ECIA Project Management Contract_Bus Storage FacilityTHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Bus Storage Facility - ECIA Contract
DATE: July 3, 2014
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
Economic Development Director Maurice Jones recommends City Council approval of a
proposal from East Central Intergovernmental Association (ECIA) to assist the City with
technical and project management services in connection with the Dubuque Jule Transit
Bus Storage Facility. Total payment for services will not exceed $65,000.
The City is receiving $5.1 million of funding for this project and must comply with a
number of legal and reporting requirements. ECIA staff is familiar with these
requirements. City staff is not able to dedicate the time that the complexity of
administering these funds demands.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
bd-t44 ,
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Maurice Jones, Economic Development Director
Candace Eudaley, Transit Manager
THE CITY OF
Dui
Masterpiece on the Mississippi
Dubuque
katil
All -America City
1111
2007 • 2012 •2013
Economic Development Department
50 West 13th Street
Dubuque, Iowa 52001-4864
Office (563) 589-4393
TTY (563) 690-6678
http://www.cityofdubuque.org
TO: Michael Van Miliigen, City Manager
FROM: Maurice Jones, Economic Development Director
SUBJECT: Bus Storage Facility — ECIA Contract
DATE: July 1, 2014
INTRODUCTION
This memo transmits for City Council review and approval, a proposal from East Central
Intergovernmental Association (ECIA) to assist the City with technical and project
management services in connection with the Dubuque Jule Transit Bus Storage Facility.
BACKGROUND
Since July 2010, the City has worked with hired consultants and engineers to identify
the location and scope of the Intermodal Transportation facility. Initially, it had been
envisioned that the Center would be one building that included a terminal, parking
facility, rail platform, and bus storage facility. After public input, it was decided that this
project would be more beneficial if it was divided into several components.
In October 2011, the City was notified that $8 million of State of Good Repairs funding
was being awarded to our Intermodal project. Since this grant was for about one half of
the funding requested in the application, the City prioritized the construction of the
terminal building and the first phase of the parking facility — which is now underway.
DISCUSSION
The Bus Storage Facility (BSF) will be replacing the 100 year old existing facility and will
be located at 925 Kerper Blvd, Dubuque, IA. The BSF building will include office space
for a transit director, roads assistance, supervisor, and an open office area for dispatch.
Additional office area space will include a small employee break area, restrooms, a
conference room, as well as an IT room for building technology. The facility includes
space for parts storage that are used in ongoing maintenance of the vehicle fleet. In
addition, the project will create an on-site paved training course.
The table below provides the list of funding sources for the BSF.
Funding source
Proposal Amount
FTA's SGR funds
$961,827
Dubuque Metropolitan Area Transportation Study
(DMATS) Surface Transportation Program (STP) funds
$2,585,827
City of Dubuque Funds
$1,036,914
IADOT's PTIG funds*
$600,000
Total
$5,184,568
*Funding is based on application process
The City of Dubuque owns the land for the BSF. The FTA funds will not be used to
purchase the land. The Jule will not be using the land as in-kind local match for the
BSF.
The City of Dubuque received $1,200,000 in Surface Transportation Program (STP)
funds in FFY 2014 and will receive $1,325,827 STP funds in FFY 2015 from Dubuque
Metropolitan Area Transportation Study (DMATS) for a new Bus Storage Facility.
The funding is designed to accommodate Project administration, Engineering & Design
and Construction of the Bus Storage Facility.
LOCAL FUNDING SOURCE:
The 20% local match for the BSF is provided by City of Dubuque through the Bus
Storage and Maintenance Facility (BSF) CIP #360-2446.
The Jule is requesting $961,827 of State of Good Repair Grant to go toward design,
construction, and project administration of the BSF. Total project cost is $5.1 million.
The Bus facility is considered to be Phase 2 of the larger Intermodal Campus, and FTA
requires consistency in management for this State of Good Repair funded project. As
Chandra Ravada has been the lead contact with FTA throughout the Intermodal project,
it is recommended that he continue in that role through the construction of the Bus
Storage Facility.
The City will need to comply with a number of legal and reporting requirements. ECIA
staff is familiar with these requirements. Additionally, City staff are not able to dedicate
the time that the complexity of administering these funds demands. We would not want
to inadvertently jeopardize the City's receipt of $5.1 million of funding by failing to
comply with the multitude of requirements of the program.
BUDGET IMPACT
Total payment for services under the attached agreement will not exceed sixty-five
thousand dollars ($65,000), to be paid in twenty-four (24) equal installments.
The work will be funded from the sources detailed above, including CIP #360-2446.
The total CIP is $1,397,513.
