN STREET IOWA SPRING WORKSHOP / Downtown Ames, IA
AGENDA TUESDAY, March 5, 2024 – Torrent Brewing Company
8:30 AM ..................... Conversation, Coffee & Morning Treats
9:00-9:30 ................... Welcome & Introductions
9:30-10:30 ................. Main Street America Transformation Strategies
Presenter: Lisa Mullins Thompson, Main Street America Senior Program Officer for Revitalization Service An
in-depth discussion about the purpose, development, and implementation of the transformation strategy
principles and process. This will include classroom style learning, interactive activities, and reflections on your
programs current and future transformation strategies.
10:30-10:45 ............... BREAK
10:45-11:45 ............... Main Street America Transformation Strategies (continued)
11:45-Noon ............... Tips and Tricks to Exploring Downtown Ames
Noon-2:00 PM .......... Lunch, Shopping & Exploration in Downtown Ames (Downtown Dollars included in registration)
2:00-3:00 ................... Main Street America Transformation Strategies (continued)
3:00-3:15 ................... BREAK
3:15-4:30 ................... Main Street America Transformation Strategies (continued)
4:30-5:30 ................... Happy Hour (Torrent Brewing Company)
5:45-7:45 ................... Workshop Reception/Dinner (Sweet Caroline’s – 316 Main Street)
AGENDA WEDNESDAY, March 6, 2024 – Torrent Brewing Company
8:00 – 8:30 AM .......... Conversation, Coffee & Morning Treats
8:30 – 8:40 ................ Welcome Back and Erin Barnes/Main Street America CEO Introduction
8:40 – 10:00 .............. Round Table Discussions with Erin Barnes
10:10 – 10:30 ............ Tour Logistics and Break
10:30-Noon ............... Main Street Living Laboratory: Tours in Downtown Ames
(Register for desired tour in registration survey link)
Noon-1:30 PM .......... Working Lunch Discussions and Boxed Lunch (Boxed lunch included with registration)
1:30-1:45 ................... Workshop Wrap Up
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ITEM #:2
DATE:02-20-24
DEPT:P&R
SUBJECT:FITCH FAMILY INDOOR AQUATIC CENTER BID PACKAGE 03-3
PRECAST CONCRETE & STRUCTURAL STEEL
COUNCIL ACTION FORM
BACKGROUND:
On November 28, 2023, the City Council approved preliminary plans and specifications for construction
of the Fitch Family Indoor Aquatic Center. Bids for fourteen separate packages were due on January 11,
2024. Core Construction Services was the apparent low bidder for Bid Package 03-3 Precast Concrete
and Structural Steel. However, after reviewing the bids it became apparent that the low bidder
(and possibly others) relied on using a manufacturer that was not approved. The bid documents
specified that only approved manufacturers could be used.
RDG, the project architect, in an email dated January 9, "welcomed" an alternative manufacturer to
submit a bid for Package 03-3. However, RDG never followed up to add this company as an approved
manufacturer in an addendum to the specifications, as required in the bid documents. This information
was learned after bids were received and opened. After discussion between City staff and RDG, RDG
has stated that the manufacturer did not submit their request for a substitution to the specifications more
than the required ten days prior to the bid due date. Based on this information, Story Construction,
our Construction Manager, recommended rejecting Bid Package 03-3 and rebidding it. The
manufacturer was added to the approved list through an addendum when the package was rebid.
On February 15, 2024, bids for the project were received as follows:
CONTRACTOR BASE BID ADD
ALTERNATE 1 TOTAL
Core Construction Services, LLC, Des Moines, Iowa $2,500,000 $210,000 $2,710,000
Sande Construction and Supply Co., Inc. Humboldt,
Iowa $2,602,744 $228,719 $2,831,463
Jensen Builders LTD, Des Moines, Iowa $2,659,000 $253,300 $2,912,300
Larson Construction Co., Inc. Independence, Iowa $2,849,000 $253,000 $3,102,000
As a comparison, Core Construction Services, the low bidder in the first round, originally bid
$2,422,000, or $288,000 less than its current low bid. The current bid amount from Core
($2,710,000) is $137,669 less than the cost opinion for this bid package.
