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~Master - June 22, 2021, Regular Meeting of the Ames City Council
AMENDED AGENDA REGULAR MEETING OF THE AMES CITY COUNCIL COUNCIL CHAMBERS - CITY HALL 515 CLARK AVENUE JUNE 22, 2021 NOTICE TO THE PUBLIC: The Mayor and City Council welcome comments from the public during discussion. If you wish to speak, please complete an orange card and hand it to the City Clerk. When your name is called, please step to the microphone, state your name for the record, and limit the time used to present your remarks in order that others may be given the opportunity to speak. The normal process on any particular agenda item is that the motion is placed on the floor, input is received from the audience, the Council is given an opportunity to comment on the issue or respond to the audience concerns, and the vote is taken. On ordinances, there is time provided for public input at the time of the first reading. In consideration of all, if you have a cell phone, please turn it off or put it on silent ring. CALL TO ORDER: 6:00 p.m. CONSENT AGENDA: All items listed under the Consent Agenda will be enacted by one motion. There will be no separate discussion of these items unless a request is made prior to the time the Council members vote on the motion. 1. Motion approving payment of claims 2. Motion approving Minutes of Regular City Council Meeting held June 8, 2021 3. Motion approving Report of Change Orders for period June 1 - 15, 2021 4. Motion setting Special City Council Meeting for August 3, 2021, for workshop on Ames Plan 2040 5. Motion setting salaries for Council appointees *Additional Item: Motion approving new 5-day (June 24 - 29, 2021) Class C Liquor License for Mucky Duck at Reiman Gardens, 1407 University Boulevard 6. Motion approving renewal of the following Beer Permits, Wine Permits and Liquor Licenses: a. Class C Liquor License with Sunday Sales - Red Lobster, 519 South Duff Ave, Pending Dram Shop Insurance b. Class C Beer Permit with Class B Native Wine Permit & Sunday Sales - Hampton Inn & Suites Ames, 2100 SE 16th St c. Class B Beer with Sunday Sales - Panchero’s Mexican Grill, 1310 S Duff Ave d. Special Class C Liquor License (BW) Class B Wine Permit, Outdoor Service & Sunday Sales - Wheatsfield Cooperative, 413 Northwestern, Pending Dram Shop Insurance e. Special Class C Liquor License with Outdoor Service & Sunday Sales - Botanero Latino, 604 East Lincoln Way, Pending Dram Shop Insurance f. Class C Liquor License with Catering Privilege, Outdoor Service & Sunday Sales - Iowa State Levy@Fisher Theater, 1805 Center Drive, Pending Dram Shop Insurance g. Class C Liquor License with Catering Privilege, Outdoor Service & Sunday Sales - Iowa State Levy@Scheman Building, 1805 Center Drive, Pending Dram Shop Insurance 7. Motion approving request from Ames Convention & Visitors Bureau for Fireworks Permit for display from ISU Parking Lot G7 East of Jack Trice Stadium at 10:00 p.m. on July 3, 2021 for Independence Day Celebration. 8. Resolution approving and adopting Supplement No. 2021-3 to Municipal Code 9. Resolution appointing Aspen Pflanz to serve on Public Art Commission 10. Resolution appointing Kayonna Topp to Planning & Zoning Commission 11. Resolution appointing Lynette Plander to Human Relations Commission 12. Resolution approving 2021-2022 Pay Plan 13. Resolution approving FY 2021/22 Commission On The Arts (COTA) Annual Grants 14. Resolution approving Encroachment Permit Agreement for Sign at 118 Kellogg 15. Resolution approving Service Agreement between City of Ames and Cornerstone Government Affairs, Inc. 16. Request for Midnight Madness on July 10, 2021: a. Resolution approving partial lane closure of Collaboration Place Road to S Riverside Drive (north side lane), S Riverside Drive North to Airport Road (west side lane), Airport Road between S Riverside Drive & South Loop Drive (south side of east bound traffic),South Loop Drive (east side of road), and University Boulevard from Cottonwood Rd to Collaboration Place (east side of road). 17. Requests from ISU Homecoming Central Committee for Iowa State University Homecoming Parade on October 17, 2021: a. Motion approving blanket Temporary Obstruction Permit b. Motion approving blanket Vending License c. Resolution approving closure of portions of Pearle Avenue, 5th Street, Main Street, Clark Avenue, Burnett Avenue, Kellogg Avenue, Douglas Avenue, Depot Lot TT, City Hall Parking Lot M, City Hall Parking Lot MM from 12:00 p.m. to 4:00 p.m. d. Resolution approving closure of parking spaces along Parade route from 12:00 p.m. to 4:00 p.m. e. Resolution authorizing access to City-owned electrical outlets and approving a waiver of fees for the electricity used f. Resolution approving waiver of Vending License fees 18. Requests from ISU Homecoming Central Committee for ISU Homecoming Events on Friday, October 22, 2021: a. ExCYtement in the Streets i. Motion approving blanket Temporary Obstruction Permit ii. Resolution approving closure of portions of Sunset Drive, Ash Avenue, Gray Avenue, and Pearson Avenue from 5:00 p.m. to 11:00 p.m. iii. Resolution approving suspension of parking regulations for closed areas from 5:00 p.m. to 11:00 p.m. on Friday October 22, 2021 b. Central Campus Events i. Motion approving blanket Vending License ii. Resolution approving waiver of the Vending License fee 19. Intelligent Traffic System (ITS) Program (Traffic Network): a. Resolution approving Iowa Clean Air Attainment Program (ICAAP) Grant Agreement for Phase 2 in the amount of $1,400,000 b. Resolution approving Addendum No. 1 to contract with GBA Systems Integrators for design of Phase 2 in an amount not to exceed $203,625 20. Purchase of Public Safety Software Maintenance: a. Resolution waiving formal bidding requirements 2 b. Resolution approving contract with CentralSquare of Lake Mary, Florida, in the amount of $191,919.42 21. Purchase of Financial Software Hosting and Maintenance: a. Resolution waiving formal bidding requirements due to sole-source provider b. Resolution awarding a contract to CentralSquare in the amount of $133,410.95 22. Radio Units, Water Meters, and Related Parts and Services: a. Resolution waiving competitive bidding requirements for procuring water meters and radio ERTs and extend the single-source contract to continue the replacement cycle b. Resolution extending contract with Itron, Inc., of Liberty Lake, Washington, to furnish radio units, meters, and related parts and services from July 1, 2021, through June 30, 2024, with the FY 2021/22 Agreement being in an amount not to exceed $458,300 23. CyRide Automatic Passenger Counters and Independent Project Evaluation: a. Resolution approving single-source procurement of 78 automatic passenger counter units and associated hardware to GMV Syncromatics of Los Angeles, California, in the amount of $484,098 b. Resolution approving single-source procurement of an independent evaluation of the project to Nelson/Nygaard of Seattle, Washington, in the amount of $43,602, subject to concurrence from the Federal Transit Administration 24. Interior LED signs: a. Resolution waiving Purchasing Policies and Procedures for formal bidding procedures b. Resolution approving single-source procurement of interior LED signs from GMV Syncromatics of Los Angeles, California, at a total not-to-exceed amount of $126,720 25. Resolution awarding contract to Ames Ford Lincoln, of Ames, Iowa, for three Ford Police Interceptor Utility Hybrid Vehicles in the total amount of $109,022.76 26. Resolution awarding contract to Wesco Distribution of Des Moines, Iowa for the 750 KCMIL Copper Cable for Electric Distribution Inventory in the amount of $129,144.72 (inclusive of sales tax) 27. 2020/21 Airport Improvements (Runway 01-19 & Taxiway A North Lighting Project): a. Resolution approving the Federal Aviation Administration (FAA) Grant Agreement for 100% Federal Funding in the amount of $493,300 b. Resolution approving contract and bond with Voltmer, Inc. 28. Resolution approving contract and bond for Ada Hayden Heritage Park Fishing Pier Improvements 29. Resolution approving contract and bond for 2020/21 Multi-Modal Roadway Program (Vet Med Trail - S. 16th Street) - Pedestrian Hybrid Beacon 30. Boiler Maintenance Services: a. Resolution approving renewal of contract with Plibrico Company LLC, of Omaha, Nebraska, from July 1, 2021 through June 30, 2022, in the amount of $315,000 b. Resolution approving Performance Bond 31. Resolution approving renewal of contract with ChemTreat, Inc., of Glen Allen, Virginia, regarding Chemical Treatment Program for one-year period from July 1, 2021, through June 30, 2022, in an amount not to exceed $325,000 32. Resolution accepting completion of the 2019/20 Asphalt Street Pavement Improvements project (14th Street and 15th Street) 33. Resolution accepting completion of Water Plant Radio Telemetry Upgrades 3 34. Resolution approving Plat of Survey for 1604 Truman Drive 35. Resolution approving Plat of Survey for 100 S. 16th Street and defer sidewalk improvements along S. Kellogg Avenue frontage PUBLIC FORUM: This is a time set aside for comments from the public on topics of City business other than those listed on this agenda. Please understand that the Council will not take any action on your comments at this meeting due to requirements of the Open Meetings Law, but may do so at a future meeting. The Mayor and City Council welcome comments from the public; however, at no time is it appropriate to use profane, obscene, or slanderous language. The Mayor may limit each speaker to three minutes. PLANNING & HOUSING: 36. Consideration of Initiating an Application for Voluntary Annexation of 28.43 acres of land located along N. 500th Avenue (Parcel No. 0906300120) immediately adjacent to the Ames City Limits HEARINGS: 37. Hearing on Prairie View Industrial Center Utility Extension Project: a. Resolution authorizing the use of American Rescue Plan Act (ARP) funds in the amount of $900,000 b. Resolution approving final plans and specifications and awarding contract to Keller Excavating, of Boone, Iowa, in the amount of $6,168,791.40, contingent upon acceptance by Economic Development Administration (EDA) 38. Hearing on 2018/19 Main Street Pavers - Burnett to Kellogg: a. Resolution approving final plans and specifications and awarding contract to Con-Struct, Inc., of Ames, Iowa, in the amount of $367,620 for Base Bid plus Alternates 3 and 4 39. Hearing on granting Easement to Interstate Power & Light for a gas pipeline from the right-of-way at the intersection of E. 13th Street and Maxwell Street south for 40 feet along the east side of Maxwell Street: a. Resolution granting Easement ORDINANCE: 40. First passage of ordinance regarding Chapter 23 (Subdivision) Text Amendments (second and third readings and adoption requested) 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. 4 MINUTES OF THE REGULAR MEETING OF THE AMES CITY COUNCIL AMES, IOWA JUNE 8, 2021 The Regular Meeting of the Ames City Council was called to order by Mayor John Haila at 6:00 p.m. on June 8, 2021, in the City Council Chambers in City Hall, 515 Clark Avenue, pursuant to law. Present were Council Members Gloria Betcher, Bronwyn Beatty-Hansen, Amber Corrieri, Tim Gartin, Rachel Junck, and David Martin. Ex officio Member Trevor Poundstone was also in attendance. PROCLAMATION PROCLAIMING JUNE 19, 2021, AS “JUNETEENTH” IN THE CITY OF AMES: June 19, 2021, was proclaimed as “Juneteenth” by Mayor Haila. He urged all citizens to recognize this day, participate in dialogue with one another about its significance, and support efforts to advance inclusivity and equality in the Ames Community. Accepting the Proclamation was Housing Coordinator Vanessa Baker-Latimer and Anita Rollins on behalf of the Ames branch of the NAACP. Ms. Rollins stated that “Juneteenth” or Juneteenth National Freedom Day,” as it has been designated by the State of Iowa, is a day of celebration. It is also an opportunity to reflect on the history of America. Ms. Rollins commented that it has been 150 years since the first celebration. After that action, there have been new laws and policies that have been put in place that continue to be instituted to keep black people and other groups at the bottom of America’s social order. She stated that there remains the issues of policing injustice, inequitable access to healthcare, and quality education. Ms. Rollins mentioned that while there are victories to celebrate, the battle is far from over. The NAACP remains committed to continuing to work to ensure racial and justice equality. As the Ames branch works toward creating an annual cultural festival and keeping with its push towards advocacy and education; they issue a challenge to invite everyone on June 19, 2021, to make everyday racial and social day, attend a “Juneteenth” community event, educate yourself or someone else, make a donation to an organization that fights for equity opportunities, volunteer, and find a way to make a difference. CONSENT AGENDA: Moved by Corrieri, seconded by Betcher, to approve the following items on the Consent Agenda. 1.Motion approving payment of claims 2.Motion approving Minutes of Regular City Council Meeting held May 25, 2021 3.Motion approving Report of Change Orders for period May 16 - 31, 2021 4.Motion certifying Civil Service candidates 5.Motion approving renewal of the following Beer Permits, Wine Permits and Liquor Licenses: a.Class C Liquor License with Catering Privilege & Sunday Sales - Texas Roadhouse, 519 South Duff Avenue, Pending Dram Shop Insurance b.Class C Liquor License with Catering Privilege & Sunday Sales - Jethro’s BBQ, 1301 Buckeye Avenue, Pending Dram Shop Insurance 6.RESOLUTION NO. 21-299 adopting New and Revised Fees for the City of Ames to be effective July 1, 2021 7.Requests from Youth & Shelter Services for 45th Anniversary Celebration on June 10, 2021 a.Motion approving Blanket Vending License b.Motion approving Blanket Temporary Obstruction Permit c.RESOLUTION NO. 21-300 approving waiver of fee for Blanket Vending License d.RESOLUTION NO. 21-301 approving suspension of 7 parking meters e.RESOLUTION NO. 21-302 approving closure of Kellogg Avenue between Main Street and Fifth Street from 3:00 p.m. to 6:45 p.m. 8.RESOLUTION NO. 21-303 approving contract with ServePro of Ames, Iowa, for Ames City Hall Custodial Services in the amount of $56,525 9.RESOLUTION NO. 21-304 awarding contract for Network Wireless Access Points to Carrier Access IT, LC, of Clive, Iowa, in an amount not to exceed $113,464.70 10.RESOLUTION NO. 21-305 approving contract renewal with Wellmark for administrative services, specific and aggregate excess insurance, and access fees for health insurance benefits effective July 1, 2021, through June 30, 2022 11.RESOLUTION NO. 21-306 approving contract renewal with Delta Dental of Iowa to provide administrative services for dental benefits effective July 1, 2021 12.RESOLUTION NO. 21-307 accepting quote and approving renewal of City’s membership in the Iowa Communities Assurance Pool (ICAP) for certain casualty and liability coverages at a net cost not to exceed $600,925 13.RESOLUTION NO. 21-308 approving renewal Safety Services Contract with IAMU in an amount not to exceed $66,000 for period July 1 through December 31, 2021, and renewal in an amount not to exceed $66,000 for period January 1 through June 30, 2022 14.RESOLUTION NO. 21-309 approving extension of the Insurance Broker Services Agreement for Liability Insurance with Knapp Tedesco in the amount of $38,000 for a period beginning July 1, 2021, through June 30, 2022 15.RESOLUTION NO. 21-310 accepting extension of Property Brokerage Agreement with Willis of Greater Kansas, Inc., for the period beginning July 1, 2021, through June 30, 2022, in the amount of $50,000 16.RESOLUTION NO. 21-311 approving renewal of property insurance program coverage with Willis of Greater Kansas, Inc., for FY 2021/22 at the combined quoted premium of $814,143 17.RESOLUTION NO. 21-312 accepting quote for Excess Workers’ Compensation Insurance from Holmes Murphy & Associates for coverage with Midwest Employers’ Casualty Company, at a renewal premium of $121,601 18.RESOLUTION NO. 21-313 approving Agreement with Iowa DOT for Maintenance and Repair of Primary Roads from FY 2021/22 through FY 2025/26 19.RESOLUTION NO. 21-314 approving Iowa Department of Transportation STBG Federal- aid Swap Funding Agreement regarding 2021/22 Arterial Street Pavement Improvements (North Dakota - Ontario) in the amount of $900,000 20.RESOLUTION NO. 21-315 approving Iowa Department of Transportation STBG Federal- Aid Swap Funding Agreement regarding 2021/22 Concrete Street Pavement Improvements (Stange Road -24th Street) in the amount of $1,600,000 21.RESOLUTION NO. 21-316 approving the proposed 2021/22 through 2023/24 Intergovernmental Agreement with Metro Waste Authority (MWA) for operation of a satellite Household Hazardous Materials collection and disposal operation at an annual cost of $82,580.88, and an annual increase for subsequent years based on CPI-U 2 22.RESOLUTION NO. 21-317 approving change order increasing the Purchase Order in the amount of $238,000 to cover the cost of additional tonnage of waste deposited in the Boone County Landfill for Resource Recovery in FY 2020/21 23. Electrical Maintenance Services for Power Plant: a.RESOLUTION NO. 21-318 approving renewal of contract with Tri-City Electric Company of Iowa of Davenport, Iowa, from July 1, 2021, through June 30, 2022, in the amount of $150,000 b.RESOLUTION NO. 21-319 approving Performance Bond 24. Power Plant Motor Repair Contract: a.RESOLUTION NO. 21-320 approving renewal of contract with Electrical Engineering and Equipment Co., of Windsor Heights, Iowa, from July 1, 2021, through June 30, 2022, in the amount of $35,000 b.RESOLUTION NO. 21-321 approving Performance Bond 25. Boiler Tube Spray Coating and Related Services and Supply Contract for Power Plant: a.RESOLUTION NO. 21-322 approving renewal of contract with Whertec, Inc., of Jacksonville, Florida, from July 1, 2021, through June 30, 2022, in an amount not to exceed of $360,000 b.RESOLUTION NO. 21-323 approving Performance Bond 26. Underground Trenching Contract for Electric Services: a.RESOLUTION NO. 21-324 approving renewal of primary contract with Ames Trenching & Excavating of Ames, Iowa, from July 1, 2021, through June 30, 2022, in an amount not to exceed $200,000 i.RESOLUTION NO. 21-325 approving Performance Bond b.RESOLUTION NO. 21-326 approving renewal of secondary contract with Zoske Electrical Services, Inc., of Des Moines, Iowa, from July 1, 2021 through June 30, 2022, in an amount not to exceed $100,000 i.RESOLUTION NO. 21-327 approving Performance Bond 27. Electric Meter Supply: a.RESOLUTION NO. 21-328 approving renewal of Electric Meter Supply Contract to Vision Metering of York, South Carolina, for the purchase of electric meters in Groups 1, 3, and 4, in accordance with unit price bid b.RESOLUTION NO. 21-329 approving renewal of Electric Meter Supply Contract to Van Wert Company, of Grundy Center, Iowa, for the purchase of electric meters in Groups 2, 5, and 6, in accordance with unit price bid 28. RESOLUTION NO. 21-330 approving partial completion and reducing financial security for Sunset Ridge, 10th Addition Roll Call Vote: 6-0. Motions/Resolutions declared carried/adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. PUBLIC FORUM: Richard Deyo, 505-8th Street, #2, Ames, asked the Council to raise their hand if they thought that he had a right, duty, and responsibility to speak. He stated he remembered that the previous Mayor had demanded that someone raise their hand in order to allow him to speak, and since no one raised their hand, he had asked to speak at the end of the meeting. 3 Kenneth Mills, 1415 Arthur Drive, Ames, explained that he will be out of town next week and will be unable to attend the Proposed Property Maintenance Workshop and wanted to make a few comments. Mr. Mills mentioned he wanted to speak about two of the proposed regulations. The first one was regarding “Dense growth of vegetation.” He read the description from the Staff Report on May 25, 2021, that stated “dense vegetation may cause issues with ingress/egress from a structure, can be a fire hazard, provides concealment for criminals, and may be aesthetically displeasing to neighbors.” Mr. Mills commented that the term “dense” is not defined and is left to subjective interpretation. If there is impaired ingress/egress to a structure, he thought it would be better to address the issue with an Ordinance, specifically addressing that issue and not foliage in general. He also felt the issue of the fire hazard could be addressed specifically. Mr. Mills pointed out that when it comes to concealment of criminals this can be done by any building or structure as well; thought that argument was meaningless. The last point of being aesthetically displeasing to neighbors is what Mr. Mills thought the main reason was for regulation. He noted that aesthetic appreciation is subjective, as what pleases one neighbor may not please another. He gave an example of someone who had painted their house purple and he did not find it aesthetically pleasing, but he would not also wish to forbid that person from painting their house purple. The second concern of Mr. Mills was the proposal for “turf grasses exceeding 12 inches on private property.” He read from the Staff Report that the explanation was for “excessive height.” “Turf grasses can create a habitat for vermin, can be a fire hazard, and may be aesthetically displeasing.” Mr. Mills mentioned he already addressed the fire issue and felt that could be addressed separately. He again noted that aesthetically displeasing is subjective. He wanted to know what constituted turf grass. It was pointed out that he recently seeded his lawn with pasture grass and wanted to know if this would be considered turf grass or a different breed. He inquired if the grass height limit would be applied to the yards in Ames where the yard is primarily flowers. Overall, he felt that these regulations would be similar to regulations of a Homeowners Association and not a City. Mr. Mills commented that it appears to be Municipal Government overreach. He was not sure what the primary motivation is, but it does seem to fit with what he has observed in Ames over the past few years in terms of development of the City. He commented that several small businesses have been demolished and Campustown used to be a charming, relaxed, and friendly area with local businesses, but now it is all high-rises with partially destroyed buildings. When the high-rises go up, the only businesses that can afford to go into these buildings are big chain companies. Mr. Mills felt the City is losing its hometown feel and small businesses. Mayor Haila closed public forum when no one else came forward. PROGRESS REPORT FROM SUSTAINABILITY COORDINATOR REGARDING FY 2020- 21 ACTIVITIES: Merry Rankin, Sustainability Coordinator, stated the Council had already received a report on the various contract items. She highlighted a few items from the Report. Climate Action Planning - They had the completion of foundational benchmarking documents for Climate Action Planning. There was the selection of Sustainability Solutions Group (SSG) for completion of the greenhouse emissions reduction goal-setting and Community Action Plan. Ms. 4 Rankin was excited to say they have already kicked off bi-weekly project team meetings to work on data collection and public engagement is underway. Food Waste Diversion - This is a program that has been successful in the community. It was originally started as a pilot project to look at beneficial ways to keep non-beneficial waste out of the waste stream and into a beneficial use by composting. Since the start of the program there have been over 17 tons of food waste collected. Due to the success of the program it was determined to continue to offer the Food Waste Diversion program. Through the support of the Resource Recovery Plant, the collection bin has been moved to the outside of the Plant to allow more convenience for citizens to drop off their items, 24 hours a day, along with glass recycling. Smart Business Challenge - Ms. Rankin mentioned this program had a great year. Currently there are 37 Challenge participants and 26 of those are certified. There were six new members and four new certifications. It was noted that there were more certifications pending. Of the four new certifications, one business had to leave the Challenge. A re-certification initiative process was kicked-off. After a business has been certified for three years, the business is contacted to make sure the recertification reflects what the business has done. There were four businesses that were recertified. Community Engagement - A number of items took place virtually, but still very robust. They did an Earth Day Appreciation radio broadcast in partnership with KHOI; monthly sustainability segments on KHOI and KASI, community presentation, events participation, and connection to sustainability resources and expertise. Rummage RAMPage - Ms. Rankin commented that they are excited to host this event this year considering it was unable to be held last year due to the pandemic. The event will be held this year from July 30, 2021, through August 7, 2021. Currently, she is accepting registrations from agencies that wish to volunteer and share in the proceeds. So far, there have been 26 agencies that have commented that they would be interested in taking part in this event. After June 21, there will be opportunities for the general public to volunteer to help. They are going to continue to partner with ROAR (Rehoming our Animals/Aquariums Responsibly). Council Member Martin mentioned that during budget time the Council had heard about a project that dealt with digestion of organic waste at the Water and Pollution Control Facility and wanted to know if there were any updates. Resource Recovery Plant Superintendent Bill Schmitt explained that the Water and Pollution Control Facility just received a technical assistance grant from the Environmental Protection Agency (EPA). This is a 40-hour grant where the EPA will give technical assistance to the project. The EPA will look at the loading of the digester, how much material it can take, the retention time of how long it needs to be in the digester, and what the amount of solids would be for the product coming out. The goal is to start adding material to the digester by the end of July. The material will be added a little bit at a time and will gradually work their way up and see how everything progresses. Mr. Martin asked if it was the hope to be able to handle all of the organic food waste. Mr. Schmitt confirmed that was correct. Council Member Beatty-Hansen wanted to 5 know if the solids that are produced would have to be field-applied and wanted to know if those solids would be able to be distributed to other people for fertilizer. Mr. Schmitt commented that he was not sure as he is not an expert on the biosolids. Council Member Betcher inquired how much of the 17 tons that was brought in last year was related to the derecho. Mr. Schmitt mentioned that as bad as the derecho was for the community, it shed a bright light on the Food Waste Diversion Program. They received a lot of calls during that time wanting to know what to do with all the spoiled food. He noted that staff has seen an increase in the Program since derecho. Council Member Betcher mentioned that in the Staff Report it noted that a pre-event drop-off option would be offered and wanted to know how this was being advertised to citizens. She pointed out that for Rummage RAMPage she had seen some questions regarding this showing up on social media. Public Relations Officer Susan Gwiasda noted that they have started to do some advertising. A customer does have the opportunity at Resource Recovery to drop-off an item and pay the disposal fee. If the material warrants it, staff will save the item in a trailer that will later be transported to the event. Mr. Schmitt mentioned that this can be done when the Resource Recovery Plant is open. Council Member Gartin explained that the 24-hour Food Waste Diversion drop-off is convenient, but wanted to know if another location could be opened on the west side of town to make it more convenient. Mr. Schmidt commented that staff is looking into having another location. Moved by Beatty-Hansen, seconded by Betcher, to accept the progress report from the Sustainability Coordinator regarding FY 2020-21 Activities. Vote on Motion: 6-0. Motion declared carried unanimously. Mayor Haila opened public input and closed it when no one came forward. Moved by Betcher, seconded by Junck, to adopt RESOLUTION NO. 21-331 approving the Contract with Iowa State University for Sustainability Advisory Services from July 1, 2021, through June 30, 2022, in an amount not to exceed $34,000. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. ORDINANCE ESTABLISHING A NEW PLANNED UNIT DEVELOPMENT (PUD) OVERLAY ZONE WITHIN THE ZONING ORDINANCE ALONG WITH PRIVATE STREET STANDARDS IN THE SUBDIVISION ORDINANCE: Moved by Corrieri, seconded by Martin, to pass on third reading and adopt ORDINANCE NO. 4440 establishing a new Planned Unit Development (PUD) overlay zone within the Zoning Ordinance along with private street standards in the Subdivision Ordinance. Roll Call Vote: 6-0. Ordinance declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. 6 HEARING ON AMENDMENTS TO SERIES 2017A AND SERIES 2018A BOND ISSUANCE RESOLUTIONS: The public hearing was opened by the Mayor. He closed the hearing after no one asked to speak. Moved by Betcher, seconded by Junck, to adopt RESOLUTION NO. 21-332 approving Amendments to Bond Issuance Resolutions. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. HEARING ON ADA HAYDEN HERITAGE PARK FISHING PIER IMPROVEMENTS: The Mayor opened the public hearing and closed it after there was no one wishing to speak. Moved by Martin, seconded by Corrieri, to adopt RESOLUTION NO. 21-333 reallocating funding in the amount of $20,753 from Emma McCarthy Lee Park Bridge Project. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. Moved by Martin, seconded by Corrieri, to adopt RESOLUTION NO. 21-334 approving the final plans and specifications and awarding a contract to Woodruff Construction Inc., of Ames, Iowa, in the amount of $201,130 for the Base Bid and Alternate #1. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. HEARING ON 2020/21 MULTI-MODAL ROADWAY PROGRAM (VET MED TRAIL - S 16TH STREET) - PEDESTRIAN HYBRID BEACON: Mayor Haila opened the public hearing and closed it when no one came forward. Moved by Beatty-Hansen, seconded by Junck, to adopt RESOLUTION NO. 21-335 approving the final plans and specifications and awarding a contract to Voltmer, Inc., of Decorah, Iowa, in the amount of $66,436.66. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. HEARING ON MASTER PLAN AMENDMENT FOR 5571 HYDE AVENUE (HAYDEN’S PRESERVE - FORMERLY KNOWN AS ROSE PRAIRIE) [CONTINUED FROM MAY 11, 2021, AND MAY 25, 2021]: Planning and Housing Director Kelly Diekmann mentioned that the developer intends to rename the project from Rose Prairie to Hayden’s Preserve. He noted that it is a 170-acre site that was rezoned to Suburban Residential Low Density (FS-RL), Suburban Residential Medium Density (FS-RM), and Commercial General Service (CGS) as part of prior actions. Director Diekmann pointed out that staff is not asking to change the district boundaries or to change the allowed uses in terms of the allowable number of dwelling units or the allowed range of commercial uses, but will be looking at the change to the Master Plan, which relates to the arrangement of those uses within the zoning district boundaries. 7 Director Diekmann highlighted two items on the current Plan. The first change was related to streets. The developer proposed to eliminate the single east/west street connection through the site from Hyde Avenue to the main north/south side spine road of the development. The second change was in correlation to where the City park would be located. The developer had requested to remove the east/west road connection due to the cost of crossing the central waterway. It was noted this was the most significant waterway through the site; it goes through the Sturgis property to the south, wraps around, and then comes back to the east to enter into the Ada Hayden lake area. The change would provide a considerable savings for the road connection and would also allow for more space with the design regarding open space. One of the other features that was discussed was the neighborhood park. With the proposed changes, staff had asked that a greenway be created that would become City property. This was in response to the Forward 2045 Transportation Plan that was adopted. Phasing of the project was discussed in order to meet the growing needs of the area. The park would need to be put in a lot sooner than 2031. The greenway will stay in the center of the project; however, the neighborhood park will move to the north. The neighborhood park is intended to have approximately nine acres of land, but not all of it would be improved. A park of this size would still be a neighborhood park, but will provide space for both passive park space and a programmed area with the possibility for athletic fields and play structures. The 2021 Development Agreement Addendum stipulates the parkland will be dedicated at the time street improvements are done across the frontage of the park site concurrent with the development of Parcel 6 or 7, or by July 1, 2028, whichever occurs first. The rest of the changes to the Master Plan were adjustments to the ranges of housing types. There will be a few less multi-family housing units, more single-family detached homes, and the street layouts are a little different. Director Diekmann reviewed the Addendum to the Pre-Annexation Agreement. In this case, there has been a long history of Development Agreements on the property. There is a Pre-Annexation Agreement that laid out a lot of the requirements for the repayment of connection fees, street assessments, obligations for certain improvements, expectations for conservation subdivision conflicts, and other expectations. To change the Master Plan and update some of the timelines of the project, an Addendum must be done to the Pre-Annexation Agreement. Mr. Diekmann noted that he had laid a sheet on the dais for each of the Council Members to see that indicated a small change to the trail description along Hyde Avenue. When the Staff Report went out on Friday staff had described the trail as two segments. The trail is still two segments, but it was decided that there was clearer language that could be used. Director Diekmann commented that the signed Developer’s Agreement that was received did incorporate the different language of the trail. Because the project has not started, the developer has asked for extensions on the timeline regarding repayment of connection fees to 2031, updated references to the neighborhood park, and updated language regarding the trail segment along Hyde Avenue. The developer had originally agreed to build the extra quarter-mile to the south across the Sturgis frontage as part of its 2016 entitlement; however, the developer is asking for that to be deferred if there is no connection made to the south; so the developer would build it in segments with the first part being done in the first two years of the project and the last segment at a later date. Director Diekmann explained that the new element of the greenway is included in the Addendum. To facilitate the greenway happening, staff felt the City needed to participate in the cost of doing the waterway crossing. The language in the Agreement 8 stated that the developer will dedicate 20 feet of land to the City and the paving of the trail will be done at their expense. The City will take on the future cost of making a crossing over the waterway. The last issue is the sanitary sewer extension. When the original Agreement was approved staff had based their idea of connection districts on different trunkline sewers for a variety of properties in the North Growth Area. The City invested in water, sewer, and street improvements along Hyde Avenue, but expected the developer to extend the connections. In this case, the east/west sewer segment is an oversized sewer pipe that will eventually allow for service to the west of the Borgmeyer property. The Development Agreement required the developer to install the oversized sewer at their cost, and the City had the option to create a connection district and to possibly reimburse the developer if it was feasible. The developer asked for more leeway in regard to taking on the obligation of the oversized sewer and to not have it be a concrete obligation. The language in the Addendum will adjust some of the obligations to the developer for the sewer. The developer will build the line as planned from Hyde Avenue to the spine road, and then from the spine road at a later date. During a Preliminary Plat, will figure out how to route the last segment. Council Member Gartin inquired about the implications for traffic by removing the east/west road. Director Diekmann mentioned that back in March when staff looked at making the changes, the Traffic Division analyzed what the effects would be. In the future it is anticipated that Hyde Avenue will carry around 5,000 cars a day with a full build-out in the north growth area. The spine road was predicted to carry about 1,600 cars. The linkage between the spine road and Hyde Avenue was not a high-volume connection. He noted that Traffic Engineer Damion Pregitzer had said that due to environmental constraints, he did not see an impact on the overall operations of the area by losing the east/west road. Council Member Gartin mentioned that Chuck Winkleblack had asked the question regarding the possibility of him having to take on additional costs for the Auburn Trail development due to this project and Mr. Gartin wanted to know if there would be any additional costs to Auburn Trail. Director Diekmann stated that staff had only done a preliminary review of the Auburn Trail project, and one of the requirements from the Public Works Department was to do a traffic assessment for the turn lane. Mr. Diekmann felt that based on previous discussions, a turn lane was going to happen in the area no matter what. Mr. Gartin asked if nine acres was a normal size park for Ames. He felt that was a significant amount of land to ask the developer to dedicate to a park, especially when Ada Hayden Heritage Park is across the street. Director Diekmann commented that he would defer to the developer on how they shaped that piece of land, as the City had only asked for five acres. Council Member Gartin inquired about the timing for the bike trail that was going to be along the east side of the property. Mr. Diekmann mentioned that what was agreed upon was that within two years of the first Final Plat that had development on it, the first 2,600 feet of the path (190th Street to the planned crossing to the Ada Hayden parking lot and trailhead on the west side of the park) would be completed. The south segment will also be done in two years if Auburn Trail moves ahead 9 and builds its trail segment. The Agreement allows that if Auburn Trail doesn’t move forward, Hayden’s Preserve doesn’t have to have the expenditure for another quarter mile of trail that doesn’t lead or connect to anything to the south, until the City notifies them there is something to connect to. The developer will then have 150 days to get the trail done. Council Member Betcher stated the Council had received an email from the Friends of Ada Hayden and one of their questions was regarding the neighborhood park and where it was being moved to. The new location has steeper grades that could cause more run-off and soil disruption and she wanted to know if that was discussed