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HomeMy WebLinkAboutCouncil Packet - 1/4/2021 THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, REGULAR SESSION TO BE HELD AT Meeting will be held virtually via Zoom. Visit haps✓/cityofwaterlooiowa.coni/register and register to receive the Zoom meeting information. Please contact the City Clerk's Office at 319-291-4323 with questions. Monday, January 4, 2021 5:30 PM CITY OF WATERLOO GOALS 1. Support the creation of new, livable wage jobs through a balanced economic development approach of assisting existing businesses, fostering start-ups, attracting new employers and cultivating an adequate workforce. 2. Implement a Community Policing strategy that creates a safe environment in Waterloo. 3. Reduce the City's property tax levies through a responsible balance of cost reduction in City operations and increases in taxable property valuations to ensure that Waterloo is a competitive, affordable, and livable city. 4. Enhance the image of Waterloo and the City to residents and businesses inside and outside of the community. General Rules for Public Participation 1. At the chair/presider's discretion, you may address an item on the current agenda by stepping to the podium, and after recognition by the chair/presider, state your name, address and group affiliation(if appropriate) and speak clearly into the microphone. 2. You may speak one(1)time per item for a maximum of five (5)minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council Meeting. If not registered with the City Clerk's office you may speak one (1)time per item for a maximum of three(3)minutes. 3. If there is a hearing scheduled as part of an agenda item, the chair/presider will allow everyone who wishes to address the council, using the same participation guidelines found in these "general rules". 4. Although not required by city code of ordinances, oral presentations may be allowed at the chair/presider's (usually the Mayor or Mayor Pro Tem)discretion. The "oral presentations" section of the agenda is your opportunity to address items not on the agenda. You may speak one(1)time for a maximum of five(5)minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council Meeting. If not registered with the City Clerk's office a speaker may speak to one(1) issue per meeting for a maximum of three(3)minutes. Official action cannot be taken by the Council at that time, but may be placed on a future agenda or referred to the appropriate department. 5. Keep comments germane and refrain from personal, impertinent or slanderous remarks. 6. Questions concerning these rules or any agenda item may be directed to the Clerk's Office at 291-4323. 7. Citizens are encouraged to register with the Clerk's Office by 4:00 p.m. on Monday of the day of the City Council meeting to appear before the City Council(may also register by phone). Registered speakers will be given first priority. Page 1 of 48 Roll Call. Prayer or Moment of Silence Pledge of Allegiance Jerome Amos, Ward 4 Council Member Agenda, as proposed or amended. Minutes of December 28, Regular Session, as proposed. ORAL PRESENTATIONS Iowa Code Chapter 21 gives the public the right to attend council meetings but it does not require cities to allow public participation except during public hearings. The City of Waterloo encourages the public to participate during the Oral Presentations by following the rules listed on the front of the agenda. 1. Consent Agenda: (The following items will be acted upon by voice vote on a single motion without separate discussion, unless someone from the council or public requests that a specific item be considered separately.) A. Resolution to approve the following: 1. Bills Payment, Finance Committee Invoice Summary Report, a copy of which is on file in the office of the City Clerk. 2. Resolution approving preliminary plans, specifications, form of contract, etc., and setting date of public hearing as January 19, 2021, in conjunction with the FY 2021 Highway 63 Enhancements from Washington Street to Parker Street, Contract No. 1029, and instruct City Clerk to publish notice. Submitted By: Jamie Knutson, PE, City Engineer B. Motion to approve the following: 3. LIQUOR LICENSES a. Club Legacy, 120 Sumner Street Class: C Liquor New Application Includes Sunday Expiration Date: 12/30/2021 4. Recommendation of appointment of Brett Reiter from the Civil Service List to the position Equipment Operator I, in the Street Department, pending completion of physical and drug testing, effective January 19, 2021. Page 2 of 48 Submitted By: Randy Bennett, Public Works Division Manager 5. Recommendation of appointment of Chad McNamara and Monesha Dickens from the Civil Service List to the position of Solid Waste Technician. Chad McNamara is a transfer from the Street Department. Monesha Dickens appointment will be pending completion of physical and drug testing, effective January 19, 2021. Submitted By: Randy Bennett, Public Works Division Manager 6. Recommendation of appointment of Brittany Hoyer from the Civil Service List to the position of Clerk 11, in the Waste Management department. Brittany will be transferring from the Police Department, effective January 19, 2021. Submitted By:Randy Bennett, Public Works Division Manager PUBLIC HEARINGS 2. Public Works Facility Janitorial Service Contract. Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of plans, specifications, form of contract, etc., and authorizing to proceed. Motion to receive and file and instruct City Clerk to read bids and refer to Public Works Division Manager for review. Submitted By: Randy Bennett, Public Works Division Manager RESOLUTIONS 3. Resolution approving additional construction administration fees of up to $91,000 for a professional services agreement with I & S Group, Inc. of Waterloo, Iowa, resulting in a total amount not to exceed $400,000, in conjunction with the Five Sullivan Brothers Convention Center Additional and Lobby Renovation Project. Submitted By: Noel Anderson, Community Planning and Development Director ADJOURNMENT Motion to adjourn. Kelley Felchle City Clerk MEETINGS 5:10 p.m. Finance Committee, Harold E. Getty Council Chambers Page 3 of 48 CITY OF WATERLOO Council Communication Minutes of December 28, Regular Session, as proposed. City Council Meeting: 1/4/2021 Prepared: ATTACHMENTS: Description Type ❑ Minutes of December 28, 2020 Backup Material Submitted by: Submitted By: Page 4 of 48 December 28, 2020 The Council of the City of Waterloo, Iowa, met in Regular Session at Harold E. Getty Council Chambers, Waterloo, Iowa, at 5:30 p.m., on Monday, December 28, 2020. Mayor Quentin Hart in the Chair. Roll Call: Boesen, Amos, Morrissey, Klein, Feuss, Grieder, Juon joined the meeting by telephone. Prayer or Moment of Silence. Pledge of Allegiance: Sharon Juon, At-Large Council Member 159407 - Juon/Feuss that the Agenda, as amended,by deleting Items 1.A.1 and 1.A.3, and amending Item 1.B.I.a. to correctly reflect the cost of travel and the number of personnel, and 1.B.3.n. to reflect that Michael Young is a New Appointment to the Telecommunications Board, for the Regular Session on Monday, December 28, 2020, at 5:30 p.m., be accepted and approved. Voice vote-Ayes: Seven. Motion carried. 159408 - Juon/Feuss that the Minutes, as proposed, for the Regular Session on Monday, Monday, December 21, 2020, at 5:30 p.m., be accepted and approved. Voice vote-Ayes: Seven. Motion carried. ORAL PRESENTATIONS Brittany Martin, 13 Schuler Street, Sumter, SC, commented that Lasondra Johnson was charged with murder before a proper investigation could be conducted. She acknowledged that there is not much that the city council can do in this situation and that she would be going to speak at the County Supervisors meeting tomorrow to express her concern about the manner in which this case is being handled. Eric Kennedy, 5445 Catchall Rd. Dalzell, SC, (registered to speak as 13 Schuler Street, SC), spoke in support of Lasondra Johnson and commented that she had concealed weapon permit and acted appropriately to the training she received to receive the permit. Towanna Murphy, 321 Burgess Drive, Memphis, TN, commented that she is a TV personality who did a story on Lasondra Johnson and is also her aunt. She commented that Ms. Johnson has to be looked as a mother and business owner, who holds both a bachelor's and master's degree. She spoke to her character and defended Ms. Johnson's action that day. Estephanie Romero, 1130 Grant Avenue, Waterloo, Iowa, commented that Losandra Johnson was her babysitter for many years. She stated she is a very loving person who did a great job taking care of her children. She added that it hurts seeing her children and Ms. Johnson's children affected by this. Mayor Hart commented that this is a tough situation all around for the community and for the families. Mrs. Klein questioned when council would be allowed to return to council chambers for meetings. Mayor Hart commented that the city has adopted a matrix that tracks the number cases within the city and that it was developed prior to the vaccine. He explained that the situation would be reevaluated at the start of the new year. Mrs. Klein explained that people within her ward have commented that they do not have the internet or fancy phones that allow them to participate. She said that her home is not set up for Zoom so she also looks forward looking forward to meeting in person soon. Mrs. Juon commented that she and Mr. Boesen were appointed to serve on the Waterloo Police Department rebranding committee as non-voting, ex-officio members. She commented that their role is primarily to update the city council on activities of the committee. The committee decided to take all the submissions and vote yes or no on each submission. After that, submissions that received a yes vote, the committee will vote on them based on specific criteria. She then explained the criteria. Page 5 of 48 December 28, 2020 Page 2 Mr. Morrissey questioned if all twelve voting members will be looking at 100 different designs and have the members vote yes or no on the design. He questioned if to move forward, the yes votes have to be at least seven. Mrs. Juon commented that it would be based on a majority vote. She explained that there are other considerations, for example, she talked to Mr. Hall today, and one of the submissions said "experience Waterloo,"which is trademarked and will be automatically eliminated. 159409 - Juon/Grieder that the above oral comments be received and placed on file. Voice vote-Ayes: Seven. Motion carried. CONSENT AGENDA 159410 - Juon/Grieder that the following items on the consent agenda be received,placed on file and approved: a. Resolutions to approve the following: 1. Mrs. Juon noted that there were no bills payments for Monday, December 28, 2020. 