Bee Branch Healthy Homes, Community Development_Pulled from Public Hearing Agenda Copyrighted
August 21, 2017
City of Dubuque Public Hearings # 1.
ITEM TITLE: Bee Branch Healthy Homes, Community Development
Block Grant-National Disaster Recovery (CDBG-NDR)
Housing Projects Bid Set#1
SUMMARY: This item is being removed from the agenda at the request
of the City Manager.
SUGGESTED DISPOSITION:
ATTACHMENTS:
Description Type
Bee Branch Healthy Homes Bid Set 1 Hearing City Manager Memo
Cancellation-MVM Memo
Staff Memo - Cancel Hearing BBHH Bid Set#1 Staff Memo
THE COF Dubuque
DtUB
E All-America
City
Masterpiece on the Mississippi 1 1 1 1"
2009•2012•2013•2019
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Hearing Cancellation: Bee Branch Healthy Homes
Community Development Block Grant-National Disaster Recovery
Housing Projects Bid Set#1
DATE: August 15, 2017
Housing & Community Development Department Director Alvin Nash is recommending
cancellation of this public hearing.
In speaking with the Iowa Economic Development Authority (IEDA), IEDA sees no
requirement for each project to go to public hearing in front of the City Council unless a
project hits the $135,000 threshold. Due to the adjustment to the Bee Branch Healthy
Homes bidding process, all the projects set for this public hearing will fall under the
$25,000 threshold, removing the requirement to go to hearing in front of City Council.
All projects are still going out to bid, they will follow the new competitive quotation
process. This will expedite the schedule to get these 320 projects completed over the
next four years.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing & Community Development Department Director
THE CDubuque
DUIBiatE
11111.1
114mericaCit'
Masterpiece on the Mississippi I I I.
2007.2012.2013•2017
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Director Housing & Community Development
SUBJECT: Hearing cancellation: Bee Branch Healthy Homes (BBHH),
Community Development Block Grant- National Disaster Recovery
(CDBG-NDR) Housing Projects Bid Set#1:
DATE: August 15, 2017
INTRODUCTION
The following projects were approved and scheduled for hearing on August 21, 2017, at
the August 7, 2017 City Council meeting. The hearing needs to be cancelled due to a
change in bid process authorized by Iowa Economic Development Authority (IEDA), the
funding agency for the project.
CIP# 2642690, PROJECT#
1X0016- 2499 Pinard St
1X0017- 2665 White St
1X0015- 671 Roberts St
1X0025- 2613 Stafford St
1X0024- 2108 Washington St
1X0012- 575 Kaufmann St
BACKGROUND
The City originally intended to utilize the strictest procurement methodology under Iowa
Code Chapter 26 (26.14A) whereby regardless of the total cost of the project, it was bid
via competitive bidding. If the City was required to procure contractors through sealed
bids (formal advertising) as competitive bidding under Iowa Code Chapter 26 each of the
projects (320 projects) would require a public hearing in front of the City Council before
going out for bid. This would drastically slow down the process and progress. The City
anticipates most of the projects will be under$25,000. While state law would only require
an informal proposal, the City's internal policy requires competitive quotations equated to
competitive proposals under federal law. This process was evaluated as compliant with
federal law, state law, city policy and the most effective for accomplishing the heavy lifting
which must be done swiftly and efficiently to comply with the grant time lines and avoid
requiring City Council approval of each contract in advance. This change needs to be
approved by IEDA.
In speaking with IEDA it is the IEDA determination that use of the language "sealed bids
(formal advertising)" in the federal law does not exactly equate to competitive bidding
under Iowa Code Chapter 26. IEDA sees no requirement for each project to go to public
hearing in front of the City Council unless a project hits the $135,000 threshold (Iowa
Code §26.12). The City must simply have sealed bids (formal advertising). The City
intends to use the competitive quotation process/procedures as outlined in state code
and city policy using sealed bids (formal advertising) for compliance with 2 CFR 200.320.
Ann Schmid- Housing Project Manager (IEDA) has approved the process in writing as of
August 15, 2017, removing the need to go to hearing for projects under $25,000.
DISCUSSION
Due to the adjustment to the BBHH bidding process, all the afore mentioned projects
will fall under the $25,000 threshold, removing the requirement to go to hearing in front
of City Council. All projects are still going out to bid, they will follow the new competitive
quotation process.
RECOMMENDATION
I recommend cancelling the hearings that were set for August 21 , 2017 for the following
projects:
CIP# 2642690, PROJECT#
1X0016- 2499 Pinard St
1 X0017- 2665 White St
1 X0015- 671 Roberts St
1 X0025- 2613 Stafford St
1 X0024- 2108 Washington St
1 X0012- 575 Kaufmann St
ACTION TO BE TAKEN
I respectfully request we pull the item from the August 21 , 2017 City council agenda.
Prepared by Sharon Gaul- Resiliency Coordinator
cc: Crenna Brumwell, City Attorney
John Tharp, Grant Administrator
Kelly Deutmeyer, ECIA Executive Director
Kevin Firnstahl- City Clerk
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