ECIA Administative Services Contract_Amendment No. 4_Linseed Oil Bldg. Copyright 2014
City of Dubuque Consent Items # 10.
ITEM TITLE: East Central Intergovernmental Association (ECIA) Administrative
Services Contract Amendment #4
SUMMARY: City Manager recommending review and approval of the 4th Amendment
of East Central Intergovernmental Association's contract for administrative
services related to the Linseed Oil Building portion of the City's Community
Development Block Grant contract #08-DRH-212.
RESOLUTION Approving Amendment # 4 to the Contract for Services with
East Central Intergovernmental Association
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt Resolution(s)
ATTACHMENTS:
Description Type
❑ Amendment#4 of ECIA Contract for Administrative Services for Linseed City Manager Memo
Oil Building-MVM Memo
❑ Staff Memo Staff Memo
❑ Financial Detail Supporting Documentation
❑ Amendment#4 Supporting Documentation
❑ Resolution Adopting Amendment#4 Resolutions
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Amendment #4 of ECIA Contract for Administrative Services for Linseed
Oil Building (CDBG contract #08-DRH-212)
DATE: February 23, 2015
Economic Development Director Maurice Jones is recommending City Council review
and approval of the 4t" Amendment of East Central Intergovernmental Association's
contract for administrative services related to the Linseed Oil Building portion of the
City's Community Development Block Grant contract#08-DRH-212.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Maurice Jones, Economic Development Director
Dubuque Economic Development Department
THE CITY OF 50 West 13th Street
All-AmericaCitY Dubuque,Iowa 52001-4864
DUB36kE1 ' Office(563)589-4393
TTY(563)690-6678
® http://www.cityofdubuque.org
Masterpiece on the Mississippi 200.2012.2013
TO: Michael Van Milligen, City Manager
FROM: Maurice Jones, Economic Development Director
SUBJECT: Amendment#4 of ECIA Contract for Administrative Services for
Linseed Oil Building (CDBG contract#08-DRH-212)
DATE: February 19, 2015
INTRODUCTION
This memorandum presents for Council review and approval the 4th Amendment of
ECIA's contract for administrative services related the Linseed Oil Building portion of the
City's CDBG contract#08-DRH-212.
BACKGROUND
City Council approved a contract for services with the East Central Intergovernmental
Association (ECIA) on February 22, 2011, for the company to provide administrative
services related to the City's CDBG contract#08-DRH-212. At that time, the CDBG
contract only included the rehabilitation of the Caradco Building. Due to the
complicated nature of that project, the original contract of$7,500 was increased by
$25,000 in the 1 St amendment and by another $10,000 in the 2nd amendment. Those
costs were covered by the construction line item of the CDBG grant.
In September 2013, the Linseed Oil Building was added to the CDBG contract and
subsequently added to ECIA's administrative contract with the City as well, with an
addition of$10,000 for administrative services through a 3rd amendment. At the same
time, the State recognized that an administrative line item should be included in the
grant. An administrative line item of $44,977 was added to the State contract. The
$10,000 of contracted services from the 3rd amendment is eligible to be drawn down
from the $44,977 line item.
DISCUSSION
This project has involved far greater administration time on the part of ECIA staff than
had been anticipated. The project required multiple reviews of the project wage
decision and discussions on classifications that are not included in the decision. There
are 30 construction contracts associated with the project as well as the architect and
other owner contracts. In addition, ECIA staff has prepared the CDBG draw requests
for the project and completed the project closeout form for the original Caradco Building
project and eventually will do so for the Linseed Oil Building project. Neither of these
items were specifically in the original contract scope of the services, but were requested
by City staff.
At this time, with the Linseed Oil Building project in the midst of construction, with an
estimated completion date of June 30, 2015, ECIA recognizes the necessity of
requesting that an additional $25,000 be added to the contract with the City. Because
this requested $25,000, as well as the $10,000 from the 3rd amendment, are both
eligible to be drawn from the $44,977 administrative line item from the CDBG grant,
there is no direct cost to the City.
