Bee Branch Study - ECIA
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MEMORANDUM
August 28,2006
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Relocation Services for Bee Branch Realignment Project
Housing and Community Development Department Director David Harris recommends
City Council approval to enter into a contract with the East Central Intergovernmental
Association for services in connection with residential acquisitions and relocations for
the Bee Branch Realignment Project for a lump sum amount of $100,000. A $10,000
"contingency" is requested to be made part of this contract, to be negotiated "should
unforeseen circumstances occur."
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Department Director
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MEMORANDUM
28 August 06
To: Michael Van Milligen
From: David Harris, Housing and Community Development Department
Re: Relocation Services for Bee Branch Realignment Project
Introduction
The purpose of this memorandum is to request the City Council's authorization to enter
into a contract with the East Central Intergovernmental Association (ECIA) for services
in connection with residential acquisitions and relocations for the Bee Branch
Realignment Project.
Discussion
The Housing Department was authorized in May to post an "Acquisition-Relocation
Specialist" position, to perform activities associated with purchase of approximately 70
residences for the Bee Branch project. A number of responses were received and four
individuals were interviewed. However, the applicants lacked sufficient skills and
background to perform this work. As it is a limited-term position, recruiting experienced
persons with this type of specialized background was predictably difficult.
We received at the same time a proposal from ECIA to perform these services on a
contracted basis. We interviewed ECIA staff consisting of Kelley Deutmeyer, the
director; and community development staff Mark Schneider and Darwin Polk.
ECIA proposes to perform the work, over a 24-30 month term, for a lump sum of
$100 000. A $10000 "contingency" is requested to be made part of this contract, to be
negotiated "should unforeseen circumstances occur." Primarily, these have to do with
unanticipated delays in completion of the work, due to circumstances beyond the control
of the contractor.
The salary range for the advertised position is $40 000 - 53 ODD, plus benefits. Over a
3D-month term, the ECIA cost will likely be less than for an employee.
ECIA has performed this type of work for a number of communities, including for
Dubuque. Their staff acquired several homes on Old Mill Road, for FEMA flood-related
buy-outs. An advantage in contracting to ECIA is minimal training time needed to gear
up for initial acquisition activities.
The primary contact person for the project will be Darwin Polk, who has performed
community development and housing rehabilitation work for ECIA since 1996. ECIA
staff will report directly to the Housing Department director.
Recommendation
It is recommended that we contract with ECIA to acquire homes and relocate families
for the Bee Branch project. With their staff experience, we will be able to quickly begin
activities and move this project along according to schedule.
Action Step
The action requested of the City Council is to authorize the City Manager to enter into a
contract with ECIA for acquisition and relocation services in connection with the Bee
Branch Realignment Project.
atl: ECIA proposal
EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
II
June 19,2006
Suite 200
3999 Pennsylvania Avenue
Dubuque, IA 52002
City of Dubuque
Attn,: David Harris, Director
Housing and Community Development Department
1805 Central Ave.
Dubuque, IA 52001
Dear Dave:
Thank you for the opportunity to provide a proposal in response to your advertisement for an
Acquisition and Relocation Specialist. I understand that the City of Dubuque desires to acquire
65 residential properties in conjunction with the Bee Branch Drainage Basin project. The project
will involve meeting with property owners and tenants where applicable to discuss the
acquisition of properties in the project site, We further understand that the City is issuing
revenue bonds with proceeds to be used as the source of funds for the acquisition and relocation.
Our proposal is based on this information.
ECIA is very familiar with the Uniform Relocation Act federal legislation and its requirements.
In addition, ECIA has staff available to innnediately begin the acquisition process and would
meet with you to determine an appropriate timeframe based on finances available for the project
and any other relevant factors.
Based on our understanding ofthe project, ECIA will meet with appropriate City staffto develop
a timeline, obtain a listing of all affected properties, and begin meeting with property owners.
ECIA proposes to perform these services at a cost not to exceed $100,000. We invoice the City
monthly for our actual cost. ECIA does wish to reserve a $10,000 contingency amount above the
contract price with the right to negotiate the contingency should unforeseen circumstances occur.
Unforeseen circumstances would include such things as a change in the funding source that
would require additional work, a lack of replacement housing being available or similar issues
causing delays beyond the thirty (30) months listed in the job advertisement, properties that
require condemnation to acquire, property inspections outside the City of Dubuque, or others
unforeseen at this time. We did not include any time for the vacant lots or commercial
properties. We would be willing to discuss the acquisition of vacant residential lots if so desired.
PHONE (563) 556-4166 IOWA ONLY (800) 942-4648 FAX (563) 556-0348 E-MAil ecia@ecla.org WEB SITE www.ecia.org
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-, Dubuque Metropolitan Area Transportation Study -~ Eastern Iowa Regional Development Corporation ~
~ Eastern Iowa Regional Utility Services System> Eastern Iowa Housing Authority ~ ECIA Business Growth, Inc. "
-, Region I Employment and Training g ECIA Regional Planning Affiliation -> Region 8 Regional Transit Authority ~
June 19,2006
Mr. David Harris
Page 2
You requested that we provide you with a list of property owners in the City of Dubuque where
ECIA was involved in the acquisitions. That list is attached to this letter.
As a follow-up to our conversation from last week regarding the Iowa DNR State Revolving
Fund, I did talk with the DNR staff who informed me that in the event properties are acquired,
SHPO clearance is required prior to demolition. I understood that the City's MOA with SHPO
would allow for the City to determine if properties are potentially historic and may not
necessarily require SHPO concurrence in order to proceed. I would note that the SRF funds may
not be used for land acquisition, however as this would be part of the project, it would require
historic clearance prior to demolition. We did not include any time for involvement with the
SHPO or City of Dubuque historic clearances in this proposal.
Thank you for the opportunity to provide this proposal to the City of Dubuque. Please feel free
to contact me to discuss this proposal further or if there is any question.
Sincerely,
/lttU//~
Mark Schneider
Community Development Director
Encl.