2. Resolution approving award of bid to Arends Excavating, of Waterloo, Iowa, in the amount of$588,788.26, and approving the contract, bond, and certificate of insurance, in conjunction with the FY 2021 Leversee Road Lift Station Project, Contract No. 983, and authorizing the Mayor and City Clerk to execute said documents. Resolution adopted and upon approval by Mayor assigned No. 2020-911. in an amotm4 not to exeeed$1,580,506.81, and approving the eeatr-aet, bond, and eet4ifiea4e ef insiffane tion with FY 2021 Higkway 63 Enhaneements from Washington Street to P_afl____ Wqjeet, Gentfaet No. 1029, and authorizing the Mayor-and City Cie b. Motion to approve the following: 1• Travel Requests Name & Title of Amount Personnel Class/Meeting Destination Date(s) not to Exceed a. (9) Police Personnel FBI-LEEDA Supervisor Waterloo, IA January 4-29, $2,450 Liability Training 2021 2• Approved Beer, Liquor, and Wine Applications Name &Address of Business Class New or Expiration Includes Renewal Date Sunda a. Waterloo Black Hawks Hockey, C Liquor w/Outdoor New 12/15/2021 x 125 Commercial Street Service *Ownership Update* 3. Mayor Hart's recommendation of the following appointments: Appointee Board/Commission Expiration New or Date Re-Appointment Craig White Memorial Hall Commission 12/31/2023 Re-Appointment Melvin Wittwer Memorial Hall Commission 12/31/2023 Re-Appointment Page 6 of 48 December 28, 2020 Page 3 Mike Mrzlak Memorial Hall Commission 12/31/2023 Re-Appointment Randall Miller Memorial Hall Commission 12/31/2023 Re-Appointment Marilyn Robinson Memorial Hall Commission 12/31/2023 Re-Appointment Eric Ritland Cultural and Arts Commission 12/31/2023 Re-Appointment Jane Messingham Main Street Waterloo Redevelopment 12/31/2021 Re-Appointment Authority Andrew Robeson Main Street Waterloo Redevelopment 12/31/2021 Re-Appointment Authority John Chiles Main Street Waterloo Redevelopment 12/31/2021 Re-Appointment Authority Mark Iehl Main Street Waterloo Redevelopment 12/31/2023 Re-Appointment Authority Blake Hamer Main Street Waterloo Redevelopment 12/31/2021 Re-Appointment Authority David Deeds Main Street Waterloo Redevelopment 12/31/2023 Re-Appointment Authority Elizabeth Main Street Waterloo Redevelopment 12/31/2021 Re-Appointment O'Malley Authority Michael Young Telecommunications Board 12/28/2026 New Matt Schindel Complete Streets Advisory New Committee John Dornoff Complete Streets Advisory New Committee Sandie Greco Complete Streets Advisory New Committee Anne Marie Kofta Complete Streets Advisory New Committee David Sturch Complete Streets Advisory New Committee Roll call vote-Ayes: Seven. Motion carried. RESOLUTIONS 159411 - Morrissey/Grieder that "Resolution authorizing an exception to the City Of Waterloo's Purchasing Procedures Policy to approve the purchase of a Mixed Liquor Recycle Pump from Electric Pump of Des Moines, Iowa, in the amount of$127,833.27",be adopted. Roll call vote-Ayes: Seven. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2020-912. 159412 - Morrissey/Grieder that "Resolution approving a five (5) year agreement, with Air Methods Corporation of Greenwood Village, Colorado, for a Ground Lease of 8,060 square feet of raw land for operation of an Air Ambulance business, and authorizing the Mayor and City Clerk to execute said document", be adopted. Roll call vote-Ayes: Seven. Motion carried. Mr. Boesen questioned how the dollar amount was determined for the lease. Keith Kaspari, Airport Director, provided an overview of the lease and how the city and Air Methods Corporation arrived at the agreed to dollar amount. Mr. Boesen questioned if the other lease agreements have a set dollar amount by which they increase. Page 7 of 48 December 28, 2020 Page 4 Keith Kaspari explained the increases in other lease agreements. Resolution adopted and upon approval by Mayor assigned No. 2020-913. ADJOURNMENT 159413 - Klein/Grieder that the Council adjourn at 6:11 p.m. Voice vote-Ayes: Seven. Motion carried. Kelley Felchle City Clerk Page 8 of 48 CITY OF WATERLOO Council Communication Resolution approving preliminary plans, specifications, form of contract, etc., and setting date of public hearing as January 19, 2021, in conjunction with the FY 2021 Highway 63 Enhancements from Washington Street to Parker Street, Contract No. 1029, and instruct City Clerk to publish notice. City Council Meeting: 1/4/2021 Prepared: 12/28/2020 Resolution approving preliminary_plans, specifications, form of contract, SUBJECT: etc., and setting date of public hearing as January 19, 2021, in conjunction with the FY 2021 Highway 63 Enhancements from Washington Street to Parker Street, Contract No. 1029, and instruct City Clerk to publish notice. Submitted by: Submitted By: Jamie Knutson, PE, City Engineer Recommended Action: Summary Statement: Plans prepared byAEC OM Expenditure Required: To be determined Source of Funds: Background Information: Bids were opened by the Iowa Department of Transportation on December 15, 2020. Page 9 of 48 CITY OF WATERLOO Council Communication Recommendation of appointment of Brett Reiter from the Civil Service List to the position Equipment Operator I, in the Street Department, pending completion of physical and drug testing, effective January 19, 2021. City Council Meeting: 1/4/2021 Prepared: 12/28/2020 ATTACHMENTS: Description Type ❑ Job Description Backup Material ❑ Personnel Req Backup Material ❑ Questions Backup Material Recommendation of appointment of Brett Reiter from the Civil Service List SUBJECT: to the position Equipment Operator 1, in the Street Department,Vending completion of physical and drug testing, effective January 19, 2021. Submitted by: Submitted By: Randy Bennett, Public Works Division Manager Recommended Action: Approve Recommendation Summary Statement: This position being filled due to a resignation. This position is budgeted and required to support the Street Department operations. Expenditure Required: $56,201.60 $27.02 per hour $84,822.40 with benefits Source of Funds: 266-19-7100-1111 Road Use Tax funding Policy Issue: Strategy 2.2: Enlist all City departments and staff members in efforts to promote a safer community. Page 10 of 48 Submit resume by going to www.cilyofwaterlooiowa.com, clicking on Job Vacancies, reviewing the Equipment Operator I description and following directions to submit cover letter and resume. We will not accept mailed, faxed, hand-delivered or directly emailed resumes. Deadline to submit resume is Noon on Friday, September XX, 2020. CIVIL SERVICE NOTICE CITY OF WATERLOO, IOWA OPEN EXAMINATION EQUIPMENT OPERATOR I DEPARTMENT PUBLIC WORKS- STREET SALARY $26.02 beginning rate with $1.00 increase after 6-month probation FLSA NON-EXEMPT CIVIL SERVICE INCLUDED BARGAINING UNIT MUNICIPAL EMPLOYEES LOCAL#1177 GENERAL STATEMENT OF DUTIES Performs semi-skilled construction, street maintenance and labor functions such as pot hole patching, oiling, shoveling and raking asphalt, finishing concrete, setting concrete forms, directing traffic, erecting barricades, loading, hauling and plowing snow. The work is performed under the general direction of the Street Department Director(s) and Street Foreman. No supervisory responsibilities. EXAMPLES OF ESSENTIAL FUNCTIONS control trucks during snow emergencies up to (Illustrative Only) sixteen hours a day. Oerates other heavy These functions are considered essential for duty and rough-riding vehicles and successful performance in this job classification. equipment, 1. Performs routine street repairs such as pot 4. Participates in special service programs such hole patching and oiling, and general as emergency storm damage clean up. maintenance and labor duties such as shoveling and raking asphalt, finishing concrete, setting concrete forms, directing 5. Fills and sets sandbags, erects barricades and traffic and erecting barricades. assists in monitoring flood pumps during flood emergencies. 2. Assists in preparation for winter by erecting snow fence, installing plows, wings, 6. Cleans roadside ditches of brush with weed spreaders on trucks and spraying anti-icing trimming equipment or chain saw. material. 7. Washes vehicles, changes tires, repairs, 3. Operates dump trucks, crack sealer, cleans up and paints City buildings equipment with buckets, equipment used for HMA and spray injection patching, assists in 8. Assists other departments as needed loading, hauling from street repairs and/ or (Example would be mechanical work in the plowing snow and operating snow and ice Page 11 of 48 garage or picking up refuse in the Sanitation 4. Ability to safely operate a loader, dump Department.) truck, snowplow, snow and ice control truck, concrete saw, air hammer and other power 9. Works in busy traffic areas, operating street tools. maintenance vehicle or on foot. 5. Ability to work alone when operating snow 10. Performs street maintenance and repairs in removal equipment. trenches and on uneven ground. 6. Ability to complete daily work sheets 11. Lifts and carries items weighing up to one weather written and/or the use of a computer, hundred pounds with assistance as needed. tablet, etc. 12. Works outside in all weather conditions; 7. Ability to complete assigned work projects works near moving vehicles and equipment without direct supervision. and around mechanical hazards; operates equipment and tools that cause vibration; 8. Ability to respond to questions and noise level is often loud; atmosphere may comments from the general public tactfully contain dust and traffic fumes; visibility and politely. might be poor. 9. Ability to communicate effectively and 13. Performs work of a repetitive nature and maintain working relationships with other varied workload pace. City employees, supervisors and the public. 14. Works independently and with others with 10. Ability to work with people from a broad minimum supervision. variety of social, economic, racial, ethnic and educational backgrounds. 