This 4th Amendment would bring the total of the multi-year contract to an amount not to
exceed $77,500. (Please see attached spreadsheet for details.)
RECOMMENDATION/ ACTION STEP
I recommend the City Council approves the attached resolution adopting the 4th
Amendment to the ECIA administration contract for the City's CDBG contract #08-DRH-
212.
East Central Intergovernmental Associatir 1747 CARADC008-DRH-212ADMIN+LINSEED ADMIN
PO#MULTIPLE 2632341-62716
Contract ChangOrders
e Payments Balance Date Paid Check# Worked Performed
Contract $7,500.00 From-Thr.
PO 00069789 IVC00008435 $478.37 $7,021.63 5/18/11 368238
PO 00069789 IVC00008530 $579.73 $6,441.90 5/25/11 368348 THIS ENCUMBRANCE CARRIED FWD TO FY 2012
PO 00069789 8818 $119.09 $6,322.81 8/3/11 371672
PO 00069789 IVC00008900 $313.63 $6,009.18 8/24/11 372605
PO 00069789 8997 $117.60 $5,891.58 9/28/11 374356
PO 00069789 IVC0009122 $571.10 $5,320.48 10/26/11 375685
PO 00069789 IVC009421 $965.20 $4,355.28 1/31/12 379799
PO 00069789 IVC9514 $1,617.20 $2,738.08 2/22/12 380697
PO 00069789 IVC009610 $976.36 $1,761.72 3/21/12 381886
PO 00069789 IVC0009843 $653.94 $1,107.78 5/30/12 384878
PO 00069789 IVC0009973 $277.62 $830.16 6/27/12 386154 THIS ENCUMBRANCE CARRIED FWD TO FY 2013
PO 00069789 IVC009726 $830.16 $0.00 1024/12 391449 CHANGE ORDER of$25.00 at this point SIMPLY TO KEEP PO OPEN WHILE WORKING ON AMENDMENT
AMENDMENT#1 $25,000.00 $25,000.00 2/18/13
PO 00110613 IVC0010887 $12,049.28 $12,950.72 4/9/13 386533 AMENDMENT#1 INCREASED TOTAL CONTRACT TO$32,500
PO 00110613 IVC0010792 $3,023.69 $9,927.03 4/9/13 386533
PO 00110613 IVC0010672 $663.34 $9,263.69 4/9/13 386533
PO 00110613 IVC0010515 $2,385.85 $6,877.84 4/9/13 386533
PO 00110613 IVC0010462 $1,500.32 $5,377.52 4/9/13 386533
PO 00110613 IVC0010369 $2,382.28 $2,995.24 4/9/13 386533
AMENDMENT#2 $10,000.00 $12,995.24 5/6/13 AMENDMENT#2 INCREASED TOTAL CONTRACT TO$42,500
PO 00112450 IVC000011075 $246.22 $12,749.02 6/19/13 400894
PO 00112450 IVC000010994 $2,749.02 $10,000.00 6/19/13 400894$25.00 ENCUMBRANCE CARRIED FWD TO FY 2014,THEN 7/17/13$25.00 LIQUIDATED
PO 00127388 IVC000011163 $2,831.30 $7,168.70 8/7/13 403100
PO 00127388 IVC000011328 $571.89 $6,596.81 8/7/13 403100
PO 00127388 IVC000011488 $103.77 $6,493.04 8/7/13 403100
PO 00127388 IVC00011566 $1,025.04 $5,468.00 821/13 403753
AMENDMENT#3 $10,000.00 $15,468.00 9/3/13 AMENDMENT#3 INCREASED TOTAL CONTRACT TO$52,500,FOR LINSEED ADDITION
PO 00129417 IVC00011659 $1,808.69 $13,659.31 925/13 405237
PO 00127388 IVC00011658 $689.15 $12,970.16 925/13 405237
PO 00130716 IVC00011730 $169.27 $12,800.89 10/30/13 406711
PO 00130715 IVC00011729 $338.53 $12,462.36 10/30/13 406711
PO 00131594 IVC00011809 $167.73 $12,294.63 1120/13 407706
PO 00132297 IVC00011891 $187.37 $12,107.26 12/18/13 408801
PO 00133516 IVC000011963 $230.96 $11,876.30 1222014 409981
PO 00127388 IVC000011962 $230.96 $11,645.34 1222014 409981 PO adjustment on 00127388 of$4,102.21 to fulfill the contract
PO 00127388 IVC000012043 $652.60 $10,992.74 3/52014 411580
PO 00127388 IVC000012117 $294.00 $10,698.74 3/192014 412103
PO 00127388 IVC000012195 $75.68 $10,623.06 4/162014 413227