RECOMMENDATION/ ACTION STEP
I recommend that the City Council approve the attached proposal from East Central
Intergovernmental Association (ECIA) to assist the City with technical and project
management services in connection with the Dubuque Jule Transit Bus Storage Facility.
cc: Candace Eudaley — Transit Manager
Don Vogt — Operations and Maintenance Manager
Todd Irwin — Engineering Technician
Steve Brown — Project Manager, Engineering
Ken TeKippe — Finance Director
Chandra Ravada — Transportation Director, ECIA
AGREEMENT FOR SERVICES
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
THE EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
This Agreement ("Agreement"), by and between the East Central Intergovernmental
Association ("ECIA") and the City of Dubuque, Iowa ("City"), requesting ECIA's
assistance and technical services in connection with the completion of the Dubuque
Jule Transit Bus Storage Facility ("Facility"), is entered into on the day of
2014.
SECTION 1. Scope of Services
ECIA will provide and perform the necessary services set forth in the Scope of Services
(Attachment A) and complete the Facility Construction Process, including but not limited
to Reporting, Davis -Bacon, and Project management. If the scope of services exceeds
those services listed in Attachment A for any reason, the City and ECIA (collectively the
"Parties") will adjust the project cost to a cost that is mutually agreed upon by the
Parties.
SECTION 2. Time of Performance
ECIA will commence performance under this Agreement upon execution of this
Agreement by the Parties. The time required for performance is anticipated to be
twenty-four (24) months from the date of execution of this Agreement. However, ECIA
will continue performance until all services set forth in Attachment A and any additional
services pursuant to Section 1 of this Agreement are completed.
SECTION 3. Method of Payment
Total payment for services under this Agreement will not exceed sixty thousand
hundred dollars ($65,000). $60,000 will be paid in 24 equal installments. The amount of
each monthly invoice will be two thousand five hundred dollars ($2,500). $5,000 is for
Davis -Bacon wage monitoring and reporting and will be billed during construction of the
project. $5,000 will be paid in 10 equal installments after construction begins. The
amount of each monthly invoice will be five hundred dollars ($500) for ten months. ECIA
will invoice the City on the last business day of each month beginning the month the
contract is executed for services rendered during that calendar month. Payment is due
upon receipt of each invoice.
SECTION 4. Personnel
ECIA represents that it currently employs, or will acquire as needed during the
performance of this Agreement, all personnel necessary for the timely and successful
performance of this Agreement and to act as supporting staff to the Project Manager.
The personnel, whether existing or newly acquired, are ECIA employees and will remain
Dubuque Bus Storage Facility 1
Contract for Services
ECIA employees regardless of any work or services such employees perform in
connection with the Facility.
SECTION 5. Property
ECIA is responsible to acquire or use existing property, real or personal, as it deems
necessary in the performance of work under this Agreement.
SECTION 6. Termination by the City
6.1. The City may, by thirty (30) days written notice to ECIA, terminate this
Agreement in whole or in part at any time and for any reason. Upon receipt of such
notice, ECIA will: (1) immediately discontinue all services affected (unless the notice
directs otherwise), and (2) within thirty (30) calendar days deliver to the City all data,
drawings, specifications, and any other documents related to the Facility and ECIA's
performance of this Agreement.
6.2. Notwithstanding the above, ECIA will not be relieved of liability to the City for
damages sustained by the City arising from any breach by ECIA of this Agreement. If
any such damages are sustained, the City may withhold any and all payments to ECIA
until such time as the exact amount of damages due to the City from ECIA is
determined.
6.3. If the City elects to terminate this Agreement, ECIA will be paid the amount due
and owing up to and including the date of completion. If the date of termination does
not fall on the last business day of a month, the services for that month will be prorated
based on the date of termination and the monthly invoice amount.
6.4. Upon receipt of written notice of termination from the City, ECIA will have ten (10)
days to cure any breach cited by the City in its notice of termination to the satisfaction of
the City in its sole discretion. If the City deems any such breach cured, it must notify
ECIA in writing that ECIA's efforts to cure are acceptable and that performance under
this Agreement will continue.
SECTION 7. Termination by ECIA
ECIA may terminate this Agreement by thirty (30) days written notice to the City for the
following reasons:
1. Both parties agree a continuation of this Agreement will not be in the best
interests of the City.
2. ECIA ceases to exist or it is restricted or prohibited by its governmental
authorities from continuing to provide services under this Agreement.
SECTION 8. Political Activity
Dubuque Bus Storage Facility 2
Contract for Services
No portion of City's payment to ECIA may be used for any partisan political activity or to
further the election or defeat of any candidate for public office, or to further the election
or defeat of any cause subject to public vote.