with the developer. Director Diekmann mentioned that a discussion was not had regarding the tradeoff of a grade perspective that housing would be moving to a 5% slope area where a park was originally planned. The developer moved some private open space around to make the park work. He commented that the tradeoff is that housing is moving south about 150 feet and some will have backyards that will have more of a slope to it, but staff doesn’t view that as causing a run-off or water quality issue; as that is why there is the extension of open spaces throughout the project, different detention features, and different treatment terrain features. Ms. Betcher stated that another question that came from the Friends of Ada Hayden was if there was any discussion about placing a requirement on the convenience store space that it won’t have any underground tanks and only utilize charging stations for electric vehicles. Mr. Diekmann mentioned that underground tanks have been discussed before on different occasions and staff’s opinion is (including Water and Pollution Control Facility Director John Dunn) that there are no extraordinary issues with underground tanks related to water quality in this area. Staff would not be supportive at this time about adding a restriction as they have not seen any evidence that a gas station would be detrimental to the water quality issues of the watershed. Council Member Gartin stated that there is anticipated further development to the north and asked if additional traffic was taken into consideration. Mr. Diekmann mentioned that staff had done scenario planning for Plan 2040, and it was determined that north of 190th Street (Tier 3) would not be in the Plan for the next 20 years. The Mayor inquired about the flow lines for the sewer line and wanted to make sure it is deep enough to handle the Borgmeyer property. Director Diekmann stated in 2010, when the Pre- Annexation Agreement was done a connection point, was set when the City put in the trunkline. Mr. Diekmann showed overhead where the flow lines would be. When speaking with the City’s Municipal Engineer, staff is aware of the pipe diameter along with the depth necessary to make the service work. This was built into the original service Agreement and the developer understands they have to meet the depth and oversized pipe agreement during construction. When the Preliminary Plat is presented to staff, Public Works will make sure everything is what it is supposed to be. Mayor Haila inquired about the green lines on the waterway going east to west on the overhead map indicating these were areas to slow the flow of water and to allow sedimentation to happen. He wanted to know the process for when staff would look at that. Director Diekmann mentioned that it would be reviewed at the Master Plan level when the Conservation Ordinance comes into play. 10 There are two different water issues through the property: the waterway that is going north/south and wraps around the Sturgis property is carrying water from a broad area to the north, and the new water or the runoff generated by development. The developer is obligated to treat the runoff from the water that they create. The Mayor inquired what would happen to the stormwater when the Borgmeyer property is brought into the City. Director Diekmann explained that he was not able to say at this time, but he knew that the Northridge Heights detention has a pipe under the railroad tracks and goes through the Auburn Trail property, but he is not sure how the rest of the Borgmeyer site would drain. The Mayor opened the public hearing. Jake Becker, 1360 NW 121st Street, Clive, with McClure Engineering, explained he was representing the developer. He mentioned that the property has been difficult to develop and there have been a lot of challenges. Mr. Becker commented that the intent of the renegotiation of the Master Plan and Development Agreement was to address some of the challenges and to take away some of the problems that have stalled development over the past ten years. He believes McClure Engineering has a plan that meets the intent of the Conservation Subdivision Ordinance and enhances the Ada Hayden watershed. Mr. Becker commented that right now the area is an agricultural cornfield that has silt and fertilizer runoff. He stated that with the development coming in and them being intentional about some of the water quality treatments they could provide a better quality of water. James Pease, 3840 Stage Coach Road, Ames, explained that he is the President of the Friends of Ada Hayden Heritage Park. He commented that the Council received an email from him the other day regarding their concerns regarding this property. Mr. Pease noted that all of the water from this property runs off onto Ada Hayden. The goal of the Friends of Ada Hayden Heritage Park is to protect the water quality, biodiversity, and the experience that Ada Hayden Park has to offer. He noted that if this area is “screwed up” by development, the citizens of Ames will not be very forgiving. The Plan that McClure Engineering had submitted had several items that the Friends of Ada Hayden liked; however, they were concerned about the number of homes being put in. Mr. Pease stated that removing the east/west road over the primary drainage was a great idea. The idea of the bike trail going across the bridge was a great idea. It was noted that the proposed Master Plan was an improvement over the 2016 version. The Friends of Ada Hayden recommended reducing the housing density along the north/south waterway. Mr. Pease noted that Lots 4, 5, 7, and 8 are along the north/south waterway and are the steepest slopes on the property. He liked the idea of having a number of detention basins added. It was stated that, per the Plan that was submitted to the Council in April, it was recommended to add some shallow water wetlands that could detain water for short periods of time so some nutrients and other contaminants could be removed. They would like staff and the developer to consider this option. Mr. Pease commented that even though Water and Pollution Control Director John Dunn didn’t think it would be a problem for underground tanks, they would be happy to put him in contact with people at the DNR that are underground storage tank inspectors around the state of Iowa to discuss how many of them they have found to have leaked. He felt that only having electric charging stations would be a benefit to the City and the developer. Mr. Pease commented that their last concern is the park. They appreciated that it will be nine acres 11 instead of five, which is wonderful, but would ask the Parks and Recreation to look at maybe putting houses on the flatter land and rethink about what recreation is really needed in the area. They recommended placing the park where Parcels 9, 12, and 13 were on the proposed Master Plan. Erv Klaus, 2200 Hamilton Drive, Apt. 508, Ames, stated that all of the Council had been well versed by Mr. Pease by what the Friends of Ada Hayden’s concerns were. Mr. Klaus commented that he is not sure what the City is going to “preserve” in Hayden’s Preserve as the renaming didn’t do anything. He preferred to call this area the “Lost Addition.” Mr. Klaus went on to say that there will be no biodiversity on this site or Dickcissels nesting in the area. He noted that there will be no sequestration of carbon. There is going to be a need for places in order to sequester carbon. The waterway in the area is a small creek. Mr. Klaus has been in the area after heavy rains and the creeks are flooded over. He commented that he has been a part of this property since 2001. He noted that he suspects the Council will approve the next steps, but they will be sorry. Jeri Neal, 916 Ridgewood Avenue, Ames, commented that this was hard to discuss as she cares a lot about this area. She appreciated that the Council and staff were keeping the non-motorized trails and paths a priority. Ms. Neal was encouraged that the trails and paths were being prioritized and not simply being tacked on for some vague future investment. She was thrilled to have a larger park space and she hoped it would get developed sooner rather than later. Ms. Neal hoped that with the new park location, it would be able to function robustly in managing the quality and quantities of water that are moving through the development and down to the Lake. She noted that she read through Dr. Pease’s letter and felt there were some good options presented regarding how to improve the ecosystem. Ms. Neal commented that she has previously spoken about how strongly she felt this area should be a fully green space investment. She hoped for more of a nature preserve than a human preserve. Moving forward into a climate-challenged future, Ms. Neal would like to see the City continue to increase the prioritization of conservation design and aggressive green space practices in this project. Hector Arbuckle, 515 Oliver Circle, Ames, wanted to know if the City will be responsible for the maintenance of the streets and infrastructure of the new development. He also inquired if the property tax revenues from this development would be enough to cover the cost of the infrastructure. Shelli Orngard, 928 Burnett Avenue, Ames, stated she didn’t come prepared to speak, but wanted to make some general comments. She felt that the City was fortunate to have some local experts. Ms. Orngard mentioned that the City has great staff, but felt it should listen to the local experts and look at the research they have done. She felt that Mr. Pease and Mr. Klaus have decades of experience and recommended that the Council take their concerns seriously. Ms. Orngard stated that both Mr. Pease and Mr. Klaus speak for themselves as well as for many others. She normally doesn’t like to speak, but there is a growing trend of citizens who have values and ask the City to care for the ecosystems, biodiversity, and to think about the climate future. She stated after the South Duff Flood Mitigation destruction of a lot of trees, it galvanized people’s feelings who felt it was important to keep these values and these types of environment thinking in mind when moving forward with this piece of 12 land. Mayor Haila closed the public hearing when no one else spoke up. Mayor Haila asked if Director Diekmann could address Mr. Arbuckle’s questions. Director Diekmann stated that the majority of the roads in this development would be public roads, but there may be some private roads in the single-family detached areas. The water and sewer mains are all covered by the City. The other component is within the stormwater management, depending on the final design elements, smaller features are the responsibility of the Homeowner’s Association (HOA) to maintain while larger features for long-term purposes will belong to the City. City Manager Steve Schainker mentioned that as a practice the City does not try to perform a cost analysis benefit on every development in the City as it would be difficult to do. Mr. Schainker stated that the City could estimate when the payback would be, but would have to make some major assumptions; however this is not done for developments. Council Member Betcher asked if the developer had seen the email from Mr. Pease with the suggestions and the willingness of the Friends of Ada Hayden to contribute their expertise to future development. She noted she would love to see some of the ideas passed on to the developer. Director Diekmann mentioned that he did share Mr. Pease’s comments with the developer. Ms. Betcher liked the idea of installing all electric charging stations. Council Member Gartin commented that he was interested in Mr. Pease’s proposal regarding the small water basins. He noted he doesn’t have the kind of expertise that Mr. Pease had, but would be interested in knowing more about the benefit of having the small water basins. Mr. Diekmann stated that discussions regarding small water basins or any other concerns would be best discussed during the Preliminary Plat phase. Mayor Haila stated they don’t want to micro-manage and start redesigning, but there is now a proposed park that is larger than anticipated and wanted to know if it would be feasible to move some lots to be on the east side of the park to free up more drainage area. Director Diekmann explained that there would be ramifications to exploring that option. First the Developer’s Agreement states that the developer is going to give nine acres of land and if there was an adjustment or change in the future, the Agreement would have to be amended again. He commented that the developer would be hesitant to go through this process again. Moved by Gartin, seconded by Beatty-Hansen, to ask staff to explore the proposed shallow water basins as presented by Dr. Pease and bring those back as part of the platting process. Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Corrieri, seconded by Martin, to adopt RESOLUTION NO. 21-336 approving the Addendum to the Pre-Annexation Agreement for 5571 Hyde Avenue with the changes that were presented. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby 13 made a portion of these Minutes. Moved by Corrieri, seconded by Beatty-Hansen, to adopt RESOLUTION NO. 21-337 approving the Master Plan Amendment for 5571 Hyde Avenue. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. DISPOSITION OF COMMUNICATIONS TO COUNCIL: The Mayor mentioned that there were two items on Dispositions. The first was a letter from Jennifer Ellis, Executive Director for Friendship Ark Homes and Community Services, who expressed concerns about the safety of the intersection of Fletcher Boulevard and Bloomington Road. Moved by Beatty-Hansen, seconded by Corrieri, to ask for a memo from staff regarding the safety concerns at the intersection of Fletcher Boulevard and Bloomington Road. Vote on Motion: 6-0. Motion declared carried unanimously. The second item was an email from Steve Burgason requesting to pursue a PRD Zoned Development for land south of Oakwood Road that was recently annexed by the City. Council Member Corrieri questioned if the requested Text Amendment would be premature or would it need to be investigated further. Planning and Housing Director Kelly Diekmann mentioned that staff had recommended to Mr. Burgason to proceed with the request. It is a small piece of property. Moved by Corrieri, seconded by Martin, to refer to staff for a memo on Mr. Burgason’s request to pursue a PRD Zoned Development. Vote on Motion: 6-0. Motion declared carried unanimously. COUNCIL COMMENTS: Council Member Martin stated that most of the neighborhoods in Ames have access now to acceptable broadband service under the FCC designation. There is one neighborhood that does not have access to any qualifying broadband service, which is the Dartmoor neighborhood. Mr. Martin commented that he had become aware of a federal funding program that was passed within the last year called the State and Local Fiscal Recovery Funds. This may provide a way for the City to create enough infrastructure so that the Dartmoor neighborhood could be served by private providers. Moved by Martin, seconded by Beatty-Hansen, to ask for a memo on possibilities for funding that could improve internet services in the Dartmoor neighborhood. Vote on Motion: 6-0. Motion declared carried unanimously. Council Member Junck stated that she had attended the Ames Economic Development Committee (AEDC) “See Yourself in Ames” event today that focused on diversity, equity, and inclusion in Ames. There were about 100 interns in attendance. The Ames Human Relations Commission was 14 there to represent Ames and did a great job. Council Member Betcher mentioned that she had sent an email to the Council regarding an email that she had received asking if the Council would be interested in looking at artistically painting fire hydrants. She forwarded the request onto the Council to see if staff should look into painting fire hydrants while they are looking at other experimental painting, i.e., sewer inlets, and electrical boxes. Moved Betcher, seconded by Beatty-Hansen, to direct staff to explore the possibility of painting the fire hydrants in artistic ways as part of the community art efforts. By exploring she meant contacting the Fire Department, Water Services, and working with the Public Art Commission to identify potential challenges for doing the project. Vote on Motion: 6-0. Motion declared carried unanimously. The Mayor mentioned that there will be a City Council Workshop next week regarding the Proposed Property Maintenance Code. He mentioned that there will be a presentation by staff first and then public comment. Mayor Haila stated as he had previously shared this on the radio, but wanted to state again that the Property Maintenance Code is not a proactive but complaint-driven ordinance. If someone complains about something that is when staff will get involved, it will not be staff driving around looking for problems with properties. The idea is to give staff some avenues by which to enforce the accumulation of large deposits of trash or overgrown. ADJOURNMENT: Moved by Corrieri to adjourn the meeting at 8:00 p.m. ______________________________________________________________________ Amy L. Colwell, Deputy City Clerk John A. Haila, Mayor __________________________________ Diane R. Voss, City Clerk 15 REPORT OF CONTRACT CHANGE ORDERS General Description Change Original Contract Total of Prior Amount this Change Contact Electric Services Inc. Period: Item No. 3 Caring People Quality Programs Exceptional Service 515.239.5105 main 515.239.5142 fax 515 Clark Ave. Ames, IA 50010 www.CityofAmes.org City Council MEMO To: Mayor and City Council Members From: Council Member Bronwyn Beatty-Hansen Date: June 18, 2021 Subject: Salaries for Council Appointees for FY 2021-22 It is recommended that the following salary increases for Council appointees be granted for FY 21/22: City Manager Steve Schainker: 3% increase (new annual compensation of $233,432 + deferred compensation + vehicle allowance per his contract) City Attorney Mark Lambert: 3% + 1% merit increase (new annual compensation $150,605). !" #$%& #$% #') *) +,-. /0123405& 6#721839 ;<24 =563& @--++ A@+@B ,@-C-@DD !(() F+-- =6#5G #HH ;12/#2 ;<24 J6K8 @--+- 83$#4 L6G/46/ A@+@B @NOC@+P. <83$#4QR8<24'30504GH6694$6< T) U*) V? 7844 0W#63 0$2/42 @ 8&S X ) [M ? UU\\\]\] XU )SMU ^_ X`abcdefdgfhAdditional Item !" # $"%" &'( )**+*,-"- .'/-0-123 +**45$5!"6 7 Smart Choice 515.239.5133 non-emergency Administration fax To: Mayor John Haila and Ames City Council Members From: Lieutenant Heath Ropp, Ames Police Department Date: May 31st, 2021 Subject: Beer Permits & Liquor License Renewal Reference City Council Agenda The Council agenda for June 22nd, 2021 includes beer permits and liquor license renewals for: •Red Lobster #0747 (1100 Buckeye Ave) - Class C Liquor License with Sunday Sales •Hampton Inn & Suites (2100 SE 16th St) - Class C Beer Permit with Class B Native Wine Permit & Sunday Sales •Botanero Latino (604 E Lincoln Way) Special Class C Liquor License with Outdoor Service & Sunday Sales. •Panchero’s Mexican Grill (1310 S Duff) - Class B Beer with Sunday Sales •Scheman Building (1805 Center St) - Class C Liquor License, Catering Privilege, Outdoor Service and Sunday Sales •Fisher Theater (1805 Center St) - Class C Liquor License, Catering Privilege, Outdoor Service and Sunday Sales •Wheatsfield Cooperative (413 Northwestern) Special Class C Liquor License with Outdoor Service & Sunday Sales A review of police records for the past 12 months found no liquor law violations for any of the above locations. The Ames Police Department recommends renewal of licenses for all the above businesses. Item No. 6 1 ITEM # ___7__ DATE 06-22-21 COUNCIL ACTION FORM SUBJECT: FIREWORKS PERMIT FOR INDEPENDENCE DAY FIREWORKS DISPLAY BACKGROUND: The Ames Convention and Visitors Bureau (ACVB) is organizing the annual Independence Day Fireworks Display, which will take place on July 3, 2021. The fireworks will be launched from ISU Parking Lot G7, east of Jack Trice Stadium. Community members can view the display from adjacent stadium parking lots. The display is anticipated to begin between 9:30 and 10:00 p.m. and will be between 15 and 20 minutes in length. A rain date has been requested for July 5. The display operator is J&M Displays, which has substantial experience launching the Ames Independence Day fireworks display. The display operator and ACVB have filed a Fireworks Permit application (attached), which has received approval signatures from representatives of ISU Environmental Health and Safety, ISU Police, ISU Risk Management, and the Ames Fire Inspector. A certificate of liability insurance is on file with the City Clerk’s Office. ALTERNATIVES: 1. Approve the Fireworks Permit for the Independence Day Fireworks Display on July 3, with a rain date of July 5. 2. Do not approve the Fireworks Permit. CITY MANAGER’S RECOMMENDED ACTION: The Independence Day Fireworks Display is a popular community event. This year marks the return of the fireworks display after the cancellation of the 2020 display due to the COVID-19 pandemic. City staff has consulted with ACVB and ISU officials regarding the planning for the display, and all appropriate application materials and approvals have been obtained. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. RESOLUTION NO. _______ RESOLUTION APPROVING AND ADOPTING SUPPLEMENT NO. 2021-3 TO THE AMES MUNICIPAL CODE BE IT RESOLVED, by the City Council for the City of Ames, Iowa, that in accordance with the provisions of Section 380.8 Code of Iowa, a compilation of ordinances and amendments enacted subsequent to the adoption of the Ames Municipal Code shall be and the same is hereby approved and adopted, under date of July 1, 2021, as Supplement No. 2021-3 to the Ames Municipal Code. Adopted this day of , 2021. ___________________________ John A. Haila, Mayor Attest: _______________________________ Diane R. Voss, City Clerk Item No. 8 Caring People Quality Programs Exceptional Service 515.239.5105 main 5142 fax Ave. rg MEMO TO: Members of the City Council FROM: John A. Haila, Mayor DATE: June 22, 2021 SUBJECT: Appointment to Fill Vacancy on Public Art Commission (PAC) Andrew Ward, member of the Public Art Commission (PAC), had submitted his resignation from the Public Art Commission. Since Andrew’s term of office does not expire until April 1, 2022, an appointment needs to be made to fill this vacancy. Therefore, I request that the City Council approve the appointment of Aspen Pflanz to fill an unexpired term of office on the Public Art Commission. JAH/alc Item No. 9 Caring People Quality Programs Exceptional Service 515.239.5105 main 15.239.5142 fax Ave. rg MEMO TO: Members of the City Council FROM: John A. Haila, Mayor DATE: June 22, 2021 SUBJECT: Appointment to Fill Vacancy on Planning & Zoning Commission Carol Spencer, member of the Planning & Zoning Commission (P&Z), had submitted her resignation from the Planning & Zoning Commission. Since Carol’s term of office does not expire until April 1, 2024, an appointment needs to be made to fill this vacancy. Therefore, I request that the City Council approve the appointment of Kayonna Topp to fill an unexpired term of office on the Planning & Zoning Commission. JAH/alc Item No. 10 Caring People Quality Programs Exceptional Service 515.239.5105 main 5142 fax Ave. tyofAmes.org MEMO TO: Members of the City Council FROM: John A. Haila, Mayor DATE: June 22, 2021 SUBJECT: Appointment to Fill Vacancy on Ames Human Relations Commission (AHRC) Komivi Amekedzi, member of the Ames Human Relations Commission (AHRC), had submitted his resignation from the Ames Human Relations Commission. Since Komivi’s term of office does not expire until April 1, 2022, an appointment needs to be made to fill this vacancy. Therefore, I request that the City Council approve the appointment of Lynette Plander to fill an unexpired term of office on the Ames Human Relations Commission. JAH/alc Item No. 11 1 ITEM # ___12___ DATE 06-22-21 COUNCIL ACTION FORM SUBJECT: APPROVAL OF 2021-2022 PAY PLAN BACKGROUND: Each year, the City Council approves a Pay Plan that specifies pay ranges and steps for the City’s work force. The attached 2021-2022 Pay Plan reflects negotiated wage settlements with the five bargaining units shown below, as well as a 3% scale increase for merit employee job classifications Actual salary increases for merit employees are performance-based and are established by two factors – each individual’s performance rating, and positioning within the salary ranges for each grade. Each merit job grade has a minimum, midpoint, and maximum within the pay plan. These are shown on both and annual and hourly basis. Funding for the various salaries was previously approved by City Council in the 2021/2022 Adopted Budget. The bargaining units’ respective across-the-board wage increases beginning July 1, 2021 are: IUOE Blue Collar (E Pay Plan): 2.75% IBEW-Electric Distribution (H Pay Plan): 3.00% IUOE-Power Plant (I Pay Plan): 3.00% IAFF-Fire (G Pay Plan): 2.75% PPME-Police (F Pay Plan): 2.75% A 3% scale increase for merit employee job classifications is proposed. Unclassified job categories are adjusted proportionally with merit or union employees and with the relevant labor market. The statutory minimum wage is included as the scale minimum for temporary workers. The Pay Plan includes an alphabetical listing of every approved classification in the City of Ames. The listing includes the unique code for each position, the Equal Employment Opportunity (EEO) code, the Fair Labor Standards Act (FLSA) exemption code, and the numerical pay grade. The range for merit position pay grades is 51-96. ALTERNATIVES: 1. Approve the attached 2021-2022 Pay Plan. 2. Do not approve the 2021-2022 Pay Plan. 2 CITY MANAGER’S RECOMMENDED ACTION: The Pay Plan document formally establishes pay ranges and steps for City positions. The document has been revised to reflect the negotiated wage increases in the City’s collective bargaining agreements, as well as the budgeted pay range increases for merit positions included in the adopted FY 2021/22 City Budget. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. CODE CLASSIFICATION MINIMUM MIDPOINT MAXIMUM 1116 Co-op 17.4751 20.3074 23.1397 1311 Transit Driver 16.9600 2206 Community Safety Officer Coordinator 20.2949 2209 Community Safety Officer 19.3286 2204 Public Safety Quality Assurance Coordinator 17.9644 20.9802 23.9959 2228 Property/Evidence Technician 17.9644 20.9802 23.9959 2229 Lead Property/Evidence Technician 19.6486 22.9233 26.1980 2310 Animal Control Attendant 14.2720 16.6428 19.0135 2311 Animal Control Officer 19.2743 22.9134 26.5524 3112 Library Custodial Assistant 7.2500 12.6086 17.9672 5142 Water/Wastewater Laboratory Aide 14.4383 16.6805 18.9225 9403 Unclassified Laborer 7.2500 12.8781 18.5062 9404 Unclassified Skilled Laborer 18.7282 26.3121 33.8960 9405 Office Worker 7.2500 12.6086 17.9672 9407 Technical Assistant 16.3529 19.5672 22.7814 9450 Temporary Manager 31.1293 45.6196 60.1095 9392 School Crossing Guards 27.94* UNCLASSIFIED POSITIONS Effective 7/1/2021 1 PAY PAY GRADE PERIOD MINIMUM MIDPOINT MAXIMUM 51 Annual 34,191 39,304 44,417 Hourly 16.4383 18.8964 21.3546 52 Annual 36,212 42,023 47,835 Hourly 17.4098 20.2038 22.9977 53 Annual 38,505 44,983 51,462 Hourly 18.5124 21.6270 24.7416 54 Annual 41,098 48,374 55,649 Hourly 19.7590 23.2568 26.7546 55 Annual 43,989 52,178 60,367 Hourly 21.1488 25.0857 29.0226 56 Annual 47,244 56,464 65,684 Hourly 22.7135 27.1462 31.5789 57 Annual 50,933 61,330 71,728 Hourly 24.4874 29.4862 34.4849 58 Annual 55,086 66,830 78,574 Hourly 26.4841 32.1301 37.7761 59 Annual 59,771 73,042 86,314 Hourly 28.7363 35.1168 41.4974 60 Annual 65,085 80,119 95,152 Hourly 31.2909 38.5188 45.7466 61 Annual 71,096 88,172 105,248 Hourly 34.1809 42.3905 50.6002 62 Annual 77,941 97,344 116,746 Hourly 37.4721 46.8002 56.1283 62*Annual 77,941 97,344 116,746 Hourly 26.7665 33.4286 40.0916 63 Annual 85,717 107,826 129,935 Hourly 41.2102 51.8397 62.4692 90 Annual 79,268 95,582 111,896 Hourly 38.1100 45.9533 53.7966 91 Annual 86,595 105,182 123,768 Hourly 41.6324 50.5684 59.5043 92 Annual 94,932 116,109 137,285 Hourly 45.6406 55.8217 66.0027 93 Annual 104,397 128,598 152,799 Hourly 50.1912 61.8262 73.4611 94 Annual 115,161 142,872 170,583 Hourly 55.3659 68.6885 82.0112 95 Annual 127,461 159,239 191,017 Hourly 61.2796 76.5574 91.8352 C PAY PLAN Effective 7/1/2021 2 PAY PAY GRADE PERIOD MINIMUM MIDPOINT MAXIMUM 64 Annual 94,554 119,806 145,057 Hourly 45.4588 57.5991 69.7394 65 Annual 104,650 133,540 162,430 Hourly 50.3125 64.2021 78.0916 66 Annual 116,247 149,372 182,497 Hourly 55.8884 71.8137 87.7390 96 Annual 141,581 178,095 214,610 D PAY PLAN Effective 7/1/2021 3 CLASS HTE CODE TITLE Annual Hourly Annual Hourly Annual Hourly 300 141 Meter Reader 46,467.20 22.34 52,707.20 25.34 61,984.00 29.80 302 142 Senior Meter Reader 48,776.00 23.45 54,953.60 26.42 67,288.00 32.35 304 1110 Engineering Technician I 44,345.60 21.32 50,190.40 24.13 59,072.00 28.40 306 1111 Engineering Technician II 48,089.60 23.12 55,848.00 26.85 64,084.80 30.81 308 1131 Traffic Signal Technician See page 6 358 1137 Traffic Technician See page 6 361 1139 Traffic Technician II See page 6 363 1141 Traffic Technician III See page 6 309 1134 Traffic Signal Technician Lead See page 6 310 1222 Plumbing Inspector 60,112.00 28.90 67,974.40 32.68 79,580.80 38.26 312 1223 Electrical Inspector 60,112.00 28.90 67,974.40 32.68 79,580.80 38.26 313 1228 Community Codes Liaison 60,112.00 28.90 67,974.40 32.68 79,580.80 38.26 314 1225 Housing Inspector 60,112.00 28.90 67,974.40 32.68 79,580.80 38.26 315 1226 Building & Zoning Inspector 60,112.00 28.90 67,974.40 32.68 79,580.80 38.26 316 1311 Transit Driver (Full-time)*40,435.20 19.44 47,756.80 22.96 57,345.60 27.57 318 1311 Transit Driver (PT 20 hrs)*16.96 20.24 21.89 320 1318 Lane Worker 35,276.80 16.96 42,099.20 20.24 45,531.20 21.89 321 1307 Lead Lane Worker 36,296.00 17.45 44,283.20 21.29 47,819.20 22.99 322 1322 Mechanic Assistant 48,276.80 23.21 54,912.00 26.40 64,542.40 31.03 323 1322 Mechanic Assistant (CyRide)See page 5 325 1323 Mechanic (CyRide)See page 5 327 1324 Lead Mechanic (CyRide)63,814.40 30.68 67,787.20 32.59 79,830.40 38.38 329 5111 Plant Maintenance Specialist 57,574.40 27.68 65,312.00 31.40 76,897.60 36.97 330 5130 Water Utility Locator 55,723.20 26.79 63,024.00 30.30 74,360.00 35.75 332 5131 Water Meter Technician 52,790.40 25.38 59,904.00 28.80 70,449.60 33.87 334 5140 Water/PC Lab Technician 49,566.40 23.83 55,369.60 26.62 64,376.00 30.95 336 5141 Water/PC Lab Analyst 61,131.20 29.39 69,284.80 33.31 81,369.60 39.12 338 5112 Water Plant Operator See page 5 328 5213 WPC Plant Operator See page 5 339 5220 Res. Rec. Lead Operator 57,512.00 27.65 65,270.40 31.38 76,689.60 36.87 340 5221 Res. Rec. Maint. Operator 54,891.20 26.39 62,212.80 29.91 72,924.80 35.06 342 5411 Plant Maintenance Operator 61,131.20 29.39 69,284.80 33.31 81,369.60 39.12 343 5412 Process Maintenance Worker See page 6 344 6110 Treatment Plant Maint. Worker See page 6 344 6112 Maintenance Worker See page 6 346 6113 Senior Maintenance Worker 53,622.40 25.78 60,756.80 29.21 71,385.60 34.32 348 6114 Parks Maintenance Specialist 54,371.20 26.14 57,408.00 27.60 67,100.80 32.26 351 6115 Streets Maint Lead Worker See page 6 350 6121 Building Maint. Specialist 52,790.40 25.38 59,904.00 28.80 70,449.60 33.87 352 6151 Truck Driver 41,496.00 19.95 46,924.80 22.56 55,224.00 26.55 354 6152 Senior Heavy Equipment Oper.56,388.80 27.11 59,904.00 28.80 70,449.60 33.87 356 6153 Heavy Equipment Operator 51,292.80 24.66 54,558.40 26.23 64,147.20 30.84 358 1137 Traffic Technician See page 5 359 6117 W&PC Maint. Tech. I See page 6 360 6118 W&PC Maint. Tech. II See page 6 362 6111 Laborer See page 5 364 1319 Service Worker See page 5 366 6163 Custodian See page 5 370 1326 Fleet Technician See page 5 371 1328 Lead Fleet Technician 63,814.40 30.68 67,787.20 32.59 79,830.40 38.38 372 6154 Res. Rec. Equipment Operator 53,622.40 25.78 60,756.80 29.21 71,385.60 34.32 724 6119 RRP Maint. Tech. I See page 6 726 6120 RRP Maint. Tech. II See page 6 E PAY PLAN Effective 7/1/2021 IUOE Blue Collar Unit STEP A (START)STEP B (18 MOS)STEP C (48 MOS) 4 CLASS HTE CODE TITLE Annual Hourly Annual Hourly 362 6111 Laborer 41,412.80 19.91 48,734.40 23.43 364 1319 Service Worker 43,950.40 21.13 51,896.00 24.95 366 6163 Custodian 39,852.80 19.16 46,820.80 22.51 CLASS HTE CODE TITLE Annual Hourly 370 1326 Fleet Technician 323 1322 Mechanic Assistant (CyRide) 325 1323 Mechanic (CyRide) 338 5213 WPC Plant Operator 328 5112 Water Plant Operator STEP A (START)STEP B (30 MOS) E PAY PLAN IUOE Blue Collar Unit Effective 7/1/2021 5 CLASS STEP A STEP B STEP C STEP D STEP E STEP F STEP G HTE CODE TITLE (START)(6 MOS)(12 MOS)(18 MOS)(24 MOS)(36 MOS)(48 MOS) 358 1137 Traffic Technician Annual 48,110.40 52,145.60 56,097.60 64,147.20 Hourly 23.13 25.07 26.97 30.84 361 1139 Traffic Technician II Annual 66,040.00 70,179.20 Hourly 31.75*33.74 363 1141 Traffic Technician III Annual 73,673.60 Hourly 35.42* 308 1131 Traffic Signal Technician Annual 57,636.80 60,777.60 66,040.00 70,179.20 Hourly 27.71 29.22 31.75 33.74 309 1134 Traffic Signal Technician Lead Annual 60,632.00 65,624.00 70,720.00 73,673.60 Hourly 29.15 31.55 34.00 35.42 344 6110 Treatment Plant Maint. Worker Annual 46,300.80 47,548.80 49,316.80 58,011.20 Hourly 22.26 22.86 23.71 27.89 344 6112 Maintenance Worker Annual 46,300.80 47,548.80 49,316.80 58,011.20 Hourly 22.26 22.86 23.71 27.89 351 6115 Streets Maintenance Lead Worker Annual 57,512.00 66,435.20 73,964.80 76,689.60 Hourly 27.65 31.94 35.56 36.87 359 6117 W&PC Maint. Tech. I Annual 53,996.80 62,712.00 Hourly 25.96*30.15* 360 6118 W&PC Maint. Tech. II Annual 71,385.60 Hourly 34.32* 343 5412 Process Maintenance Worker Annual 46,217.60 48,443.20 51,105.60 52,873.60 55,120.00 57,366.40 59,612.80 Hourly 22.22 23.29 24.57 25.42 26.50 27.58 28.66 724 6119 RRP Maint. Tech. I Annual 59,072.00 61,318.40 63,544.00 Hourly 28.40*29.48*30.55* 726 6120 RRP Maint. Tech. II Annual 69,160.00 71,385.60 Hourly 33.25*34.32* E PAY PLAN IUOE Blue Collar Unit Effective 7/1/2021 6 CLASS STEP A STEP B STEP C HTE CODE TITLE (START)(18 MOS)(36 MOS) 400 2308 Animal Control Clerk 45,072 54,045 21.6693 25.9832 402 131 Parking Meter Attendant 40,417 42,799 51,372 19.4313 20.5765 24.6981 403 2207 Lead Police Records Clerk 47,325 51,965 61,924 22.7525 24.9832 29.7712 404 2208 Police Records Clerk 45,072 49,489 58,975 21.6693 23.7928 28.3534 416 2201 Public Safety Lead Dispatcher 52,329 54,882 63,262 25.1582 26.3856 30.4145 406 2202 Public Safety Dispatcher 48,939 51,299 59,295 23.5284 24.6630 28.5073 412 2311 42,802 46,413 57,526 20.5779 22.3140 27.6568 CLASS HTE CODE TITLE ANNUAL HOURLY 408 2212 Police Officer - 2016 or Prior A.0-18 months 58,082 28.0861 B.19-36 months 63,569 30.7394 C.37-120 months 75,816 36.6616 D.121-216 months 77,901 37.6698 E.216+ months 80,238 38.7999 410 2214 Police Officer - 2017 or Later A.0-12 months 58,082 28.0861 B.13-24 months 61,628 29.8008 C.25-48 months 65,176 31.5165 D.49-72 months 68,721 33.2307 E.73-96 months 72,269 34.9464 F.97-120 months 75,816 36.6616 G.121-216 months 77,901 37.6698 F PAY PLAN PPME - Police Effective 7/1/2021 7 CLASS HTE CODE TITLE STEP A STEP B STEP C STEP D 504 2111 Firefighter 53,323 58,422 69,943 76,461 18.3115 20.0625 24.0189 26.2574 506 2112 Fire Lieutenant 84,745 29.102 508 2114 Fire Inspector 93,078 44.7491 Step A = 0 through 18 months Step B = 19 months Step C = 37 months Step D = 60 months (see also Section 16.3) Effective July 1, 2004, the City will combine incentive pay (First Responder - .7%, Instructor I - .7%, and DMACC classes - 1.7% for a total of 3.1%) and add to Firefighter G PAY PLAN IAFF - Fire Effective 7/1/2021 8 CLASS HTE CODE TITLE Annual Hourly 600 171 Storekeeper 52,956.80 25.46 602 711 Records and Materials Specialist 67,308.80 32.36 604 4209 Substation Electrician Assistant 75,316.80 36.21 606 4210 Underground Electric Serviceworker 71,822.40 34.53 608 4211 Groundsworker 66,040.00 31.75 610 4212 Truck Driver/Groundsworker 71,822.40 34.53 612 4213 Electric Serviceworker 77,147.20 37.09 614 4215 Electric Lineworker 88,920.00 42.75 616 4218 Substation Electrician 88,920.00 42.75 618 4221 Electric Line Crew Leader 94,182.40 45.28 620 4231 Electric Meter & Relay Technician 76,648.00 36.85 622 4311 Electrical Engineering Assistant 73,403.20 35.29 624 4312 Electrical Engineering Technician 95,680.00 46.00 626 6126 Substation Crew Leader 94,182.40 45.28 628 4214 Apprentice Electric Lineworker A. 1st twelve months/2000 hrs. (60%)53,352.00 25.65 B. 2nd twelve months/2000 hrs. (70%)62,233.60 29.92 C. 3rd twelve months/2000 hrs. (80%)71,156.80 34.21 D. 4th twelve months/1000 hrs. (90%)80,017.60 38.47 630 4217 Apprentice Substation Electrician A. 0 - 1000 hours (65%)57,782.40 27.78 B. 1000 - 2000 hours (70%)62,233.60 29.92 C. 2000 - 3000 hours (75%)66,684.80 32.06 D. 3000 - 4000 hours (80%)71,156.80 34.21 E. 4000 - 5000 hours (85%)75,587.20 36.34 F. 5000 - 6000 hours (90%)80,017.60 38.47 632 4230 Apprentice Electric Meter Repair Worker A. 0 - 1000 hours (75%)57,512.00 27.65 B. 1000 - 2000 hours (80%)61,318.40 29.48 C. 2000 - 3000 hours (84%)64,417.60 30.97 D. 3000 - 4000 hours (88%)67,454.40 32.43 E. 4000 - 5000 hours (92%)70,532.80 33.91 F. 5000 - 6000 hours (96%)73,590.40 35.38 The above listed wage rates for apprentices are based on percentages of journey-level rates as set out in the respective apprentice agreements. Progression within the apprentice classifications is contingent upon training and outside coursework plus meeting the requirements set out in the H PAY PLAN IBEW Effective 7/1/2021 9 CLASS HTE CODE TITLE Annual Hourly 700 4110 Lead Coal Handler 77,854.40 37.43 702 4111 Coal Handler 1st 6 months 55,473.60 26.67 2nd 6 months 59,196.80 28.46 3rd 6 months 66,662.40 32.03 Thereafter 74,152.00 35.65 704 4112 Power Plant Auxiliary Operator 1st 6 months 64,604.80 31.06 2nd 6 months 68,681.60 33.02 3rd 6 months 72,675.20 34.94 4th 6 months 76,793.60 36.92 Thereafter 80,849.60 38.87 706 4113 Power Plant Fireworker 5th 6 months 82,721.60 39.77 6th 6 months 85,550.40 41.13 Thereafter 88,212.80 42.41 708 4114 Power Plant Operator 7th 6 months 91,457.60 43.97 Thereafter 94,286.40 45.33 709 4117 Environmental Instrument & Control Technician 1st 6 months 72,800.00 35.00 2nd 6 months 77,792.00 37.40 3rd 6 months 82,617.60 39.72 4th 6 months 87,339.20 41.99 5th 6 months 92,248.00 44.35 6th 6 months 95,180.80 45.76 Thereafter 97,302.40 46.78 709 4118 Instrument & Control Technician 1st 6 months 72,800.00 35.00 2nd 6 months 77,792.00 37.40 3rd 6 months 82,617.60 39.72 4th 6 months 87,339.20 41.99 5th 6 months 92,248.00 44.35 6th 6 months 95,180.80 45.76 I PAY PLAN IUOE - Power Plant Effective 7/1/2021 10 CLASS HTE CODE TITLE Annual Hourly 714 4122 Power Plant Maintenance Foreman 97,302.40 46.78 716 4124 Power Plant Maintenance Worker 1st 6 months 49,878.40 23.98 2nd 6 months 53,372.80 25.66 3rd 6 months 59,987.20 28.84 Thereafter 67,766.40 32.58 718 4125 Power Plant Maintenance Mechanic 1st 6 months 67,080.00 32.25 2nd 6 months 71,260.80 34.26 3rd 6 months 75,504.00 36.30 4th 6 months 79,643.20 38.29 Thereafter 83,928.00 40.35 720 6123 Electrician 1st 6 months 64,168.00 30.85 2nd 6 months 68,952.00 33.15 3rd 6 months 73,881.60 35.52 4th 6 months 78,790.40 37.88 5th 6 months 83,657.60 40.22 6th 6 months 86,964.80 41.81 Thereafter 89,323.00 42.90 722 6163 Custodian 1st 6 months 41,579.20 19.99 2nd 6 months 44,054.40 21.18 Thereafter 48,630.40 23.38 Progression within the apprentice classification is contingent upon successful completion of outside course work and satisfactory progress during each step interval plus meeting I PAY PLAN IUOE - Power Plant Effective 7/1/2021 11 CODE HTE EEO FLSA CLASSIFICATION PAY GRADE PAGE 0133 -----6 NE Account Clerk 56 2 0307 -----2 NE Accountant 59 2 0313 -----1 E Accounting & Reporting Manager 62 2 2310 -----8 NE Animal Control Attendant Temporary 1 2308 