15. Attends work regularly at the designated place and time. ACCEPTABLE EXPERIENCE & TRAINING 1. High school graduate/GED. 16. Performs all work duties and activities in accordance with City policies, procedures 2. Minimum one year related street construction and OSHA, City, and Street Department experience in all types of weather conditions safety rules and regulations. and knowledge of the use of a wide variety of hand tools found in street construction and 17. Performs all other duties as assigned. maintenance work OR REQUIRED KNOWLEDGE &ABILITIES Any equivalent combination of education and experience that provides the knowledge, 1. Knowledge of traffic and safety rules. skills and abilities necessary to perform the work. 2. Knowledge of occupational hazards associated with and the safety precautions 3. Required to possess or obtain an Iowa Class necessary when working in busy traffic areas A Commercial Drivers' License (CDL) with or extreme weather conditions. air brake and tanker endorsements within 6 months of employment. Good driving record 3. Ability to read street signs, chemical hazard based on City of Waterloo driver performance labels and written directions of supervisors. criteria. A candidate with any of the following will not be considered for employment: loss of license for any reason during the period of Page 12 of 48 candidacy for employment, if the candidate 6. Sufficient hearing to understand verbal remains without a valid, current license for instructions, respond to questions from the the position when the City issues an offer of public and hear traffic in work areas. employment; loss of license, plea of guilty, plea of no contest or its equivalent or 7. Sufficient personal mobility that permits the conviction for OWI, reckless driving or other employee to operate required equipment major moving violation within the previous safely in all types of weather and a variety of five years; four or more citations for moving road conditions. violations within the previous three-year period, excluding speeding violations of 10 MISCELLANEOUS mph or less over the posted speed limit; three 1. Must wear personal protective equipment or more citations for moving violations such as safety shoes, safety glasses, safety within the previous one-year period. After vest,hearing protection, gloves and hard hat. appointment to the position, disciplinary 2. Must comply with City of Waterloo action or continuing employment status may Residency Policy for Critical Employees be reviewed for the following: four or more (physically reside within 30 mile radius of moving violations within the previous three Waterloo City Hall-will be given reasonable years,three or more moving violations within compliance period as determined by the previous one year or loss of license or department head). Must maintain a local conviction for OWI, reckless driving or other telephone number in order to be contacted major moving violation within the previous during emergencies. five years; two or more at-fault accidents within a three-year period while driving on 3. Must submit to Department of Transportation City business; three or more at-fault within a requirements including pre-employment, three-year period. post-accident, reasonable suspicion, random and return-to-duty/follow-up alcohol and drug testing. ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or 4. Following a conditional offer of employment, without accommodation. the City of Waterloo requires a physical examination and a drug test by a physician of 1. Sufficient strength to perform assigned tasks. the City's choice to determine if an applicant is capable of performing the essential 2. Sufficient physical and mental stamina, to functions of the position. work up to 16 hours during snow or other weather emergencies. 5. The City of Waterloo reserves the right to conduct a background investigation including 3. Sufficient speech and hearing that permits the employment and criminal history checks on employee to communicate effectively with any applicant being considered for this coworkers in person or over a radio. position. 4. Sufficient color vision, depth perception, 6. Must submit to and pass Civil Service distance and peripheral vision to safely examination procedures, including equipment operate vehicles and equipment in all weather test and panel interview. conditions. WORK SCHEDULE 5. Sufficient dexterity to safely operate powered Will be assigned a shift that is 7:00 a.m.-3:00 p.m. or and manual street maintenance tools. 3:00 p.m.-11:00 p.m. or 11:00 p.m.-7:00 a.m. Will generally work Monday through Friday with twenty- Page 13 of 48 minute paid lunch. Will be required to respond to emergency calls on weekends, evenings and holidays. There may be significant overtime during severe snow emergencies or flooding. Employees hired in this iob classification may be cross-utilized in other City departments in emergency and non-emergency situations as determined by the workload. Consequently, hours of work, including starting and ending times, work schedule, rest periods, work duties etc. will vary depending on the department to which the employee is assigned. who are full time regular employees of the City of EXAMINATION INFORMATION Waterloo shall have one additional point per full year of employment up to a maximum of five points added EQUIPMENT EXAMINATION to their final score. Honorably discharged men and Those applicants who meet the minimum women from the military or naval forces of the qualifications and who have a good driving record United States who qualify per provisions of Chapter based on City of Waterloo driver performance 35 of the Iowa Code and who are citizens and criteria will be required to participate in a driving test residents of the United States shall have five that will test skills in operating equipment used in additional points added to their final score upon this job classification. An individual must receive a submission of their DD214 or ten points added if minimum of eighty out of one hundred points to they were awarded a Purple Heart or have a service- achieve a passing score on the equipment connected disability. Employment is contingent on examination. This will be a pass/fail test. City of passing a post job offer physical examination Waterloo regular employees who presently hold a including a drug test. Failure to pass the physical or Class A or B Commercial Driver's License as a drug test will result in withdrawal of the employment requirement for their iob will not be required to offer. participate in the equipment examination. TESTING DATE ORAL EXAMINATION All qualified candidates who apply by the deadline Those applicants who pass the equipment date will be notified of the time, place and date of the examination will be required to appear before an oral equipment and oral examinations. examination panel consisting of a minimum of three people who have expertise in the areas being tested. A.A./E.E.O. An individual must receive a minimum average score Minority, female& disabled individuals are of sixty points out of one hundred to achieve a encouraged to apply. passing score on the oral examination. The top applicants, as ranked by their scores on the oral examination, will be the individuals placed on the certified lists. Applicants who qualify as outlined and EQUIPMENT OPERATOR I DESCRIPTION 18 September 2018 Page 14 of 48 PERSONNEL REQUISITION FORM Check as applicable: ® To start recruiting or civil service process and/or ® To fill a vacancy ❑ Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. Position Title: Equipment Operator I Department: Street Department Reports To: Stect Department Director Work Location: Street Department/Public Works Employment Status: ® Regular Full Time ❑ Temporary Full Time from to ❑ Regular Part Time ❑ Temporary Part Time from to ❑Regular 7-Month ❑ Intern/Co-op Student from to Type of Position: Recommended Recruitment Sources: Civil Service Position: ® Yes ❑No ❑Internal Posting Only Bargaining Position: ® Yes ❑No ® Internal Posting and External Advertising Bargaining Group: 177 Non-bargaining Position: ❑ Yes ®No Complete the following if the requisition is to fill a vacancy: ❑ New Position or ® Replacement Position for:Cooper Siddell-Equipment Operator I (Specify name and title of former incumbent) Date incumbent terminated employment: 9/4/2019 Date of final payout: 9/25/20 Anticipated start date: ASAP No. of hours/week: 40 Work schedule: TBA Justification of need for position: Position is budgeted and required to support street department operations in chip sealing, crack sealing, street maintenance and snow removal. Request authorization to begin Civil Service process and make an appointment. What are the likely consequences if the position is not filled? A reduced number of employees will have a negative impact on the department's ability to complete all necessary street repairs and snow removal operations. i APPROVALS Annual salary requirements: 56,201.60 Hourly Rate: $27.02 Benefits: 40.78 (Payroll taxes,pension,health ins.-assuming family) Is position budgeted for this and future FYs? ® Yes ❑No If no,how will position be funded? Approved subject to the following conditions: Submittin epartment Head bate Mayor Date Chief Financial Officer Date City Clerk/Human Resources Director Date Human Resources Committee Chairperson Date Created gnI2014 Page 15 of 48 PERSONNEL REQUISITION {Equipment Operator I) The following questions are provided as guidelines to assist you in developing your rational for the position of{Equipment Operator I}in the {Street) Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. (1) What are the key job responsibilities of this position? Truck Driver (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? The department has similar classifications, however reduced number of operators will directly impact the ability to provide services. (3) How is the work of this position being accomplished now? Reduced number of operators equals reduced tasks that can be accomplished. (4) Are the filled positions in your department currently being utilized to their maximum potential? Yes (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? This position is necessary for the department to meet the departmental objectives, i.e., sealcoating, crack sealing, street sweeping and most importantly snow and ice control. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? This position,while not revenue generating,is critical in providing safe streets for the citizens of Waterloo. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? The department pays overtime only as necessary, these positions are assigned routes critical to meet the demands of our projects/programs. (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. The department workload is multi-faceted, citizen Page 16 of 48 complaints, annual preventive street maintenance, seasonal street maintenance and now storm water ordinance compliance generated. (9) If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. Should these positions go unfilled,we will have not have the personnel resources to complete the demands and service expectations that the citizens have come to expect. Less equipment operators means less material loads to and from the work site, increased idle time for other personnel components of the team waiting for product as well as an increase in snow removal overtime and less trucks available to handle snow emergencies. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? As any position, some jobs can't be completed with the timeliness expected of both the department and the customer. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? I don't believe it practical to outsource the duties of equipment operator. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? During snow emergencies, many businesses in town cannot operate without access to their businesses. The contribution of this position is critical to the overall objectives of the department. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? This position directly impacts the department's ability to develop a customer-centered service delivery approach. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form. Page 17 of 48 CITY OF WATERLOO Council Communication Recommendation of appointment of Chad McNamara and Monesha Dickens from the Civil Service List to the position of Solid Waste Technician. Chad McNamara is a transfer from the Street Department. Monesha Dickens appointment will be pending completion of physical and drug testing, effective January 19, 2021. City Council Meeting: 1/4/2021 Prepared: 12/28/2020 ATTACHMENTS: Description Type ❑ Job Description Backup Material ❑ Personnel Req Backup Material ❑ Personnel Req Questions Backup Material Recommendation of appointment of Chad McNamara and Monesha Dickens from the Civil Service List to the position of Solid Waste SUBJECT: Technician. Chad McNamara is a transfer from the Street Department. Monesha Dickens appointment will be pending completion of physical and drug testing. effective January 19, 2021. Submitted by: Submitted By: Randy Bennett, Public Works Division Manager Recommended Action: Approve Recommendation Summary Statement: These are two (2)new positions due to restructuring Waste Management. Expenditure Required: $57,928.00 $27.85 $86,840 with benefits for each employee Source of Funds: 525-15-5400-1111 - Sanitation Fund Policy Issue: Strategy:2.2:Enlist all City departments and staff members in efforts to promote a safer community. Page 18 of 48 Resumes can only be submitted by going to the City of Waterloo website www.cityofwaterlooiowa.com, clicking on the Solid Waste Technician position, reading through the description and following the directions to submit your resume. We will not accept mailed, faxed, hand-delivered or directly emailed resumes. Deadline is noon on Friday,xxx xx,2020. CIVIL SERVICE NOTICE CITY OF WATERLOO, IOWA OPEN EXAMINATION SOLID WASTE TECHNICIAN DEPARTMENT SANITATION SALARY $26.85/hour with $1.00 increase after 6-month probation FLSA NON-EXEMPT CIVIL SERVICE INCLUDED BARGAINING UNIT MUNICIPAL EMPLOYEES LOCAL 177 GENERAL STATEMENT OF DUTIES Under the general direction of the Public Works Division Manager and Sanitation Director performs collection of solid waste, trash, refuse, yard waste and recycling during all weather conditions. Other duties that may be required include customer satisfaction, code enforcement cleanups, maintenance and flood relief. Will also be required, as necessary,to support emergency City-wide operations. EXAMPLES OF ESSENTIAL FUNCTIONS 4. Insures vehicles and equipment are properly (Illustrative Only) equipped, operating correctly, present a neat These functions are considered essential for and clean appearance and are completely successful performance in this job classification. fueled at the end of the work day in preparation for the next day's work 1. Operates a variety of heavy equipment assignment. Writes-up any equipment faults including but not limited to dump truck, using established work order program and automated garbage truck, rear packer turns in to Director for scheduled garbage truck, backhoe, multi-compartment maintenance. recycling truck, end loader, compost turner, screener and yard waste grinder. 5. Supports special events including but not limited to neighborhood clean-ups, City-wide 2. Performs daily work as directed by clean-ups and hazardous materials collection Sanitation Director in support of and disposal events. department objectives. Work may include but not be limited to curbside collection, 6. Responds to citizen complaints, questions delivery of customer carts, repairs to and requests for service. customer carts, missed garbage, missed yard waste, missed recycling, code enforcement 7. May assist in answering telephone customer clean-ups, bulk item clean-ups and yard service calls, filling out reports and servicing waste site maintenance. calls or inquiries. 3. Follows established routes and maintains 8. Work is performed in busy traffic areas, in collection schedules and route logs. Prepares vehicle and on foot, in all weather conditions. and leaves notices or tags on refuse not Operates equipment that causes complying with established ordinance/rules. vibration, noise level is loud, atmosphere Page 19 of 48 may contain dust and traffic fumes, work 9. Ability to work with people from a broad environment is dirty with low visibility variety of social, economic, racial, ethnic and during bad weather. Works in inclement educational backgrounds. weather conditions for extended periods of time. ACCEPTABLE EXPERIENCE & TRAINING 1. High school graduate/GED. 9. Works independently and with others with minimum supervision. 2. Minimum one year experience in the skilled operation of a large truck or other large 10. Performs work of a repetitive nature and vehicle or equipment varied workload. OR Any equivalent combination of education and 11. Attends work regularly at the designated experience that provides the knowledge, place and time. skills and abilities necessary to perform the essential functions of the position. 12. Performs all duties and activities in accordance with City policies and 3 . Required to possess or obtain an Iowa Class B procedures. Must comply with OSHA, Commercial Drivers' License (CDL) with air EPA and Public Works safety rules and brake and tanker endorsements within 6 regulations. months of employment. Good driving record based on City of Waterloo driver performance 13. Supports department goals and objectives by criteria. A candidate with any of the following making recommendations to management for will not be considered for employment: loss delivery of service improvements. of license for any reason during the period of candidacy for employment, if the 14. Performs all other related duties as assigned. candidate remains without a valid, current license for the position when the City issues REQUIRED KNOWLEDGE &ABILITIES an offer of employment; loss of license, plea 1. Knowledge of traffic laws and safety rules. of guilty, plea of no contest or its equivalent or conviction for OWI, reckless driving or 2. Ability to learn City street layout. other major moving violation within the previous five years; four or more citations 3. Ability to read street signs, chemical hazard for moving violations within the previous labels and written directions. three-year period, excluding speeding violations of 10 mph or less over the posted 4. Ability to keep work logs and prepare speed limit; three or more citations for notices. moving violations within the previous one- year period. After appointment to the 5. Ability to safely operate department position, disciplinary action or continuing equipment. employment status may be reviewed for the following: four or more moving violations 6. Ability to respond to questions and within the previous three years, three or comments from the public tactfully and more moving violations within the previous politely. one year or loss of license or conviction for OWI, reckless driving or other major 7. Ability to communicate effectively and moving violation within the previous five maintain working relationships with other years; two or more at-fault accidents within City employees, supervisors and the public. a three-year period while driving on City business; three or more at-fault within a 8. Knowledge of occupational hazards three-year period. associated with and the safety precautions necessary when working in busy traffic or 1. An applicant's driving record will be unfavorable weather conditions. reviewed prior to consideration for an Page 20 of 48 interview, prior to offer of employment and at 4. Following a conditional offer of employment, least annually after hire. the City of Waterloo requires a physical examination and a drug test by a physician of ESSENTIAL PHYSICAL ABILITIES the City's choice to determine if an applicant The following physical abilities are required with or is capable of performing the essential without accommodation. functions of the position. Failure to pass the physical exam and drug test will result in 1. Sufficient strength to perform assigned tasks. withdrawal of the employment offer. 2. Sufficient physical and mental stamina to 5. The City of Waterloo reserves the right to work at a steady pace for up to ten hours or conduct a background investigation including longer during unfavorable weather conditions education, employment and criminal history or during special projects. checks on any applicant being considered for this position. 3. Sufficient speech and hearing that permits the employee to communicate effectively with 5. Must submit to Civil Service examination coworkers in person or over a radio, to procedures including an equipment driving understand and give verbal instructions, test and a panel interview. respond to questions from the public and to hear and respond to approaching traffic. WORK SCHEDULE Scheduled work shift is generally 6:00 a.m. - 2:00 4. Sufficient color vision, depth perception, p.m. Monday-Friday. Weather, holidays, or distance and peripheral vision, and hand/eye emergency conditions may require working later, coordination to safely operate vehicles and other days or weekends. May be significant equipment in all weather conditions, work in overtime during weather emergencies. high traffic areas and climb on and off vehicles and equipment; dexterity and grip Required to adjust work week to support strength to run controls on compactor and department/City programs and objectives, including inside automated trucks. but not limited to neighborhood clean-up events, City-wide clean-up events, etc. 5. Sufficient personal mobility that permits the employee to operate required equipment EXAMINATION INFORMATION safely in all types of weather and a variety of road conditions. EQUIPMENT EXAMINATION Those applicants with a good motor vehicle driving MISCELLANEOUS record will be required to participate in a driving test 1. Must wear personal protective equipment that will test skills in operating equipment used in this whenever and wherever necessary such as job classification. An individual must receive a safety shoes, safety glasses, hard-hat, minimum of eighty out of one hundred points to reflective vest, hearing protection, gloves and achieve a passing score on the equipment over-garments as required by daily work examination. The equipment examination will count assignment 40%of the overall test score. 