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Bee Branch Study - ECIA Dii~~E ~YN--~ MEMORANDUM August 28,2006 . . 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. (:~ r!/;l Mic MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager David Harris, Housing and Community Development Department Director i5~~~E ~~~ 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 ---- ~._----_.._--~ .-~---~_._--- -, 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.