400 6 NE Animal Control Clerk Union-F 7 2311 412 8 NE Animal Control Officer Union-F 7 2311 -----8 NE Animal Control Officer Temporary 1 2312 -----3 E Animal Control Supervisor 61 2 2311 -----3 NE Animal Control Veterinary Technician 56 2 4230 632 7 NE Appr. Electric Meter Repair Worker Union-H 9 4217 630 8 NE Appr. Substation Electrician Union-H 9 4214 628 7 NE Apprentice Electric Lineworker Union-H 9 3202 -----5 E Aquatics & Activities Manager 59 2 3211 -----2 E Aquatics & Activities Supervisor 59 2 1227 -----2 E Assistant Building Official 60 2 0411 -----2 E Assistant City Attorney I 61 2 0412 2 E Assistant City Attorney II 63 2 0612 -----1 E Assistant City Manager 65 3 4331 -----1 E Assistant Director Electric Services 94 2 5311 -----1 E Assistant Director of Water and PC 63 2 4222 -----2 E Assistant Electric Distribution Supt.90 2 1214 -----2 E Assistant Planner 58 2 0611 -----1 E Assistant to the City Manager 64 3 1317 -----1 E Assistant Transit Director-Fleet & Facilities 63 2 1321 -----1 E Assistant Transit Director-Operations 63 2 3206 -----2 E Aud., Bandshell, & Community Center Mgr 59 2 0306 -----2 NE Budget Anaylst 59 2 0308 -----2 E Budget Manager 62 2 1226 315 1 NE Building and Zoning Inspector Union-E 4 6121 350 7 NE Building Maintenance Specialist Union-E 4 1224 -----1 E Building Official 62 2 0132 -----6 NE Cashier 56 2 2223 -----1 E Chief of Police 65 3 6108 -----6 E City Forester 59 2 1124 -----3 NE Civil Design Technician 59 2 1120 -----2 E Civil Engineer I 60 2 1121 -----2 E Civil Engineer II 62 2 0218 -----2 E Client Support Coordinator 60 2 0217 -----3 NE Client Support Specialist I 56 2 0215 -----3 NE Client Support Specialist II 57 2 1116 999 8 NE Co-op Temporary 1 4111 702 8 NE Coal Handler Union-I 10 1228 313 10 NE Community Codes Liaison Union-E 4 2209 -----4 NE Community Safety Officer Temporary 1 2206 -----4 NE Community Safety Officer Coordinator Temporary 1 5133 -----3 NE Cross Connection Control Coordinator 59 2 6163 366 8 NE Custodian Union-E 5 6163 722 8 NE Custodian Union-I 11 0124 -----1 E Customer Support Coordinator 59 2 2118 -----1 E Deputy Fire Chief 63 2 4332 -----1 E Director of Electric Services 96 3 ALPHABETICAL LISTING CODE HTE EEO FLSA CLASSIFICATION PAY GRADE PAGE 0314 -----1 E Director of Finance 65 3 0174 -----1 E Director of Fleet Services 65 3 0514 -----1 E Director of Human Resources 65 3 3215 -----1 E Director of Parks and Recreation 65 3 1232 -----1 E Director of Planning and Housing 65 3 6232 -----1 E Director of Public Works 65 3 1315 -----1 E Director of Transit 65 3 5312 -----1 E Director of Water and WPC 65 3 4224 -----1 E Electric Distribution Manager 91 2 4310 -----5 NE Electric GIS Specialist 59 2 4221 618 7 NE Electric Line Crew Leader Union-H 9 4215 614 7 NE Electric Lineworker Union-H 9 4231 620 7 NE Electric Meter & Relay Technician Union-H 9 4213 612 7 NE Electric Service Worker Union-H 9 4130 -----2 E Electric Services Maintenance Supt 91 2 4129 -----2 E Electric Services Operations Supt 91 2 4319 -----2 E Electrical Engineer I 60 2 4318 -----2 E Electrical Engineer II 90 2 4311 622 5 NE Electrical Engineering Assistant Union-H 9 4322 -----2 E Electrical Engineering Manager 92 2 4312 624 3 NE Electrical Engineering Technician Union-H 9 1223 312 1 NE Electrical Inspector Union-E 4 6123 720 7 NE Electrician Union-I 11 2200 -----6 E Emergency Communications Supervisor 60 2 4316 -----2 E Energy Services Coordinator 60 2 1110 304 5 NE Engineering Technician I Union-E 4 1111 306 3 NE Engineering Technician II Union-E 4 5305 -----2 E Environmental Engineer I 60 2 5306 -----2 E Environmental Engineer II 61 2 4117 709 3 NE Environmental Instrument & Control Tech Union-I 10 5309 -----2 E Environmental Specialist 60 2 2116 -----1 E Fire Chief 65 3 2114 508 1 NE Fire Inspector Union-G 8 2112 506 2 NE Fire Lieutenant Union-G 8 2119 -----2 E Fire Training Officer 61 2 2111 504 4 NE Firefighter Union-G 8 6140 -----1 E Fleet Support Manager 61 2 1326 370 7 NE Fleet Technician Union-E 5 1125 -----2 E GIS Coordinator 61 2 1115 -----3 NE GIS Specialist 59 2 6221 -----7 NE Grounds Foreman 58 2 6222 -----3 E Grounds Supervisor 60 2 4211 608 8 NE Groundsworker Union-H 9 0509 -----2 E Health Promotion Coordinator 60 2 6153 356 7 NE Heavy Equipment Operator Union-E 4 0212 -----6 NE Help Desk Specialist 56 2 1216 -----2 E Housing Coordinator 61 2 1225 314 9 NE Housing Inspector Union-E 4 0511 -----5 E Human Resources Analyst 58 2 0516 -----6 NE Human Resources Assistant 56 2 0510 -----2 E Human Resources Officer I 60 2 0513 -----2 E Human Resources Officer II 61 2 0515 -----6 NE Human Resources Secretary I 57 2 CODE HTE EEO FLSA CLASSIFICATION PAY GRADE PAGE 3209 -----5 E Ice Arena Manager 59 2 0222 -----1 E Information Technology Manager 62 2 4118 709 3 NE Instrument and Control Technician Union-I 10 0312 -----2 E Investment Officer 60 2 0213 -----5 NE IT Operations Technician 57 2 0225 -----3 NE IT Specialist - Public Safety 58 2 6111 362 8 NE Laborer Union-E 5 1318 320 8 NE Laneworker Union-E 4 4110 700 8 NE Lead Coal Handler Union-I 10 1328 371 7 NE Lead Fleet Technician Union-E 4 1307 321 8 NE Lead Lane Worker Union-E 4 1324 327 7 NE Lead Mechanic (CyRide)Union-E 4 2207 403 6 NE Lead Police Records Clerk Union-F 7 2229 -----6 NE Lead Property-Evidence Technician 57 2 2229 -----6 NE Lead Property-Evidence Technician Temporary 1 0118 ----6 NE Legal Secretary 57 2 0120 -----5 E Legal Services Administrative Assistant 59 2 0119 -----6 NE Legal Technician 57 2 3121 -----2 E Librarian 58 2 3117 -----5 NE Library Administrative Assistant 58 2 3108 -----1 E Library Adult Services Manager 61 2 3113 -----5 NE Library Assistant 57 2 3110 -----8 NE Library Building Maintenance Supervisor 57 2 3116 -----6 NE Library Cataloging Clerk 53 2 3106 -----6 NE Library Clerk - Adult/Youth Services 53 2 3109 ----6 NE Library Clerk - Customer Account Services 53 2 3111 -----6 NE Library Clerk - Resource Services 53 2 3107 -----6 NE Library Client Support Technician 57 2 3114 -----2 E Library Community Relations Specialist 58 2 3112 999 8 NE Library Custodial Assistant Temporary 1 3129 -----2 E Library Customer Account Services Manager 61 2 3123 -----1 E Library Director 65 3 3133 -----6 NE Library Marketing Assistant 56 2 3120 -----2 E Library IT Systems Administrator 60 2 3131 -----2 E Library Operations Coordinator 59 2 3126 -----2 E Library Reference Specialist 59 2 3105 -----2 E Library Resource Services Manager 61 2 3132 -----5 E Library Resource Services Technician 57 2 3130 -----2 E Library Volunteer Coordinator 59 2 3128 -----2 E Library Youth Services Manager 61 2 0166 -----6 NE Mail Clerk 55 2 6117 359 8 NE Maintenance Tech I Union-E 6 6112 344 8 NE Maintenance Worker Union-E 6 0614 -----2 E Management Analyst 58 2 4315 -----3 E Manager of Energy Market Operations 91 2 1323 325 7 NE Mechanic (CyRide)Union-E 4 1322 322 8 NE Mechanic Assistant Union-E 4 1322 323 8 NE Mechanic Assistant (CyRide)Union-E 4 0608 -----5 E Media Production Services Coordinator 58 2 2230 -----4 E Mental Health Advocate 59 2 0141 300 6 NE Meter Reader Union-E 4 1122 -----1 E Municipal Engineer 63 2 0224 -----2 E Network Administrator 60 2 CODE HTE EEO FLSA CLASSIFICATION PAY GRADE PAGE 0214 -----3 NE Network Technician I 57 2 0216 -----3 NE Network Technician II 58 2 9405 999 6 NE Office Worker Temporary 1 0117 -----6 NE Paralegal 58 2 2231 -----6 E Parking Enforcement Coordinator 58 2 3213 -----1 E Parks and Facilities Superintendent 62 2 3210 -----5 E Parks and Facilities Supervisor 59 2 6114 348 8 NE Parks Maintenance Specialist Union-E 4 0134 -----6 NE Payroll Coordinator 58 2 1212 -----2 E Planner 60 2 1230 -----5 E Plans Examiner 59 2 5411 342 7 NE Plant Maintenance Operator Union-E 4 5111 329 7 NE Plant Maintenance Specialist Union-E 4 1222 310 1 NE Plumbing Inspector Union-E 4 2224 -----1 E Police Commander 63 2 2222 -----2 E Police Lieutenant 62 2 2212 408 4 NE Police Officer Union-F 7 2214 410 4 NE Police Officer Union-F 7 2208 404 6 NE Police Records Clerk Union-F 7 2205 -----6 E Police Records Supervisor 59 2 2221 -----3 E Police Sergeant 61 2 2225 -----2 E Police Support Services Manager 63 2 4112 704 8 NE Power Plant Auxiliary Operator Union-I 10 4323 -----2 E Power Plant Engineer 90 2 4113 706 7 NE Power Plant Fireworker Union-I 10 4122 714 7 NE Power Plant Maintenance Foreman Union-I 11 4125 718 7 NE Power Plant Maintenance Mechanic Union-I 11 4124 716 8 NE Power Plant Maintenance Worker Union-I 11 4132 -----1 E Power Plant Manager 92 2 4114 708 7 NE Power Plant Operator Union-I 10 0113 -----6 NE Principal Clerk 56 2 0163 -----7 NE Printing and Graphics Services Specialist 58 2 5412 343 8 NE Process Maintenance Worker Union-E 6 0175 -----5 NE Procurement Specialist I 57 2 0172 -----5 NE Procurement Specialist II 59 2 2228 -----6 NE Property/Evidence Technician 56 2 2228 -----6 NE Property/Evidence Technician Temporary 1 0713 -----2 E Public Relations Officer 61 2 2202 406 6 NE Public Safety Dispatcher Union-F 7 2201 416 6 NE Public Safety Lead Dispatcher Union-F 7 2204 -----6 NE Public Safety Quality Assurance Coordinator Temporary 1 0714 -----6 E Public Works Management Analyst 58 2 6230 -----1 E Public Works Operations Manager 62 2 6231 -----3 E Public Works Operations Supervisor 61 2 0169 -----6 NE Purchasing Clerk 56 2 0173 -----2 E Purchasing Manager 62 2 0711 602 6 NE Records and Materials Specialist Union-H 9 9500 -----6 E Records Manager/City Clerk 61 2 3201 -----5 E Recreation Manager 59 2 3214 ----1 E Recreation Superintendent 62 2 5222 -----2 E Resource Recovery Asst. Superintendent 61 2 6154 372 7 NE Resource Recovery Equipment Operator Union-E 4 5220 339 7 NE Resource Recovery Lead Operator Union-E 4 CODE HTE EEO FLSA CLASSIFICATION PAY GRADE PAGE 5221 340 7 NE Resource Recovery Maint. Operator Union-E 4 6119 724 8 NE Resource Recovery Maint. Tech. I Union-E 6 6120 726 8 NE Resource Recovery Maint. Tech. II Union-E 6 5223 -----1 E Resource Recovery Superintendent 62 2 0610 -----1 E Risk Manager 61 2 9392 -----8 NE School Crossing Guard Temporary 1 3200 -----8 NE Seasonal Parks and Recreation Temporary 1 0121 -----6 NE Secretary I 57 2 0122 -----6 NE Secretary II 58 2 0112 -----6 NE Senior Clerk 55 2 1112 -----3 NE Senior Engineering Technician 59 2 6152 354 7 NE Senior Heavy Equipment Operator Union-E 4 6113 346 8 NE Senior Maintenance Worker Union-E 4 0142 302 6 NE Senior Meter Reader Union-E 4 1319 364 8 NE Service Worker Union-E 5 2113 -----4 E Shift Commander 62*2 0171 600 6 NE Storekeeper Union-H 9 1126 -----3 E Stormwater Resource Analyst 59 2 1123 -----2 E Stormwater Specialist 59 2 6211 -----7 NE Streets Maintenance Foreman 59 2 6115 351 7 NE Streets Maintenance Lead Worker Union-E 6 6213 -----3 E Streets Operations Supervisor 61 2 4218 616 7 NE Substation Electrician Union-H 9 4209 604 8 NE Substation Electrician Assistant Union-H 9 6126 626 7 NE Substation Crew Leader Union-H 9 0221 -----2 E Systems Analyst 60 2 9407 -----3 NE Technical Assistant Temporary 1 4232 -----3 E Technical Services Supervisor 90 2 9450 -----1 E Temporary Manager Temporary 1 1133 -----2 E Traffic Engineer I 61 2 1136 -----2 E Traffic Engineer II 62 2 1131 308 3 NE Traffic Signal Technician Union-E 6 1134 309 3 NE Traffic Signal Technician Lead Worker Union-E 6 1132 -----3 E Traffic Supervisor 61 2 1137 358 7 NE Traffic Technician Union-E 6 1139 361 7 NE Traffic Technician II Union-E 6 1141 363 7 NE Traffic Technician III Union-E 6 1306 -----2 E Transit Chief Safety Officer 60 2 1313 -----6 NE Transit Dispatcher 57 2 1311 316 8 NE Transit Driver Union-E 4 1311 -----8 NE Transit Driver (< 20 hrs/week)Temporary 1 1310 -----5 E Transit Maintenance Coordinator 60 2 1314 -----5 E Transit Operations Manager 60 2 1312 -----2 E Transit Operations Supervisor 61 2 1305 -----2 E Transit Planner/EEO Officer 60 2 1316 -----5 E Transit Scheduler/Admin Analyst 60 2 1309 -----3 NE Transit Technology Coordinator/Dispatcher 59 2 1320 -----5 E Transit Trainer 59 2 1129 -----2 E Transportation Planner 60 2 6110 344 8 NE Treatment Plant Maintenance Worker Union-E 6 6151 352 8 NE Truck Driver Union-E 4 4212 610 8 NE Truck Driver/Groundsworker Union-H 9 3216 -----5 E Turf Maintenance Supervisor 59 2 CODE HTE EEO FLSA CLASSIFICATION PAY GRADE PAGE 9403 999 8 NE Unclassified Labor Temporary 1 9404 999 8 NE Unclassified Skilled Laborer Temporary 1 4210 606 7 NE Underground Electric Serviceworker Union-H 9 0310 -----2 E Utility Accounts Supervisor 61 2 0135 -----6 NE Utility Accounts Technician 57 2 0136 -----6 NE Utility Customer Services Clerk 56 2 4320 -----2 E Utility Engineer 90 2 5121 -----7 NE Utility Maintenance Foreman 59 2 5141 336 3 NE Water & PC Laboratory Analyst Union-E 4 5143 -----1 E Water & PC Laboratory Supervisor 60 2 5143 -----1 E Water & PC Laboratory Supervisor 60 2 5140 334 3 NE Water & PC Laboratory Technician Union-E 4 6117 359 8 NE Water & PC Maintenance Technician I Union-E 6 6118 360 8 NE Water & PC Maintenance Technician II Union-E 6 5132 -----3 E Water Meter Supervisor 60 2 5131 332 8 NE Water Meter Technician Union-E 4 5114 -----2 E Water Plant Assistant Superintendent 61 2 5112 328 7 NE Water Plant Operator Union-E 4 5113 -----1 E Water Plant Superintendent 62 2 5130 330 8 NE Water Utility Locator Union-E 4 5142 -----3 NE Water/Wastewater Laboratory Aide Temporary 1 3208 -----5 E Wellness Program Manager 59 2 5215 -----2 E WPC Plant Assistant Superintendent 61 2 5213 338 7 NE WPC Plant Operator Union-E 4 5214 -----1 E WPC Plant Superintendent 62 2 1 ITEM # ____13___ DATE 06-22-21 COUNCIL ACTION FORM SUBJECT: APPROVAL OF FY 2021/22 COMMISSION ON THE ARTS ANNUAL GRANT CONTRACTS BACKGROUND: The City Council authorized the Commission on the Arts (COTA) to allocate up to $193,093 in arts agency funding for FY 2021/22. In February, the City Council received COTA’s recommendations for annual grant awards and a special project grant reserve. At that time, the City Council modified its original budget appropriation for FY 2021/22 COTA funding from $193,093 to $223,733. This increase was proposed in light of the hardships faced by arts organizations during the COVID-19 pandemic. The increased total COTA funding was incorporated into the FY 2021/22 City Budget. The City Council then referred the grant amounts to COTA for further consideration. COTA prepared modified recommendations for agencies and presented them to the City Council. These amounts consisted of the Commission’s original Annual Grant recommendation for each agency and a separate one-time COVID supplement recommendation for each agency. The one-time COVID supplement was in the amount of 15.9% over the original COTA recommendation for each agency, but in no case did the supplement allow the agency to receive more funding than it requested for the year. COTA recommended retaining $16,341 as a reserve for special project grants. COTA presented its revised recommendations to the City Council, which has approved them. Contracts were prepared, which distinguish between the COTA-recommended operating funds and the one-time COVID supplemental funds. These contracts have been mailed to arts organizations and returned with signatures and are now presented for City Council approval. A summary of the original COTA recommendations, the one-time COVID supplement amounts, and the total COTA funding for each agency appears on the next page: 2 COTA 2021-22 Annual Grant Contract Amounts Organization Orig. COTA Recom. One-time COVID Supplement TOTAL COTA Funding ACTORS $ 16,890 $ 2,686 $ 19,576 AIOFA 9,260 740 10,000 Ames Chamber Artists 4,858 642 5,500 Ames Children’s Choirs 12,948 1,052 14,000 Ames Choral Society 3,610 390 4,000 Ames Community Arts Council 11,004 996 12,000 Central Iowa Symphony 12,170 1,935 14,105 Dancenter Dance Company Foundation 4,050 644 4,694 Friends of Ames Strings 4,010 638 4,648 Good Company 1,825 125 1,950 India Cultural Association 10,175 1,618 11,793 KHOI Community Radio 5,704 907 6,611 Kids Co’Motion 2,716 284 3,000 Octagon Center for the Arts 47,114 2,386 49,500 Story Theater Company 23,913 3,802 27,715 Town & Gown 17,288 1,012 18,300 Agency Award Subtotal $ 187,535 $ 19,857 $ 207,392 Reserve for Special Project Grants 5,558 16,341 TOTAL COTA FUNDING $ 193,093 $ 223,733 ALTERNATIVES: 1. Approve the COTA Annual Grant contracts as recommended by the Commission on the Arts. 2. Request further information from COTA prior to approving these contracts. CITY MANAGER’S RECOMMENDED ACTION: The City Council has allocated funding in the City Budget to fund arts activities, and the Commission on the Arts has received applications and made awards that meet the criteria for COTA funding. Contracts are required to define the scope of services that will be met by each organization receiving funding. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. ITEM # ___14__ DATE: 06/22/21 COUNCIL ACTION FORM SUBJECT: ENCROACHMENT PERMIT FOR SIGN ON BUILDING AT 118 KELLOGG BACKGROUND: Three Sisters Knife Co., located at 118 Kellogg Avenue, is seeking approval for a sign attached to the building that will encroach into the right-of-way. The proposed sign is three feet by ten feet in size. Chapter 22.3(3) of the Ames Municipal Code requires approval of the Encroachment Permit Agreement by the Ames City Council before the Permit can be issued. By signing the Agreement, the applicant and owner agree to hold harmless the City of Ames against any loss or liability as a result of the encroachment, to submit a certificate of liability insurance that protects the City in case of an accident, and to pay the fee for the Encroachment Permit. The applicant and owner also understand that this approval may be revoked at any time by the City Council. The fee for this permit was calculated at $25, and the full amount has been received by the City Clerk’s Office along with the certificate of liability insurance. ALTERNATIVES: 1. Approve the request. 2. Deny the request. CITY MANAGER’S RECOMMENDED ACTION: The proposed sign has been reviewed by City staff and appears to be in order. The appropriate fee and insurance information has been received. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 1 ITEM # ___15__ DATE: 6-22-21 COUNCIL ACTION FORM SUBJECT: APPROVAL OF SERVICE AGREEMENT BETWEEN CITY OF AMES AND CORNERSTONE GOVERNMENT AFFAIRS BACKGROUND: For over 20 years, the City of Ames has been part of the Metropolitan Coalition (Metro Coalition), a non-partisan advocacy organization whose purpose is to unite larger Iowa cities with similar concerns and common interests in legislative matters. The Metro Coalition consists of the eleven largest cities in Iowa: Ames Ankeny Cedar Rapids Council Bluffs Davenport Des Moines Dubuque Iowa City Sioux City Waterloo Wes Des Moines The Metro Coalition contracts with Cornerstone Government Affairs (CGA) for legislative services and representation before the Iowa General Assembly. Member cities are annually assessed for services related to the contract with CGA. The assessed amount is calculated by multiplying the city’s population by a factor of 0.07. The City of Ames’ annual share is $4,634 (66,200 x .07 = $4,634). The total annual amount collected from all eleven cities is $60,000. Metro Coalition member cities rotate the responsibility of handling the financial arrangements including collecting contributions from other cities and paying for contracted services. Ames currently serves in this role. In order to fulfill this duty in a fiscally responsible manner, the City Attorney has drafted the attached agreement between the City and CGS (Attachment A). Since the total amount of funds involved exceeds the City’s purchasing policy threshold of $50,000, the agreement requires Council approval. Member cities have paid their contributions to the City of Ames, so funds are in place to pay CGA. However, no funds have been dispersed, yet. Upon the approval of this agreement, a lump sum payment will be made to CGA. ALTERNATIVES: 1. Approve the Service Agreement between the City and Cornerstone Government Affairs effective July 1, 2020 – June 30, 2021. 2. Do not approve the agreement. 2 CITY MANAGER’S RECOMMENDED ACTION: Following discussions with the Finance Director and City Attorney about the City’s role as the fiscal agent for Metro Coalition, it was determined to be prudent to put an agreement in place that accounts for funds passing through the City’s financial system. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. MEMORANDUM OF AGREEMENT BETWEEN THE CITY OF AMES AND CORNERSTONE GOVERNMENT AFFAIRS, INC. WHEREAS, the City of Ames (“City”) belongs to the Metro Coalition, an unincorporated group of the larger cities in Iowa; and, WHEREAS, the Metro Coalition with consent of its members communicates its positions on various legislative matters to the Iowa General Assembly; and, WHEREAS, the Metro Coalition contracts with Cornerstone Government Affairs, Inc., (“Cornerstone”) for Cornerstone to represent the Metro Coalition before the General Assembly; and WHEREAS, the financial stewardship of the Metro Coalition transfers each year to a different member city, so all the member cities can share in the responsibility; and WHEREAS, the City of Ames currently has the financial stewardship of the Metro Coalition, and therefore requires a written agreement with Cornerstone to facilitate payments; THEREFORE, the parties agree: 1. The City of Ames will receive the funds from the Metro Coalition which another City has been responsible for, and will assume financial stewardship of those funds through the City Finance Department; 2. Cornerstone will perform legislative lobbying and monitoring services for and as directed by the Metro Coalition, and the City will pay Cornerstone monthly at the amounts agreed to by the Metro Coalition and Cornerstone. 3. The City of Ames will pay Cornerstone $5,000 per month, using Metro Coalition funds, as the fee for Cornerstone’s services to the Metro Coalition. Cornerstone will bill the City of Ames on a monthly basis. The total amount due to Cornerstone under this agreement is $60,000. 4. TERM: This agreement is effective July 1, 2020 through June 30, 2021. CITY OF AMES CORNERSTONE GOVERNMENT AFFAIRS, INC. __________________________ ________________________________ JOHN A. HAILA CAMPBELL KAUFMAN MAYOR Date:______________________ Date: 06/04/2021 ITEM # 16 DATE: 06/22/21 COUNCIL ACTION FORM SUBJECT: REQUESTS FOR MIDNIGHT MADNESS BACKGROUND: The annual Midnight Madness races will be held at Ames Fitness Center South (ISU Research Park) on Saturday, July 10. The event includes 5k, 10k, and kid runs, followed by a beer garden & pizza party at Ames Fitness Center South. An estimated 500 people will enter all races and approximately 500 spectators will be at the event. Organizers are requesting the following partial street closures from 6:00 p.m. to 9:30 p.m. on Saturday, July 10 2021: • Collaboration Place Road to S Riverside Drive (north side lane) • S Riverside Drive North to Airport Road (west side lane) • Airport Road between S Riverside Drive & South Loop Drive (south side of east bound traffic) • South Loop Drive (east side of road) • University Blvd from Cottonwood Rd to Collaboration Place (east side of road) City staff will provide barricades and traffic cones to facilitate this event, blocking a dedicated running lane while allowing vehicle traffic to continue using other lanes. Midnight Madness organizers have also obtained a Noise Permit for this event. Event organizers will clean up the event on Sunday morning, with cleanup being completed by 12:30 A.M. ALTERNATIVES: 1. Approve the requests for Midnight Madness on July 10, 2021, as outlined above. 2. Do not approve the requests for Midnight Madness. CITY MANAGER’S RECOMMENDED ACTION: Midnight Madness has been held since 1979 and is a popular event that draws many competitors and spectators from a wide area to Ames. There have been no significant problems in the past with the arrangements requested above. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative #1, as described above. 1 ITEM # 17 DATE 06-22-21 COUNCIL ACTION FORM SUBJECT: REQUESTS FROM ISU HOMECOMING CENTRAL COMMITTEE FOR ISU HOMECOMING PARADE BACKGROUND: The Homecoming Central Committee at Iowa State University is again planning to host its annual Homecoming activities. This includes the hosting of a downtown Homecoming parade as a kickoff to the activities, to be held Sunday, October 17. This is the fifth year the parade will be held downtown. The Homecoming parade will take place beginning at 2:00 p.m. on October 17. Entries will be staged in City Hall Lot M, on Pearle Avenue, and on Main Street west of Clark Avenue. To facilitate this event, closure of the following streets and parking lots is requested from noon to 4:00 p.m. on October 17: • City Hall Parking Lot MM • City Hall Parking Lot M • Depot Lot TT • Pearle Avenue • Fifth Street from Grand Avenue to Douglas Avenue • Main Street/Northwestern Avenue from 5th Street to Douglas Avenue • Clark Avenue, Burnett Avenue, Kellogg Avenue, and Douglas Avenue from Main Street to Fifth Street Organizers have requested a Temporary Obstruction Permit and the closure of parking spaces along the route from noon to 4:00 p.m. on Sunday. Because the parade is on a Sunday, no parking meter revenue will be lost. This year, organizers plan to have a variety of food trucks on Clark Ave between Fifth Street and Main Street, so use of City electricity, blanket Vending License and waiver of fee ($50) are also requested. CyRide will detour off the parade route to 6th Street. ALTERNATIVES: 1. Approve the requests from the Homecoming Central Committee for the ISU Homecoming Parade on Sunday, October 17, including street and parking closures, a Temporary Obstruction Permit, use of City electricity, blanket Vending License, and a waiver of fees as requested by event organizers above. 2. Deny the requests. 2 CITY MANAGER'S RECOMMENDED ACTION: Organizers have taken appropriate steps to plan and implement the event in a safe, well thought-out manner. The proposed parade this fall appears to be manageable, and staff has discussed minor logistical modifications to make the event even more successful. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 1 ITEM # 18 DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: REQUESTS FROM ISU HOMECOMING CENTRAL COMMITTEE FOR ISU HOMECOMING EVENTS BACKGROUND: From October 22-23, the Homecoming Central Committee at Iowa State University is again planning to host its annual Homecoming activities. The events this year include the traditional ExCYtement in the Streets lawn displays and Mass Campaniling on Friday, October 22. Organizers have also proposed hosting food trucks at the events. The Homecoming parade will serve as a kickoff to the activities, to be held Sunday, October 17. ExCYtement in the Streets consists of two activities on Friday, October 22nd: Greek System lawn displays, followed by Campaniling on Central Campus. The lawn displays will be exhibited between approximately 8:00 p.m. and 10:00 p.m. To facilitate this event, organizers are asking the City Council to approve the following requests: • Closure of Sunset Drive from Ash Avenue to just west of the intersection with Beach Avenue • Closure of Ash Avenue from Gable Lane to Knapp Street (Knapp and Gable will remain open) • Closure of Gray Avenue from its intersection with Gable Lane to Greeley Street • Closure of Pearson Avenue between Greeley Street and Sunset Drive • Temporary Obstruction Permit for the closed areas as well as the Greek Triangle, which will be used for the judging of the displays. • A blanket Vending License and waiver of the fee ($50 loss to the City Clerk’s Office) Streets will be closed at approximately 5:00 p.m. and will be reopened by 11:00 p.m. On-street parking will also be prohibited on these streets from 5:00 p.m. to 11:00 p.m. on Friday, October 22. Public Works will provide the barricades necessary for the street closures along with “No Parking” signs. Organizers will be responsible for staffing the barricades while they are in place. Organizers have indicated they will notify affected non-Greek residents by going door-to-door with information. Organizers also plan to hold the annual fireworks display on Central Campus as part of Mass Campaniling. Therefore, a fireworks permit request for a ground effects firework display on Central Campus will be coming before the City Council at a later date. 2 ALTERNATIVES: 1. Approve the requests from the Homecoming Central Committee for street and parking closures and Temporary Obstruction Permit for Friday, October 22nd, and a blanket Vending License, a waiver of fee for the Vending License. 2. Approve the requests from the Homecoming Central Committee as outlined above but require reimbursement for Vending License. 3. Deny the requests. CITY MANAGER'S RECOMMENDED ACTION: The Homecoming Central Committee has a long track record of successfully hosting lawn displays as part of ExCYtement in the Streets. It is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ITEM#: 19 DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: INTELLIGENT TRANSPORTATION PROGRAM PHASE 2 (IOWA CLEAN AIR ATTAINMENT PROGRAM GRANT AND AMENDMENT NO.1 TO PROFESSIONAL SERVICE AGREEMENT) BACKGROUND: The Intelligent Transportation System (ITS) program in the Capital Improvements Plan (CIP) will implement “state of the art/practice” technologies such as adaptive traffic features, which will automatically adjust signal timings to real-time traffic conditions. The system will also provide a wealth of performance data to allow the City to optimize, track, and forecast transportation operations. Staff submitted a grant application for Phase 2 of the ITS traffic network implementation to Iowa DOT and was informed that the grant was awarded. A grant was also awarded for Phase 1 and Iowa DOT has allowed both phases to be combined into one project, which will be let by Iowa DOT. Therefore, an amendment to the Professional Service Agreement (PSA) with GBA System Integrators, currently under contract for Phase 1 design, will allow the project to move forward with the development of combined plans and specifications that incorporate Phase 2. Below is the revenue for Phase 1 and 2: Budget Phase 1 Phase 2 Totals Totals $1,544,218 $1,758,000 $3,302,218 Estimated costs for the project are as follows: Engineering Construction Totals Totals $397,365 $2,750,000 $3,147,365 Attached to the Council Action Form are: 1) Iowa Clean Air Attainment Program (ICAAP) grant agreement, 2) the existing PSA with GBA Systems Integrators for Phase 1, and 3) Amendment No.1 of the PSA with GBA Integrators to include the design work related to these additional funds (Phases 1 and 2 together). ALTERNATIVES: 1. a) Approve the Iowa Clean Air Attainment Program grant agreement for Phase 2 ($1,400,000). b) Approve Amendment No.1 with GBA Systems Integrators in the amount not to exceed an increase of $203,625, bringing the total authorized amount to $397,365. 2. Reject the ICAAP Grant and amendment to the PSA, thus only moving forward with Phase 1. CITY MANAGER’S RECOMMENDED ACTION: The ITS Program provides for a much-needed modernization of the traffic system infrastructure for the City of Ames. This project is expected to make significant performance improvements to transportation efficiency and reduce Green House Gases from vehicle emissions. It will also provide ancillary high speed fiber connectivity for all City departments who may also benefit from technology improvements. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as noted above. April 2019 IOWA DEPARTMENT OF TRANSPORTATION Agreement for an Iowa’s Clean Air Attainment Program (ICAAP) Federal-aid Swap Project Recipient: City of Ames Project Number(s): ICAAP-SWAP-0155(708)—SH-85 Iowa DOT Agreement Number: 2021-ICAAP-SWAP-01 This agreement, made as of the date of the last party’s signature below, is between City of Ames, Iowa (hereinafter referred to as the Recipient) and the Iowa Department of Transportation (hereinafter referred to as the Department) for Iowa’s Clean Air Attainment Program (ICAAP) Federal-aid Swap funds under 761 Iowa Administrative Code (IAC) Chapter 162. Iowa Code Section 306A.7 provides for the Recipient and the Department to enter into agreements with each other for the purpose of financing transportation improvement projects on streets and highways in Iowa. Pursuant to the terms of this agreement, applicable statutes, and administrative rules, the Department agrees to provide ICAAP Federal-aid Swap funding to the Recipient for the authorized and approved costs for eligible items associated with the project. Under this agreement, the parties further agree as follows: 1. The Recipient shall be the lead local governmental agency for carrying out the provisions of this agreement. 2. All notices required under this agreement shall be made in writing to the appropriate contact person. The Department's contact person will be Jared Smith, Office of Systems Planning, 800 Lincoln Way, Ames, Iowa 50010, 515-239-1713. The Recipient's contact person shall be the Damion Pregitzer, City of Ames, 515 Clark Ave, Ames, Iowa 50010, 515-239-5160. 3. The Recipient shall be responsible for the development and completion of the following described ICAAP project: Second Phase Deployment Ames Traffic Signal Master Plan 4. Eligible project activities will be limited to the following: construction, engineering, inspection, and right-of-way acquisition. Under certain circumstances, eligible activities may also include utility relocation or railroad work that is required for construction of the project. Systems engineering analysis and product procurement and installation are also eligible activities for Adaptive Signal Control Technology projects only. All costs must be directly related to the project described in this agreement. Costs incurred prior to the date of this agreement are not eligible for reimbursement. The Department has the sole authority to determine the eligibility of a cost for reimbursement. 5. The Recipient shall receive reimbursement for costs of authorized and approved eligible project activities from ICAAP Federal-aid Swap funds. The portion of the project costs reimbursed with ICAAP Federal-aid Swap funds shall be limited to a maximum of either 80 percent of eligible costs or $(1,400,000), whichever is less. 6. Eligible project costs in excess of the amount reimbursed by the Department above will be considered the local contribution. The local contribution must equal a minimum of 20 percent of eligible project costs. 7. The Recipient shall be responsible for including the project in the appropriate Regional Planning Affiliation (RPA) or Metropolitan Planning Organization (MPO) Transportation Improvement Program (TIP). The Recipient shall also ensure that the appropriate RPA or MPO, through their TIP submittal to the Department, includes that project in the Statewide Transportation Improvement Program (STIP). If the project is not included in the appropriate fiscal year of the STIP, funds will not be reimbursed. 8. The Recipient must have let the contract or have otherwise completed the project within two years of October 1, 2021. If the Recipient does not do this, they will be in default for which the Department can revoke funding commitments. The Department may approve extensions of this agreement for periods up to six months upon receipt of a written request form the Recipient at least sixty (60) days prior to the deadline. 9. The Recipient shall provide a summary report measuring the success of its effect on vehicle emissions to the Department upon completion of the project and prior to requesting final reimbursement of ICAAP Federal-aid Swap funds. The report will include before and after project emissions calculations comparing new data compiled after project completion to the data submitted with the project application. Through a quantitative analysis, the summary must show how many kilograms of pollutants (including CO, VOC, NOx, and if applicable PM) have been reduced. The preparation of this summary may require additional data collection or modeling. These tasks or services are not considered project costs and are not eligible for reimbursement. 10. If the project purpose is to implement, deploy, or install ASCT, the Recipient will complete a systems engineering analysis appropriate to the scale of the project in accordance with the August 2012 Federal Highway Administration (FHWA) publication, “Model Systems Engineering Documents for Adaptive Signal Control Technology Systems.” This document is available on the FHWA website at: https://ops.fhwa.dot.gov/publications/fhwahop11027/mse_asct.pdf. This analysis will be submitted to the Department for review and approval. Costs associated with the preparation of this analysis are eligible project costs. The Recipient will follow the guidance provided by this analysis in the evaluation, selection, and implementation of ASCT. 11. If the Recipient fails to perform any obligation under this agreement, the Department shall have the right, after first giving thirty (30) days written notice to the Recipient by certified mail return receipt requested, to declare any part or all of this agreement in default. The Recipient shall have thirty (30) days from date of mailing of the notice to cure the default. If the Recipient cures the default, the Recipient shall notify Department no later than five (5) days after cure or before the end of said thirty (30) day period given to cure the default. The Department may thereafter determine whether the default has, in fact, been cured, or whether the Recipient remains in default. 12. This agreement may be declared to be in default by the Department if the Department determines that the Recipient's application for funding contained inaccuracies, omissions, errors or misrepresentations; or if the Department determines that the project is not developed as described in the application and according to the requirements of this agreement. 13. In the event a default is not cured the Department may do any of the following: a) revoke funding commitments of funds loaned or granted by this agreement; b) seek repayment of funds loaned or granted by this agreement; or c) revoke funding commitments of funds loaned or granted by this agreement and also seek repayment of funds loaned or granted by this agreement. By signing this agreement the Recipient agrees to repay said funding if they are found to be in default. Repayment methods may include cash repayment, installment repayments with negotiable interest rates, or other methods as approved by the Department. 14. The Recipient shall maintain, or cause to be maintained for the intended public use, the improvement for twenty (20) years from the completion date in a manner acceptable to the Department. 15. This agreement is not assignable without the prior written consent of the Department. 16. If any part of this agreement is found to be void and unenforceable, the remaining provisions of this agreement shall remain in effect. 17. It is the intent of both parties that no third-party beneficiaries be created by this agreement. 