2. Must wear standard uniform as supplied by ORAL EXAMINATION City. Uniform must be clean and present a Those applicants who pass the equipment neat appearance. examination will be required to appear before an oral examination panel consisting of a minimum of three 3. Must submit to Department of Transportation people who have expertise in the areas being tested. requirements including pre-employment, An individual must receive a minimum average score post-accident, reasonable suspicion, random of sixty points out of one hundred to achieve a and return-to-duty/follow-up alcohol and passing score on the oral examination. The oral drug testing. examination will count 60%of the overall test score. Page 21 of 48 SCORING possession of a good driving record based on City of Those applicants, who successfully complete the Waterloo driver performance criteria and passing a equipment and oral examinations, as outlined above, post job offer physical and drug test. Failure to pass will have their scores determined by giving 40% these tests will result in withdrawal of the weight to the equipment test score and 60%weight to employment offer. the oral test score. The top applicants, as ranked by their scores, will be the individuals placed on the ORAL EXAMINATION DATE certified lists. Applicants who qualify as outlined and All qualified candidates who apply by the deadline are full time regular employees of the City of date will be notified of the time, place and date of the Waterloo shall have one additional point per full year equipment and oral examinations. of employment up to a maximum of five points added to their final score. Honorably discharged men and A.A./E.E.O. women from the military or naval forces of the Minority,female& disabled individuals are United States who qualify per provisions of Chapter encouraged to apply. 35 of the Code of Iowa and who are citizens and residents of the United States shall have five additional points added to their final score upon submission of their DD214 or ten points added if they SOLID WASTE TECHNICIAN DESCRIPTION 20 September were awarded a Purple Heart or have a service 2020 connected disability. Employment is contingent on Page 22 of 48 PERSONNEL REQUISITION FORM. Check as applicable: ® To start recruiting Or civil service process and/or To fill a vacancy ❑ Active Civil Service List Cxpires: T A pt•oposed job descrlptlon and questionnaire niust aecom.pally this form at time of submission to Human Resources. f.kirki4*k*$d:*is:ka:inkk�':�'efcokikiledrPt9:�•*k9ra4irk3e4$krt�:f:ir�Irf9:r'.&f;�.4e4ktirdFiert$F�;f.iri4fhdrrru3rkKf::;Rlrk�:dr$�R:eel•ibxVr�":9rr4ks�iraY�lrr'r-0r�4irPr-0rs4 Position Title: Solid Waste Technician Depar•tnient: Sanitation Reports'l'o; Sanitation Operations Supervisor Work Location; Public Works Employment Status: 0 Regular Ful]Time ❑Temporary Full Time from to ❑ Regular Part Time ❑Temporary Part Time from to ❑ Regular 7-Month ❑ Intern/Co-op Sttldont frons to lype of Positron: Recornnlended Recruitmealt Sources; Civil Service Position: M Yes ❑No ❑Internal Posting 0111y Bargaining Position: M Yes ❑No ®internal Posting and External Advertising Bargaining Group: 177 Non-bargaining Position: ❑Yes ®No Complete the following if the requisition is to fill a vacancy: ® Now Position or ❑ Replacement Position for;2 New Positions dire to restt•LIGUI'e(Solid Wrtste Operator (Specify name and lisle of fo€mer inoumbenl) Date incumbent terminated employment; Date of final payout: Anticipated start date: ASAP No. of hours/week;40 Work schedule: 0600-1400-Tues-Fri Justification of aced for position: This position is to help deficient areas that currently are,not getting clone resulting in poor service. What are the likely consequences if the position is not filled? Critical position in the delivery of services to citizens. APPROVALS Annual salary requirements: $57,92$ Hourly Rate: 27.85 Benefits: $86,840 {Payroll(mes,pension,health its;esstuning family) Is position budgeted for this and future FYs7 Yes ❑No If no,how will position be funded? Approved subject to the following conditions: submitti g Department Ilead We Mayor Date Chief Financial 0Mcet Date FFutnan Resources Director Date Human Resources Cornmarute Clialrp•rson Date Created 8/7/2014 Page 23 of 48 , PERSONNEL REQUISITION Solid Waste Technician The following questions are provided as guidelines to assist you in developing your rational for the position of Solid Waste Technician in the Sanitation Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. (1) What are the key job responsibilities of this position? Delivery of garbage carts, maintains yard waste site,provides fill-in duties for sanitation route operators during absence,pickup of recycle and yard waste routes. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? Yes, however, there are a limited number of employees within the department to provide the services which are user fee based. (3) How is the work of this position being accomplished now? Being completed by others within that job classification, requiring overtime as necessary. (4) Are the filled positions in your department currently being utilized to their maximum potential? Yes (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? Provides manpower to provide the citizen services which are expected. (6) What cost savings or revenues, if any,would your department or the City realize if this position is filled? Would probably not increase revenues, however, would significantly reduce the potential for dis-satisfied customers. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? Overtime/ comp time requirements are seasonal. Yard waste pickup and site maintenance require significantly more man-hours. Customer service is a key ingredient. (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. It is my understanding that staffing levels over the past three fiscal years have remained consistent. (9) If this position is not filled,what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. Lack of this position will increase overtime for other departmental employees. Page 24 of 48 (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? Employee time off is managed to insure daily work assignments are covered. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? I don't believe there would be savings, however, to the best of my knowledge, this alternative has not been investigated and would require outsourcing the entire department as opposed to one position. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? This position is funded totally with user fees, not property taxes. Citizens who pay for these services, expect these services (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? This position supports the goal of providing excellent citizen services. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form. Page 25 of 48 CITY OF WATERLOO Council Communication Recommendation of appointment of Brittany Hoyer from the Civil Service List to the position of Clerk II, in the Waste Management department. Brittany will be transferring from the Police Department, effective January 19, 2021. City Council Meeting: 1/4/2021 Prepared: 12/29/2020 ATTACHMENTS: Description Type ❑ Job Description Backup Material ❑ Personnel Req Backup Material ❑ Personnel Req Questions Backup Material Recommendation of appointment of Brittany Hoyer from the Civil Service SUBJECT: List to the position of Clerk 11, in the Waste Management department. Brittany will be transferring from the Police Department, effective January 19, 2021. Submitted by: Submitted By:Randy Bennett, Public Works Division Manager Recommended Action: Approve Recommendation Summary Statement: This position is being filled due to a resignation. This position is budgeted and required to support office staff in Waste Management. Expenditure Required: $49,337.60 $23.72 per hour $76,752.00 with benefits Source of Funds: Sewer Fund - Policy Issue: Strategy:2.2: Enlist all City departments and staff members in efforts to promote a safer community. Page 26 of 48 Please note information at end of description regarding in verification. CIVIL SERVICE NOTICE CITY OF WATERLOO,IOWA OPEN EXAMINATION CLERK II DEPARTMENT CLERK' OFFICE/POLICE/ENGINEERING/WASTE MANAGEMENT SALARY $22.72 with$1.00 increase after 6 month probation FLSA NON-EXEMPT CIVIL SERVICE INCLUDED BARGAINING UNIT TEAMSTERS LOCAL#238 GENERAL STATEMENT OF DUTIES Staff support position responsible for performing a variety of difficult clerical tasks within one of the above departments requiring the use of independent judgement. The work is performed under the general direction of a department head or designee. May direct the work of lower level clerical or temporary employees. EXAMPLES OF ESSENTIAL FUNCTIONS 8. May perform accounts receivable, accounts (Illustrative Only) payable or banking functions. These functions are considered essential for successful performance in this job classification. 9. Operates personal computer, typewriter, calculator, fax machine and other general 1. Performs data entry, types correspondence, office equipment. reports and statistical data. 10. May interpret technical data, review materials 2. Collects and compiles statistical data on a variety of projects and present facts and manually and through the use of a findings clearly and concisely to a supervisor, computerized system. coworkers, City officials and the public. 3. Greets the public and answers incoming 11. May prepare written reports, complete forms department phone calls as needed and and keep files up-to-date. provides information based on knowledge of department and City policies, regulations and 12. Communicates with the public, City officials procedures or directs call to proper person. and coworkers by telephone and in person. 4. Performs minor bookkeeping and financial 13. Works under strict time constraints and record keeping. stressful conditions. 5. Collects fees and revenues, prepares receipts 14. Works independently and with others with and maintains records of revenue/expense limited supervision. transactions. 15. Attends work regularly at the designated 6. May schedule and assign tasks to subordinate place and time. clerks and review their work for accuracy. 