PO 00127388 IVC000012441 $117.95 $10,505.11 6/112014 415297
PO 00127388 IVC000012659 $254.76 $10,250.35 8202014 418061
PO 00127388 IVC000012734 $1,519.64 $8,730.71 9242014 419356
PO 00127388 IVC000012893 $304.24 $8,426.47 11/192014 421489
PO 00127388 IVC00012011 $3,732.83 $4,693.64 12/102014 422236
PROPOSED AMENDMENT4 $25,000.00
TOTALS TO Change
DATE Contract Orders Payments Balance
$7,500.00 $70,000.00 $47,806.36 $29,693.64
Contract+CO= $77,500.00
CONTRACT FOR SERVICES WITH
EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
Amendment #4: Dubuque 2010 CDBG Multi -Family Renovation Project Administration Contract
The Iowa Economic Development Authority issued Amendment #5 to the City of Dubuque's
Community. Development Block Grant Contract #08-DRH-212 to add and include the renovation of
the Linseed Oil Building into 16 rental units. This amendment to the City's administration contract
with ECIA adds and includes the general administration associated with the Linseed Oil Building
into the contract as detailed in the original Contract Scope of Services.
THE CONTRACT, entered into by and between the East Central Intergovernmental Association
(hereinafter called ECIA) and the City of Dubuque, approved by a Dubuque Resolution on February
22, 2011 authorizing ECIA's assistance in carrying out the City's Community Development Block
Grant Contract #08-DRH-212 and approved by ECIA on March 30, 2011 iS hereby amended as
follows.
Revise the following Section.
SECTION 3. Method of Payment
Payment shall be due upon receipt of a monthly bill for services. The payment shall be based on the
actual costs incurred by the agency in administering the contract, including labor and overhead, all
according to OMB Circular A122. Total payment shall not exceed $77,500.
Revise the Attachment A — Scope of Services
II. Program Administration
Section A 2: The files pertaining to the Caradco Building project shall be located in the office of
ECIA during construction and will remain the property of and provided to the City of Dubuque
upon completion of the Caradco Building project.
Add Section A 3: The files pertaining to the Linseed Oil Building project shall be located in the
office of ECIA during construction and will remain the property of and provided to the City of
Dubuque upon completion of the Linseed Oil Building project.
PASSED AND APPROVED:
Grantee: City of Dubuque
S.
Date
Roy D. B , Mayor
Attest: c vin Firnstahl, City Clerk
East Central Intergovernmental Association
Date
3 icfi
rperson or
utive Director
RESOLUTION NO. 58-15
APPROVING AMENDMENT # 4 TO THE CONTRACT FOR SERVICES WITH EAST
CENTRAL INTERGOVERNMENTAL ASSOCIATON
Whereas, the City of Dubuque (City) and East Central Intergovernmental
Association (ECIA) entered into a Contract for Services (the Contract), as amended; and
Whereas, City and ECIA desire to amend the Contract as set forth in the attached
Amendment #4.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA: Amendment #4 to the Contract for Services is hereby approved.
Passed, Approved, and Adopted this 2nd day of March 2015
ATTEST:
Trish L. Gleason, Assistant City Clerk
Roy D. Buol, Mayor