18. This agreement and the attached Exhibit 1 constitute the entire agreement between the Department and the Recipient concerning this project. Representations made before the signing of this agreement are not binding, and neither party has relied upon conflicting representations in entering into this agreement. Any change or alteration to the terms of this agreement shall be made in the form of an addendum to this agreement. The addendum shall become effective only upon written acceptance of the Department and the Recipient. IN WITNESS WHEREOF, each of the parties hereto has executed this agreement as of the date shown opposite its signature below. RECIPIENT: City of Ames By: ___________ Date , _______ Title: ___Mayor_______________________________ CERTIFICATION: I, , certify that I am the Clerk of the city, and that (Name of City Clerk) , who signed said Agreement for and on behalf of (Name of Mayor/Signer Above) the city was duly authorized to execute the same by virtue of a formal resolution duly passed and adopted by the city, on the day of , _______. Signed: ___________________________________________ City Clerk of Ames, Iowa. IOWA DEPARTMENT OF TRANSPORTATION Planning, Programming and Modal Division 800 Lincoln Way, Ames, Iowa 50010 Tel. 515-239-1664 By: __________________________________________ Date_______________________, ________ Craig Markley Director Office of Systems Planning EXHIBIT 1 General Agreement Provisions for use of ICAAP Federal-aid Swap Funds on Non-primary Projects Unless otherwise specified in this agreement, the Recipient shall be responsible for the following: 1. General Requirements. a. The Recipient shall take the necessary actions to comply with applicable State and Federal laws and regulations. To assist the Recipient, the Department has provided guidance in the Instructional Memorandums to Local Public Agencies (I.M.s), available on-line at: https://iowadot.gov/local_systems/publications/im/lpa_ims. The Recipient shall follow the applicable procedures and guidelines contained in the I.M.s in effect at the time project activities are conducted. b. In accordance with Iowa Code Chapter 216 and associated subsequent nondiscrimination laws and regulations, the Recipient shall not discriminate against any person on the basis of race, color, creed, age, sex, sexual orientation, gender identity, national origin, religion, pregnancy, or disability. c. The Recipient shall comply with the requirements of Title II of the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973 (Section 504), the associated Code of Federal Regulations (CFR) that implement these laws, and the guidance provided in I.M. 1.080, ADA Requirements. When pedestrian facilities are constructed, reconstructed, or altered, the Recipient shall make such facilities compliant with the ADA and Section 504. d. The Recipient agrees to indemnify, defend, and hold the Department harmless from any action or liability arising out of the design, construction, maintenance, placement of traffic control devices, inspection, or use of this project. This agreement to indemnify, defend, and hold harmless applies to all aspects of the Department's application review and acceptance process, plan and construction reviews, and funding participation. e. Termination of funds. Notwithstanding anything in this agreement to the contrary, and subject to the limitations set forth below, the Department shall have the right to terminate this agreement without penalty and without any advance notice as a result of any of the following: 1) The Federal government, legislature or governor fail in the sole opinion of the Department to appropriate funds sufficient to allow the Department to either meet its obligations under this agreement or to operate as required and to fulfill its obligations under this agreement; or 2) If funds are de-appropriated, reduced, not allocated, or receipt of funds is delayed, or if any funds or revenues needed by the Department to make any payment hereunder are insufficient or unavailable for any other reason as determined by the Department in its sole discretion; or 3) If the Department’s authorization to conduct its business or engage in activities or operations related to the subject matter of this agreement is withdrawn or materially altered or modified. The Department shall provide the Recipient with written notice of termination pursuant to this section. 2. Design and Consultant Services a. The Recipient shall be responsible for the design of the project, including all necessary plans, specifications, and estimates (PS&E). The project shall be designed in accordance with the design guidelines provided or referenced by the Department in the Guide and applicable I.M.s. 3. Environmental Requirements and other Agreements or Permits. a. The Recipient shall obtain project permits and approvals, when necessary, from the Iowa Department of Cultural Affairs (State Historical Society of Iowa; State Historic Preservation Officer), Iowa Department of Natural Resources, U.S. Coast Guard, U.S. Army Corps of Engineers, the Department, or other agencies as required. The Recipient shall follow the applicable procedures in the Instructional Memorandums to Local Public Agencies Table of Contents, Chapter 4 – Environmental Regulations. 4. Right-of-Way, Railroads, and Utilities. a. The Recipient shall acquire the project right-of-way, whether by lease, easement, or fee title, and shall provide relocation assistance benefits and payments in accordance with the procedures set forth in I.M. 3.600, Right-of-Way Acquisition, and the Department's Office of Right of Way Local Public Agency Manual. The Recipient shall contact the Department for assistance, as necessary, to ensure compliance with the required procedures. b. If a railroad crossing or railroad tracks are within or adjacent to the project limits, the Recipient shall obtain agreements, easements, or permits as needed from the railroad. The Recipient shall follow the procedures in I.M. 3.670, Work on Railroad Right-of-Way. c. The Recipient shall obtain agreements from utility companies as needed. The Recipient shall comply with the “Policy for Accommodating Utilities on the County and City a Non-Primary Federal-aid Road System” for projects on non-primary Federal-aid highways. For projects connecting to or involving some work inside the right-of-way for a primary highway, the Recipient shall follow the Department’s “Policy for Accommodating and Adjustment of Utilities on the Primary Road System” The Recipient should also use the procedures outlined in I.M. 3.640, Utility Accommodation and Coordination, as a guide to coordinating with utilities. 5. Contract Procurement. The following provisions apply only to projects involving physical construction or improvements to transportation facilities. Such projects will let at the Department. a. The project plans, specifications, and cost estimate (PS&E) shall be prepared and certified by a professional engineer or architect, as applicable, licensed in the State of Iowa. b. The Recipient shall be responsible for the following: i. Prepare and submit the PS&E and other contract documents to the Department for review and acceptance in accordance with I.M. 3.700, Check and Final Plans and I.M. 3.500, Bridge or Culvert Plans, as applicable. ii. The contract documents shall use the Department's Standard Specifications for Highway and Bridge Construction. Prior to their use in the PS&E, specifications developed by the Recipient (special provisions) for individual construction items shall be approved by the Department. iii. Follow the procedures in I.M. 5.030, Iowa DOT Letting Process, to analyze the bids received; make a decision to either award a contract to the lowest responsive bidder or reject all bids; and if a contract is awarded, execute the contract documents and return to Department. Note: The Department may not be able to allow a project to be let in the scheduled letting due to possible issues with cash flow availability. c. The Recipient shall forward a completed Project Development Certification (Form 730002) to the Department in accordance with I.M. 5.050, Project Development Certification Instructions. The project will not be turned in for bid letting until the Department has reviewed and accepted the Project Development Certification. d. If the Recipient is a city, the Recipient shall comply with the public hearing requirements of the Iowa Code section 26.12. e. The Recipient shall not provide the contractor with notice to proceed until after receiving written notice that the Department has concurred in the contract award. 6. Construction. a. The Recipient shall follow the procedures in I.M. 6.000, Construction Inspection, and the Department’s Construction Manual, as applicable, for conducting construction inspection activities. The Recipient’s engineer shall at all times be responsible for inspection of the project. b. A full-time employee of the Recipient shall serve as the person in responsible charge of the project. For cities that do not have any full time employees, the mayor or city clerk will serve as the person in responsible charge, with assistance from the Department. c. Traffic control devices, signing, or pavement markings installed within the limits of this project shall conform to the "Manual on Uniform Traffic Control Devices for Streets and Highways" per 761 IAC Chapter 130. Proper protective measures and devices such as fences, barricades, signs, flood lighting, and warning lights as needed. d. The project shall be constructed under the Department's Standard Specifications for Highway and Bridge Construction and the Recipient shall comply with the procedures and responsibilities for materials testing according to the Department's Materials I.M.s. Available on-line at: https://www.iowadot.gov/erl/index.html. e. If the Department provides any materials testing services to the Recipient, the Department will bill the Recipient for such testing services according to its normal policy as per Materials I.M. 103. 7. Reimbursements. a. Costs incurred prior to the date of the executed project funding agreement are not eligible for reimbursement. Reimbursement of eligible costs may be requested only after the project is programmed in the Regional Planning Affiliation (RPA) or Metropolitan Planning Organization (MPO) Transportation Improvement Program (TIP) and Statewide Transportation Improvement Program (STIP). b. The Recipient will be initially responsible for all project costs. After costs have been incurred, the Recipient shall submit to the Department periodic itemized claims for reimbursement for eligible project costs. Requests for reimbursement shall be made at least semi-annually but not more than bi-weekly. c. To ensure proper accounting of costs, reimbursement requests for costs incurred prior to June 30 shall be submitted to the Department by August 1, if possible, but no later than August 15. d. Reimbursement claims shall include a certification that all eligible project costs, for which reimbursement is requested, have been reviewed by an official or governing board of the Recipient, are reasonable and proper, have been paid in full, and were completed in substantial compliance with the terms of this agreement. e. The Department will reimburse the Recipient for properly documented and certified claims for eligible project costs. The Department may withhold up to 5% of the total funds available for the project. Reimbursement will be made either by State warrant or by crediting other accounts from which payment was initially made. If, upon final review or audit selected by the Administering Office, the Department determines the Recipient has been overpaid, the Recipient shall reimburse the overpaid amount to the Department. After the final review is complete and after the Recipient has provided all required paperwork, the Department will release the funds withheld. f. The total funds collected by the Recipient for this project shall not exceed the total project costs. The total funds collected shall include any funds received including but not limited to: Federal funds, state funds, any special assessments made by the Recipient (exclusive of any associated interest or penalties) pursuant to Iowa Code Chapter 384 (cities) or Chapter 311 (counties), proceeds from the sale of excess right-of-way, and any other revenues generated by the project. The total project costs shall include all costs that can be directly attributed to the project. In the event that the total funds collected by the Recipient do exceed the total project costs, the Recipient shall either: i. in the case of special assessments, refund to the assessed property owners the excess special assessments collected (including interest and penalties associated with the amount of the excess), or ii. refund to the Department all funds collected in excess of the total project costs (including interest and penalties associated with the amount of the excess) within 60 days of the receipt of any excess funds. 8. Project Close-out. a. Acceptance of the completed construction shall be with the concurrence of the Department. Within 30 days of completion of construction or other activities authorized by this agreement, the Recipient shall provide written notification to the Department. The Recipient shall follow and request a final review, in accordance with the procedures in I.M. 6.110, Final Review, Audit, and Close-out Procedures for Federal-aid, Federal-aid Swap, and Farm-to-Market Projects. Failure to comply with the procedures may result in loss of funds and the ability to let future projects through the Department; reimbursed funds shall be returned and a possible suspension may be placed on the Recipient from receiving funds from the Department on future projects until the Recipient has demonstrated responsible management of funds on roadway projects. b. For construction projects, the Recipient shall provide a certification by a professional engineer, architect, or landscape architect as applicable, licensed in the State of Iowa, indicating the construction was completed in substantial compliance with the project plans and specifications. c. Final reimbursement of funds shall be made only after the Department accepts the project as complete and the Department has approved the emissions summary report submitted by the Recipient after completion of the project. d. The Recipient shall maintain all books, documents, papers, accounting records, reports, and other evidence pertaining to costs incurred for the project. The Recipient shall also make this documentation available at all reasonable times for review by the Department. Copies of this documentation shall be furnished by the Recipient if requested. Such documentation shall be retained for at least 3 years from the date of the Department’s signature of the Department’s Final Payment Form (Form 830436) or the bottom part of the Certificate of Completion and Final Acceptance of Agreement Work (Form 640003). Professional Service Agreement This Agreement ("Agreement") is entered into on the 18 February 2021, between City of Ames, lA, City, and GBA Systems Integrators, LLC, Engineering Design Team. The parties to this Agreement are referred to individually as a "Party" and collectively as the "Parties." In consideration of the acts and promises contained in this Agreement and other valuable consideration, the Parties agree as follows: SECTION 1-PROJECT The City of Ames, lA has determined to the satisfaction of its Governing Body that GBA Systems Integrators, LLC is qualified to undertake and perform Ames ATMS ITS Design and hereby selects and hereby employs the Engineering Design Team to perform professional services to Ames ATMS ITS Design (hereinafter referred to as the "Project". SECTION 2 -SCOPE OF SERVICES A. BASIC SERVICES. Upon execution of this Agreement by the City or on such other schedule contained herein, the Engineering Design Team shall provide the following services ("Services") pertaining to the Project as basic Services ("Basic Services") Refer to Attachment "A" for a detailed scope of services: 1. System Engineering Review 2. Communication Network Architectural Design 3. Phase 1 PS&E Documents 4. Construction Period Services & Integration Assistance 5. Those Services not normally self-performed by the Engineering Design Team, but essential to the successful completion of the Project, will be subcontracted by the Engineering Design Team to subconsultants, who will be selected by the Engineering Design Team and the City. Basic Services that are considered essential to the successful completion of the project by both the Engineering Design Team and the City. SECTION 3 -Responsibilities of City A. City Representative 1. The City hereby designates the following representative who is authorized to act on City's behalf with respect to the Project: Dam ion Pregitzer. The City or such authorized representative will make decisions in a timely manner pertaining to documents and questions submitted by the Engineering Design Team, in order to avoid delay in the orderly and sequential progress of the Services. 1jPage Professional Service Agreement Rev. 25 Feb 2016 2. The City shall establish a Project Steering Committee to provide input and work with the Engineering Design Team to review preliminary findings and concur with the final recommendations. B. Authorizations 1. The City shall furnish approval, consents, and letters of authority as may be necessary for performing the Services in a timely manner. 2. The City shall furnish to the Engineering Design Team a certified copy of the legislation, ordinance or resolution authorizing signing of this Agreement. C. INFORMATION 1. The City shall provide to the Engineering Design Team the following: a. All available reports, plans, specifications, background information, and other data pertinent to the Services. b. All available road maps, topographic maps, plat maps, records, reports, correspondence, previous studies, plans and other data pertinent to the Services, including information previously prepared or obtained by others. c. The names, addresses, and phone numbers of all previous tenants of this facility, including a description of past uses; and. The City's written requirements for the Project including, without limitation, schedule milestones, any financial constraints, and any pertinent criteria, standards, codes, design objectives, or design constraints. 2. The Engineering Design Team shall be entitled to rely on the accuracy and completeness of all information and data provided by the City. D. ACCESS TO SITE The City shall arrange for access to and make all provisions for Engineering Design Team to enter upon public and private property {subject to City's easements) as required by Engineering Design Team to perform the Services. E. EASEMENTS AND lEGAL DESCRIPTIONS. The City shall be responsible for obtaining all necessary easements and right-of-way for the Project. Engineering Design Team will provide property the necessary legal description{s) and easement form, if necessary. F. NOTICE OF DEFICIENCY OR CHANGE. 1. The City shall report to the Engineering Design Team any suspected deficiency in the Services within twenty-one {21) days after the City becomes aware of the potential defect. City further agrees to impose a similar notification requirement in its contracts with all contractors, design professionals, subcontractors, and consultants involved in the Project. The failure of the City to notify the Engineering Design Team as required herein shall relieve the Engineering Design Team of any liability for costs of remedying the defects. 21Page Professional Service Agreement Rev. 25 Feb 2016 2. The City shall give prompt written notice to Engineering Design Team whenever City becomes aware of any change, fact or circumstance that is likely to affect the scope or timing of the Services. 4. The City shall obtain bids or proposals from Contractor(s). 5. The City shall pay for all filing fees and application fees to and permits from all governmental authorities having jurisdiction over the Project and to or from others as may be necessary for completion of the Project. 6. The Engineering Design Team shall have no obligation to City to execute any document subsequent to the signing of this Agreement, including, without limitation, lender consent or certification, requiring knowledge, services, or responsibilities beyond the scope of this Agreement. The proposed language of any such document will be submitted to Engineering Design Team at least ten (10) days in advance of the requested date of execution. The execution of any such document shall not create any rights in favor of a lender or other third party. SECTION 4-COMPENSATION COMPENSATION. {Fee Based on Standard Hourly Chargeout Rates plus Expenses with a Guaranteed Maximum Fee) 1. The City shall compensate the Engineering Design Team for the Basic Services rendered and expenses incurred a maximum of$ 193,740.00. The maximum compensation shall not be exceeded without further authorization by an Amendment to this as approved by the City. Compensation to the Engineering Design Team by the City shall be based on actual hours worked plus direct expenses in accordance with the Standard Hourly Chargeout Rates schedule as shown in attached Exhibit "8" (gbaSI) and Exhibit "C" (HR Green), which is incorporated herein. The Parties agreed that Exhibits "B" and "C" is subject to adjustment on October 1st of each year by the Engineering Design Team to reflect any increase in salaries and overhead costs. 3IPage Professional Service Agreement Rev. 25 Feb 2016 SECTION 5 -INSURANCE A. Required Coverages. During the performance of the Services, Engineering Design Team shall maintain the following insurance: 1. General Liability Insurance, with a combined single limit of $1,000,000 for each occurrence and $2,000,000 in the aggregate; 2. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each accident; 3. Umbrella Excess Liability Insurance (General and Automobile Liability) with a limit of $2,000,000 for each occurrence and in the aggregate; 4. Workers' Compensation Insurance in accordance with statutory requirements and Employers' Liability Insurance with a limit of $1,000,000; and 5. Professional Liability Insurance, with a limit of $2,000,000 for each claim and annual aggregate. B. Mutual Waiver of Subrogation. To the extent that damages are covered by property insurance maintained during or after the completion of the Services, the City) and the Engineering Design Team waive all rights, including rights of subrogation, against each other and all contractors, consultants, and employees of the other, except for rights they may have to the proceeds of that insurance. The City and the Engineering Design Team shall require the same waiver by their respective contractors, subcontractors, consultants. SECTION 6-TERMINATION A. Termination by City. The City may terminate this Agreement as follows: 1. The City may terminate this Agreement at any time without cause, or with cause due to a material breach of this Agreement, upon giving the Engineering Design Team fourteen (14) calendar days' prior written notice. 2. Within thirty (30) calendar days of a termination for convenience, the City shall pay the Engineering Design Team for all Services rendered to the date of termination and all costs incurred or that Engineering Design Team could not reasonably avoid, including, without limitation, demobilization, reassignment of personnel, and space and equipment costs. B. Termination by Engineering Design Team. The Engineering Design Team may terminate this Agreement for cause upon giving the City fourteen (14) calendar days' prior written notice, for any of the following reasons: 1. A material breach by the City of this Agreement, including, without limitation, failure to make payment as required by this Agreement; 4!Page Professional Service Agreement Rev. 25 Feb 2016 2. A transfer of ownership ofthe Project by the City to any other persons or entities not a party to this Agreement without the prior written agreement of the Engineering Design Team; and/or 3. A material change in the conditions under which this Agreement was entered into, coupled with the failure of the Parties to agree on the fees and charges for the Additional Services required because of such change. C. Suspension for Non-Payment. The Engineering Design Team may, at its option and without waiving the right to terminate, suspend all services for non-payment on seven (7} days' written notice to the City. SECTION 7 -MISCELLANEOUS The Engineering Design Team's reports, drawings, specifications, and other deliverables, including all documents on electronic media, are instruments of professional service ("Instruments of Service"). Nevertheless, the Instruments of Services, including the copyrights, shall become the property of the City upon completion of the Services and payment in full amount due to the Engineering Design Team. The Engineering Design Team shall retain all rights to its standard drawing details, specifications, databases, computer software, and other proprietary property. The transfer of ownership upon final payment by City shall not be deemed to be a sale by the Engineering Design Team and the Engineering Design Team makes no warranties, express or implied, of merchantability or fitness for a particular purpose with respect to the Instruments of Service. A. Reuse or Modification. The Instruments of Service prepared by Engineering Design Team are not intended or represented to be suitable for reuse by the City or others on extensions to or modifications of the Project or on any other project. Any reuse or modification without the prior written consent of the Engineering Design Team will be at the City's sole risk and without any liability of Engineering Design Team. The City agrees, to the fullest extent permitted by law, to indemnify and hold the Engineering Design Team harmless from any claim, liability or cost (including reasonable attorneys' fees and defense costs) arising or allegedly arising out of any unauthorized reuse or modification ofthe Instruments of Service by the City or any person or entity that acquires or obtains the Instruments of Service from or through the City without the written authorization of the Engineering Design Team. B. Confidentiality. The Engineering Design Team agrees to keep confidential and not disclose to any person or entity any data and information not previously known to the Engineering Design Team and marked "CONFIDENTIAL" by the City These provisions shall not apply to disclosure to the Engineering Design Team's employees and subconsultants, the general contractor, subcontractors, and permit authorities. Confidential information shall not include information that otherwise comes into the public domain. The Engineering Design Team will not be restricted from giving notices required by law, complying with an order to provide information or data when such order is issued by a court, administrative agency or other authority with proper jurisdiction, or reasonably using any information in the defense of any suit or claim. SIPage Professional Service Agreement Rev. 25 Feb 2016 C. Limitation of Liability. To the maximum extent permitted by law and for adequate consideration, the total liability of Consultant and its employees and sub-consultants for City's damages, in any way arising out of the services of Consultant, shall be limited to Consultant's fee. This limitation shall apply regardless of the cause of action or legal theory pled or asserted. Such claims and causes include, but are not limited to, negligence, professional errors or omissions, strict liability, and breach of contract or warranty. The parties acknowledge sufficient consideration has been given for this limitation. D. Indemnification by City. The City agrees, to the fullest extent permitted by law, to indemnify and hold the Engineering Design Team harmless from any loss, damage, or cost, to the extent caused by the negligent acts, errors or omissions of the City or its contractors, subcontractors or consultants or employees. E. Mutual Waiver of Consequential Damages. To the fullest extent permitted by law, the Engineering Design Team and the City waive any and all claims against each other and their employees, consultants and subconsultants whether based on contract, indemnity, warranty, tort, strict liability or otherwise, for indirect, incidental, punitive, or consequential damages, including, without limitation, loss of use, profits, business, reputation or financing, and principal office overhead and expenses, in any way pertaining to or arising out of this Agreement or the Project. F. No Construction Phase Services. If the Engineering Design Team is not authorized to perform Services during the construction phase, if any, of the Project, the City is responsibility for all services including, without limitation, observation of the construction Work ("Work") and interpretation of the Contract Documents. The City shall defend, indemnify, and hold harmless the Engineering Design Team against all claims, losses, damages, injuries, and expenses arising out of or resulting from the performance of such services by City or others. G. Construction Phase Services. 1. If the Services include construction phase Services, the Parties agree the Engineering Design Team shall not be responsible for: a. any change in the responsibilities and liabilities of the Engineering Design Team based upon the terms of the General Conditions or other provisions in the agreement between the City and the construction contractor, unless this Agreement is amended in writing to reflect that change; b. the contractor's construction means, methods, techniques, sequences, procedures, safety precautions, and any programs incidental thereto, which shall remain the sole responsibility of the contractor; c. the contractor's failure to perform the Work in accordance with the Contract Documents; d. acts or omissions of the contractor, its subcontractors or suppliers, or any other persons performing any of the Work. 2. Observation of the Work of any contractor is for the purpose of becoming generally familiar with the progress and quality of the Work and to determine, in general, if the Work, when 6IPage Professional Service Agreement Rev. 25 Feb 2016 completed, will comply with the applicable Contract Documents. The Engineering Design Team will not be required to make exhaustive or continuous on-site observations. Based on the observations, the Engineering Design Team will endeavor to report to the City any detected deviations from the Contract Documents. 3. The Engineering Design Team will not have the authority to stop the Work of a contractor. 4. If the Engineering Design Team is authorized to interpret and decide matters concerning the performance of any contractor or the requirements of the applicable Contract Documents, it shall not show partiality to the City or contractor and shall not be liable to either for interpretations and decisions rendered in good faith. 5. The Engineering Design Team's approval of an application for payment submitted by a contractor shall mean that, to the best of the Engineering Design Team's knowledge and information, the Work has progressed to the point represented by the contractor and it appears to comply with applicable Contract Documents. The Engineering Design Team will not be required to perform a detailed audit of the application or determine how or for what purpose the contractor has used monies previously paid by the City. 6. The Engineering Design Team will review any contractor submittals within a reasonable time, but only for the purpose of checking for conformance with the design concept expressed in the applicable Contract Documents. The Engineering Design Team shall not be responsible for approving or determining the accuracy or completeness of items that are the contractor's responsibility, such as dimensions, quantities, means, methods, techniques, sequences, safety precautions, and installation or performance of equipment or systems. Approval of an item shall not indicate approval of an assembly of which the item is a component. Any deviation from the Contract Documents contained in the submittal must be brought to the attention of the Engineering Design Team in writing by the contractor and approved by the City in a Change Order to the construction contract. 7. When the Engineering Design Team includes a performance specification in its Instruments of Service, or a contractor has a design-build obligation with respect to a portion of the Project, the Engineering Design Team will be entitled to rely upon the services, certifications, and approvals performed or provided by design professionals employed by the contractor. H. Delivery of Services. Except as provided herein, the Services shall be carried to completion without undue interruption. Subject to acquisition of essential data from the City, the Services shall be scheduled with subsequent authorizations and commissions from other clients of the Engineering Design Team. I. Delay. The Engineering Design Team shall not be responsible for a delay in the Project or performance of the Services when the delay is caused by the City, its employees, consultants or contractors, or other circumstance beyond the reasonable control of Engineering Design Team including, without limitation, abnormal weather condition, flood, earthquake, fire, epidemic, war, riot, civil disturbance, terrorism, strike, lockout, work slowdown, and other labor disturbance, judicial restraint, and inability to procure permits, licenses, or authorization from any local, state, or federal agency. 7JPage Professional Service Agreement Rev. 25 Feb 2016 J. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Iowa, without regard to its principles of conflicts of laws. K. Opinions of Probable Costs and Schedule. Opinions of the probable costs and schedule prepared by the Engineering Design Team) are based on the Engineering Design Team's experience, qualifications, and judgment as a professional. Since the Engineering Design Team has no control over weather, cost and availability of labor, cost and availability of material and equipment, cost of fuel or other utilities, labor productivity, construction contractor's procedures and methods, unavoidable delays, construction contractor's methods of determining prices, economic conditions, government regulations and laws (including the interpretation thereof), competitive bidding or market conditions, and other factors affecting such estimates or projections, the Engineering Design Team cannot and does not guarantee that the actual rates, costs, quantities, performance, schedules, etc., will not vary significantly from the estimates and projections prepared by the Engineering Design Team. If the City desires more accurate estimates or projections, it should retain the services of a construction estimator and/or scheduler. L. Standard of Care. Engineering Design Team shall perform its Services in accordance with the standard of care and skill ordinarily exercised under the same or similar circumstances by members of the profession of the Engineering Design Team. No warranty, expressed or implied, is included in this Agreement or in the Instruments of Service produced by Engineering Design Team. M. Compliance with Laws. The Engineering Design Team agrees to comply with applicable federal, state, local laws, regulatory requirements, and codes. The Engineering Design Team shall procure the professional licenses necessary to allow Engineering Design Team to perform the Services. The City shall likewise comply with such laws to the extent applicable to the City's role and performance of this Agreement. N. Accrual of Causes of Action. Causes of action between the Parties shall accrue and applicable statutes of limitation shall commence to run on the earliest of the date the Services are substantially complete under this Agreement the date as provided by law. 0. Documents Prepared by Others. The Engineering Design Team shall not be responsible for any plans, specifications, estimates, reports, surveys, tests, or other documents or instruments, or any part thereo( prepared by the City's consultants. P. Recommendations ofthe Engineering Design Team If the City requires that any assembly, system, product, item of material, or design be included in the Project without (or against) the Engineering Design Team's recommendation, the Engineering Design Team shall have no responsibility for such decision by the City or for the performance of such those items, nor shall the Engineering Design Team be required to issue any opinion or certificate with respect to such items. Q. Hazardous Materials. The Engineering Design Team is not providing any service related to asbestos or hazardous or toxic materials. In the event Engineering Design Team or any other party encounters asbestos or hazardous or toxic materials at the Project, or should it become 8IPage Professional Service Agreement Rev. 25 Feb 2016 known in any way that such materials may be present at the Project or any adjacent areas that may affect the performance of the Services, the Engineering Design Team may, at its option and without liability for any damages, suspend performance of its Services until the City retains the appropriate specialist consultant(s) or contractor(s) to identify, abate, and/or remove the asbestos or hazardous or toxic materials, and verifies that the Project is in full compliance with applicable laws and regulations. R. Services in Progress. Any Service performed by the Engineering Design Team shall not be deemed complete, nor may it be relied upon as complete, until final completion of the Project. Prior to that time, any information or Instruments of Service generated by the Engineering Design Team shall be considered as preliminary work in progress and subject to revision. The Engineering Design Team) cannot guarantee the suitability of this information for anyone's purposes and shall have no liability or responsibility whatsoever for the use of such incomplete and preliminary information by the City or others. S. Betterment/ Added Value. If the Engineering Design Team negligently omits a required item or component of the Project from the construction documents, the City will be responsible for the amount it would have paid if the item had been included in the original design. In addition, the Engineering Design Team will not be responsible for any upgrade or enhancement of an item or component. T. Not a Municipal Advisor. Engineering Design Team will not be acting as a fiduciary of the City and will not be serving as a {(municipal advisor" to the City within the meaning of the Dodd Frank Wall Street Reform and Consumer Protection Act and the rules and regulations of the United States Securities and Exchange Commission. U. Notices and Communications. All notices and communications required by this Agreement shall be made in writing and delivered in person by overnight courier, or sent by certified or registered mail, return receipt requested, postage prepaid, to the respective Party at the following address: City: City of Ames, lA 515 Clark Ave, Ames, lA 50010 Attention: Damian Pregitzer, PE, PTOE Engineering Design Team: GBA Systems Integrators, LLC 9801 Renner Boulevard Lenexa, KS66219-9745 Attention: Collin Dyer, PE 9IPage Professional Service Agreement Rev. 25 Feb 2016 SECTION 8-DISPUTE RESOLUTION A. Direct Discussions. The parties shall attempt to amicably resolve all disputes through direct discussion and negotiation between the designated representatives of each party. If that is unsuccessful, the dispute shall be submitted to the President, Chief Operating Officer, or equivalent position of the Engineering Design Team and the City) for discussion as a condition precedent to litigation. B. Non-Binding Mediation. If direct negotiation required by the preceding paragraph is not successful, the parties will submit any claim or dispute arising out of or related to this Agreement or the Project to non-binding mediation before a third-party mediator as a condition precedent to litigation. Unless the parties mutually agree otherwise, the mediation shall be in accordance with the Construction Industry Mediation Rules of the American Arbitration Association currently in effect. Each Party shall pay their own legal fees associated with the mediation, but shall equally share the mediator's fees. It is agreed that all contractors, design professionals, subcontractors, and consultants who are involved in, and potentially liable for any claim being asserted, may participate in the mediation. SECTION 9-OTHER PROVISIONS A. Facsimile or Electronic Signatures. The Parties agree that a facsimile or electronic (PDF) copy of a signature to this Agreement shall be deemed to have the same force and effect as an original signature. B. Waiver. A waiver by either the City or the Engineering Design Team of any breach of this Agreement shall not affect the waiving Party's rights with respect to any other or further breach. C. Severability. The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. D. Integration. This Agreement and documents made a part hereof by reference represent the entire Agreement between the City and the Engineering Design Team This supersedes all prior and contemporaneous communications, representations, and agreements, whether oral or written, relating to the subject matter of this Agreement. If the City issues a purchase order or work order to the Engineering Design Team at any time, no preprinted terms thereon shall become part of this Agreement. Any purchase order or work order, whether or not signed by the Engineering Design Team will be for the sole purpose of facilitating the City's operations. 