SECTION 9. Miscellaneous
9.1. Force Majeure. In the event that ECIA is delayed or hindered in or prevented
from the performance of any act required hereunder by reason of strikes, lockouts, labor
troubles, unavailability or excessive price of fuel, power failure, riots, insurrection, war,
terrorist activities, chemical explosions, hazardous condition, fire, weather, or acts of
God, or by reason of any other cause beyond the exclusive and reasonable control of
ECIA, then performance of any such act will be extended for a period equivalent to the
period of such delay.
9.2. Entire Agreement. This Agreement constitutes the entire Agreement of the
Parties and supersedes all prior agreements.
9.3. Modifications. This Agreement may not be modified, except in writing, signed by
ECIA and City.
9.4. Applicable Law and Venue. This Agreement is governed by the laws of the State
of Iowa and venue for any action with respect to this Agreement is the District Court of
Dubuque County, Iowa.
9.5. Authority. The City and ECIA represent that each, respectively, has full right,
power and authority to execute this Agreement.
9.6. Severability. If any term of this Agreement is found to be void or invalid, such
invalidity will not affect the remaining terms of this Agreement, which will continue in full
force and effect.
9.7. Consent or Approval. In any case where the approval or consent of the City or
ECIA is required or requested under this Agreement, such party shall not unreasonably
delay or otherwise withhold its approval or consent.
9.8. Notices. All notices and correspondence related to this Agreement shall be sent
to the following:
ECIA: East Central Intergovernmental Association
Kelley H. Deutmeyer, Executive Director
7600 Commerce Park
Dubuque, Iowa 52002
Chandra Ravada, Transportation Director
7600 Commerce Park
Dubuque, Iowa 52002
Dubuque Bus Storage Facility 3
Contract for Services
City: City of Dubuque, Iowa
Michael C. Van Milligen, City Manager
50 West 13th Street
Dubuque, Iowa 52001-4845
City of Dubuque:
By:
City of Dubuque, Iowa
Maurice Jones, Economic Development Director
50 West 13th Street
Dubuque, Iowa 52001-4845
Roy D. ='uol
Mayor
East Central Intergovernmental:
By:
Larry Buck Koose
ECIA Chairperson
Attest: Attest:
Kevin S. Firnstahl, Cit 4' Jerk Kelley H. Deutmeyer, Executive Director
Dubuque Bus Storage Facility 4
Contract for Services
ATTACHMENT A - SCOPE OF SERVICES
The purpose of this Agreement is to provide technical services that lead to completion
of the Facility. ECIA will provide services on Reporting, Davis -Bacon, and Project
Manager throughout the project. ECIA staff will perform the work with assistance from
the Project Manager and Project Management Team.
ECIA Project Management (Kelley Deutmeyer/Chandra Ravada)
Responsibilities:
• Ensure all federal rules and regulations are followed at different stages of the
project
• Maintain project schedule
• Act as the prime contact for Federal Transit authority (FTA)
• Provide input to consultants on design changes by coordinating with Jule transit
and City engineering staff.
• Submit updated reports and invoicing to ECIA/Chandra Ravada for submission to
FTA (via ECHO) for reimbursements
• Approve change orders by following the procedures adopted.
• Update management on progress of the project
• Update City Manager on progress and changes to the project
• Create Bid documents with assistance from the Project Team and Consultant
• Create Request For Qualification (RFQ) for Project
• Point of contact for Communications
• Responsible for closing out of the project
• Lead Pre -Construction and Design conference
• Schedule monthly project meetings
ECIA Reporting (Chandra Ravada)
Responsibilities:
• Submit monthly reports to FTA in TEAM
• Attend Pre -Construction and Design conference
• Create analytics for monthly accomplishments, cost and schedule
performance, milestones reached, and other information stating performance
for each project participant
• Present information in both narrative and graphical format
• Provide input as need upon request from Project Manager
• Attend monthly project meetings
ECIA Davis -Bacon (Mark Schneider)
Responsibilities:
• Obtain Contractor Clearance
• Compliance review for signing contract documents
• Attend Pre -Construction Conference
• Visit Construction Site Visit for Postings
• Conduct Employee Interviews
• Perform Davis -Bacon wage check
Dubuque Bus Storage Facility 5
Contract for Services
• Payroll forms check (weekly)
• Bi -weekly updates to reporting staff
Project Costs
The Project will take place in Fiscal Years 2014, 2015 and into 2016.
Total Project Cost is $65,000.
Project Management
$30,000
Reporting
$30,000
Davis -Bacon
$5,000
Total
$65,000
Dubuque Bus Storage Facility 6
Contract for Services