16. Performs all work duties and activities in 7. May prepare and input payroll data and other accordance with City, department and OSHA financial information. policies,procedures and safety rules. Page 27 of 48 17. Performs other duties as assigned by a and updates spreadsheets; orders supplies. supervisor or designee. REQUIRED KNOWLEDGE &ABILITIES Specific to City Clerk's Office: 1. Knowledge of Microsoft Office software, in Bookkeeping: processes payroll checks and accounts particular Word and Excel (testing of skills payable vendor checks; collects and files state sales will be done if being considered for position) tax reporting with the Iowa Department of Revenue; and must be able to learn specialized collects customer fees and writes receipts; balances software. revenue with receipts from daily transactions; point of contact for City-issued cell phones and processes 2. Thorough knowledge of clerical functions, cell phone bill; processes sewer/garbage/storm water office procedures, terminology and equipment assessments and refund requests. Licensing: ability including personal computer. to understand and interpret City Code; ensures application information is complete and accurate; 3. Ability to type fifty(50)words per minute net maintains accurate license records. Insurance: files of errors (verification of typing speed may be liability insurance claims with insurance company; required). coordinates claim investigations with insurance company and City staff; maintains records of 4. Ability to perform general office services, insurance claims and certificates of insurance. Other learn specialized computer software, develop Duties: answers incoming phone calls and provides computer-generated reports and keep information based on knowledge of Clerk's Office accurate, thorough and updated records. and City of Waterloo policies, regulations and procedures or directs calls to proper person; makes 5. Ability to collect, analyze and present data City Hall conference room reservations; performs from computerized reports in organized and data entry and types correspondence; processes daily understandable form. mail received; assists customers at front counter; provides back-up for and has knowledge of all 6. Ability to answer questions and provide Clerk's Office Clerk II positions; performs scanning information to the public in person and over of department records; other duties as assigned. the telephone in a clear, concise and easily understandable manner. Specific to Waste Management: Sewer Maintenance: answers phones, dispatches 7. Ability to multitask and deal with multiple and performs data entry for sewer back up interruptions. calls/catch basins/manholes and for flood control; calls in locates for sewer digs, orders and dispatches 8. Ability to assist the public in a kind, cement, distributes locates for digging; performs tap courteous, and respectful manner including readings and dispatches to maintenance personnel under stressful circumstances. and sewer services. Wastewater Treatment: performs data entry for the MP2 maintenance 9. Ability to write legibly, prioritize work, program, Cartegraph, pretreatment plants and lift produce a quality work product within strict stations; dispatches alarms to operators on plant; time lines and handle multiple tasks. provides clerical assistance to the Capacity Management Operations & Maintenance (CMOM), 10. Ability to work independently and with others Program the Fats, Oils and Grease (FOG) program with minimum supervision and to direct the and Storm Sewer Inspections Program. work of other employees. Payroll/Accounts Payable/Miscellaneous: keeps track of benefit time and usage, labor and hours 11. Ability to exercise independent judgment report; makes payroll adjustments and edits sheets and to make decisions based on department according to Clerk's Office deadlines; files reports policies, City ordinances and established and time off slips; completes pay vouchers regulations. according to Finance Department deadlines; creates Page 28 of 48 12. Ability to establish and maintain effective background investigation including a review working relationships with supervisors, of education,past employers and references. coworkers and the public. 2. Required to submit to and pass Civil Service 13. Ability to work with people from a broad panel interview. May be required to variety of social, economic, racial, ethnic and participate in written examination depending educational backgrounds. on number of qualified candidates. ACCEPTABLE EXPERIENCE & TRAINING 3. If position is filled as a promotional 1. High school graduate/GED with minimum appointment, any regular employee who one year business clerical, secretarial, meets the minimum qualifications is eligible bookkeeping or other closely related to apply for the position. experience in an office setting; prefer additional education beyond high school in WORK SCHEDULE business clerical, accounting or closely Generally 7:00 a.m. — 4:00 p.m. at Waste related field. Management. Monday through Friday with one hour OR unpaid lunch. The City of Waterloo reserves the right Any equivalent combination of experience to change these hours within the guidelines of the and education that provides the knowledge, Teamsters contract. Limited overtime. skills and abilities necessary to perform the essential functions of the position. EXAMINATION INFORMATION Qualified applicants who apply by the deadline date 2. Skilled in use of personal computer and will be required to appear before an oral examination Microsoft Office software (verification of panel consisting of a minimum of three people who skills through testing arranged by the City of have expertise in the areas being tested. An Waterloo Human Resources Office). individual must receive a minimum average score of sixty points out of one hundred to achieve a passing 3. Detail-oriented and accurate. score on the oral examination. The top applicants, as ranked by their scores on the oral examination will be ESSENTIAL PHYSICAL ABILITIES the individuals placed on the certified list. Applicants The following physical abilities are required with or who qualify as outlined and are full time regular without accommodation. employees of the City of Waterloo shall have one additional point per full year of employment up to a 1. Sufficient speech and hearing that permits the maximum of five points added to their final score. employee to communicate effectively with Honorably discharged men and women from the supervisors, other employees and the public military or naval forces of the United States who in person or by telephone. qualify per provisions of Chapter 35 of the Code of Iowa and who are citizens and residents of the United 2. Sufficient vision and manual dexterity that States shall have five additional points added to their permits the employee to operate a personal final score upon submission of their DD214 or ten computer and other standard office points added if they were awarded a Purple Heart or equipment, handle files, perform customer have a service connected disability. service duties and other clerical responsibilities. WRITTEN EXAMINATION In the event the City of Waterloo receives resumes 3. Sufficient personal mobility that permits the from more than thirty (30) qualified applicants who employee to move from one work area to have submitted verification of ability to type a another. minimum of fifty(50)words per minute net of errors, we reserve the right to require these applicants to MISCELLANEOUS participate in a written examination designed to test 1. The City of Waterloo will conduct a knowledge of clerical skills. The top twenty scores on Page 29 of 48 the written examination will be invited to the oral examination, but, in no case will a candidate be allowed to proceed in the testing without receiving a minimum score of at least 70% on each portion of the written examination. In the event a written examination is necessary, the written examination will be worth 40% of the total score with the oral examination being worth 60% of the total score. Typing verification must be received by 5:00 p.m. Tuesday, XXX XX, 2020. Candidates who apply will be sent a document to take to the testing service. A document provided by the testing service will be accepted as long as it verifies ability to type at least 50 words per minutes net of errors, the test is a least a five-minute test and the date of the test and the test administrator are listed on the document. The verification must be obtained within the last year from Iowa Workforce Development or an accredited educational institution or employment service.. Testing done by a private employer will not be accepted. Typing verification must be received directly from the testing service. Typing verification submitted by the candidate will not be accepted. ORAL EXAMINATION DATE Qualified applicants who apply by the deadline date will be notified of the time, place and date of the examination. A.A./E.E.O. Minority,female& disabled individuals are encouraged to apply. CLERK II OPEN DESCRIPTION 20 September 2020 Page 30 of 48 % 1STQ F RECEIVED SEP 6 2 "QUIII LI3eelc:: s apXb7e� 'C §fat ' utrittig'6r,ovt1 ski ya: :proass and/or '>' II Gc� ray Aotive Civill Set.ylce-List•. 12xpiras: AroPoaecl;jd gtt�sfigxlnaiir�must accompany tL �;foit�ix AI:�i�ie tib sur4mission to' � LJ �t}�t�aii'rl"atlb� C eY t:Y� •• _ __ JJe�at�ft,�eYtY: �Wasta'iV�atii't�±eiriai�tffr., , T�el�ot`ts`�'�s; Colleaflaxi�•'sfei�is�'i'ci�et.I.��s'ector T � �b1'�:�.o.� ro�i;•�--�b�"Easton.A�y�: . „....,..__ eitt ales :'Regular,:bullr1e Tetupoxaiy pull`'line�i'ntaio egula4arl"I'itne. empcigry 'arE': YXrta. :. �, •�°$gtil 7 I onth i[] Triter /Co Sf6'dsrit fib -�— tip , -'�'�B p��T'd'sltlb�i: ��oXri �ndedl�er;i�il - it'ti-Sources; ® ,�]No. TirtBi�ital T'osfirr largning;' silxx.. des Q Tnfertial I}asttxg and tta'I Avei "sing { ,i_3atgaltin�Y`.,trotxp, , 8: . complete:tihe: olI win lfthe requloition is olilf-a>vpotiay= � Nei�v'.l?�si�ian �:Qr �?!R�p�aeetn$Itt"�osifian'�ot�:�;aura' 'itr er--:� � errk<Ii ' (Spepl �� �o�riterinau�lient} VA.*gvW"paYO10. .�i1�_E'ic� �t'e�:�tatt'•'8att;;.. 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I(:hial€e tioiitt�ipnt. i 1 rh e a l� st c ttpp ees kte:p si#� z FIs poi i Ile : lis pnsittatt e pini x►�yF.p �t !f r inter tag: vit ithe- tfbltc;tas well. s. t°ae ssin r ivo cis a cl ga �411� uc�cs�fitituri[. n t pe�, d 6�tcltna#es.l#,etsoux�ei and :YaollltysalaeditItn� gl�is; nsitton:alsa.intieracts:fat!}rwlheontiacsors ravtdiu servtcesataundthe-trodmentp'lant, a etrrg the pnIy.Cle In a y�o�ngy iu tftilSoskiop iav, s'yyNX> Wifdattt gtrndivz3aa1'fo pexi'o these 3r �essaty end t9 .dtztte�;. :Annual.salmy-rogaliemeiits) 4h, ,'0 our y tate: 3 B'enstxts.; •�7J _ . - {�'aytn]ligttes,•pensEuu,}iG`t�11�;1�t¢i-[k�sGlil3pg•�i�rif��. �. - s Isptrsition liudg tec>-fit: xls,ari futurelf Y Xes No ta,' bvir Vc i� it t b i lie, uh: i� aued:�iifije�t�o:_�i�:•����oi�v�r����lii'rx�r�ois:. ..... . . .. . . rstlbini ear .. �a t�� -• _ — --. :- ep m. .Read bate aYor � W�ata: /d a7ci i tiltt� trfartt#tekT3tier .. of rit►r��:lZes�rrreestitt �tot bare. ���c�ledgY!•��Qtn ayoA L)U/, Lack-d 'f {GcUIc E Gfr` H,*.A Apw,,ce,&,nq jjee- a,,o;,Oe, oil —5q—e- Page 31 d48 PERSONNEL REQUISITION Clerk H The following questions are provided as guidelines to assist you in developing your rational for the position of Clerk H in the WMS Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. (1) What are the key job responsibilities of this position? Inputting Pay, processing invoices and pre-authorizations,tracking WMS expenses, public interaction, on-call scheduling management, service contract interaction, managing deliveries, general clerical duties. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? This is the only Clerk position in Waste Management. (3) How is the work of this position being accomplished now? Other individuals are accomplishing these tasks at a reduced efficiency and at the expense of completing all of their tasks. (4) Are the filled positions in your department currently being utilized to their maximum potential? Yes (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? This position is necessary for Waste Management to process payroll, make payment on invoices, and track expenditures. This position also assists in scheduling meetings, managing received shipments, and assisting with scheduling on-call staff. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? No cost savings or increased revenues would be realized by this position. Position is directly related to providing citizen services in a timely manner as well as taking care of our own employees. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? The department pays overtime only as necessary. The tasks are being completed at the expense of delaying other, critical work until this position is filled. The individuals that would help accomplish this work in the interim would be taken away from meaningful work in the maintenance and rehabilitation of the sanitary sewer collection system. Page 32 of 48 (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. If anything,WMS workload has continued to increase of the last three FYs. WMS manages the day-to-day operation of the treatment plant, annual preventative maintenance and repairs on the storm and sanitary sewer systems, and consultant/construction contracts. Based on the consent decree and the EPA,WMS has slated even more construction in the immediate future. (9) If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. Should these positions go unfilled, we will have not have the personnel resources to complete the demands and service expectations that the citizens have come to expect. Not having a Clerk will mean that management will spend more time engaged in the day-to-day tasks and spend less time directing and managing fieldwork and projects. With on-going treatment improvements and collection system projects, management needs to stay engaged in operations, not in processing paperwork. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? As any position, some jobs can't be completed with the timeliness expected of both the department and the customer. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? I don't believe it is practical to outsource the duties of a clerk. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? Other employees within the department will not be able to do their job if there is a not a clerk to process payments for equipment and supply purchases, to assist with payroll and benefit questions, or to answer phones for citizens with infrastructure concerns. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? This position directly impacts the department's ability to develop a customer-centered service delivery approach. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form. Page 33 of 48 CITY OF WATERLOO Council Communication Public Works Facility Janitorial Service Contract. City Council Meeting: 1/4/2021 Prepared: 12/28/2020 ATTACHMENTS: Description Type ❑ Request for bids Backup Material ❑ Bid Tabs Backup Material Motion to receive and file proof of publication of notice of public hearing_ HOLD HEARING -No comments on file. Motion to close hearing and receive and file oral and written comments. SUBJECT: Resolution confirming approval of plans, specifications, form of contract, etc., and authorizing to proceed. Motion to receive and file and instruct City Clerk to read bids and refer to Public Works Division Manager for review. Submitted by: Submitted By: Randy Bennett, Public Works Division Manager Recommended Action: Approve Resolution The current contract for janitorial services has expired. Janitorial services are Summary Statement: needed for the Public Work Facility-offices, conference rooms, break rooms, locker and restrooms, entryways and hallways including additional COVID cleaning and sanitizing. Expenditure Required: $3,500.00 to $4,000.00 per month Source of Funds: The cost is divided by percentage of facility used/housed by Road Use Tax, General and Sanitation funded departments. Strategy 3.4 and 3.5: Identify and implement proven cost and resource Policy Issue: saving measures and continue to engage with local public partners to identify cost savings, streamline efforts and improve efficiency in City operations and activities. Page 34 of 48 CITY OF WATERLOO— REQUEST FOR BIDS Janitorial Services for Public Works Facility The City of Waterloo, under the jurisdiction of the City Council, is seeking bids for furnishing the City of Waterloo Public Works Facility with janitorial services. To be considered for this project, the bidder must be familiar with the specifications set forth in the bid document; and the bidder offers to furnish those janitorial services to the City as required in the bid document. This entire document shall be considered as binding, part of the contract, and must meet or exceed the specifications set forth in the Request for Bids (RFB). The term of the contact and price shall be fixed for three (3) years, commencing on or after January 1, 2021, and continuing through December 31, 2023. There may be a 1 or 2 year extension of the contract, if the City of Waterloo is satisfied with the janitorial vendor's performance at the end of the contract period. THE CITY OF WATERLOO RESERVES THE RIGHT TO WITHDRAW THIS RFB AT ANY TIME BEFORE AWARD OF CONTRACT. Page 35 of 48 1. Term of Contract: The price quoted for the three (3) year term shall be fixed. There may be an option to extend the janitorial agreement for one (1) or two (2) year period. This option may be offered to the Contractor by the City of Waterloo if the City Council is satisfied with the janitorial vendor's performance during the initial contract period. 2. Definitions: Project Manager: Randy Bennett, Public Works Division Manager City: City of Waterloo Contractor: Successful bidder that is awarded the contract for janitorial services 3. Building Information: The City of Waterloo Public Works Facility is roughly 152,000 square feet in total. Janitorial services required and areas to be serviced are identified in paragraph 16 of this RFB. 4. Important Dates: Pre-Bid Meeting: A walk thru inspection of the areas to be serviced can be scheduled in advance of submitting the bid by contacting the Project Manager at 319- 291-4267/319-291-4445 or by email at: Randy.Bennett@waterloo-ia.org Bid Submittal Deadline: Bids must be received by the City no later than 1:00 pm, Central Time, on THURSDAY, DECEMBER 31, 2020. Submit Bid (& Bid Bond) to: City of Waterloo, City Hall Office of the City Clerk 715 Mulberry Street Waterloo, IA 50703 All bids shall have prices clearly printed on the attached "FORM OF BID". All bids are to be submitted in a sealed envelope, clearly marked as follows: "BID PROPOSAL FOR JANITORIAL SERVICES — CITY OF WATERLOO PUBLIC WORKS." All bids shall be accompanied with a bid security of 5% of the bid price for one year. Bid security shall be submitted with the bid proposal in a sealed envelope, clearly marked as: "BID SECURITY FOR JANITORIAL SERVICES". The name of the business submitting the bid must also be clearly marked on both envelopes. Any bid submitted after the specified date / time shall be rejected. All bids must be hand delivered or mailed to the above address, and it is the sole responsibility of the bidder to ensure that the bid is received by the City at the above location and time. Any bid submitted after the specified date and time shall be rejected. NO FAXED BIDS WILL BE ACCEPTED UNDER ANY CIRCUMSTANCES 2 Page 36 of 48 5. Bid Opening: Thursday, December 31, 2020 1:00 pm, City of Waterloo 1" Floor Conference Room 715 Mulberry Street, Waterloo, IA 50703 6. Contract/ Project to Commence: Janitorial contract shall commence on or after January 1, 2021, and signing of the contract. Two (2) original signed contracts to be furnished by the successful bidder to be approved by the City Council and signed by the Mayor. The City's proposed form of contract is attached as Exhibit "A" to this RFB. If bidder has an alternate form of contract it proposes to enter into with the City, it must be included with the bid, but the City is not obligated to accept the form of contract that bidder proposes. In conformity with Iowa Code § 8A.311(12), the bidder shall give preference to purchasing Iowa products and purchasing from Iowa-based businesses. 7. Bid Rejection /Acceptance: The City reserves the right to reject any and all bids, to waive informalities or irregularities in bidding if such waiver does not substantially change the offer or provide a competitive advantage to any bidder. The City reserves the right to defer acceptance of any bid for a period not to exceed sixty (60) calendar days from the date of the deadline for receiving bids. Award of contract shall be made to the most responsible and responsive bid from a bidder whose proposal offers the greatest value to the City with regard to the criteria detailed and the specifications set forth herein. The City will evaluate proposals in light of all factors it considers relevant, including but not limited to price, prior dealings, reputation, knowledge, skills, and other information provided by the bidder in response to this RFB. The City may select a bidder based on an "all or none" proposal, on individual responses, or as is otherwise deemed to be in the best interest of the City. A bidder's submission of a bid constitutes its acceptance of the City's evaluation technique described in this section and its recognition and acceptance that subjective judgments will be used by the evaluators in the evaluation. Financial terms will not be the sole determining factor in the award. To determine the award the City will use a bid evaluation method that will enable the City to award a contract to the bidder offering services and experience that represents the best overall value to the City. Any contract award(s) made by the City of Waterloo is subject to prior approval by the City of Waterloo City Council. 3 Page 37 of 48 8. Bid Withdrawal: All bid prices, upon submission by bidder, are recognized by the City and bidder to be irrevocable for a minimum of thirty (30) calendar days after the scheduled opening of bids, except with the consent of the City. 9. Bid Security: Each bidder shall accompany the bid with a bid security in the form of a bid bond, cash deposit, or guarantee funds drawn on a solvent bank or credit union chartered under the laws of the United States or the State of Iowa, in the amount of not less than 5% of the total first year of the proposed project. Bid security shall be made payable to the City of Waterloo. Bid security shall be submitted in a separate sealed envelope and be affixed to the bid. The envelope shall have the company name and address clearly stated along with being labeled as "Bid Security". Bid security shall be returned to bidders who were not awarded the contract, upon signing of the contract. 10. Reserved. 11. Taxes and Late Fees: The City is a governmental agency and does NOT pay taxes or late fees. 12. Terms of Payment: The Contractor shall submit a monthly invoice request for payment. The City shall endeavor to make payment in a reasonable time frame and manner. 