10 I Page Professional Service Agreement Rev. 25 Feb 2016 E. Headings. The headings of the sections and subparagraphs of this Agreement are inserted for the convenience of the Parties and are neither to be taken to by any part of the provisions hereof nor to control nor affect their meaning, construction, or effect. F. Assignment. Neither Party shall assign this Agreement or any rights or duties under the same without the prior written consent of the other Party. Unless otherwise stated in the written consent to an assignment, no assignment will release or discharge the assignor from any obligation under this Agreement. Nothing contained in this Article shall prevent the Engineering Design Team from employing independent consultants, associates, and subcontractors to assist in the performance of the Services or from assigning any receivables to a third party. G. Third Parties. Nothing in this Agreement shall be construed to provide any rights or benefits to anyone other than the City) and the Engineering Design Team IN WITNESS WHEREOF, the City of Ames, lA and GBA Systems Integrators, LLC, by their authorized representatives, have hereunto subscribed their names this, 18 February 2021. Executed in duplicate with copies to the City and Engineering Design Team. City of Ames, lA ATIEST: John A. Haila Mayor Dia.1£... ~Voss City Clerk GBA Systems Integrators, LLC James L. Gilbert, PE Director of Operations Jayne Robnett Business I Project Manager lljPage Professional Service Agreement Rev. 25 Feb 2016 I certify that sufficient funds of the City treasury have been appropriated and are otherwise unencumbered to meet the City's financial obligation under this Agreement. Name Title: City Treasurer 12 I P a g e Professional Service Agreement Rev. 25 Feb 2016 Communications & Technology bv Design EXHIBIT A SCOPE OF SERVICES Following are the detailed tasks that will be completed by the gbaSI team (ENGINEER) as the Scope of Services for this project. TASK 1 a PROJECT MANAGEMENT I COORDINATION I MEETINGS I QAIQC The ENGINEER shall be responsible for overall project management and for coordination activities for this project with regard to previous signal and ITS improvement projects. To complete this task, the Engineer will schedule and coordinate design and management activities for the gbaSI team and complete required quality assurance I quality control reviews to ensure compliance with project goals and timelines. In addition, the ENGINEER will attend required coordination meetings with City staff and Contractors. Coordination meetings will be held monthly with City staff and Contractors for the duration of the design and construction project. • Progress Meetings. Progress meetings will be held with key project team members including Agency staff (City, Iowa DOT, Ames Area MPO, FHWA as needed) and ENGINEER Team to discuss project status, deliverables, schedule, action items, and issue identification/resolution. • Technical Meetings. Technical meetings will be held throughout the project to facilitate the timely completion of key tasks. These will be combined, when possible, with other scheduled project meetings to increase efficiency and reduce staff time. • Quality control will be provided, at the direction of the Project Manager and Quality Control team, throughout the duration of the project and prior to the submittal of key project deliverables based on the Project Quality Control Plan. To complete these design services, the following list of information will be provided by the City, partner agencies, and/or previous phase engineers and contractors if requested: • Plans and files denoting fiber infrastructure, fiber splicing, and fiber usage • GIS databases of streets, signals, communications infrastructure, right-of way/parcel boundaries, and other facilities • Plans, lists, and reports detailing previously completed signal and ITS deployment studies or recommendations • Shop Drawing and/or specifications for previously installed signal and ITS infrastructure devices • Current City signal, ITS and IT standards The above is not a comprehensive listing of all data that we will be requesting. Additional requests from the ENGINEER for data are anticipated to be made during the design phase. KC I 9801 Renner Boulevard Lenexa, Kansas 66219 Illinois 1 1701 River Drive, Suite 100 Moline, Illinois 61265 email I solutions@gbaS!com Task 1 Deliverables Design and planning efforts completed as part of Task 1 will result in the following deliverables: 8 Monthly invoicing for design service. 8 Quality Control Plan 8 Project coordination and administration. 8 Attendance at required project meetings. 8 Meeting minutes and records of decisions that affect this design project TASK 2-SYSTEMS ENGINEERING REVIEW TASK 2.1 -Needs Assessment Review and Updates The original Needs Assessment was created as part of the Traffic Signal Master Plan. This assessment will be reviewed and updated based upon current City and stakeholder needs. As part of the Needs Assessment update, the Engineer will review with the City current standards for various traffic signal devices and communication system deployments. For devices that the City does not have current standards, the ENGINEER will assist the City in creating standards. This includes, but is not limited to, the following: • Low Voltage ATC Cabinets, if needed • LED Signal Heads, if needed • Review of current ATMS Selection • Network Switches (Layer II and Layer Ill) • Fiber Cable, Termination, and Splicing Specifications TASK 2.2-Concept of Operations (ConOps) A Concept of Operations for the traffic signal improvements and the communication enhancements will be developed that summarizes the systems needs and expectations based upon the completed Traffic Signal Master Plan and the updated Needs Assessment. Roles and responsibilities and operational scenarios will be explored, high level requirements, issues and constraints will be identified. In addition, the ConOps document will include a listing of new City policies and standards for the communication network and the modern traffic signal management system proposed to begin deployment in this first Phase of the ITS Program. These policies may include, but not be limited to: • Fiber Allocation and Allowed Usage • Fiber Cost Sharing • ROW Usage Policy for Fiber and Conduits • Maintenance Responsibilities • Recording and Retention of any PTZ/CCTV camera feeds Communications & Technology by Design TASK 2.3-Requirements and Verification Plan A high-level requirements and verification plan will be developed identifying requirements that must be met for successful traffic management system deployment and implementation. System verification plans will be identified that will ultimately provide traceability back to the Concept of Operations and initial system needs. The requirements and verification plan will identify detailed, component level requirements that will need to be developed as the design and deployment process continues through Phase 1 and into future phases. The Requirements and Verification Plan will include items such as: • Contractor Fiber Testing requirement-pre-installation • Contractor Fiber Testing requirements-post installation, splicing and termination • Communication Device testing and burn-in requirements • Communication system operational testing and verification • Signal Improvements Operational Testing • As-Built Documentation requirements TASK 2.4-Review ADA Compliance Requirements The ENGINEER will support the City with coordination meetings with the Iowa DOT Local Systems Bureau and the Traffic & Safety Bureau regarding ADA implications. The conversations will revolve around the Chapter 12A-02, Section G, 2 of the Iowa DOT Design Manual. The project scope may include the replacement of the traffic signal cabinet and traffic signal vehicular and pedestrian signal indications. It is understood that cabinet or signal head replacements will not occur unless it is determined to be absolutely necessary _that these must be completed to accomplish the network improvements.:. The type and location of the existing pushbuttons is anticipated to be unaltered. The existing pedestrian circulation path is also anticipated to be unaltered. From review of the Design Manual and project context, it is anticipated that the existing pushbuttons and sidewalk ramps will not be modified as part of the Project. It is understood that the City of Ames maintains an ADA Transition Plan and that any required modification to the pedestrian push button and crosswalk will be accomplished as part of the ADA Transition Plan deployment and is not included in this project. Coordination Meetings: • The ENGINEER shall coordinate and facilitate two (2) meetings, involving two (2) representatives of the ENGINEER, to coordinate the ADA implications of the project. Task 2 Deliverables Design and planning efforts completed as part of Task 2 will result in the following deliverables: Communications & Technology by Design • Any required updates to existing Needs Assessment • ConOps document with proposed policies and standards • Requirements and Verification Plan to guide improvement design efforts TASK 3-COMMUNICATION NETWORK ARCHITECTURAL DESIGN Flexibility and scalability is particularly important for traffic signal system, ITS, and city wide communications infrastructure deployments so these systems can easily accommodate future system expansion and functionality, not just serve the initial Phase 1 deployment. It is important that the planned and implemented system have the ability to accommodate changes in field equipment as devices are replaced, new devices or systems are identified for deployment, equipment becomes obsolete, or the system simply needs to expand in geographic coverage. It is virtually impossible to finance and construct the simultaneous enhancements to a large number of traffic signals; therefore a multi-year, phased deployment is required and the network architectural design must be flexible to accommodate intermediate phases. TASK 3.1 IPIVLAN Schema and Design The ENGINEER will create the required IP Schema and virtual local area network (VLAN) design for the traffic communication network. The VLANs will logically separate critical data and allow for IP subnets to flexibly span the communication system in a secure manner. When the design is approved, all network settings and configurations will be tested by the ENGINEER in a bench environment before deployment to the field. The utilized IP address ranges and numbering scheme will be logically defined for both device types and locations. TASK 3.2 -VLANs, Firewall and Security Design The ENGINEER will work with CITY and other agencies to update and maintain the physical and logical network design that routes all traffic system communication between network elements and devices. All new hardware and software shall be tested in the gbaSI lab environment prior to physical and logical security deployment at each location. TASK 3.3 -Network Communication Device Standards The ENGINEER will recommend communication equipment that will be used to build the traffic signal communication network. The equipment will include Layer Ill switches/routers, Layer II switches, Point-to-Point radios, fiber optic cabling, and other equipment that is determined necessary to create a fully functional network. TASK 3.4 -Switch Programming Templates and Configurations The ENGINEER will create and maintain the templates and configurations for the various communication network devices and switches to be deployed as part of the Phase 1 project. These configurations will be updated throughout the life of the project and maintained by the ENGINEER for use in future phases of the Ames ITS Program. Communications & Technology by Design TASK 3.5 Network Topology Design The ENGINEER will create and maintain the detailed high level network layouts and exhibits that depict communication network hub locations utilizing Single-Mode (SM) fiber optic strands, cross-connects with other agencies fiber infrastructure, and other significant network connection items or locations. TASK 3.6 Fiber Splice Diagrams and Design The ENGINEER will update and maintain the fiber optic splice diagrams and schematics for network connections between existing, modified existing, and proposed fiber optic cable installations. The ENGINEER will prepare detailed layouts of new fiber optic connections and routes that will be used in the development of the fiber optic cable improvement plans and documents, and for the detailed logical VLAN design documents. TASK 3.7-Fiber Standard Details Details required for fiber splicing, fiber allocation, fiber terminations and port assignments shall be created by the gbaSI team. Standardizing typical details and diagrams allow for consistent construction and operations across the network. This is important during maintenance periods where technicians can reference a general template for repairs. Task 3 Deliverables Design and planning efforts completed as part of Task 3 will result in the following deliverables to Owner: • Identification and layout of any existing fiber optic network in place and functioning before the design of this project. • Develop Network Architecture document that details the network topology, IP schema, VLAN design and usage criteria, minimum Layer 2 switch specification, network security protocols, and fiber splicing and connection information required for completion of this project. • Typical fiber termination and splice diagrams for all cross-connect, connection hubs, and signalized intersections on the communications network. • Tabulation of ITS and signal cabinets, detailing installed equipment and connections. • gbaSI will evaluate and recommend a specification for Layer II and Layer Ill field switches, as well as any other network communication devices or systems. These specifications will identify minimum operational standards and network capabilities of required devices. gbaSI will identify at least three (3) types of devices or system that meet the requirements of the Ames ITS Program. Communications & Technology by Design TASK 4 -PHASE 1 PS&E DOCUMENTS The ENGINEER shall design and prepare plans, special provision, and estimate (PS&E) documents for the deployment of Phase 1 upgrades for purposes of public bidding. It is understood that the project will utilize funding from the Iowa DOT Iowa Clean Air Attainment Program (ICAAP), will require Iowa DOT letting, development of Iowa DOT special provisions, and plan set review by Iowa DOT. It is understood that this scope of services applies to Phase 1 design documents. Additional network improvement phases are anticipated to be added to this project as amendment(s) to this agreement TASK 4.1 -Preliminary (60%) Phase 1 Construction Plans The ENGINEER shall design and prepare 1" =40' scale I color preliminary Phase 1 - Plans for the project associated intersections and network topology update areas. The preliminary plans shall include title sheet, general notes sheet, layout sheets, fiber/communication topology details, and detail sheets. The layout sheets shall include approximate existing locations of communication pull boxes/handholes, controller cabinets, and conduit runs. The traffic signal plans shall be based upon aerial imagery and right-of-way/parcel boundary shapefiles provided by the CITY. The ENGINEER shall coordinate with the CITY to obtain the aerial base mapping, right-of-way/parcel boundary, and fiber conduit routing shapefiles. The proposed Phase 1 plan design shall be based upon the following assumptions: • Conduit installations shall be installed within existing right-of-way/parcel boundary lines. The traffic signal system interconnect conduitlhandhole layout will be cognizant of existing right-of-way/parcel boundary lines and all efforts will be made to design improvements within existing boundary lines if possible. It is not anticipated that right-of-way and/or temporary easement acquisitions will be necessary as part of the project; however, if found to be necessary as part of the design process, can be added as an amendment to this Scope of Services. • Boundary, topographic, legal, or property survey services are not included in this scope of services. • Existing traffic signal poles, traffic signal cabinet foundations, and power services at the project intersection locations to remain as constructed. • Existing traffic signal system and adjacent signal wiring "home-run" handhole in the current locations will be utilized (as feasible). o Existing traffic signal cabinet & controller will be replaced o New Layer 2 ethernet switch will be installed in each cabinet o New fiber terminations enclosure/panel(s) will be installed in each cabinet and fiber terminations completed • At project intersection locations where a dedicated interconnect pull box adjacent to the traffic signal cabinet does not exist, a new dedicated interconnect pull box will be installed. • Where necessary, existing mid-block interconnect pull boxes will be upgraded to new larger boxes to accommodate slack fiber. Communications & Technology by Design • Existing traffic signal related cabling/wiring, conduits, handholes will be utilized (as feasible). • New conduit may be required to be installed across roadway approaches and existing curb returns and sidewalk ramps may be impacted and need to be repaired. Bid items will be used for discretionary concrete bid items for sidewalk repair. This Scope of Services does not include the design of sidewalk ramp replacement sheets. • New stock equipment will be used for proposed equipment. • The ENGINEER shall develop the necessary splice diagrams for the in-field splice enclosures associated with Phase 1 activities. The ENGINEER shall include the developed splice enclosure diagrams for inclusion within the Plans, Specifications, and Estimate (PS&E) document for the Contractor to make necessary in-field splices within the splice enclosures. The ENGINEER shall prepare the project special provisions for the Phase 1 plans. The special provisions shall adhere to the Iowa DOT standard specifications, particularly Section 2525, Traffic Signalization. Specifications are subject to the non-proprietary requirements associated with federal and state funding. The ENGINEER shall prepare "Public Interest Findings" (PI F) memorandum for any City of Ames specified proprietary equipment as necessary. Coordination Meetings: • The ENGINEER shall coordinate and facilitate two (2) meetings, involving two (2) representatives of the ENGINEER, to coordinate the Preliminary (60%) Phase 1 Plans. Task 4.2-Utility Coordination & Permitting The ENGINEER shall submit preliminary documents to the CITY and affected utility companies for review and comment. The ENGINEER shall submit design request inquires through 1-800 One-Call to prepare a list of affected utility companies in the areas of construction. The ENGINEER shall coordinate utility relocation for conflicts with the project. The ENGINEER shall keep a record/log of all communication and coordination efforts and provide the record/log to the CITY at the preconstruction conference. As requested by the CITY, the ENGINEER shall participate in special fiber utility coordination meetings for the purposes of this project. The CITY shall complete and submit all applicable project permit applications including necessary permits to be submitted with any and all utility companies. It is anticipated that the ENGINEER will assist the CITY with the development and coordination of the Iowa DOT Work Within Right-of-Way permit. The City shall be responsible for any and all costs and permits required by the railroad and associated right or ways. The ENGINEER will assist with permit applications and coordination as needed. Communications & Technology bv Design Coordination Meetings: 11 The ENGINEER shall coordinate and facilitate two (2) meetings, involving two (2) representatives of the ENGINEER, for utility coordination. TASK 4.3-Phase 1 Check Plans (100% Unsigned) The ENGINEER shall prepare Check Plans for submittal to the CITY and Iowa DOT for review. Check Plans shall include: • A Sheets o Title sheet 11 C Sheets o Estimated quantities tabulations, estimate reference notes, o Communications/Fiber Details 11 J Sheets o Traffic control sheet • N Sheets o General notes sheet, o Layout sheet, o Detail sheets, and o Specific quantities sheets. • U Sheets o Fiber optic termination and splice diagrams (diagrams to be provided to the awarded Contractor) The ENGINEER shall revise the project special provisions as prepared as part of the preliminary design, as necessary. The ENGINEER shall develop an engineer's opinion of probable construction cost for the Phase 1 -ITS Integration deployment and will prepare the Traffic Signalization bill of materials form. Coordination Meetings: • The ENGINEER shall coordinate and facilitate one (1) meeting, involving two (2) representatives of the ENGINEER, to coordinate Check Plans development. • The ENGINEER shall coordinate and facilitate one (1) meeting, involving two (2) representatives of the ENGINEER, to review Iowa DOT review comments with the Iowa DOT and CITY. TASK 4.4-Phase 1 Final Plans (1 00% Signed) The ENGINEER shall incorporate CITY and Iowa DOT review comments into the plans, estimates and special provisions; and provide signed and sealed documents to the CITY and Iowa DOT Contracts Review and for bidding purposes. TASK 4.5 -Phase 1 Front End Documents Communications & Technology by Design The CITY shall coordinate with the Iowa DOT to prepare the front-end contractual documents and specifications as part of the Iowa DOT's bidding process. The Iowa DOT shall let the project through the Iowa DOT's bid letting system. A letting date of November 16. 2021 is anticipated. Task 4 Deliverables Design and planning efforts completed as part of Task 4 will result in the following deliverables to City: 0 Preliminary (60%) Plans, color PDF format 0 Check Plans, color PDF format • Final Plans, color PDF format • Special Provisions • Opinion of Probable Construction Cost Proposed Design and Bidding Schedule Anticipated 60% Schedule: • March 2021 -May 2021 Anticipated ROW Plan Schedule: • March 2021 -May 2021 Anticipated Utility Coordination and Permitting Schedule: • March 2021 -May 2021 Anticipated Schedule: • May 2021 -July 2021 (July 13, 2021 Check Plan Submittal Date to Iowa DOT) Anticipated Schedule: • July 2021 -August 2021 (August 24, 2021 Final Plans Submittal Date to Iowa DOT) Anticipated Bidding Schedule: • August 2021 -November 2021 • Letting Date of November 21, 2021 TASK 5.0 -PHASE 1 CONSTRUCTION PERIOD SERVICES & INTEGRATION ASSISTANCE While not specifically included in the preliminary budget developed as part of the Ames Traffic Signal Master Plan, management of the installation and integration of the communication network devices, and overall construction activities, is critical for the successful deployment of the Phase 1 improvements. Our team has all the expertise and skill required to assist the City at any requested level during the construction period. Following are the detailed tasks that the ENGINEER proposes to provide to the City as Communications & Technology bv Design part of this overall project. The proposed construction period and integration tasks listed following can be reviewed and tailored to meet the specific needs of the City. The ENGINEER shall provide support to the LPA (e.g. the CITY) construction and integration assistance personnel on an as-requested basis. Support may include response to Contractor Requests for Information (RFI) such as providing clarification of design intent when issues cannot be readily resolved from the plans and providing background calculations. TASK 5.1 -Pre-Letting Support The ENGINEER shall provide responses to pre-letting questions about the plans and specifications from the LPA, the Iowa DOT, and contractors bidding the project. The ENGINEER shall review the material submittals for traffic signal improvements, communication equipment, and fiber optic network related materials and equipment for acceptability and will note any observed discrepancies with the Phase 1 project specifications. TASK 5.2 Periodic Construction Period Services The Engineer shall assist the LPA representative with administering the terms of the construction contract between LPA and their Contractor. The ENGINEER will assist the LPA and will endeavor to protect the LPA against defects and deficiencies in workmanship and materials in work by the Contractor. The ENGINEER will complete required tasks and work with LPA and construction personnel to verify reasonable conformity to plans and specifications. Work items to be completed as part of this task include: • Make site visits at intervals appropriate to the stage of construction, or as otherwise agreed to in writing by the LPA and the ENGINEER in order to observe the Contractor's progress and quality of work, and to determine if the work conforms to the contract documents. It is contemplated that survey staking and layout will be accomplished by the contractor's forces. • Review shop drawings submitted by the Contractor for the limited purpose of checking for conformance with the design concept and the information shown in the Construction Documents. One (1) review will be provided as part of this contract, multiple reviews will be considered additional services. • Make recommendations to the LPA regarding work not conforming to the project documents. • Prepare a maximum of three (3) change orders documents for issuance by the LPA as necessary so proper approvals are made prior to work being performed. • Review materials, review material certifications furnished by Contractor. Keep and maintain project files of the contractor's certifications of materials incorporated into Communications & Technology by Design the project. The LPA will approve all materials certifications prior to their incorporation into the project. ~~ Coordinate with the LPA's material testing contractor. Independent assurance samples and tests may be performed by Iowa DOT personnel and such sampling and testing is excluded from the work to be performed by the LPA under this contract. • Assist the LPA by witnessing testing of the fiber optic cable on the first day of testing to observe if the contactor is following testing procedures that are in accordance with project specifications and industry standards, and that testing equipment is calibrated and configured to provide accurate testing results. The ENGINEER shall advise the CITY of fiber testing results and advise the CITY of any issues or concerns. ~~ Complete periodic field reviews of temporary traffic control measures, including obtaining traffic control plans from contractor prior to actual construction activities. • Be present, if requested by the LPA, in field during critical construction operations, including but not limited to the following: o excavation and backfilling o checking of reinforcing steel prior to concrete placement o concrete batching and pouring. 11 The ENGINEER is not expected to be present full time during the installation of conduit, pull boxes, and cable. ENGINEER will field review work completed for workmanship and to verify quantities on an appropriate basis. Periodic checks will be completed for fiber installation and modifications during key construction elements • Final Installation checks will be completed for traffic signal improvements and fiber optic communications network installation 11 Respond to contractor RFI's TASK 5.3 -GIS and As-Builts The ENGINEER will develop As-built Plans for the fiber optic network and ITS device deployment portion of the project based on contractor supplied information as well as ENGINEER collected data. As construction work is completed, field reviews will be completed and plans updated to represent as-built conditions. As-built plans will be submitted in pdf plan sheets. The ENGINEER shall also provide GIS mapping updates of City fiber optic network. This includes GPS locating of Interconnect Handholes, conduit paths, fiber cable fiber counts, signal cabinet locations, photos of cabinets and handholes, and a detailed fiber termination and splicing diagram at each splice and termination point. TASK 5.4 -OTDR Reviews The ENGINEER shall review submitted fiber optic testing results (Optical Time Domain Reflectometer (OTDR) reports) for compliance to project specifications and advise the LPA of issues or concerns. The Contractor shall provide the reports in the native OTDR Communications & Technology by Design software format along with a temporary user license to the software that allows the ENGINEER to view and analyze these results. TASK 5.5-COMMUNICATION NETWORK OPERATIONS AND MANAGEMENT The ENGINEER will monitor and maintain the communication device configurations and logical network framework, completing both routine and emergency maintenance activities as needed for the duration of this project. Network issues will be addressed by the ENGINEER if configuration or programming can correct, or corrective measures will be coordinated with a City hired contractor to address any physical network issues that are identified or that occur. The ENGINEER will manage and update the communication architectural design and exhibits throughout the Phase 1 construction period of the project to ensure that as each sub-system comes online, they are compatible with future CITY deployments and all improvements or network changes are documented. TASK 5.6 -INTEGRATION & ACCEPTANCE TESTING To ensure acceptable network installation and operation, the ENGINEER will develop an Integration & Acceptance Testing Plan, detailed in the subtasks below. At a high level, systems are comprised of subsystems which are comprised of individual components or units. In order to have a fully functional and integrated system, thorough testing at each level (subsystem and unit) is required . ./ Unit testing is defined as the testing of individual system components (e.g., Ethernet switch, signal controller, and CCTV) to ensure they operate correctly . ./ Subsystem testing is defined as the testing of collections of units which have been integrated into subsystems. For example, the communications subsystem is comprised of Ethernet switches in the field and fiber optic and copper cables connecting them to both other devices in the field and to switches and routers at the Hub . ./ Functional System testing is defined as the testing of interactions between subsystems to ensure the overall project requirements are met. ./ Reliability testing is defined as the testing of systems to verify that functions demonstrated operate reliably in ongoing usage. Integration & Acceptance Testing Plan. Successful execution of the resulting detailed Testing Plan will ensure the complete end-to-end testing of the signal system and lead to a system that properly operates to meet the needs and requirements of the region. The ENGINEER's network engineers and technicians understand that the responsibility for the proper operation of Ames communication network system rests with gbaSI, the project integrator. To support this project, the ENGINEER team proposes the establishment of a bench testing facility (BTF) utilizing gbaSI office space. This facility will be a defined space to test new systems proposed for the City of Ames. As each new device, new subsystem, or major upgrade is proposed for installation in the field, the component would be Communications & Technology by Design integrated into the BTF to demonstrate proper functioning in the Ames network. The BTF would also support isolation of faults and confirmation of proper component configuration. Functional Testing. Upon confirmation that all Unit and Subsystem Tests were successfully completed and that installation of signals in a group or phase have been completed to the satisfaction of the installation contractor, the ENGINEER will execute the functional tests of this subsystem of signals. The ENGINEER will document the testing in a report that summarizes the overall results and highlighting the general conclusions of the testing. Reliability Testing. Following completion of the functional testing, the system will enter a period of reliability testing. Reliability tests will continue for a period of 30 consecutive days without major system failure or extensive component or subsystem failure. While the focus of reliability testing is the signals included in the current phase, reliability testing is inclusive of any other network connections. The reliability testing primarily consists of monitoring behavior of the system in routing operation, but any unit, subsystem, or functional test can be repeated as determined necessary by the integrator. Task 5.6 Deliverables: • System Test Plan for each corridor of construction phase • Functional Test Results for each corridor or construction phase • Reliability Test Results for each corridor or construction phase TASK 5.7-Project Documentation Final project documentation will be provided by the ENGINEER to City staff as required. • Assist with the resolution of project related issues in the field or escalate to the next level of management if issue cannot be resolved on a timely basis • Review and approve project submittals (as required) • Provide timely processing of project related documents • Submit final project documents and assist with project closeout documentation TASK 6-TRAINING ASSISTANCE (OPTIONAL SERVICE) The proposed City traffic signal and communication system is designed to be continually expanding and allow new equipment to be installed as part of the existing Phase 1 construction project and future deployments. It is critical that all new devices are properly integrated into the system and verified as operational. The ENGINEER will provide training and operational assistance to the City to ensure the proper setup and use of the system in general, and to maximize the benefit of the proposed improvements. The ENGINEER will provide training on the following topics: • Communication Network Management and Operations • Traffic Signal and ITS Devices -configuration and programing o Layer II Switches o Layer Ill Switches Communications & Technology by Design o Security Appliances (if required) o Comm System Monitoring (SNMPc) setup and use • ATMS configuration and setup assistance " GIS Input and Database Management • Customized Training Programs upon request Communications & Technology by Design SECTION 3 FEE PROPOSAL Attached as a separate document in a sealed envelope. • Tasks 1-4 are the Required Services for the Phase 1 project that meets the specific requirements of the RFP published by the City. • While not specifically included in the preliminary budget developed as part of the Ames Traffic Signal Master Plan, Task 5-the management of the installation and integration of the communication network devices, and overall construction activities, is critical for the successful deployment of the Phase 1 improvements. As such, we have included the expected costs for these services in our proposal. Please note that the proposed construction period and integration tasks listed in Task 5 above can be tailored and budgeted to meet the specific needs of the City. • Task 6 includes optional training services the Engineer team can provide to the City to ensure the City Traffic and technical staffs utilizes the Phase 1 improvements, and future phases of the Ames ITS Program, at their highest capacity. Communications & Technology by Design c i r EXHIBIT B STANDARD HOURLY RATES Employment Classification President I Director of Operations Senior Associate Associate Project Manager Director of Business Development Senior System Integrator System Integrator I System Integrator II System Integrator Ill Technical Services Manager Senior Communications Technician Communications Design Tech I Communications Design Tech II Product Development Tech I Product Development Tech II Research & Development Intern Technical Services Intern Level 1 IMSA I Safety I Maintenance Trainer Level 2 Comm I Networks Trainer (CCNDICCNPICCNA) Level 3 Certified Engineer Trainer Expenses Personal and Company Vehicles Reimbursable expenses (printing and plotting, long distance telephone, travel, per diem, etc.) incurred will be charged at cost plus 10% to cover administrative overhead, unless otherwise stipulated by contract. Effective Dates: September 26, 2020 to September 24, 2021 Hourly Rate $ 300.00 $ 245.00 $ 215.00 $ 155.00 $ 160.00 $ 180.00 $ 165.00 $ 150.00 $ 135.00 $ 155.00 $ 145.00 $ 125.00 $ 95.00 $ 90.00 $ 75.00 $ 50.00 $ 90.00 $ 150.00 $ 160.00 $ 180.00 $0.56 per mile YOI062021 Mileage Rate Decrease Professional Services Principal Senior Professional Professional Junior Professional Senior Technician Technician Senior Field Personnel Field Personnel Junior Field Personnel Administrative Coordinator Administrative Corporate Admin Operators/Interns Reimbursable Expenses HR GREEN Billing Rate Schedule Effective January 1, 2021 Billing Rate Range $215-$310 $195-$300 $125-$200 $85-$145 $120-$160 $75-$130 $140-$205 $90-$170 $75-$100 $70-$115 $65-$100 $80-$150 $50-$120 1. All materials and supplies used in the performance of work on this project will be billed at cost plus 10%. 2. Auto mileage will be charged per the standard mileage reimbursement rate established by the Internal Revenue Service. Survey and construction vehicle mileage will be charged on the basis of $0.85 per mile or $65.00 per day. 3. Charges for sub-consultants will be billed at their invoice cost plus 15%. 4. A rate of $6.00 will be charged per HR Green labor hour for a technology and communication fee. 5. All other direct expenses will be invoiced at cost plus 10%. TOTAL TOTAL LABOR DIRECT TASK TASK/ SUBTASK COSTS EXPENSES FEE 1. Project Management $19,390.00 $2,850.00 $22,240.00 2. Systems Engineering Review $19,850.00 $0.00 $19,850.00 3. Communication Network Arrchitectural Design $21,240.00 $0.00 $21,240.00 4. Phase 1 PS&E Documents $62,520.00 $0.00 $62,520.00 5. Phase 1 Construction Period Service & Integration Assistance (Note 1) $51,200.00 $0.00 $51,200.00 Sub-Total: Tasks 1-5 $174,200.00 $2,850.00 $177,050.00 6. Training Assistance (Optional Service-Note 2) $15,690.00 $1,000.00 $16,690.00 Sub-Total: Optional Task 6 $15,690.00 $1,000.00 $16,690.00 OVERALL PROJECT TOTAL $193,740.00 Note 1: While not specifically included in the preliminary budget developed as part of the Ames Traffic Signal Master Plan, Task 5 the management of the installation and integration of the communication network devices, and overall construction activities, is critical for the successful deployment of the Phase 1 improvements. As such, we have included the expected costs for these services in our proposal. Please note that the proposed construction period and integration tasks listed in Task 5 above can be tailored and budgeted to meet the specific needs of the City. Note 2: Task 6 includes optional training services the Engineer team can provide to the City to ensure the City Traffic and technical staffs utilizes the Phase 1 improvements, and future phases of the Ames ITS Program, at their highest capacity. e-;;_:l CERTIFICATE OF LIABILITY INSURANCE 911512021 r o;~;~;~;;o~1 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUE ROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Lockton Companies 444 W. 47th Street, Suite 900 Kansas City MO 64112-1906 (816) 960-9000 INSURED 1402002 GBA SYSTEMS INTEGRATORS, LLC 1701 RIVER DR, SUITE 100 MOLINE 1L 61265 CONTACT NAME: PHONE (NC.No, g,t): c~MAIL jl_l:l_(JJ.l§L __ = ~;~~~~~~~S) AFFORDING COVERAGE . - --~--.. -f -----~~- ~~~URER A: TwinCityFirelnsuranc;eCotnpany --~-I 29459 INSURER a, Hartford Underwriters Insurance Cot_!lPanv J 30104 INSUf<_E.Rc_: Iravelet~ Prorr~ty (asu;;lt);r ns~~ance Co-~-~--~--36161 INSURER D , 1 Iartford Cas_[j~lty}J1~U_J'anc~ C_otnpany ! 