Based on the above information and the contracts Council awarded on January 23, the table
below shows the total construction costs:
BID INFORMATION CONTRACTOR TOTAL
Bid Package 03-1 Building Concrete Work All Star Concrete, LLC, Johnston,
IA $ 671,560
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Bid Package 03-3 Precast Concrete & Structural
Steel Work
Core Construction Services, LLC,
Des Moines, IA $ 2,710,000
Bid Package 04-1 Unit Masonry Work Forrest & Associate, Inc, Des
Moines, IA $ 84,275
Bid Package 06-1 General Carpentry Work Lansink Construction, Inc.,
Johnston, IA $ 1,016,000
Bid Package 07-3 Membrane Roofing &
Sheetmetal Flashing Work Central States Roofing, Ames, IA $ 806,300
Bid Package 08-1 Entrance, Storefront,
Curtainwall & Glazing Work Orning Glass Company, Ames, IA $ 726,526
Bid Package 09-1 Gypsum Board Assembly,
Acoustical Ceiling, Paint & Coating Work
Hilsabeck Schacht, Inc, West Des
Moines, IA $ 519,250
Bid Package 13-1 Swimming Pool Work Sande Construction & Supply Co.,
Humboldt, IA $ 4,326,187
Bid Package 21-1 Fire Suppression System
Work
Midwest Automatic Fire Sprinkler
Company, Des Moines, IA $ 130,100
Bid Package 22-1 Plumbing & HVAC Work Brockway Mechanical & Roofing
Co., Inc., Des Moines, IA $ 4,184,363
Bid Package 26-1 Electrical, Communications,
Electronic Safety & Security Work
Van Maanen Electric, Inc.,
Newton, IA $ 1,477,436
Bid Package 31-1 Demolition & Earthwork
Work Con-Struct, Inc., Ames, IA $ 532,975
Bid Package 32-1 Paving & Sidewalk Work Lakeside Contractors LLC, Ames,
IA $ 351,588
Bid Package 33-1 Site Utility Work Iowa Pipe & Grading, LLC,
Ames, IA $ 385,700
General Conditions Estimate Story Construction $ 978,886
Grand Total $ 18,901,146
On February 27, staff will be presenting Council with several items to consider adding to the
project. This may alter the total construction cost shown above depending on Council direction.
Total estimated project costs are as follow:
ITEM PROJECT COST
Conceptual Design / Environmental
Testing $ 64,893
Land $ 2,900,000
Relocate Electric Lines $ 75,000
Design $ 1,783,850
Remediation / Mitigation $ 1,000,000
Construction Manager (CM)$ 1,392,229
Soils, Survey, Testing (SST)$ 390,000
Construction $ 18,901,146
Furniture, Fixtures, & Equipment
(FFE)$ 500,000
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Owner's Contingency $ 2,100,000
Total $ 29,107,118
As a reference, the cost estimate at the end of November was $21,894,722 for construction and
$32,100,694 for total project cost.
ALTERNATIVES:
1. City Council can do the following as it relates to bid package 03-3 (Precast Concrete & Structural
Steel):
a. Accept the report of bids, and
b. Approve the final plans and specifications, and
c. Award a contract to Core Construction Services LLC of Des Moines, Iowa in the amount of
$2,710,000.
2. Accept the report of bids, but do not award a contract at this time.
CITY MANAGER'S RECOMMENDED ACTION:
With City Council awarding contracts on January 23 for 13 of the 14 bid packages for this project, this
bid package 03-3 is the last one to be awarded. The precast concrete and structural steel is a critical
component of the building construction and it is important to have the contractor begin working on shop
drawings and get time scheduled with manufactures for the precast concrete panels to be made. Any
further delay in awarding a contract could delay the entire project.
Although the current low bid is $288,000 higher than what was received on January 11, it is important
that a contract be awarded so the project can continue to move forward. Therefore, based on our
Construction Manager's recommendation (Attachment A), it is the City Manager's
recommendation that the City Council approve Alternative #1 as presented above.
ATTACHMENT(S):
Attachment A - FFIAC Award Recommendation Letter - BP 03-3.pdf
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GENERAL CONTRACTING | DESIGN+BUILD | CONSTRUCTION MANAGEMENT
2810 Wakefield Circle
Ames, IA 50010
515-232-4358
February 15, 2024
Keith Abraham, Director of Parks and Recreation
City of Ames
1500 Gateway Hills Park Drive
Ames, Iowa 50010
Re: Recommendation for Award of Contract
Fitch Family Indoor Aquatic Center
City of Ames, Iowa
Dear Mr. Abraham:
Sealed bids were received on Thursday, February 15, 2024, at 2:00 p.m., for bid package 03-3 Precast Concrete &
Structural Steel Work for the Fitch Family Indoor Aquatic Center project.
Upon review of the bid results and after conferring with RDG Planning & Design, and City of Ames staff, it is our
recommendation that the Ames City Council accept the Base Bid and the following Bid Alternate applicable to this bid
package:
ALTERNATE #1: Add Walking & Multipurpose Area (Building Area East of Gridline ‘L’)
We recommend that the Ames City Council award the contract based on the acceptance of the alternate above to the
following Prime Contractor on February 20, 2024:
Bid
Package
No.