29424 INSURER E, INSURER F: COVERAGES CERTIFICATE NUMBER: 173%75>1 REVISION NUMBER: xxxxxxx THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ·ilis-Fr---· ADDL susR~ · roLicY EFF : PoucY exP 1 ~ --"----~-~ -----~~-~-- L TR · TYPE OF INSURANCE IN~!l, WVD POLICY NUMBER (MMIDD/YYYY) i (MMIDDIYYYY) -------~----...L:CIM.:::IT-.,-S _______ ~I B ,.'\_[ c9_MMERCIALGENE~~LLIABILITY N N 37UEAQI0398 9/15/2020 19/15/2021 ! EACHOCCURRENCE \ S 1.000,000 CLAIMS-MADE i xl OCCUR ~~~~~~~I?E~~~r.;,~noe\ iS 300,000 , MED -;;; ;;n;~~;;~;~o~;-l-si 0.0QQ GEI<l AGGREGATE LIMIT APPLIES PER: ... '" : PRO'--~--· POLICY X -' JECT X. LOC OTHER; A i AUTOMOBILE LIABILITY X ANYAUTO ~ OWNED ,- AUTOS ONLY 1 : ~: HIRED AUTOS ONLY .... SCHEDULED AUTOS NON-OWNED AUTOS ONLY N C i UMBRELLA LIAS 1 OCCUR N X i EXCESS LIAS I CLAIMS~MADE rt OED I x" i RETEM11QI<l-~1 ltifir)"O"----------- ! WORKERS COMPENSATION D \AND EMPLOYERS' LIABILITY y 1 N iANY PROPRIETOR/PARTNER/EXECUTIVE ~ l OFFICER/MEMBER EXCLUDED? ~~ N I A. i (Mandatory In NH) ~g~s~~r~ff~~ ~'}?~PERATIONS below N N 37UEAQI0525 ZUP-5IN20560-20-NF 37WEAQI0524 . -· ·-·-·······-· ··-·· --·-·------·····-···-·-··-······-···--t--·-·-·--·--*·--~----------------- PERSONAL & ADV INJURY i $ ( ,0Q0,000 _QENERAL AGGf<_~_sJATE -~-'-~,Q!_)_()))QQ_ ____ - PRODUCTS-COMPIOP AGG I $ 2.000.000 ·····-··········~·--~---·--~-,$ ····-~~-----~----~- 911512020 i 9/15/2021 fe~~~~d~~1 f1 NGLE LIMIT \ $ 1,000,000 BODIL~~NJU",Y_(Per_l'ers()n) __ :_$ _X:X.X)(XX)( : 9/15/2020 9115/2021 9/15/2020 9115/202 I BODILY INJURY (Per accident)! $ XXX XX XX ~i~?:~~~~~~tif.iAGE-~=] $ X~X.-0:XXX-== 1 $ xxxxxxx EACH OCCURRENCE AGGREGATE . --~-9,QQQ,QQQ s 9,000,000 :$ xxxxxxx ; . x_,_~f~:nn:E; L Lg;H~_, ___ ~ ---~-__ __ E.L. EACH ACCIDENT 1$ ] ,000,000 _ _E',L""I)I§E_i\SE:_E,", E_~P~()'(~_Ei §.J ,Q_o_Q ,Q()Q . E L, DISEASE-POLICY LIMIT I s I 000 000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attach ad if more space is required) 3/3/2021 CERTIFICATE HOLDER CANCELLATION 17395754 CITY OF AMES SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE CITY HALL THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 515 CLARK AVENUE ACCORDANCE WITH THE POLICY PROVISIONS. AMES lA 50010 AUTHORIZED REPRESENTATIV(?i I' Mj,~~ '' I f/-vA1 J 1 © 1988-~015, ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD ACORD® CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIDD/YYYY) ~ 03/02/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER 1-866-574-6282 CONTACT Monica Wilks NAME: Holmes Murphy & Associates, LLC _wg,NJo Exll: 816 -- FAX -·----~----- 857-7820 (AJC, No): -E-MAIL mwilks@holmesmurphy.com 1828 Walnut Sreet ADDRESS: ------- Suite 700 INSURER(S) AFFORDING COVERAGE ____ NAICII___ Kansas City, MO 64108 INSURER A: XL SPECIALTY INS CO ]37885 1----------------------------·---------------------------------·---··--------- INSURED ~URER E3_:____ _ ________ _________ , __ -----------~-------- GBA Systems Integrators, LLC I ~SURER£_:___ _____________ --------------------------i 1701 River Dr., Suite 100 -INSURER D: ---------· ---------·---·------------ INSURER E: _____ , _______ Moline, IL 61265 INSURER F: I COVERAGES CERTIFICATE NUMBER· 61562269 REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE COMMERCIAL GENERAL LIABILITY I CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: --: POLICY r . ~~8-r ~~ LOC i OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY : SCHEDULED _._.AUTOS NON-OWNED AUTOS ONLY UMBRELLA LIAB 1 I OCCUR IADDL·SUBR 1 INSDi WVD i i i -; EXCESS LIAB --~ CLAIMS-MAD_IO_i --!-------1 -- 1! '1 OED ' RETENTION $ 1 WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANYPROPRIETORIPARTNERIEXECUTIVE ; OFFICER/MEMBER EXCLUDED? i (Mandatory in NH) ; If yes, describe under 'DESCRIPTION OF OPERATIONS below . i YIN ' 1 D:N/A 1 POLICY NUMBER A !Professional Liability 'DPR9966168 LIMITS : ! I EACH OCCURRENCE j $ ~D~A~M~A~G~E~T~O~R~E~N~T~ED~--Ti~-------- ! i I I I ! I ' ! I I I i 1 PREMISES (Ea occurrencel____!_ __________ _ ' MED EXP (Any one person) I $ ~="'-'"--'-'"-"--'-"-'=~--"----------- : PERSONAL & ADV INJURY i $ i GENERALAGGREGATE ! S ! PRODUCTS -COMP/OP AGG : $ ~~~~---------- $ lli~~~~~d~~triNGLE LIMIT 1 $ i BODILY INJURY (Per person) j $ ---1 --------- '. BODILY INJURY (Per accident) 1 1 S 1 PROPERTY DAMAGE _. ,._(P-"'er,_,a,c"'cid""e"-'n'Ltl _________ ' _s __________ _ ·S ~E~A~C~H~O~C~C~U~R~RE~N~,C~E~-~1 ~$ _______ _ i AGGREGATE 1$ I $ 1 E.L. EACH ACCIDENT S i E.L DISEASE-EA EMPLOYEE! S 1 1 E.L. DISEASE-POLICY LIMIT $ 1 09/15/20 ! 09/15/21 i Each Claim ! 5, 000,000 1 1 I Annl Aggr 10,000,000 ! j . i i DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER City of Ames, Iowa City Hall 515 Clark Avenue Ames, IA 50010 ACORD 25 (2016/03) mwilksks 61562269 w~ CWahn.- 3!3!2o21 CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE USA ~-~ © 1988-2015 ACORD CORPORATION. All nghts reserved. The ACORD name and logo are registered marks of ACORD Communications & Technology by Design KC | 9801 Renner Boulevard Lenexa, Kansas 66219 Illinois | 1701 River Drive, Suite 100 Moline, Illinois 61265 email | solutions@gbaSI.com AMES ATMS ITS DESIGN AMENDMENT #1 SCOPE OF SERVICES All task items defined in the Ames ATMS ITS Design Project shall apply to the addition of Phase #2. Intersections Included in Phase #1: 1. S Duff & Airport Rd 2. S Duff & Hwy 30 N Ramp 3. S Duff & S 16th 4. S Duff & Chestnut 5. S Duff & Walmart 6. S Duff & 5th 7. S Duff & 3rd 8. S Duff & Crystal 9. S Duff & Hwy 30 S Ramp 10. Duff & Lincoln Way 11. Duff & Main 12. Duff & 6th 13. Duff & 9th 14. Duff & 11th 15. Duff & 13th 16. E 13th & Dayton Intersections being added as part of Phase #2: 1. Lincoln Way & Dayton Ave 2. Lincoln Way & Kellogg 3. Lincoln Way & Clark 4. Lincoln Way & Grand 5. Lincoln Way & Elm 6. Lincoln Way & Hazel 7. Lincoln Way & University 8. University & S 4th 9. University & 16th 10. University & Mortensen 11. University & Hwy 30 N Ramp 12. University & Hwy 30 S Ramp 13. Grand Ave & 6th 14. 6th & Clark Page |2 Communications & Technology by Design Map of Phase 1 & Phase 2: Amended Proposed Design and Bidding Schedule: Stakeholder Meetings: • March 2021 – April 16, 2021 Network Design: • March 2021 – June 14, 2021 60% PS&E Schedule: • June 14, 2021 – October 8, 2021 ROW Plans Schedule: • June 14,2021 – October 8, 2021 Utility Coordination & Permitting Schedule: • September 2021 – December 2021 Check Plans Schedule: • October 8, 2021 – December 7, 2021 Final Design Plans Schedule: • December 7, 2021 – January 18, 2022 Bidding Schedule: • February 2022 – April 2022 • Letting Date – April 19, 2022 Page |3 Communications & Technology by Design Additional Compensation: Phase 1: $193,740.00 – Current compensation under contract Phase 2: $203,625.00 – Additional compensation for Phase 2 Total: 397,365.00 – Combined compensation for Phase 1 & Phase 2 See below for combined Phase 1 & Phase 2 cost breakdown. TOTAL TOTAL LABOR DIRECT TASK TASK / SUBTASK COSTS EXPENSES FEE 1. Project Management $54,280.00 $7,400.00 $61,680.00 2. Systems Engineering Review $24,170.00 $0.00 $24,170.00 3. Communication Network Arrchitectural Design $42,480.00 $0.00 $42,480.00 4. Phase 1 & 2 PS&E Documents $142,305.00 $0.00 $142,305.00 5. Phase 1 & 2 Construction Period Service & Integration Assistance (Note 1)$110,040.00 $0.00 $110,040.00 Sub-Total: Tasks 1-5 $373,275.00 $7,400.00 $380,675.00 6. Training Assistance (Optional Service - Note 2)$15,690.00 $1,000.00 $16,690.00 Sub-Total: Optional Task 6 $15,690.00 $1,000.00 $16,690.00 OVERALL PROJECT TOTAL $397,365.00 Note 1: While not specifically included in the preliminary budget developed as part of the Ames Traffic Signal Master Plan, Task 5 – the management of the installation and integration of the communication network devices, and overall construction activities, is critical for the successful deployment of the Phase 1 improvements. As such, we have included the expected costs for these services in our proposal. Please note that the proposed construction period and integration tasks listed in Task 5 above can be tailored and budgeted to meet the specific needs of the City. Note 2: Task 6 includes optional training services the Engineer team can provide to the City to ensure the City Traffic and technical staffs utilizes the Phase 1 improvements, and future phases of the Ames ITS Program, at their highest capacity. ITEM # 20 DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: REQUEST TO WAIVE FORMAL BIDDING REQUIREMENTS AND AUTHORIZE PURCHASE OF PUBLIC SAFETY SOFTWARE MAINTENANCE FROM CENTRALSQUARE BACKGROUND: On June 14, 2005, the City entered into a 28E Agreement with Iowa State University and the Story County Sheriff’s Office supporting a joint computer network for public safety. This agreement included sharing of the network costs. The total cost associated with the operation of the network was approved by the City Council as part of the FY 2021/22 budget process and included $191,919.42 for existing CentralSquare software maintenance. As part of the 28E Agreement, the City is responsible for arranging and payment of software maintenance. This cost is later shared per terms of the agreement. There may be additional costs as applications are expanded. CentralSquare is the shared public safety software vendor for the Computer Aided Dispatch, Police Records, Investigations, Mobile, Jail, Internal Affairs, Phase II Wireless Call Mapping, NCIC/State Interface, and reporting applications. The City contracts with the vendor on an annual basis for maintenance services. CentralSquare is the sole provider of maintenance for these software applications. Included in this yearly maintenance is 24-hour programming support, software upgrades on all applications throughout the year, and eligibility to take part in the annual CentralSquare Users' Group meeting where software enhancements are requested and formalized for the next year. ALTERNATIVES: 1. a. Approve a waiver of formal bidding requirements. b. Authorize City staff to enter into FY 2021/22 software maintenance contracts with CentralSquare, Lake Mary, FL at a cost of $191,919.42. 2. Do not authorize continuing software maintenance contracts with CentralSquare. CITY MANAGER’S RECOMMENDED ACTION: CentralSquare is the sole provider of the maintenance services for the integrated public safety applications. The agreement for these applications includes software maintenance. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1a-b, as described above. ITEM # 21 DATE: 06/22/21 COUNCIL ACTION FORM SUBJECT: REQUEST TO WAIVE FORMAL BIDDING REQUIREMENTS AND AUTHORIZE PURCHASE OF FINANCIAL SOFTWARE HOSTING AND MAINTENANCE FROM CENTRALSQUARE BACKGROUND: CentralSquare is the City's software vendor for the integrated financial, payroll, utility billing, and parking citation management applications. For the past two decades, the City has contracted with the vendor on an annual basis for maintenance services. The approved FY 2021/2022 budget includes $161,000 to implement CentralSquare software and related hardware maintenance. The above table shows the substantial amount of current cost is devoted to on-premise hosting of this solution (the first four lines show a budgeted total of $25,000 per year and the last line shows wages of $30,500 per year). Twenty years ago, a substantial amount of City IT expertise was directed at the IBM OS solutions (IBM mainframe computer, then IBM iSeries computer). However, IBM OS solutions are now a much smaller fraction of the total servers implemented by the City: approximately 90% servers are Windows- based servers compared to the single IBM iSeries server (Linux/Unix servers are the remaining percentage). CentralSquare is offering a CentralSquare Solutions Agreement, a Software-As-A- Service (SaaS) agreement to host and provide software services to the City of Ames. This agreement would allow the City to leverage CentralSquare’s skills in managing the supporting hardware and software to implement CentralSquare software. Item Cost CentralSquare Software $97,265.25 CentralSquare Hosting $26,145.70 CentralSquare Hosting – Startup Fee $10,000.00 Total $133,410.95 Included in this agreement is 24-hour programming support, software upgrades on all applications throughout the year, and eligibility to take part in the annual CentralSquare Users' Group meeting where software enhancements are requested and formalized for the next year. As noted in the first table, budgeted wages of $30,500 are specifically dedicated to on- premise hosting of the IBM iSeries server using part-time employees. If Council approves this action, these employees will continue during the 3-month transition. Our intent is to then re-evaluate IT services and consider applying all or part of this savings to improving service related to our growing Windows applications instead of IBM iSeries applications. Any changes will be included as part of the FY 2022-23 budget process. CentralSquare is the sole SaaS provider for CentralSquare software applications. They have indicated that a migration to this SaaS solution will be a 3-month time frame. ALTERNATIVES: 1. Waive formal bidding requirements and authorize City staff to enter into FY 2021/2022 software maintenance contracts and SaaS hosting with CentralSquare at a cost of $133,410.95. 2. Do not authorize continuing software maintenance contracts and SaaS hosting with CentralSquare. MANAGER’S RECOMMENDED ACTION: CentralSquare is the sole provider for SaaS and maintenance services for the integrated financial, payroll, and utility billing. This agreement allows the City to better implement and support critical management software for the City. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, thereby waiving formal bidding requirements and authorizing City staff to enter into FY2021/2022 software maintenance contracts with CentralSquare at a cost of $133,410.95. ITEM # 22 DATE: 06/22/21 COUNCIL ACTION FORM SUBJECT: CONTRACT EXTENSION FOR WATER METERS AND RELATED ACCESSORIES BACKGROUND: On February 10, 2015, Itron, Inc. was awarded a one-year contract for the procurement of an Automatic Meter Reading (AMR) System which included both the Encoder/Receiver/Transmitters (or ERTs – the radio transmission component) and the actual water meter bodies (which are procured by Itron through Itron’s separate agreement with Badger Meter). That contract included up to four annual renewals, all of which were exercised by the City. The original contract expired on June 30, 2020. At that time, Council waived the competitive bidding requirements and awarded a one-year contract extension to Itron for FY 2020/21, based on negotiated pricing that included between a 1.0% to 1.5% increase (varying by meter size and type) from the prior year. Staff has again negotiated with Itron and obtained the following pricing commitments for a three-year contract extension: • Itron has agreed to maintain the current year prices for the ERTs for each of the next three years. • Itron offered the following terms for pricing the Badger meter bodies: o Pricing for FY 2021/22 that is an approximate 9% increase above current year pricing (varies slightly by meter size and style) o A 4% increase for FY 2022/23 o A 4% increase for FY 2023/24 The overall net price per meter/ERT combination will increase by approximately 3- 4% in FY 2021/22, since the meter body comprises only about 40% of the total purchase price. This percentage will vary by meter type and size. The second and third years would have a net increase of between 1.5% and 2%. Based on anticipated quantities to be purchased during the upcoming fiscal year, the first year of the contract extension will be in an amount not to exceed $458,300. Funding sources for the FY 2021/22 contract include $359,300 from the operating budget and $99,000 from the Capital Improvement Plan’s Advanced Metering Infrastructure Project. The adopted FY 2021/22 budget for this project is as follows. FY 2021/22 Operating Budget $359,300 FY 2021/22 CIP Budget $ 99,000 Total Available Budget $458,300 This contract extension is structured as a three-year term that will automatically renew unless either party gives a 90-day notice. This three-year agreement should bring the water utility very close to the completion of the AMR conversion project. ALTERNATIVES: 1. A. Waive the competitive bidding requirements for procuring water meters and radio ERTs and extend the single source contract to continue the replacement cycle. B. Approve extension to the contract with Itron, Inc. of Liberty Lake, WA, to furnish radio units, meters and related parts and services for the period of July 1, 2021, through June 30, 2024. The FY 2021/22 contract will be in a total amount not to exceed $458,300. 2. Do not extend the contract with Itron at this time, and direct staff to solicit pricing from additional meter manufacturers. This would negatively impact the water meter replacement program, the installation of meters for new construction, and the meter reading functions of the utility due to equipment incompatibilities and the inefficiencies associated with maintaining a spare parts inventory for multiple manufacturers. CITY MANAGER’S RECOMMENDED ACTION: The City has undertaken a multi-year project to install an AMR system using water meter reading equipment and meters provided by Itron, Inc. The original contract expired on June 30, 2020, and was extended by Council for an additional year, expiring on June 30, 2021. Staff has received a three-year pricing proposal from Itron that holds the ERT (radio) cost flat for three years and contains cost increases for the water meter bodies of 9%, 4%, and 4% respectively for the next three fiscal years. After evaluating the costs, staff has concluded that the contract extension would be in the best interest of the utility’s customers. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 1 ITEM # ___23__ DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: AWARD OF CONTRACT FOR CYRIDE AUTOMATIC PASSENGER COUNTERS (APCs) AND INDEPENDENT PROJECT EVALUATION BACKGROUND: Over the past year, the Transit Board approved submitting applications for two sources of federal funding to deploy Automatic Passenger Counters (APCs) in CyRide’s large-bus fleet. In January 2021, CyRide received $450,000 in federal Section 5312 Research Grant funding toward deploying APCs, supporting the installation of approximately 74 units. In March 2021, CyRide was awarded an additional $19,037 in federal funding through the Iowa Developmental Disabilities Council (IDDC) to equip the remaining four units in the large bus fleet. For the Research Grant, CyRide is required to conduct an independent evaluation of the project as part of the overall scope. However, the IDDC grant must be utilized by the end of September 30, 2021, and the evaluation will require a longer timeframe to complete. Therefore, the independent evaluation of the additional four APCs is planned to be funded with local dollars in order to meet the September deadline. The combined budget for the deployment of APCs and the independent project evaluation is shown below. Local funding for this grant was included in the FY 2021 Capital Improvement Plan. The Research Grant funding will not be available until CyRide receives formal concurrence to proceed from the Federal Transit Administration (FTA), which is anticipated within the next few weeks. Quantity of APC & Project Management Evaluation (Nelson\ Total Federal Local Grant (90%) 74 Units $458,715 $41,284 $500,000 $450,000 $50,000 IDDC Grant (75%) $25,383 $0 $25,383 $19,037 $6,346 TOTAL $484,098 $43,602 $527,701 $469,037 $58,664 As part of efforts to strengthen the Research Grant submission and increase the likelihood of award, CyRide identified GMV Syncromatics and Nelson\Nygaard as project partners for the APC project. CyRide already has 14 APCs integrated with GMV Syncromatics, 2 with live capacity information from that equipment reported to the MyRide and MyState apps, the CyRide web portal at mycyride.com, and internal reporting tools for use by CyRide staff. CyRide has also worked previously with Nelson\Nygaard, which helped design the current transit system. Per the grant approval, GMV Syncromatics would supply the APC hardware and manage the project installation, while Nelson\Nygaard would conduct the required independent project evaluation as required by the grant. Due to the close coordination required between the vehicle hardware, software, and passenger-facing interfaces, GMV Syncromatics is the only feasible integrator of the equipment for this project. The Research Grant funding is also contingent on award of contract to the named project partners as the grant was evaluated by FTA based on these named entities, collaboration strategies, and commitment of the partners within the application. After consultation with the Purchasing Division, staff is recommending to proceed with this project as a single-source procurement with GMV Syncromatics and Nelson\Nygaard. The Transit Board approved award of contract to GMV Syncromatics and Nelson\Nygaard in the total amount of $527,701 at their June 17, 2021 meeting. ALTERNATIVES: 1. A. Approve the single-source procurement of 78 automatic passenger counter units and their associated hardware to GMV Syncromatics of Los Angeles, California in the amount of $484,098. B. Approve the single-source procurement of an independent evaluation of the project to Nelson\Nygaard of Seattle, Washington for $43,602, subject to concurrence from the Federal Transit Administration. 2. Reject all proposals. CITY MANAGER’S RECOMMENDED ACTION: The addition of APCs will help improve public confidence in CyRide and help gather important information for future service planning. Single-source awards are appropriate given the circumstances of the funding and the relevant technical requirements. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. 1 ITEM # __24___ DATE 06-22-21 COUNCIL ACTION FORM SUBJECT: AWARD OF CONTRACT FOR CYRIDE INTERIOR LED BUS SIGNS BACKGROUND: CyRide receives Section 5310 grant funding sub-allocated from the Iowa Department of Transportation, which provides formula funding to improve the mobility of seniors and individuals with disabilities. In May 2020, the Transit Board authorized CyRide to submit a state grant application to the Iowa Department of Transportation, including a request for funding of interior LED bus signs. These signs will display information about upcoming bus stops, improving the ability of individuals with disabilities and the general public to orient themselves within the transit system. This signage supplements the audible announcement of upcoming stops already deployed throughout CyRide’s fleet. An example of this type of sign is shown below. From this grant request, CyRide was awarded $101,376 in federal funding for the LED sign project. This was provided at a federal share of 80%, requiring a local match of $25,344. Local funding for this project is programmed in the FY 2021 Capital Improvement Plan. In June 2019, the Transit Board approved entering into a contract with GMV Syncromatics of Los Angeles, California, to provide intelligent transportation systems (ITS) for CyRide. This contact included the option to purchase interior LED signs that integrate with other GMV Syncromatics technology already installed on the buses. Integration of the LED signs with the rest of the ITS system is crucial to maximize the information presented to passengers, reduce duplication of equipment, and minimize the likelihood of incompatibility. After consultation with the Purchasing Division, staff is recommending that this project be pursued as a single-source procurement. Due to the wide variety in fleet equipment at CyRide, the final number of LED signs to be installed is still being determined. Costs will be maintained within the project budget, listed below: Item Federal (80%) Local (20%) Total The Transit Board approved award of contract to GMV Syncromatics at its June 17, 2021 meeting. 2 ALTERNATIVES: 1. Waive the City’s purchasing policy requirements for formal bidding procedures and approve the single-source procurement of interior LED signs from GMV Syncromatics of Los Angeles, California, at a total not-to-exceed amount of $126,720. 2. Reject proposal. CITY MANAGER’S RECOMMENDED ACTION: Installing LED signs on CyRide buses will expand access for individuals with disabilities and help passengers better orient themselves while utilizing the system. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 1 ITEM # 25 DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: FLEET REPLACEMENT PROGRAM – POLICE HYBRID UTILITY VEHICLES BACKGROUND: The Police Department utilizes utility vehicles for patrol functions. These vehicles are required to operate in extreme conditions, including all weather types, high speeds, and under high electric operating loads that result in significant idle times. These vehicles typically accumulate over 125,000 miles of driving in less than a two-year period. In 2019, Fleet Services and the Police Department ordered six Ford Police Interceptor Hybrid Utility vehicles for patrol use. This was the first time that pursuit-rated hybrids were available. Therefore, it was proposed to test the capabilities of these six vehicles before proceeding with further purchases. Currently, there are two hybrids in service and there are no issues with the use of the vehicles. The switch to hybrids has provided several advantages. The hybrids attain approximately double the fuel economy of the non-hybrid vehicles (18 mpg vs 9 mpg). The hybrids also require only two oil changes per year, compared with 13 for non-hybrid police patrol vehicles. It is expected that these reduced preventative maintenance requirements will also result in fewer long-term maintenance issues. In addition, the carbon output with these hybrid vehicles also reduced from 55.5 metric tons of carbon per year to 23.4 metric tons per vehicle. The next step with the hybrids will be to see if there is the possibility of extending the service life of the units beyond the traditional timeframe of 125,000 miles. The reductions in fuel and maintenance observed with the initial testing indicates that the additional purchase cost of the hybrids will be recouped within the first year of use; any use of the vehicles beyond that period of time therefore results in a lifecycle cost savings to the Police Department. Funding for the purchase of three additional hybrid patrol vehicles is available from Fleet Replacement Funds in the amount of $423,941. Included in this amount is funding for the upfitting of the patrol vehicles with lights and equipment. This upfitting is estimated to cost approximately $10,000 per vehicle. An invitation to bid was sent out to dealers for three new patrol vehicles. On June 10, 2021, a bid was received from one dealer as follows: Bidder Price per Unit Total Ames Ford Lincoln $36,340.92 $109,022.76 2 Although only one bid was received through this solicitation, it is comparable to competitive bids received in previous purchases for Police interceptor utility vehicles with similar features. Therefore, City staff believes this bid is acceptable. ALTERNATIVES: 1. Approve and award this contract to Ames Ford Lincoln of Ames, Iowa, for three Ford Interceptor Hybrid Utilities for $109,022.76. 2. Reject award of bid. CITY MANAGER’S RECOMMENDED ACTION: These purchases are consistent with the use of patrol vehicles for the Police Department and the hybrids have shown exceptional savings in lifecycle cost and in a reduction of the City’s carbon footprint. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. ITEM # ___26__ DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: 750 KCMIL COPPER CABLE FOR THE ELECTRIC SERVICES DEPARTMENT BACKGROUND: This bid is for the purchase of 6,000 feet of 750 KCMIL copper cable to replenish inventory for the Electric Services Department. Cable of this type is kept on hand in order to ensure availability for the needs of the department. Typically, this cable is used to provide service for commercial and residential applications and is necessary to meet the anticipated needs of the Electric Services Department for new construction and maintenance projects. On June 2, 2021, an Invitation To Bid (ITB) was issued to 98 vendors. The ITB was advertised on the AmesBids webpage. On June 16, 2021, two bids were received as shown below: BIDDER TOTAL COST WESCO Distribution, Des Moines, IA $129,144.72 RESCO, Ankeny, IA $210,897.00 Graybar Electric, Des Moines, IA Non-Responsive *Price inclusive of 6% State of Iowa Sales Taxes Plus 1% Local Tax Staff reviewed the bids and concluded that the apparent low bid in the amount of $129,144.72 (inclusive of Iowa sales tax) submitted by Wesco Distribution, is acceptable. The non-responsive bidders took exception to the specifications and offered unacceptable manufacturers’ product per the specifications provided in the bid document. ALTERNATIVES: 1. Award a contract to Wesco Distribution, Des Moines, IA, for the purchase of Electric Services copper cable in accordance with bid in the amount of $129,144.72 (inclusive of Iowa sales tax). 2. Reject all bids and attempt to purchase copper cable on an as needed basis. MANAGER'S RECOMMENDED ACTION: It is important to purchase copper cable at the lowest possible cost with minimal risk to the City. It is also imperative to have aluminum cable available to meet department’s needs for commercial and residential application. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as stated above. ITEM#: 27 DATE: 6-22-21 COUNCIL ACTION FORM SUBJECT: FY 2020/21 AIRPORT IMPROVEMENTS PROGRAM (RUNWAY 01/19 AND TAXIWAY A LIGHTING PROJECT) BACKGROUND: On March 30, 2021, City Council approved the plans and specifications for the FY 2020/21 Airport Improvements Program project to replace the old Runway 01/19 and Taxiway A lighting (north end). The bid letting was set for 2:00 PM on April 21, 2021; the following bids were received: Bidder Base Bid Bid Alternate Total Bid Engineer Estimate $397,505.00 $80,680.00 $478,185.00 On April 27, 2021 the City Council awarded the Base Bid + Bid Alternate A to Voltmer, Inc. in the amount of $390,399.50 subject to FAA approval. Therefore, the Runway 01/19 and Taxiway A lighting construction costs plus design and construction administration ($99,900), and City administrative costs ($3,000) brings the estimated total budget to $493,299.50. Originally, Staff was planning for a 10% local match requirement for this project. The Federal Aviation Administration (FAA) has informed the City that they will fund 100% of this project. The grant agreement has been attached to this document. ALTERNATIVES: 1. A. Approve the grant agreement for 100% Federal Funding in the amount of $493,300.00 for the Runway 01/19 And Taxiway A Lighting Project. B. Approve the Contract and Bond with Voltmer, Inc.for the FY 2020/21 Airport Improvements Program (Runway 01/19 And Taxiway A Lighting Project). 2. Reject the Project. MANAGER’S RECOMMENDED ACTION: One of the primary goals of the Ames Municipal Airport is the safety of its users. By approving these plans and specifications, the City Council will ensure the continued high safety standards and quality of the facilities at our airport while leveraging federal funds. The FAA has approved the the 100% federal grant and project award. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as noted above. Smart Choice MEMO 515.239.5105 main fax To: Mayor and Members of the City Council From: City Clerk’s Office Date: June 22, 2021 Subject: Contract and Bond Approval There is/are no Council Action Form(s) for Item No(s). 27b, 28 and 29. Council approval of the contract and bond for this/these project(s) is simply fulfilling a State Code requirement. /alc 1 ITEM # ___30__ DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: POWER PLANT BOILER MAINTENANCE SERVICES – CONTRACT RENEWAL BACKGROUND: This contract consists of a variety of boiler and pressure vessel maintenance, including structural steel and pressure vessel repair. This contract consists of emergency service, as well as regularly planned repairs and planned services during scheduled outages. On June 11, 2019, Council awarded a contract to Plibrico Company LLC., Omaha, NE, for the Boiler Maintenance Services Contract for Power Plant. This contract included the option for the City to renew in one-year increments for up to four additional years. The period from July 1, 2021 through June 30, 2022, is the second of the four-renewal periods subject to Council approval of funding for the boiler maintenance services. The contract’s rate provision increases 3.3% which applies to Boilermakers, Millwrights and Steamfitters labor classifications. The FY 2021/2022 rates are shown on Attachment 1. The benefits of having a contract for these services in place include the following: 1) Consistency of work and quality from a single contractor. 2) Reduction in the City’s exposure to market forces regarding prices and availability for labor, travel, and supplies in preparation for a scheduled outage. 3) Rapid contractor mobilization to start emergency repairs, thus reducing generation downtime. 4) Saved City staff time obtaining quotes, evaluating bids and preparing specifications and other procurement documentation. The approved FY 2021/22 Power Plant operating budget for Electric Production includes $315,000 for this contract. Invoices will be based on contract rates for time and materials for services actually received. ALTERNATIVES: 1. a. Approve contract renewal with Plibrico Company LLC., Omaha, NE, for the Boiler Maintenance Services Contract for Power Plant for the one-year period from July 1, 2021, through June 30, 2022. b. Approve contract with Plibrico Company LLC of Nebraska and the 2 performance bond in the amount of $315,000. 2. Reject the renewal option and instruct staff to seek new competitive bids. CITY MANAGER'S RECOMMENDED ACTION: This work is necessary to ensure that a qualified professional firm will respond to both scheduled and emergency needs for boiler repair and maintenance and will also control costs by having established billing rates. Funds will be expended only as work is required and in accordance with approved invoices. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative #1 as stated above. Hourly Rate (ST)Hourly Rate (OT)Hourly Rate (DT) Journeyman $ 92.91 $ 138.48 $ 198.23 Foreman $ 97.39 $ 145.06 $ 206.91 General Foreman $ 100.36 $ 149.42 $ 212.66 Superintendent $ 107.86 $ 160.41 $ 227.15 Journeyman $ 93.28 $ 138.88 $ 198.65 Foreman $ 97.76 $ 145.46 $ 207.32 General Foreman $ 100.76 $ 149.84 $ 213.57 Superintendent $ 108.23 $ 160.81 $ 220.30 Hourly Rate (ST)Hourly Rate (OT)Hourly Rate (DT) Journeyman Foreman General Foreman Superintendent Journeyman Foreman General Foreman Superintendent Hourly Rate (ST)Hourly Rate (OT)Hourly Rate (DT) Journeyman $ 67.74 $ 88.89 $ 110.04 Foreman $ 69.26 $ 91.11 $ 112.96 General Foreman $ 72.32 $ 95.56 $ 118.81 Superintendent n/a n/a n/a Journeyman $ 67.74 $ 88.89 $ 110.04 Foreman $ 69.26 $ 91.11 $ 112.96 General Foreman $ 72.32 $ 95.56 $ 118.81 Superintendent n/a n/a n/a Hourly Rate (ST)Hourly Rate (OT)Hourly Rate (DT) Journeyman $ 79.49 $ 113.02 $ 146.51 Foreman $ 88.03 $ 125.50 $ 162.94 General Foreman $ 90.88 $ 129.66 $ 168.42 Superintendent n/a n/a n/a Journeyman $ 88.02 $ 125.48 $ 162.91 Foreman $ 97.49 $ 139.85 $ 181.82 General Foreman $ 101.14 $ 144.65 $ 188.15 Superintendent n/a n/a n/a Hourly Rate (ST)Hourly Rate (OT)Hourly Rate (DT) Journeyman $ 66.18 $ 86.74 $ 107.30 Foreman + 2 men $ 70.82 $ 93.48 $ 116.13 Foreman + 3 men $ 71.60 $ 94.60 $ 117.60 General Foreman $ 87.07 $ 117.06 $ 147.06 Hourly Rate (ST)Hourly Rate (OT)Hourly Rate (DT) Journeyman $ 47.50 $ 63.08 $ 78.66 Foreman $ 49.04 $ 65.33 $ 81.60 General Foreman $ 49.82 $ 65.45 $ 83.07 Day Shift See breakout of laborers below Night Shift Day Shift Night Shift Day Shift Night Shift Day Shift Night Shift Day/ Night Night Supervisors $125 per day Craft $75 per day Description Rate Travel & Mileage: Supervisor travel per Journeyman straight time rate Supervisor mileage $.75 per mile Craft travel only if applicable at craft; journeyman rate Craft mileage Boilermakers do not receive travel or mileage unless they are hauling tools or equipment to be used for maintenance contract services. All other crafts, if local (within 50 miles) do not receive travel or mileage. No craft receives mileage unless requested to haul tools or equipment in their Description Rate Deliveries: Description Rate MISC. Equipment & Tools Safety Equipment PROPOSED PRICE INCREASES FOR RENEWAL PERIODS required; cornerstone Insulation and Lagging if required; Hartford Steam OTHER Office in Omaha. NDE subcontractor if required. Emergency response 2-3 ITEM # ___31__ DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: CHEMICAL TREATMENT PROGRAM FOR POWER PLANT – CONTRACT RENEWAL BACKGROUND: This contract is for the chemicals and services for chemical treatment of the boilers, cooling tower, coal yard, and ash ponds at the Power Plant. The scope of work includes supplying a range of chemicals, technical expertise in boiler chemistry and analysis, the ability to train Power Plant staff in maintaining the system, and detailed monitoring and analysis of the boilers to insure they are safeguarded against damage. All of this is essential for the operation of the Power Plant. On April 29, 2020, Council awarded a contract to ChemTreat, Inc., Glen Allen, VA, for the Chemical Treatment Program for Power Plant. This contract included the option for the City to renew in one-year increments for up to four additional years. The period from July 1, 2021 through June 30, 2022, is the first of the four-renewal periods subject to Council approval of funding for the chemical treatment program. The proposed FY 2021/22 contract renewal with ChemTreat, Inc. includes unit price increases on the majority of chemicals supplied under this contract due to increases in raw material prices. There is a 0% increase on the chemicals utilized at the boiler, a 4.3% increase on the chemicals utilized in the cooling towers, and a 5.1% increase for cooling water treatment. It is expected that the overall impact of these increases will result in paying $9,393.41 more than the previous contract term. Electric Services staff reviewed the proposed increases and found them to be acceptable based on comparable market prices and considering the quality of service provided by this contractor during the past year of the contract period. The approved FY 2021/22 Electric Production operating budget includes $325,000 for the materials to be purchased under this contract. Payments will be based on unit prices bid and the chemicals and services actually delivered by the contractor and accepted by the Power Plant at a total cost not to exceed $325,000. ALTERNATIVES: 1. Approve the contract renewal with ChemTreat, Inc., Glen Allen, VA, for Chemical Treatment Program for the one-year period from July 1, 2021 through June 30, 2022 in an amount not-to-exceed $325,000. 2. Reject the renewal option and instruct staff to seek new competitive bids. CITY MANAGER'S RECOMMENDED ACTION: The quality of the chemicals and service that we receive under this contract is critical to optimal operation of the Power Plant. Competent treatment of the water in the boiler and cooling tower systems is essential to keeping the Plant in top operating condition. It is essential to receive chemicals and related treatment services for the Power Plant at the lowest possible cost consistent with the quality required to maintain Plant operations. It is also necessary to lock in prices and accountability with key contractors. By choosing Alternative No. 1, the Plant will be able to achieve these goals. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as stated above. Costs FY20-21 FY21-22 Boiler Water Neutralizing Amine BL1513 $5.45 $5.45 Oxygen Scavenger BL1283 $6.06 $6.06 TriSodium Phosphate BL145 (new)$5.69 $5.69 Monosodium Phosphate B144 $8.35 $8.35 Internal Dispersant BL1354 $2.28 $2.28 DiSodium Phosphate B142 (new)$9.00 $9.00 Cooling Towers Iron & Manganese Dispersant CL4075 $3.09 $3.20 3.56% Deposit Control Polymer CL4428 $2.05 $2.15 4.88% Bio-Dispersant CL450 $1.90 $2.00 5.26% Azole for Yellow Metals CL4126 $4.30 $4.45 3.49% Ash Treatment Calcium Dispersant CL4355 $1.19 $1.25 5.04% RO Pretreatment RO Dechlorination RL124 $1.35 n/a RO Dechlorination Pretreatment BL1254 replaces RL-124 $2.61 Acid for pH control in RO (NEW) $1.22 replaces old commodity sulfuric acid Cooling Water (closed loop) Corrosion Inhibitor CL2614 $3.75 $3.75 pH Buffer CL 6032 $1.57 $1.65 5.10% Other Costs Dechlorination of Tower Blowdown RL124 $1.35 $1.35 Request for Proposal #2020-098 Chemcial Treatment Program ITEM#: 32 DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: 2019/20 ASPH ALT STREET P AVEMENT IMPROVEMENTS – (14TH STREET AND 15TH STREET) – FINAL ACCEPTANCE BACKGROUND: This is the annual program for reconstruction or rehabilitation of asphalt streets that are typically located within residential neighborhoods. Rehabilitation of existing asphalt streets is possible where the base asphalt layer is solid, but the surface course has failed. Full-depth replacement of these streets is necessary in cases of structural pavement failure. This project was along 14th St (Duff Ave. to Burnett Ave.) and 15th St. (Duff Ave. to Clark Ave.). On May 12, 2020, City Council a warded the project to Manatt’s Inc., of Ames, Iowa, in the amount of $774,662.19. Change Order 1 was administratively approved by staff in the amount of $11,042.50. Change Order 2 was approved by City Council in the amount of $122,018.72. Change Order 3, a deduction in the amount of $23,000.78 was administratively approved by staff to reflect final measured quantities bringing the final construction cost to $884,722.63. Revenue and expenses associated with this program are estimated as follows: Available Revenue Estimated Expenses G.O. Bonds $1,000,000 2019/20 Storm Water Improvements $ 43,000 Construction $ 884,722.63 Engineering/Administration (Est.) $ 155,000.00 $1,043,000 $1,039,722.63 ALTERNATIVES: 1. Accept the 2019/20 Asphalt Street Pavement Improvements – (14th St and 15th St) project as completed by Manatt’s, Inc of Ames, Iowa in the amount of $884,722.63. 2. Direct staff to pursue modification to the project. MANAGER’S RECOMMENDED ACTION: The project has now been completed in accordance with the approved plans and specifications. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ITEM # ___33 __ DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: ACCEPT COMPLETION OF WATER PLANT TELEMETRY UPGRADES BACKGROUND: On June 25, 2019, City Council awarded a radio telemetry upgrade contract to Jetco, Inc. of Altoona, Iowa in the amount of $53,200. The contract upgraded some of the equipment used to communicate with our remote sites. This communication is crucial to monitoring, operating, and sustaining water treatment and distribution for our customers. Significant improvements have been realized because of this project. All work for this contract has been successfully completed as of May 25, 2021. An Engineer’s Statement of Completion has been filed with the City Clerk. The contract is now ready for Council’s final acceptance. ALTERNATIVES: 1. Accept final completion of radio telemetry upgrade contract in the amount of $53,200. 2. Do not accept final completion and provide direction to staff regarding steps needed to close out the contract. CITY MANAGER’S RECOMMENDED ACTION: The radio telemetry upgrade contract has been successfully completed in accordance with the City’s plans and specifications, and an Engineer’s Statement of Completion has been received. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 1 ITEM # _ _34_ DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: PLAT OF SURVEY (BOUNDARY LINE ADJUSTMENT) FOR 1604 TRUMAN DRIVE. BACKGROUND: The City’s subdivision regulations found in Chapter 23 of the Ames Municipal Code include the process for creating or modifying property boundaries and for determining if any improvements are required in conjunction with the platting of property. The regulations also describe the process for combining existing platted lots or conveyance parcels to create a parcel for development purposes. A plat of survey is allowed by Section 23.309 for the consolidation of conveyance parcels and for boundary line adjustments. The proposed plat of survey for property at 1604 Truman Drive (see Attachments B & C) is for a boundary line adjustment to consolidate Lot 5, Parkview Heights Subdivision 9th Addition and Lot A into a single parcel (Parcel A) in order to do an addition. A single-family detached dwelling is located on Lot 5. Lot A is currently vacant. Both lots were established in 1974 as part of the 9th Addition of Parkview Heights Subdivision. Lot A (25’ by 130’) was originally platted for use as a school driveway, but the school was never constructed. The owner of Lot 5 purchased Lot A from the City of Ames in 2018. The property owner plans to add a third attached garage stall to the house and needs to consolidate the two lots into a new parcel to obtain a building permit. A 10’ wide public utility easement exists along the south property line of the two lots. The new plat will not affect the easement. Minimum required building setbacks will apply to the garage addition. Approval of this plat of survey (Attachment C) will allow the applicant to prepare the official plat of survey and submit it to the Planning and Housing Director for review. The Director will sign the plat of survey confirming that it fully conforms to all conditions of approval. The prepared plat of survey may then be signed by the surveyor, who will submit it for recording in the office of the Story County Recorder. ALTERNATIVES: 1. Approve the plat of survey consistent with the standards of Chapter 23 for approval of a boundary line adjustment. 2. Deny the proposed plat of survey if the City Council finds that the requirements for plats of survey for design and improvements, as described in Section 23.308, have not been satisfied. 2 3. Refer this back to staff and/or the property owner for additional information. CITY MANAGER'S RECOMMENDED ACTION: Staff has determined that the proposed plat of survey satisfies all Subdivision Code requirements and has made a preliminary decision of approval. Creating “Parcel A” consolidates Lot A and Lot 5 as a boundary line adjustment into a single Parcel A. Approval of the plat will enable the issuance of a building permit for the construction of a third attached garage stall. No conflict exists with the existing Residential Low-Density (RL) zoning standards and the proposed boundary line adjustment. Therefore, it is the recommendation of the City Manager that the City Council accept Alternative #1, thereby adopting the resolution approving the proposed plat of survey. 3 ADDENDUM PLAT OF SURVEY FOR 1604 TRUMAN DRIVE Application for a proposed plat of survey has been submitted for: Conveyance parcel (per Section 23.307) Boundary line adjustment (per Section 23.309) Re-plat to correct error (per Section 23.310) Auditor’s plat (per Code of Iowa Section 354.15) Property Owner(s) & Site Location: Owner(s): Marvin and Donna Orth Existing Street Address: 1604 Truman Drive Assessor’s Parcel #: 05-27-375-175 Survey Description: Survey Description - Parcel A Lot 5 and Lot A in Ninth Addition of Parkview Heights Subdivision in the City of Ames, Story County, Iowa, all together being more particularly described as follows: Beginning at the Northwest Corner of said Lot 5; thence N89°35'57"E, 104.99 feet to the Northeast Corner of said Lot A; thence S00°25'06"E, 130.10 feet to the Southeast Corner thereof; thence S89°37'50"W, 105.04 feet to the Southwest Corner of said Lot 5; thence N00°23'49"W, 130.04 feet to the point of beginning, containing 0.31 acres. Public Improvements: The preliminary decision of the Planning Director finds that approval requires all public improvements associated with and required for the proposed plat of survey be: Installed prior to creation and recordation of the official plat of survey and prior to issuance of zoning or building permits. Delayed, subject to an improvement guarantee as described in Section 23.409. Not Applicable. (No additional improvements are required.) Note: The official plat of survey is not recognized as a binding plat of survey for permitting purposes until a copy of the signed and recorded plat of survey is filed with the Ames City Clerk’s office and a digital image in Adobe PDF format has been submitted to the Planning & Housing Department. 4 Attachment A - Location Map 5 Attachment B – Sketch of Existing Lots 6 Attachment C - Plat of Survey 1 ITEM # ___35__ DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: PLAT OF SURVEY FOR 100 S. 16TH STREET (CONVEYANCE PARCEL) BACKGROUND: The City’s subdivision regulations in Chapter 23 of the Ames Municipal Code include a process for creating or modifying property boundaries and for determining if any improvements are required in conjunction with the platting of property. The regulations also describe the process for combining existing platted lots or platting conveyance parcels to create a parcel for development purposes. This proposed Plat of Survey for Parcel ‘S’ is to plat a conforming conveyance parcel described as an existing tract in the Northeast Quarter of the Northwest Quarter of Section 14, Township 83 North, Range 24 West of the 5th P.M., City of Ames, Story County, Iowa, as described in a Warranty Deed filed as Inst. No. 2017- 05232, addressed as 100 S. 16th Street. Unless this parcel is platted, no development can occur on it. The property was originally created by deed in 1967 and was not part of a subdivision. This parcel includes approximately 109,266.43 square feet and is zoned Highway Oriented Commercial (HOC). The site is currently vacant as all structures have been demolished in preparation for new development on the site with a bank and commercial uses. The Plat of Survey was reviewed to ensure that the proposed lot dimensions for Parcel ‘S’ comply with the requirements found in the zone development standards for HOC. The property meets frontage and size requirements. All new construction will be subject to current zoning standards for setbacks and coverage. As a Conveyance Parcel, the City requires certain public improvements with the approval of the Plat of Survey, in this case sidewalks. The property has frontage along the City’s planned S. 16th Street improvement project. The City plans to install a sidewalk along the north boundary of the site upon the relocation of the electric poles to the south. As a City Capital Improvement Project, the property owner has not been required to make sidewalk improvements along its north boundary. The east boundary is DOT right-of-way and a sidewalk is not planned or permitted to be built along the east property line and therefore the property owner has no responsibility for a sidewalk along the east property line. The west property line is S. Kellogg Avenue frontage, and it does require sidewalk improvements to be installed by the property owner. Due to the conditions of timing with the City project and the planned construction of the new commercial building this summer on this site, the Public Works Director is recommending a deferral of the sidewalk installation on the S. Kellogg frontage by the property owner for up to three years or until occupancy of a building on the site, whichever occurs first. This 2 length of deferral would be consistent with standards of Chapter 23. The deferral would allow for the applicant to file cash security for the Kellogg sidewalk consistent with the Chapter 5 Building Code and Chapter 22 Right-of Way Infrastructure Required provisions of the Municipal Code. Approval of this Plat of Survey (Attachment C) will allow the applicant to prepare the official Plat of Survey and submit it to the Planning and Housing Director for review. The Director will sign the Plat of Survey confirming that it fully conforms to all conditions of approval. The prepared Plat of Survey may then be signed by the surveyor, who will submit it for recording in the office of the County Recorder. Once it is recorded, the property owner can proceed with obtaining building and zoning permits. ALTERNATIVES: 1. Approve the Plat of Survey and defer sidewalk improvements required along the S. Kellogg Avenue frontage for up to three-years or until occupancy of a building on the site, whichever occurs first. 2. Do not approve the Plat of Survey. 3. Refer the application back to staff and/or the owner for additional information. CITY MANAGER'S RECOMMENDED ACTION: The conveyance parcel process was established in 2009 to create a means for property owners to bring parcels of land into compliance with the City’s permitting processes. The goal was to establish usable and buildable parcels with a recorded survey in order to have measurable property lines. Approving this proposed Plat of Survey will recognize the current parcel as a legal lot for permitting purposes. Approving the Plat of Survey as a conveyance parcel will not exempt the parcel from meeting zoning development standards for future development, such as setbacks and lot coverage. Staff has determined that the proposed Plat of Survey satisfies all Subdivision Code requirements and has made a preliminary decision of approval. Parcel ‘S’ conforms to the underlying zoning standards for lot requirements. The requirements for public improvements are described above along with a request for a deferral of the S. Kellogg Avenue sidewalk installation consistent with the standards of Chapter 23. Due to the conditions of timing with the City project and the planned construction of the new commercial building this summer on this site, staff is recommending a deferral of the sidewalk installation on the S. Kellogg frontage by the property owner for up to three years or until occupancy of a building on the site, whichever occurs first. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative #1, as described above. 3 ADDENDUM PLAT OF SURVEY FOR 100 S. 16th STREET Application for a proposed Plat of Survey has been submitted for: Conveyance parcel (per Section 23.307) Boundary line adjustment (per Section 23.309) Re-plat to correct error (per Section 23.311) Auditor’s plat (per Code of Iowa Section 354.15) Owners: Northwest Bank Existing Street Address: 213 Duff Avenue, Ste 3; Ames, IA 50010 Assessor’s Parcel #: 09-14-126-010 Legal Description: PARCEL ‘S’ DESCRIPTION: I An existing tract in the Northeast Quarter of the Northwest Quarter of Section 14, Township 83 North, Range 24 West of the 5th P.M., City of Ames, Story County, Iowa, as described in a Warranty Deed filed at Inst. No. 2017-05232 and being more currently described as follows: Commencing at the North Quarter Corner of said Section 14; thence N89°50'04"W, 614.83 feet along the north line of said Section 14; thence S00°06'21"E, 40 .00 feet to the south right of way line of S. 16th Street, and the point of beginning; thence S89°50'04"E, 500.41 feet along said line to the westerly right of way line of South Duff Avenue; thence southerly, 34.23 feet along a curve having a radius of 63.00 feet, concave northeasterly, a central angle of 31°07'50" and being subtended by a chord which bears S23°21'26"E, 33.81 feet to a point of reverse curvature; thence southerly, 79.95 feet along a curve having a radius of 118.00 feet, concave southwesterly, a central angle of 38°49'12' and being subtended by a chord which bears S19°30'45"E, 78.43 feet; thence S00°06'09"E, 99.41 feet, parallel with and 75.00 feet West of the east line of said Northwest Quarter to the Northeast Corner of Lot 2 in Link Subdivision, City of Ames, Iowa; thence S89°53'51"W, 539.80 feet along the north line thereof to the Northwest Corner of said Lot 2; thence N00°06'21"W, 206.79 feet to the point of beginning, containing 2.51 acres. Public Improvements: The preliminary decision of the Planning Director finds that approval requires all public improvements associated with and required for the proposed plat of survey be: Installed prior to creation and recordation of the official plat of survey and prior to issuance of zoning or building permits. Delayed, subject to an improvement guarantee as described in Section 23.409. Not Applicable. (no additional improvements required) Note: The official Plat of Survey is not recognized as a binding Plat of Survey for permitting purposes until a copy of the signed and recorded Plat of Survey is filed with the Ames City Clerk’s office and a digital image in Adobe PDF format has been submitted to the Planning & Housing Department. 4 Attachment A - Location Map 5 Attachment B - Existing Conditions 6 Attachment C - Proposed Plat of Survey 1 ITEM #: __36__ DATE:_06-22-21 COUNCIL ACTION FORM SUBJECT: INTIATION OF APPLICATION FOR VOLUNTARY ANNEXATION OF LAND LOCATED ALONG NORTH 500TH AVENUE NORTH OF LINCOLN WAY BACKGROUND: An application for 100% voluntary annexation has been filed on behalf of the property owners of land located along North 500th Avenue just north of the Sunset Ridge Subdivision. The subject property is located in unincorporated Story County on 28.43 acres of land immediately north of the Sunset Ridge subdivision in west Ames. (Attachment A) The land is owned by the Fen & Shu Huang Revocable Trust and Daisy Chuen Yuan Soong and is under contract to sell the property to the Hunziker Development Group. The property owner is being represented by Justin Dodge of Hunziker Development Group, LLC. The majority of the property is currently in agricultural production. The Ames Urban Fringe Plan identifies the area as Urban Residential consistent with its Land Use Policy Plan designation as the Southwest Growth Area. (Attachment B) The Urban Residential classification is applied to land that is anticipated to be annexed and developed to urban standards with village of traditional residential development. The land is also identified as Tier 1 land by the Plan 2040 growth scenarios as a readily serviceable property for development. The property has 111 feet of frontage along North 500th Avenue, which is a paved county road. Additionally, Wilder Avenue and Ellston Avenue located inside the city and within the Sunset Ridge Subdivision are stubbed for future access to the property. The developer intends to develop single-family detached homes on this property within the next two years. Staff has not reviewed any preliminary subdivision plans for the site. A very small portion of the east edge of the subject property is within the area designated by the Federal Emergency Management Agency flood map as having a one percent likelihood of flooding in any given year. If annexed, that portion of the property would be designated as a Floodplain Fringe Overlay district in Chapter 9 of the Ames Municipal Code and development would need to follow all the procedures and standards of that ordinance. The proposed application is for 100% voluntary annexation that does not include any non- consenting property, will not create any jurisdictional islands, and is not located within two miles of another municipal jurisdiction. The property is 28.43 acres, not including right-of- way. However, the property has four abutting property owners to the east, west, and north (six parcels total) that are in Story County. Three properties to the west could be 2 included as an 80/20 annexation to create uniform boundaries along North 500th Avenue. The other three properties could only be included in the annexation if they were consenting landowners. If City Council decided to pursue and 80/20 annexation, an additional total of 5.68 acres (An equivalent of 20% of the land total in the voluntary annexation) could be annexed as non-consenting. The three neighboring properties to the west along North 500th Avenue total approximately 4.6 acres and could be included in an 80/20 to help create a more uniform boundary along North 500th Avenue. Staff has not gauged the interest of any of the neighboring property owners to be included in the annexation request. Staff could reach out to the four owners at this time and send out letters to neighboring properties abutting this site outside to inform them of the request and to gauge their interest in being included in the annexation. (Attachment C) ALTERNATIVES: 1. Accept the Application for 100% Voluntary Annexation for only the property in the request and direct staff to initiate the process of annexation. (Applicant’s Request) 2. Accept the Application for Voluntary Annexation and direct staff to initiate the process of annexation for an 80/20 annexation process to annex two abutting properties along North 500th Avenue. 3. Defer taking action regarding the Application for Voluntary Annexation and direct staff to send a letter out to the four owners of abutting properties to gauge interest in being included in the annexation. Staff would return to Council later this summer to receive direction regarding the scope of the annexation. 4. Decline to initiate the requested annexation. CITY MANAGER’S RECOMMENDED ACTION: Staff has not reviewed development concepts from the property owner for this site, but believes that the site is readily developable for single-family homes based upon the current LUPP and Plan 2040 evaluations of this area. A trunk line sewer extension from Clear Creek to the west property line may potentially be needed to support future annexation to the west. At this time, staff prefers to learn more from the neighboring property owner interests to determine if they desire to voluntarily annex into the city or what concerns exist for them to consider doing so. This will provide staff a greater understanding of the potential for annexation beyond the property in this application to help create more uniform boundaries. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 3, as described above. 3 Attachment A- Location Map 4 Attachment B- LUPP Designation ITEM#: 37 DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: PRAIRIE VIEW INDUSTRIAL CENTER UTILITY EXTENSION PROJECT (EAST INDUSTRIAL AREA UTILITIES) BACKGROUND: The Prairie View Industrial Center (East Industrial) Utility Extension Project consists of the extension of water and sanitary sewer mains to the recently annexed area east of Interstate 35 (I-35). Plans include water main and a gravity sewer main between I-35 and Potter Ave (formerly 590th), a force sewer main from Teller Ave (formerly 580th) to west of Freel Drive, and a sewer lift station. Most of this new area to be served by City utilities east of I-35 has been certified by the Iowa Economic Development Authority as the Prairie View Industrial Center. After the project was previously bid (low bid $7,098,946) and rejected in Spring 2020, City staff in partnership with Ames Chamber of Commerce & Economic Development staff applied for a federal economic development grant toward this project. The grant was successfully received in the amount of $1,500,000 from Department of Commerce Economic Development Administration (EDA) and approved by City Council on April 27, 2021. Stanley Consultants prepared updated plans and specifications, meeting EDA requirements, with a Base Bid (EDA grant eligible portion) to include all sanitary sewer force main, lift station plus gravity sewer and water main to Teller Avenue (580th) and an add alternate (Alternate 1) to extend water and sanitary sewer to Potter Avenue (590th). Stanley’s estimated cost for the Base Bid was $5,247,855 and $1,242,625 for Add Alternate 1, for total estimated construction costs of $6,490,480. Plan revisions/updates made by Stanley included creating a base bid with the add alternate package, adding existing pavement information for contractors’ information, adding temporary construction areas, and providing for a longer project completion timeframe (substantial completion by May 13, 2022 and final completion by June 30, 2022). A deduct alternate (Alternate 2) was added by addendum during the bidding period where the contractor could identify how much they would be willing to deduct from the contract to extend the completion date to December 31, 2022. Engineering and administration to complete the project are estimated in the amount of $225,000. Funding for this project includes $4,300,000 in G.O. Bond revenue included in the Capital Improvements Plan and $1,500,000 from the EDA grant, resulting in total available funding of $5,800,000. On June 9, 2021, bids for the project were received as follows: Bidder Base Bid (To 580th) Alt. 1 (580th to 590th) (Extended Completion Base + Alt. 1 (to 590th) Engineer’s Estimate $5,247,855.00 $1,242,625.00 -- $6,490,480.00 Keller Excavating 6,168,791.40 1,609,072.50 0.00 7,777,863.90 Hentges & Sons 6,750.000.00 1,361,110.00 (22,222) 8,111,110.00 On Track 8,416,517.00 2,140,119.00 (100,000) 10,556,636.00 ANALYSIS OF BIDS: Staff has analyzed the bids and consulted with other professionals regarding the current bidding environment. The current bidding environment is very difficult due to material shortages, supply chain delays, and workforce issues caused by COVID- 19. It is anticipated that the bid prices next year will be similar to this year. However, in two years prices may normalize after the material suppliers and product manufacturers are able to catch back up with normal production. Additionally, the portion of the project between 580th and 590th is less technically challenging than the base bid project. The bidding environment may be more competitive for a standalone project to install the utilities between 580th and 590th Avenue at a later date. Therefore, staff is recommending that the project award be only for the base bid that extends infrastructure through 580th. The remaining extension to 590th would be bid at a later date. In consultation with the Ames Chamber of Commerce and the Ames Economic Development Commission leaders, awarding the base bid to 580th will meet the needs of development projects currently being pursued. AVAILABILITY OF ADDITIONAL FEDERAL FUNDS: The $5,800,000 in planned funding for this project is short of the $6,168,791.40 bid submitted by the low base bidder, Keller Excavating. In addition to the base construction bid, funds are also required to cover the engineering/administration and contingency expenses for the project. The City was recently notified that over $14 million will be received through the American Rescue Plan Act (ARP) Coronavirus State and Local Fiscal Recovery Funds. This Act provides funding to local agencies to cover revenue losses that occurred due to the COVID-19 pandemic. Any remaining funds may be used for investments in water, sewer, and broadband infrastructure. The ARP interim final rule provides governments with wide latitude to identify investments in water and sewer infrastructure that are of the highest priority for their communities. These rules align eligible uses with the types and categories of projects that would be eligible to receive financial assistance through the EPA’s Clean Water State Revolving Fund (CWSRF) or Drinking Water State Revolving Fund (DWSRF). These EPA programs include extension of water and sewer that facilitates likely development. A preliminary review indicates that of the total $14 million expected from the ARP, approximately $3 million will be available to backfill lost revenues, leaving approximately $11 million for water and sewer infrastructure investments. A project budget indicating the originally planned funding sources and amounts and all available ARP funds is shown below: To complete the extension of utilities to 590th (Base bid + Alt. 1), $2,591,756.90 of the anticipated $11M in available ARP funds would be required to supplement the $4.3M G.O. Bond funding and $1.5M EDA grant. To complete the base bid alone (utilities to 580th), $900,000 of the anticipated $11M in available ARP funds would be required to supplement the $4.3M G.O. Bond funding and $1.5M EDA grant. City staff had previously identified G.O. Bond savings from other projects that could potentially be used to address a shortfall with this East Industrial Utilities project. Regardless of whether utilities are extended to 580th or to 590th, staff proposes keeping those G.O. Bond savings available for other important projects and utilizing the ARP funds as the supplemental source for this project. Staff will work to prioritize the use of the remaining ARP funds and will present recommended projects for City Council’s consideration in early Fall 2021. Avail. Funding (I-35 to 580th) Alt. 1 th G.O. Bonds $ 4,300,000 $4,300,000 $4,300,000 EDA Grant 1,500,000 $1,500,000 $1,500,000 Subtotal Original Funding $ 5,800,000 Supplemental Funding Available from American Rescue Plan $11,000,000 TOTAL EXPENDITURES: TOTAL $16,800,000 $6,700,000.00 $8,391,756.90 ALTERNATIVES: 1. a. Accept the report of bids for the Prairie View Industrial Center Utility project. b. Approve the final plans and specifications for this project. c. Authorize the use of $900,000 from ARP funds for this project. d. Award the Base Bid to Keller Excavating of Boone, Iowa, in the amount of $6,168,791.40, contingent upon acceptance by EDA. This alternative will construct utilities to 580th (Teller) Avenue. 2. Approve Alternative #1 as described above, but authorize staff to use $900,000 from G.O. Bond savings as the supplemental funding source in lieu of using any ARP funds for this project. This alternative will construct utilities to 580th (Teller) Avenue. 3. a. Accept the report of bids for the Prairie View Industrial Center Utility project. b. Approve the final plans and specifications for this project. c. Authorize an additional $2,591,756.90 from ARP funds for this project. d. Award the Base Bid and Alternative 1 to Keller Excavating of Boone, Iowa, in the amount of $7,777,863.90, contingent upon acceptance by EDA. This alternative will construct utilities to 590th (Potter) Avenue. 3. Award the contract to one of the other bidders. 4. Do not proceed with this project. CITY MANAGER’S RECOMMENDED ACTION: The policy questions before the City Council are: 1) Whether to extend the water and sewer utilities to 580th Avenue or to 590th Avenue at this time, and 2) How much, if any, of the anticipated ARP funding should be used to cover the shortfall in the project budget? Traditionally, staff would recommend completing a project all under one contract and not phasing the construction over time. This is typically done to avoid potentially higher total costs resulting from demobilizing and remobilizing at the project site and to avoid subjecting the second phase to the risk of cost increases. The current bidding environment is very difficult due to material shortages, supply chain delays, and workforce issues resulting from COVID-19. Staff believes a more favorable bidding environment will exist within the next two years which would result in a lower cost to extend the utilities to 590th in the future. It would be possible to use a portion of the ARP monies to fund any or all of the $8,391,756.90 needed to fund the water and sewer extensions to 590th. However, staff believes more time is needed to identify and prioritize the water and sewer projects that should be financed with this new source of revenue before obligating a major portion of this new revenue source to this project. In order to proceed with the utility extensions to 580th, staff recommends utilizing a small portion of the ARP allotment, $900,000, which also allows for a project contingency. This strategy will preserve the bulk of this new federal funding for other infrastructure projects. This approach does not prevent the City from utilizing ARP funds for the utility extensions to 590th at a later date if it is determined to be the best option to complete that portion of the project. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as noted above. ITEM#: 38 DATE: 06-22-21 COUNCIL ACTION FORM SUBJECT: 2018/2019 MAIN STREET PAVERS (BURNETT – KELLOGG) BACKGROUND: This project replaces the pavers that were installed with the Main Street Reconstruction project in 1999. At that time, the pavers were an aesthetic upgrade to traditional concrete sidewalks. Over time, the pavers have proven to be difficult to maintain and crews spend a considerable amount of time to level or replace pavers. Additionally, ice control chemicals applied by adjacent businesses have led to accelerated deterioration of the pavers. Also, the original pavers are not produced anymore. This project is second phase of the Main Street Paver Replacement program, which is from Burnett Avenue to Duff Avenue. Due to the deteriorated condition of the concrete base under the existing pavers that was found in the first phase of the project, staff has prepared plans and specifications that include the replacement of this concrete base layer. The project base bid and alternates are as follows: • Base Bid – Main Street (Burnett Avenue to Kellogg Avenue) • Alternate 1 – Main Street (Kellogg Avenue to Douglas Avenue) • Alternate 2 – Main Street (Douglas Avenue to Duff Avenue) • Alternate 3 – Main Street paver material only (Kellogg Avenue to Douglas Avenue) • Alternate 4 – Main Street paver material only (Douglas Avenue to Duff Avenue) On June 16, 2021, the bids for the project were received as follows: Bidder Base Bid Alt. 1 Alt. 2 Alt. 3 Alt. 4 Engineer’s Est. $226,750 $270,988.00 $127,550.00 $75,411 $34,335 Con-Struct $234,950 $285,891.00 $133,669.00 $89,775 $43,600 The table below indicates estimated expenses and funding sources: Amount Avail. Est. Expenses 2020/21 Main Street Pavers (Remaining Funding) $125,123 2021/22 Main Street Pavers 191,000 2021/22 Right of Way Appearance Enhancement 60,000 2018/19 Main Street Pavers (Burnett to Kellogg) (as bid) $234,245 2018/19 Main Street Pavers Alternate 3 (as bid) 89,775 2018/19 Main Street Pavers Alternate 4 (as bid) 43,600 Engineering/Contract Admin 5,000 TOTAL $376,123 $372,620 Based upon the bids received and available funding, it is recommended to award the base bid along with Alternates 3 and 4. This will allow for paver replacement between Burnett Avenue and Kellogg Avenue and will also procure the paver materials for the final two phases of work between Kellogg Avenue and Duff Avenue. By procuring the remaining pavers, the City will ensure all pavers are made at the same time which will provide color uniformity and protect from future material price increases. The paver materials will be stored and protected at the Public Works maintenance facility. The remaining installation work will be brought back to City Council in the proposed FY 2022 - 2027 Capital Improvements Plan. ALTERNATIVES: 1. a. Accept the report of bids for the 2018/19 Main Street Pavers (Burnett to Kellogg). b. Approve the final plans and specifications for this project. c. Award the 2018/19 Main Street Pavers (Burnett to Kellogg) project Base Bid and Alternates 3 and 4 to Con-Struct, Inc of Ames, IA, in the amount of $367,620.00. 2. Do not approve this project. CITY MANAGER’S RECOMMENDED ACTION: As evidenced by past practice, the adjacent property/business owners have applied excessive de-icing chemicals that have accelerated the deterioration of the pavers. Removal and replacement are necessary to ensure the sidewalks are safe for pedestrian usage and to enhance the visual aesthetic along the Main Street corridor. Staff will carry out educational efforts to promote voluntary compliance in reducing the de-icing chemicals. If this education proves ineffective, the City Council might consider an ordinance that regulates the amount of chemicals that can be used on this surface. Approving this project will allow work to continue to progress along the Main Street corridor. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as noted above. 1 ITEM # ___39 __ DATE 06-22-21 COUNCIL ACTION FORM SUBJECT: REQUEST FROM INTERSTATE POWER AND LIGHT COMPANY TO OBTAIN AN UNDERGROUND GAS PIPELINE EASEMENT BACKGROUND: City staff has received a request from Interstate Power and Light Company (IPL), an Iowa Corporation, for a permanent easement on City property at the southeast corner of 13th St. and Maxwell Avenue, adjacent the Ames Municipal Cemetery. The easement would allow for the placement of a new underground gas pipeline. The easement would be 3 feet x 40 feet in size (see map below), extending from the right of way at the intersection of E. 13th Street and Maxwell Streets, south for 40 feet along the east side of Maxwell Street. The easement area is approximately 120 square feet (SF) in size and is currently maintained by City staff as part of Cemetery maintenance. The City does not have any structures or trees in the area described. Given the minimal impact the proposed easement is expected to have upon the City, the easement would be granted for $1 in consideration. The City Attorney’s Office has worked with IPL to prepare the easement documents (Attachment A) and IPL has agreed to the language in the easement. In addition to providing the easement, the following conditions are included: 2 • The City agrees to not construct or place any buildings, structures, or other similar obstructions within the easement area • IPL may enter the easement area for the purpose of making surveys • The City grants IPL the right of ingress and egress • IPL shall indemnify and hold harmless the City of Ames, its officers, employees, and agents from any claims, liabilities, damages, fines and/or expenses arising from the gas pipeline within the easement area • IPL shall not assign its interest in this easement without the written consent of the City ALTERNATIVES: 1. Approve granting a 3 foot x 40 foot easement to Interstate Power and Light Company for an underground gas pipeline from the right of way at the intersection of E. 13th Street and Maxwell Streets, south for 40 feet along the east side of Maxwell Street. 2. Do not approve granting the requested easement. 