Bid Package Description Prime Contractor
Contract Value (Base
Bid plus
Recommended
Alternates)
03-3 PRECAST CONCRETE & STRUCTURAL STEEL
WORK
Core Construction Services
LLC $ 2,710,000
It is our opinion that the bids received from the above-mentioned Bid Package Contractors were responsive and
responsible and that the award of a Prime Contract provides good value to and is in the best interests of the City of
Ames. City of Ames is to present a contract and bond to this firm for execution so the project may proceed.
Sincerely,
STORY CONSTRUCTION CO.
Troy Turner
Senior Project Manager
Enclosure: Bid Tab
CC: Karen Server, CPPO, CPPB, NIGP-CPP, City of Ames Purchasing Manager
Brad Rodenburg, AIA, LEED AP BD+C, WELL AP, RDG Planning & Design
Brant Carr, Story Construction Co.
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CITY OF AMES, IOWA
karen.server@cityofames.org
BID NO. 2024-109
Fitch Family Indoor Aquatic Center
Rebid Bid Package 3-03, Precast
Concrete & Structural Steel
Sande Construction & Supply Co., Inc.
Humboldt, IA x x x x $2,602,744.00 $228,719.00
Larson Construction Co., Inc.
Independence, IA x x x x $2,849,000.00 $253,000.00
Core Construction Services LLC
Des Moines, IA x x x x $2,500,000.00 $210,000.00
Jensen Builders LTD
Des Moines, IA x x x x $2,659,000.00 $253,300.00
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ITEM #:3
DEPT:P&H
February 20, 2024
Staff Report
2024-2029 CDBG/HOME FIVE YEAR CONSOLIDATED PLAN
BACKGROUND:
As a federal entitlement community for federal Community Development Block Grant (CDBG)
funding, the City must prepare and adopt a Five-Year CDBG Consolidated Plan to establish goals that
guide the City’s annual action plan programs. The current Consolidated Plan was approved in 2019 and
is required to be updated this spring. The new Consolidated Plan will address goals and priorities for
2024-2029.
Public input is a critical component of preparing the Consolidated Plan. The workshop process involves
direct Council participation in the public input session(s). At the workshop, City staff will provide an
overview of 1) the CDBG and HOME Programs and 2) the Community Data Analysis for the
Consolidated (Strategic) Plan. At the conclusion of the presentation, City staff will help facilitate an
interactive discussion with the public regarding possible goals and priorities for the new Consolidated
Plan for 2024-2029. The City Council will participate in small group
discussions at the meeting.
The following information is provided as background for the upcoming workshop.
Consolidated Plan
As an entitlement community, the City is required under the Community Development Block (CDBG)
Program to submit a Five-Year Consolidated Plan to the Department of Housing and Urban
Development (HUD) and an Annual Action Plan of the projects to be implemented for the program
year. The Consolidated Plan may be submitted every three or five years, and Ames has elected to do so
every five years.
The Consolidated Plan is the overall planning document, a major component is the Comprehensive
Housing Affordability Strategy, or CHAS for the jurisdiction. This Plan must include detailed
background information on the community provided by HUD, as well as census data and other studies
performed by the City. The Plan must also identify, over the specified period, the goals and
priorities to address the housing and community development needs of low- and moderate-
income persons and the housing and community development needs of NON low- and moderate-
income persons in the community.
Historically, staff has conducted public forums to educate the citizens about the program and gain
feedback on the Plan's goals and priorities. Staff has then presented the feedback to the City Council
with staff ’s recommendation for final action. The City’s fifth 5-year Consolidated Planning period
begins on July 1, 2024, and will run through June 30, 2029 (2024-2029). The public forums are
normally held in February each year as part of determining the Action Plan projects for the coming year.
However, creating a new Five-Year Plan is a major step in setting the goals and priorities for the Annual
Action Plan projects. This workshop discussion will only focus on the goals and priorities for the
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new Five-year plan. Following the workshop, staff will prepare draft goals and priorities for City
Council approval.
At a future public forum, staff will seek public input regarding specific projects for the Annual
Action Plan 2024-2025 that will address the Goals and Priorities of the Consolidated Plan once
the City has been notified of its FY 2024 CDBG and HOME funding allocations.
Workshop Meeting Agenda
Staff has prepared the following tentative agenda for the February 2024 public forum
(workshop):
1. Basic overview of the CDBG and HOME Programs.
2. Review of the Consolidated Planning Requirements.
3. Review of the Community Data Analysis from HUD and Community Survey.
4. Overview of Previously adopted Five-year Goals and Priorities .
5. Breakout into small group discussions to review and discuss revised or new 5-year goals and
priorities.
6. Reconvene large groups and have each group report goals and/or priorities.
7. Tentative Timeline for next steps.
ATTACHMENT(S):
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