3. Refer this request back to staff for further information. CITY MANAGER’S RECOMMENDED ACTION: In preparation for the reconstruction of E. 13th Street, IPL is using the opportunity to install a new natural gas pipeline. The proposed easement area does not prohibit any City maintenance activities and staff is not proposing adding any structures, trees or other vegetation in the area. City staff views the granting of this easement as causing minimal disruption to City operations. Therefore, it is the City Manager’s recommendation that the City Council approve Alternative No.1, as stated above. ECRM263562 Rev. 2 01/13 Page 1 Prepared by: Mary Montgomery – Interstate Power and Light Company - PO Box 351, Cedar Rapids, Iowa 52406 (319) 786-4768 Return To: Mary Montgomery – Interstate Power and Light Company - PO Box 351, Cedar Rapids, Iowa 52406 (319) 786-4768 SPACE ABOVE THIS LINE FOR RECORDER UNDERGROUND GAS PIPELINE EASEMENT (IPL as Grantee) For and in consideration of the sum of One Dollar ($1.00) and other valuable consideration, the receipt of which is hereby acknowledged, The City of Ames, Iowa (“Grantor(s)”), ADDRESS PO Box 811 Ames, Iowa 50010-0811 do(es) hereby warrant and convey unto Interstate Power and Light Company, an Iowa Corporation, its successor and assigns, (“Grantee”), a perpetual easement with the right, privilege and authority to construct, reconstruct, maintain, operate, repair, patrol and remove a pipeline or lines for the transportation and distribution of gas, steam and other substances, consisting of necessary fixtures, equipment and for communication and electrical controls, including the necessary appurtenances under the ground used or useful for all Corporate purposes, together with the power to extend to any other party the right to use, jointly with the Grantee and pursuant to the provisions hereof, upon, under, the following described lands located in the County of Story, and the State of Iowa: See Attached Exhibit A, Page 4 together with all the rights and privileges for the full enjoyment or use thereof for the aforesaid purpose. Grantor(s) agrees that it will not construct or place any buildings, structures, or other similar obstructions on the property described above. Grantee, its contractor or agent, may enter said premises for the purpose of making surveys immediately upon the execution of this easement. The Grantor(s) also grants to the Grantee the right of ingress and egress to said line or lines, under lands now owned by the Grantor(s), for the purpose of constructing, reconstructing, maintaining, operating, patrolling, repairing and removing said line or lines, and the Grantee agrees to pay to the Grantor(s) or its tenants all damages done to the lands, including crops, field tiles, terraces, fences, equipment or livestock of the Grantor(s) or its tenants, by the Grantee or its employees while constructing, reconstructing, patrolling or repairing said line or lines. Grantee shall indemnify and hold harmless the City of Ames, its officers, employees, and agents from any claims, liabilities, damages, fines and/or expenses arising from the gas pipeline within the Easement Area or the use of the Easement Area by the Grantee, or from any acts or omissions of Grantee or Grantee’s officers, employees or agents. Grantee shall further indemnify and hold harmless the City of Ames from any tort arising from the acts or omissions of the Grantee or its officers, employees or agents. Grantee shall be responsible for inspecting, maintaining and repairing the gas pipeline, and shall promptly repair and restore any damage done to the Easement Area at Grantee’s sole expense. Grantee shall not assign its interest in this Easement without the written consent of the City of Ames. ECRM263562 Rev. 2 01/13 Page 2 Signed this day of , 2021. GRANTOR(S) The City of Ames, Iowa By: John A. Haila, Mayor Attest by: Diane R. Voss, City Clerk STATE OF IOWA, COUNTY OF STORY, SS.: This instrument was acknowledged before me on ________________________, by John A. Haila and Diane R. Voss, as Mayor and City Clerk, respectively of the City of Ames, Iowa. NOTARY PUBLIC ECRM263562 Rev. 2 01/13 Page 3 Accepted by: GRANTEE(S) Interstate Power and Light Company (d/b/a Alliant Energy) By: Heather Dee, Team Lead Real Estate and ROW Representative STATE OF IOWA, COUNTY OF STORY, SS.: This instrument was acknowledged before me on June ______, 2021, by Heather Dee, as Team Lead Real Estate and ROW Representative. NOTARY PUBLIC ECRM263562 Rev. 2 01/13 Page 4 EXHIBIT “A” EASEMENT AREA BEING THE WEST 3 FEET OF THE NORTH 40 FEET OF THE FOLLOWING DESCRIBED PARCEL: 3’ X 40’ EASEMENT AREA 1 ITEM: ___40 _ DATE: 06/22/21 COUNCIL ACTION FORM SUBJECT: CHAPTER 23 (SUBDIVISIONS) TEXT AMENDMENTS BACKGROUND: At the April 13, 2020 meeting, City Council directed staff to move forward with staff recommended changes to Chapter 23 (Subdivisions) of the Municipal Code and to coordinate preparation of ordinance changes with the City Attorney’s office. Staff requested initiating changes to provide clarification on and updates to application and notification requirements. The addendum and attached strike through and underline ordinance provide a detailed description of the proposed changes. The changes address a broad range of issues, including: 1. Conveyance parcel review steps and approval by staff 2. Overall application submittal requirements, including allowances for online application submittals 3. Staff approval of boundary line adjustments and conveyance parcels 4. Public hearing requirements for Preliminary Plats with the Planning and Zoning Commission 5. Updates to the Integrated Site Development Subdivision standards. PLANNING & ZONING COMMISSION RECOMMENDATION: At a regular meeting of the Planning & Zoning Commission held on June 2, 2021, the Commission voted unanimously 5-0 to recommend that the City Council adopt the proposed text amendments to Chapter 23 (Subdivisions). Discussion was held on the current processes in place for approval of conforming and non-conforming conveyance parcels, and ways to allow staff approval as opposed to approval by the City Council. ALTERNATIVES: 1. The City Council can approve on first reading the proposed text amendments to Chapter 23 (Subdivisions). Staff requests the City Council waive the rules and complete three readings of the ordinance on June 22, 2021. Staff is aware of a handful of customers awaiting approval of the proposed changes related to the plat of survey, integrated 2 subdivision, or conveyance parcel review to proceed with their individual projects and they would be able to proceed in one week instead of a month. 2. The City Council can direct staff to prepare alternative language to the proposed text amendments. 3. The City Council can request additional information and defer making a decision. CITY MANAGER’S RECOMMENDED ACTION: The proposed text amendments clarify requirements and expectations within Chapter 23. This will provide property owners with a better understanding of the subdivision requirements and the approval process. Expediting the review and approval process for plats of survey that involve conveyance parcel review and boundary line adjustments would benefit property owners, developers, City Council and City staff where little to no discretion is applied to the reviews. Staff recommends that the City Council proceed with all three readings on June 22, 2021 to approve the ordinance. A handful of customers have made inquiries about projects that would benefit with saved time and effort related to the proposed changes and they would like to start immediately if possible. The changes are principally related to administration and application requirements and do not create new limitations or process for applicants that would normally benefit from additional time for review over the course of three City Council meetings. Therefore, it is the recommendation of the City Manager that the City Council approve Alternative #1, approving the ordinance on first reading and waiving the rules to approve on second and third reading. 3 ADDENDUM The proposed Chapter 23 (Subdivisions) amendments specifically address the following primary topics: (City staff comments are in italics). 1. Update conveyance parcel categories. Conveyance parcel review applies to properties that are not a platted lot in a subdivision and typically are required to be reviewed for conformance to City standards and have a plat of survey prepared to legally define property boundaries. Code requires this to occur prior to issuance of a building permit to verify lot standards and structure setbacks. Staff proposes to combine conforming and non-conforming conveyance parcels into a single category. Conforming conveyance parcels are those that conform to the minimum size, area and width requirements specified in Ames Municipal Code Chapter 29 at the time that a determination is made under the provisions of Section 23.307(4). Non-conforming conveyance parcels are those lots that do not conform to the minimum area and width requirements or contain structures that do not conform to minimum setback requirements, specified in Ames Municipal Code Chapter 29 at the time that a determination is made under the provisions of Section 23.307(4). With the change, it would eliminate ZBA review of conditions related to existing structures and lots. However, if the lot was legally established and went through conveyance review all new development is required to comply with current zoning requirements, regardless of the nonconforming status of the lot or existing structures. This change would remove a review step that appears to be unnecessary concerning existing conditions of a lot and structure by the ZBA. Often these properties were created and structures were built decades ago under different codes. This change is not intended to legitimize illegally created parcels. 2. Allow staff to approve conveyance parcel reviews and boundary line adjustments without action required by the City Council. Allow for a referral to City Council by the applicant if desired. Conveyance Parcels and Boundary line adjustments are currently considered by the City Council as Plats of Survey, these are very often routine with minimal to no discretion. Approval by staff without action by the City Council would expedite the approval process for the applicant. There are times that the applicant is waiting for staff approval of a Minor Site Development Plan until the City Council has acted on the Plat of Survey, prior to recording the Plat with Story or Boone County. 4 3. Require a deed with the Final Plat and Plats of Survey submittals that dedicate land to the City for public street right-of-way. 4. Add notification requirement for consideration of Preliminary Plats by the Planning & Zoning Commission. By practice the Commission has held noticed public hearings for the review of Preliminary Plats. However, there are no Municipal Code or State law requirements for such as hearing. The proposed changes reflect current practice and make notice mandatory. 5. Correct and clarify certain amendment procedures for Integrated Site Plan Subdivisions. Adds allowance for shared building coverage standards along with shared landscaping percentages for the overall site. Clarify that a new plat is not needed if not re-subdividing and only making site plan changes. Creates new amendment allowance for minor changes to boundary lines as a Minor Subdivision, rather than requiring a new Major Subdivision. 6. Update Subdivision application requirements, including allowing for digital submittals. 7. Clarifications and corrections of typographical errors. Staff has proposed to clarify the limitations on conveyance parcels and building and zoning permits related to Principal Buildings, not to all types of permits. This means accessory and detached structure are not subject to conveyance parcel review process. The remaining changes in this category primarily address cross referencing errors. ORDINANCE NO. AN ORDINANCE TO AMEND THE MUNICIPAL CODE OF THE CITY OF AMES, IOWA, BY AMENDING SECTIONS 23.102(4), 23.103(2)(a), 23.105(1), 23.301(2)(b), 23.302(1)(a)(ii)(iii), (2)(a),(3)(a)(b)(c),(8)(b)(ii)(iii)(iv)(v)(vi),(9)(a)(c), 23.303(1)(b)(i)(ii) (iii)(iv)(v),(2), 23.305(2)(a), 23.307(1)(2)(3)(4)(a)(b)(c)(d),(5)(b)(c) (e),(6)(7), 23.308(2)(b)(c)(e),(3)(a)(iii)(iv)(v)(vi)(vii)(viii)(ix), (4)(a)(b)(c)(i)(d),(5),(6)(a)(7), 23.309(3), 23.501(7)(8), 23.503(3)(g)(h)(i), 23.504 (2)(p)(q), 23.704(3)(b)(c), 23.706(1)(2) THEREOF, FOR THE PURPOSE OF AMENDMENTS TO CHAPTER 23 SUBDIVISIONS REPEALING ANY AND ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT TO THE EXTENT OF SUCH CONFLICT; AND ESTABLISHING AN EFFECTIVE DATE. BE IT ENACTED, by the City Council for the City of Ames, Iowa, that: Section One. The Municipal Code of the City of Ames, Iowa shall be and the same is hereby amended as follows: DIVISION I GENERAL PROVISIONS Sec. 23.102. PURPOSE, APPLICATION, AND WAIVER/MODIFICATION. (4) Such area of land shall be platted or reviewed in accordance with these regulations, prior to issuance of zoning and/or building permits for development a principal building or change in use of that area of land. A zoning permit and/or building permit shal l not be issued with respect to an area of land that is within the scope of 3(a) or 3(b) above until such area of land has been platted , in accordance with these Regulations, or otherwise determined to be a legalized lot as defined in this Chapter. (Ord. No. 4061,4-26-11) Sec. 23.103. WAIVER/MODIFICATION . . . (2) The requirements of the Regulations for the platting of a Minor Subdivision may be waived by city staff when it is determined by city staff that: (a) A clear and accurate description of the area of land will be provided by means of a plat of survey to be procured by the property owner, and in compliance with Section 23 .307308. . . . Sec. 23.105. ENFORCEMENT AND PENALTIES (1) Enforcement: It shall be the duty of the Planning and Housing Director to administer the provision of this Chapter. The Public Works Director has sole authority for the administration and inspection of public improvements required by this Chapter. Building Official/Zoning Enforcement Officer to enforce provisions of the Regulations and to bring to the attention of the City Council any violations or lack of compliance. . . . DIVISION III PROCEDURE 23.301. PRE-APPLICATION CONFERENCE. . . . (2) Procedure: . . . (b) The Applicant shall complete a Sketch Plan application and submit seven copies of a Sketch Plan or a City approved portable document format (PDF) for the area of land proposed to be subdivided at least five days prior to the Pre -Application Conference. The date of the Pre- application conference shall be set by the Planning and Housing Director. (Ord. No. 4095, 01-10-12) . . . Sec. 23.302. MAJOR SUBDIVISIONS. (1) Major Subdivision Preliminary Plat Procedure: The Applicant shall file a complete Application for Preliminary Plat Approval of a Major Subdivision with the Department of Planning and Housing at least 15 days prior to a regular meeting of the Planning and Zoning Commission and no later than 90 180 days after issuance of the classification as major subdivision. (a) An Application for Preliminary Plat Approval of a Major Subdivision shall include: . . . (ii) sixteen twelve paper copies no larger than 24”X 36”and one black line copy no larger than 11" x 17" of a Preliminary Plat prepared in accordance with subsecti on 23.501. The Planning and Housing Director may allow for electronic submittals of Preliminary Plat documents in lieu of all or some of the required paper copies; (iii) a computer diskette containing a Computer Aided Design Drawing of the Preliminary Plat, which shall be provided in a format meeting the hardware and software specifications of the City of Ames, Iowa an electronic format portable document file (PDF) as approved by the City and a CAD drawing to City specifications if requested; and . . . (2) Staff and Agency Review of Preliminary Plat; Concurrent Review by County: (a) The Department of Planning and Housing shall file one copy of the Application Form and the Preliminary Plat with the City Clerk and shall distribute a copy of the Preliminary Plat to the Department of Public Works and such other departments, persons, and utility companies as it determines may be necessary or appropriate for their review, comments, and recommendations. City staff may request additional information from the applicant to address the project’s consistency with the City standards and ordinances. The Department of Planning and Housing shall assemble, review, and report on any comments or recommendations submitted to it for consideration by the Planning and Zoning Commission. . . . (3) Planning and Zoning Commission Review: (a) Public Hearing Required. The Planning and Zoning Commission shall consider the proposed Preliminary Plat at a public hearing conducted as part of a regula rly scheduled meeting. Notice of the public hearing shall be made by mail, as provided for by Section 29.1500(2)(d)(i), by posted notice, as provided for by Section 29.1500(2)(d)(iii), and as may be required by Chapter 21 of the Iowa Code. (b) The Planning and Zoning Commission shall examine the Preliminary Plat, any comments, recommendations, or reports assembled or made by the Department of Planning and Housing, and such other information as it deems necessary or desirable to consider. (a)(c) Based upon such examination, the Planning and Zoning Commission shall ascertain whether the Preliminary Plat conforms to relevant and applicable design and improvement standards in these Regulations, to other City ordinances and standards, to the City's Land Use Policy Plan, and to the City's other duly adopted plans. . . . (8) Major Subdivision Final Plat Process: . . . (b) An Application for Final Plat Approval of a Major Subdivision shall include: . . . (ii) sixteen twelve paper copies and one reproducible blackline copy no larger than 11”X 17” of a Final Plat prepared in accordance with subsection 23.503 . The Planning and Housing Director may allow for electronic submittals of Plat documents in lieu of all or some of the required paper copies; (iii) an electronic format portable document file (PDF) as approved by the City; (iii)(iv) a computer diskette containing aAn electronic file of a Computer Aided Design Drawing of the Final Plat which shall be provided in a format meeting the hardware and software specifications of the City; to City specifications, as may be required by the Public Works Director. (iv)(v) any Improvement Guarantee, as necessary, in a form consistent with the requirements of Section 23.409 of the Regulations; and (v)(vi) any filing fee established by the City Council. (9) Staff and Agency Review of Final Plat for Major Subdivision: (a) The Department of Planning and Housing shall file one copy of the Application Form and the Final Plat with the City Clerk and shall distribute a copy of the Application Form and the distribute Final Plat to such other departments, persons, and utility comp anies as it determines may be necessary or appropriate for their review, comments and recommendations. . . . (c) The Department of Planning and Housing shall forward the Final Plat to the City Council for its review within 30 days after the Applicant ha s filed a complete Application for Final Plat Approval if the Department finds and reports in writing that the Final Plat substantially conforms to the approved Preliminary Plat and Final Plat requirements. An Application for Final Plat Approval of a Major Subdivision shall be "complete" for the purpose of commencing time periods within which action by the City Council is required when so certified by the Department of Planning and Housing. (Ord. No. 3545, 1-11-00) . . . Sec. 23.303. MINOR SUBDIVISIONS FINAL PLAT. (1) Minor Subdivision Procedure: . . . (b) An Application for Final Plat Approval of a Minor Subdivision shall include: (i) a completed Application Form (entitled "Application for Final Plat Approval of a Minor Subdivision") available from the Department of Planning and Housing; (ii) sixteen paper copies no larger than 24”x 36”and one blackline copy no larger than 11”X17” of a Final Plat prepared in accordance with subsection 23.504. The Planning and Housing Director may allow for electronic submittals of Plat documents in lieu of all or some of the required paper copies; (iii) an electronic format portable document file (PDF) as approved by the City; (iii)(iv) An electronic file of a Computer Aided Design Drawing of the Final Plat to City specifications, if required by the Public Works Director. a computer diskette containing a Computer Aided Design Drawing of the Final Plat, which shall be provided in a format meeting the hardware and software specifications of the City, if practical. Where an applicant is unable to submit the Final Plat of a Minor Subdivision in a Computer Assisted Design Drawing, a paper copy may be submitted as an alternative, along with a payment of fees equal to 150% of the fee normally charged by resolution of the City Council; and (iv)(v) any filing fee established by the City Council. (2) Staff and Agency Review of Final Plat Approval for Minor Subdivision: The Department of Planning and Housing shall file one copy of the Application Form and the Final Plat with the City Clerk and shall distribute a copy of the Application Form and the Final Plat to the Department of Public Works and such other departments, persons, and utility companies as it determines may be necessary or appropriate for their review, comments, and recommendations. The Department of Planning and Housing shall assemble, review, and report on any comments or recommendations submitted to it for consideration by the City Council. . . . Sec. 23.305 APPROVAL, RECORDATION AND APPEAL. . . . (2) Appeal of Decision. (a) Conveyance Parcels. Decisions of the Planning & Housing Director pertaining to the determination of a Conveyance Parcels classification may be appealed by the owner thereof to the Zoning Board of Adjustment within 20 days of the date of the decision. The appeal shall state the specific reasons for the appeal and explain how the Director erred in the decision. . . . Section 23.307. REVIEW PROCEDURES FOR CONVEYANCE PARCELS. (1) Purpose: The purpose of this Section is to provide a review process to determine if Conveyance Parcels as defined in Section 23.201(1320) are to be recognized as independent developable parcels based upon the time of their creation or based upon their conformance to applicable development standards. It is further intended to define a process by which building, or zoning permits can be issued for conveyance parcels. (2) Applicability This Section applies to all parcels or divisions defined as Conveyance Parcels in Section 23.201(1320). (3) Application for Review of Conveyance Parcel Application for review of Conveyance Parcels shall be per forms approved by the Planning and Housing Director and include all of the following: . . . (4) Review Procedures The Planning & Housing Director (or designee) shall review the application and determine if the Conveyance Parcel conforms to one of the following: (a) Conformance to development standards. If the parcel was created by, or resulted from a conveyance occurring after prior to July 1, 1990 or prior to August 4, 2009 and prior to August 4, 2009, and also conforms to all setback, area, and width requirements and was legally established at that time in conformance with zoning standards or conforms to current lot frontage, width, and area requirements the Director shall issue a written determination that the lot is a conforming Conveyance Parcel and is subject to the review provisions of Section 23.307(5). (b) Nonconformance to development standards. If the parcel was created by, or resulted from, a conveyance occurring after July 1, 1990 and prior to August 4, 2009, but does not co nform to all setback, size and width requirements, the Director shall issue a written determination that the parcel is a non-conforming conveyance parcel and may only be developed under the provisions of Section 23.307(6); or (c)(b) Creation by plat of survey. If it can be verified that a plat of survey for the conveyance parcel was recorded prior to August 4, 2009, it shall be considered a pre-platted Conveyance Parcel; or (d)(c) Creation by deed or contract. If it can be determined that the Conveyance Parcel was created by deed or contract and also surveyed prior to July 1, 1990, it shall be considered a pre- established Conveyance Parcel. (e)(d) Unauthorized parcel. If the conveyance parcel is not deemed by the Director to be a pre- platted or pre-established Conveyance Parcel, or has not otherwise been deemed a valid parcel for permitting purposes under the provisions of this Chapter, the Director shall issue a written determination that the parcel is not an authorized division or subdivision of land under the City’s subdivision standards, and that it is not recognized by the City as a valid parcel for permitting purposes. The determination shall be forwarded to the applicant, and also to the county Recorder’s Office, the County Auditor’s Office, and the City Assessor’s Office. (Ord. No. 4061, 4-26-11) (5) Conforming Conveyance Parcel Conforming conveyance parcels are those that conform to the minimum size, area and width requirements specified in Ames Municipal Code Chapter 29 at the time that a determination is made under the provisions of Section 23.3067(4). Conforming Conveyance Parcels are subject to the following requirements: . . . (b) Conveyance Parcels approved under this Section shall be described and recorded by plat of survey as allowed under the provisions of Section 23.103(2), (as opposed to a final subdivision plat). The property so described by the plat of survey shall be staked with official survey monuments as specified in Section 23.401(35) prior to the recording of the plat of survey and prior to issuance of zoning or building permits. (c) All dedications and public improvements otherwise applicable to subdivisions as required by the City’s Design and Improvement Standards specified in Ames Municipal Code Chapter 23, Division IV, shall be Installed prior to creation and recording of the plat of survey and prior to issuance of zoning or building permits. These requirements do not apply to pre-platted conveyance parcels as described in Section 23.3067(7). . . . (e) Provisions of subsections 23.3067(5)(C) and 23.3067(5)(D) do not apply to conveyance parcels created by boundary line adjustments, except that the requirement for a recorded plat of survey shall be complied with prior to zoning or building permit issuance. . . . (6) Non-conforming Conveyance Parcel Non-conforming conveyance parcels are those lots that do not conform to the minimum area and width requirements, or contain structures that do not conform to minimum setback requirements, specified in Ames Municipal Code Chapter 29 at the time that a determination is made under the provisions of Section 23.3067(4). Permits shall not be issued on non-conforming conveyance parcels except under the following provisions: (a) The Zoning Board of Adjustment makes a determination that the public interest will not be adversely affected by the granting of a permit on the lot. In making this determination, the Board shall consider: (i) Whether the lot can be developed in a manner that reflects surrounding development patterns and setbacks and does not need variances for new construction; (ii) Whether existing development on the lot either conforms to current setback requirements as measured from the conveyance parcel lines or conform to all adopted building code, fire code, and fire separation requirements, and (iii) Whether, in the opinion of the City Engineer, the lot conforms to all applicable engineering and public improvement standards. (iv) Whether, in the opinion of the Fire Inspector, the lot conforms to all fire codes applicable at the time any structures on the site were built, and conforms to any current fire codes pertaining to setbacks from property lines that have been moved closer to any structures after they were built. (b) If the Planning & Housing Director determines that a non -conforming conveyance parcel qualifies for legal lot status under the provisions of this Section, building and zoning permits shall not be issued for the lot unless all conditions required for conforming conveyance parcels in Section 23.306(5) are met. (7)(6) Pre-platted and Pre-established Conveyance Parcels. Any lot deemed to be a pre-platted or pre-established Conveyance Parcel under the provisions of Section 23.3067(4) shall be recognized as a valid lot of record. Permits may be issued subject to conformance with all development standards as adopted, and subject to the presence of survey monuments to facilitate verification of setback compliance. (Ord. No. 4061, 4-26-11) (8)(7) Appeals. Decisions of the Planning & Housing Director under the provisions of this Section 23.30 67 are appealable to the Zoning Board of Adjustment under the provisions of Section 23.305(2)(Aa). (Ord. No. 3998, 7-28-09) Sec. 23.308. REVIEW PROCEDURES FOR PLATS OF SURVEY. . . . (2) Applicability: . . . (b) Replats to correct errors as provided in Section 23.3101. (c) Auditor’s plats as provided in Code of Iowa Section 354.153. (Ord. No. 4255, 4-26-16) . . . (e) Minor Subdivisions in areas of the Ames Urban Fringe designated as Agricultural & Farm Service or Rural Residential, including required covenants described in (g). . . . (3) Application for Review of Plats of Survey. (a) The applicant shall file an Application for a Plat of Survey with the Department of Planning and Housing. Planning and Housing Director may allow for electronic submittals in lieu of all or some of the required paper copies; The application shall contain the following information: . . . (iii) A legal description of the lot, tract or parcel to be divided or adjusted, (iii)(iv) A dedication to the public, or other conveyance document in a format acceptable to the City, of all lands as may be determined necessary for public use, (iv)(v) Six paper copies and an electronic format portable document file (PDF) as approved by the City of a scaled graphic illustration (map) of the existing lot, tract or parcel, identifying lot area, dimensions and reference to established survey monuments, abutting streets and rights of way, any easements on or serving the site, and any existing structures on the site and within 10 feet of the site, (v)(vi) Six paper copies and an electronic format portable document file (PDF) as approved by the City of a map (graphic illustration) of the proposed plat of survey (not an official or signed plat of survey), which includes the proposed name of the plat of survey, refe rences established survey monuments, includes all dimensions of lot or parcel lines, states the area of the lot or parcel by square footage, and which shows all easements on or serving the parcels contained within the proposed plat of survey. The format of the proposed plat of survey shall be in substantially the same form and format as an official plat of survey and shall include signature blocks for the City of Ames Planning & Housing Director, and for the surveyor who prepared the map, except that it sha ll be submitted unsigned by the surveyor. (vi)(vii) Identification of any contiguous or abutting lots or parcels under the same ownership as the subject site. (vii)(viii) The names and signatures of the owners of each lot or parcel that the proposed plat of survey encompasses. (viii)(ix) Any filing fee established by the City Council. (4) Staff and Agency Review of Proposed Plat of Survey. . . . (a) Review for Completeness. The Department of Planning and Housing shall review the application to determine if it contains all information required under Section 23.30 78(3). (b) Distribution. Upon determination of completeness, the Department of Planning and Housing shall file one copy of a complete application (less fees) with the City Clerk and shall also distribute copies to the Office of the City Assessor, the Department of Public Works, the applicable County Planning Department and County Auditor’s Office, and such other departments, persons, and utility companies as it determines may be necessary or appropriate for their review, comments and recommendations. (c) Review Procedures – Preliminary Decision. . . . (i) The dedication and installation of improvements necessary to comply with all Design and Improvement Standards contained in Division IV of this Chapter, and with all other adopted codes and regulations applicable to the division of land. . . . (d) Decisions of Denial. If the Planning & Housing Department finds that the proposed plat of survey does not comply with all standards defined in Subsection 23.3078(43)(c), the Director shall render a written decision of denial. The decision shall state how the proposed plat of survey does not conform to all adopted codes and standards. Decisions of denial may be appealed to the City Council pursuant to Section 23.305(2). (5) City Council Review – Final Decision. Once a preliminary decision of approval has been rendered by the Planning & Housing Director for a Plat of Survey, excepting Boundary Line Adjustments and Conveyance Parcels , the decision shall be forwarded to the City Council for final review and decision. If the City Council agrees with the Plann ing & Housing Director’s preliminary decision, the Council shall render final approval of the proposed plat of survey. The City Council’s decision to approve the proposed plat of survey shall be by resolution, and the resolution shall be certified pursuant to Code of Iowa Section 354.8. For Boundary Line Adjustments and Conveyance Parcels the Planning and Housing Director is authorized to make a final decision of approval in writing, including with conditions, for preparing the Official Plat of Survey. (6) Installation of Required Improvements. (a) All public improvements as required by this chapter shall be installed prior to creation and recordation of the official plat of survey and prior to issuance of zoning or building permits. These requirements do not apply to pre-platted conveyance parcels as described in Section 23.3067(54)(c), or to boundary line adjustments unless improvements are otherwise required under the provisions of Section 23.309(c3). . . . (7) Preparation of Official Plat of Survey. Once a proposed plat of survey has been approved by the City Council by certified resolution or, the Planning and Housing Director, and once all conditions of approval pertaining to installation of public improvements have been met, the official plat of survey may be prepared for signature by a licensed surveyor in compliance with all conditions of approval. The prepared plat of survey shall in all respects reflect the graphic illustration of the proposed plat of sur vey reviewed and approved by the City Council, except that it shall reflect any and all conditions of approval pertaining to the format or content of the map. . . . Sec. 23.309. REVIEW PROCEDURES FOR BOUNDARY LINE ADJUSTMENTS. Boundary line adjustments are subject to the following provisions: . . . (3) No public improvements shall be required in association with a boundary line adjustment unless subject to the Conveyance Parcel review or unless the adjustment increases the street frontage of the original lot or parcel that currently has frontage improvements, in which case existing frontage improvements, which may include curbs, gutters, sidewalks, paths, street trees and/or street lights, shall be extended across the entire frontage of the adjusted lots or parcels prior to preparation of the official plat of survey, or prior to minor plat subdivision approval. Section 23.306 (8) for installation of improvements applies to this section. (Ord. No. 3999; 7-28-09) . . . DIVISION V SUBMISSION REQUIREMENTS Sec. 23.501. SKETCH PLAN CONTENTS. . . . (7) the location, width and character of all existing or proposed utility easements on or abutting the area of land proposed to be subdivided. (7)(8) The Planning and Housing Director may waive requirements for identification of existing infrastructure locations if no changes are proposed to the infrastructure or other requirements regarding unique conditions of the site. (Ord. No. 3524, 5-25-99) . . . Sec. 23.503. FINAL PLAT (MAJOR SUBDIVISION). . . . (3) Major Subdivision Final Plat Attachments. The following shall be attached to and accompany any Final Plat for a Major Subdivision: . . . (g) a dedication to the public of all lands within the plat that are designated for streets, alleys, parks, open areas, school property, or other public use, if the dedication is approved by the governing body; and (g)(h) a resolution from the City Council accompanied by an as-built certification from the Municipal Engineer accepting and approving any required improvements that have been made or installed along with any required maintenance bond for such improvements; and (h)(i) a resolution for approval by the City Council describing the area of land proposed to be subdivided and stating that the plat depicting the proposed subdivision has been submitted to and reviewed by the Planning and Zoning Commission and/or the City Council, that the owner has c omplied with all relevant provisions of the code of the City of Ames and the laws of the State of Iowa, that the City has accepted any areas dedicated for public use, that the plat is hereby approved, and that the Mayor and the City Clerk are hereby directed to certify the resolution. (Ord. No. 3524, 5-25-99) Sec. 23.504. FINAL PLAT (MINOR SUBDIVISION). . . . (2) Features. A Final Plat shall show, at a minimum, the following information: . . . (p) two monuments on the boundary of the proposed subdivision shall be noted as being in accordance with the City’s requirements relative to the established State Plane Coordinate System as defined in Chapter 355 Code of Iowa. (p)(q) a deed for land to be dedicated to the City as public street right-of-way, if required. . . . DIVISION VII INTEGRATED SITE PLANS . . . 23.704. REQUIREMENTS FOR INTEGRATED SITE PLAN SUBDIVISION. . . . (3) Building and Structures. Setbacks. All buildings and structures contained in the Integrated Site Plan Subdivision are subject to the following setback provisions: . . . (b) Setbacks are not required from interior property lines within the Integrated Site Plan Subdivision. However, property lines may not bisect buildings unless a firewall is located along said property line. (b)(c) Building Coverage and Floor Area Ratio (FAR). Shared maximum building coverage and floor area ratio standards may be approved for the overall site. (4) Landscaping. The landscaping standards of the underlying zone apply to each lot within the subdivision, except as follows: (a) Minimum area landscaping calculations and landscaping percentages may be based on the area of landscaping in the entire subdivision rather than the area of landscaping on individual lots within the subdivision subject to conformance with phasing provisions in Section 23.705. . . . 23.706. AMENDMENT, MODIFICATION AND VACATION. (1) Amendments or modifications to an Integrated Site Plan Subdivision are processed as both an amendment to the subdivision plat and the associated Integrated Site Plan, being processed simultaneously and under the same review criteria and procedures specified for an initial application for an Integrated Site Plan Subdivision (per Section 23.703), except for Site Plan Amendments. Site Plan Amendments do not require a new Preliminary Plat. (a) Site Plan Amendments include the following: i. Minor Subdivision Plat for a boundary line adjustment of a lot(s) within the Integrated Site Plan. ii. Site Development Plan changes to site improvements, such as parking, landscaping, building design, stormwater treatment measures that do not affect lot dimensions and infrastructure capacity. iii. Amendments qualified as a Major Amendment per 23.306 are not Site Plan Amendments (2) The following types of amendments require the consent of all owners within the subdivision: (a) Major amendments as defined in Section 23.306. (b) Amendments that are not consistent with recorded covenants and maintenance agreements. (3) Amendments pertaining to the layout or improvements on individual lot(s), and that do not otherwise fall under the provisions of subsection 1 above, require only the consent of the individual affected lot owners. (4) If a portion of an Integrated Site Plan Subdivision is vacated, the property subject to the vacated portion shall constitute one lot unless the property is subsequently divided by an approved subdivision. Development of the vacated lot is subject to an amendment to the Integrated Site Plan Subdivision and associated Integrated Site Plan. Section Two. All ordinances, or parts of ordinances, in conflict herewith are hereby repealed to the extent of such conflict, if any. Section Three. This ordinance shall be in full force and effect from and after its passage and publication as required by law. Passed this day of , . ______________________________________ _______________________________________ Diane R. Voss, City Clerk John A. Haila, Mayor