13. Termination of Services: Either party may terminate the contract with a ninety (90) days' advance written notice to the other party, or as otherwise provided in the contract. 14. Interpretation of the Contract Documents: Bidders are hereby given notice to check carefully the accuracy and arithmetic of their bids before submission of said bid. Plea of errors in bid may nevertheless result in acceptance or rejection of that bid and award to the next lowest responsible bidder as determined by the City pursuant to Section 7 above. The bidder shall verify all sizes, locations and existing conditions prior to bidding. If any discrepancy is noted by the bidder, the Project Manager shall be notified immediately. In the event that any questions shall arise after the letting of the contract respecting the true meaning of the specifications, the matter shall be referred to the Project Manager, whose decision shall be final as to all parties to the contract. No advantage shall be taken of any manifest clerical errors or omissions or questions the bidder may have which could affect the bid before submitting the bid. 4 Page 38 of 48 15. Insurance and Legal Requirements: 15.1. The Contractor shall maintain adequate liability insurance in form(s) sufficient to protect the City of Waterloo, its agencies, its employees, its clients and the general public against loss, damage and/or expense related to performance under the contract and in amounts specified in Section 15.4. All insurance shall be on an occurrence basis, shall be primary and non-contributory, and shall include a waiver of subrogation. 15.2. The Contractor shall provide a Certificate of Liability insurance naming City of Waterloo as additional insured on policies of general liability and automobile liability, and said insurance certifications must be provided to the City of Waterloo before or upon award and signing of contract and a renewal certificate each year before expiration. 15.3. In the event insurance coverage is canceled or non-renewed, the City of Waterloo must be notified immediately. If at any time during the contract period the Contractor fails to maintain the minimum insurance coverage, the contract may be canceled at the City's option. 15.4. Minimum insurance requirements are as follows: Comprehensive General Liability $2,000,000 Comprehensive Automobile Liability $1,000,000 Workers Compensation State Statutory 15.5. Hold Harmless: The Contractor shall defend, indemnify and hold harmless the City of Waterloo, its officers, employees, agents, and/or representatives from and against any and all liability, loss, expense (including reasonable attorneys' fees), or claims for injury or damages arising out of the performance of the contract, to the extent arising from the negligent intentional acts or omissions of the Contractor, its officers, agents or employees. 16. General Requirements: 16.1. The major cleaning shall be done after normal business hours. The Contractor's supervisory personnel must be present at all times (during the night shift) while service is being performed. All of the Contractor's personnel must be identifiable my means of not less than a name badge with the Contractor's identification and the employee name on the badge. 16.2. To the extent permitted by applicable federal or Iowa law, the Contractor will provide the Project Manager with a criminal background check form on each employee having access to City facilities. The information needed includes correct name, date of birth and social security number. The Waterloo Police Department will conduct a criminal background check to verify this information, and the City will have the option of 5 Page 39 of 48 denying access at its discretion to persons with significant offenses it determines to be relevant. 16.3. The Contractor's personnel shall also sign a "Confidentiality Agreement" which essentially states that any information the cleaning staff my inadvertently read in the process of performing their duties shall remain STRICTLY CONFIDENTIAL. Unauthorized use or disclosure of confidential information, including but not limited to protected health information, will result in disciplinary action up to and including recommendation for termination and possibly imposition of fines pursuant to applicable local, state and federal laws. 16.4. The Contractor's staff will work primarily week nights, beginning at or after 5:00 p.m. and end at such time is agreeable with both the Contractor and the Project Manager. Weekend work will be permissible with advanced notice for special projects such as window washing, floor stripping, waxing, etc. 16.5. The Contractor shall supply at its own cost all paper towels, toilet tissue, hand soap, can liners, cleaning supplies and equipment to properly maintain the building's cleanliness. 16.6. The City shall provide adequate storage room(s) for the Contractor's use. 16.7. The Contractor shall inform the Project Manager if it observes various maintenance-related problems such as burned out lights, plugged drains, water leaks, etc. 16.8. The Contractor shall perform the following janitorial assignments at the prescribed frequency as listed below. Assignments include sweeping and mopping of tile floors, vacuuming of carpeted floors, cleaning of tables and chairs, emptying of trash and cleaning countertops. Restroom / locker room maintenance shall include cleaning of toilets, urinals, sinks, mirrors, counters and floors. Restroom paper product replacement. Task Daily Weekly Monthly Sweep, Mop, Clean & Restock Rest Rooms (#177-109- X 151-129-130) Sweep, Mop, Clean & Restock Locker Rooms (#135-136- X 137-144-145-146) Sweep, Mop& Clean Lunch Room—#111 X Sweep, Mop& Clean Vending Area—#112 X Sweep, Mop& Clean #110 X *#107—Hallway, Office Areas—Sweep, Mop& Clean X Tile Floor Areas and Vacuum &Clean Carpeted Areas* Sweep, Mop& Clean—#131,#132,#134 and #148 X Sweep, Mop& Clean—Garage Area -#150,#152,#153, X 6 Page 40 of 48 #156A Sweep& Mop Entry Way Tile X Sweep& Mop concrete hallway from tile floor to Door X #165—including Hallway#149 and Hallway#178 (off of vehicle/equipment parking area) Buff Corridor and Entry Way Tile—scrub and wax twice per year Strip and Wax Corridors and Entry Way Tile—once each year Vacuum Carpets in Conference Rooms-#102 &#115 X Clean Window Sills—All Office, Conference & Lunch X Room Areas Sweep, Mop& Clean office area break room #128 X Clean glass on entry doors(3 entrances) X Clean office blinds X Clean minor soiled spots on carpet X Clean/Wipe off conference room table/chairs-#102 & X #115 * Employees of Public Works work in all conditions and it is expected that common to all areas, such as rest rooms / lunch rooms / briefing rooms, floors will be more difficult to clean given the nature of construction work being accomplished by employees. * 16.9. The Contractor shall provide a list of all cleaning supplies, paper goods, can liners, hand soap, disinfectants, etc., used by the Contractor in the performance of this contract to the Project Manager for approval prior to contract startup date. This list shall include product name and supplier name. 16.10. The Contractor shall provide a "Material Data Safety Sheet" (GHS) for every chemical to be used by the Contractor. 16.11. The City will provide the Contractor with access and keys to the facilities for which services are to be provided. It is the responsibility of the Contractor to see that keys are NOT misplaced, lost, stolen or copied. a) The use of keys by an employee of the Contractor at an unauthorized time or for an unauthorized reason may be reason for termination of the employee and/or contract. b) In the event that a key(s) provided to the Contractor or its employee is lost, misplaced or stolen, the Contractor will be responsible for notifying the Project Manager or his designated representative, and Contractor shall pay for replacement cost of key(s) and/or, if necessary, changing of locks. 7 Page 41 of 48 16.12. It will be the responsibility of the Project Manager to determine what is deemed satisfactory performance of the Contractor, which will be based primarily on the continuous acceptable appearance of the facilities. 16.13. The Contractor's management personnel shall make regular and frequent inspections to assure that work is being performed in accordance with these specifications. The management personnel shall report to the Project Manager on a regular, pre-agreed upon schedule. 16.14. The Contractor will be responsible for the repair or replacement of any damaged equipment or damages to the building that may occur during the course of carrying out the prescribed duties. If damages cannot be repaired by the Contractor, it shall be reported to the Project Manager or his representative, and the cost of said repair shall be deducted from the monthly invoice. 16.15. The monthly charge includes the services as outlined. Any work not mentioned can be negotiated and performed after written approval. Except for holidays, these services shall be performed five (5) days per week, Monday through Friday, unless severe weather would prevent such scheduling. No work will be performed on weekends unless approved in advance by the Project Manager. 16.16. No services will be required on holidays. Holidays are identified as New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day. 16.17. One (1) additional day may be charged each Leap Year. 16.18. The Contractor should direct any questions, concerns or complaints to the Public Works Division Manager, Randy Bennett, or his designated representative at 319-291- 4267. 17. As an alternate, bidders are requested to quote semi-annual window cleaning (inside and out) of all office, meeting, lunch rooms. 18. References: The bidder must provide along with proposal the names of two (2) or more references, preferably from institutions of comparable size in which Contractor currently provides janitorial services. Bidder must list names of firms, addresses, phone numbers and name of contact persons. 8 Page 42 of 48 ALTERNATE #1 Public Works Facility- 625 Glenwood Street Waste Management Facility—3577 Easton Avenue Exclusive Services/Heightened Cleaning As needed and upon the City of Waterloo's request, broader coverage electrostatic spraying with EPA registered and approved disinfectants shall be provided by contractor. Only EPA-registered disinfectants from the EPA's List N are to be used with electrostatic and other sprayers. Disinfectants that are found on List N are deemed effective against SARS-CoV-2 and are appropriate to be used to disinfect environmental surfaces that may be contaminated with this novel virus. This service shall be used to complement existing cleaning service standards with frequent disinfection. All disinfecting shall be done by Certified Disinfection Specialists Resume Personnel Safely To Facility (as needed and by request) High-Touch Disinfection (intervals range from hourly to daily) Widespread Disinfection (as needed and by request; resetting full facility to higher standards beyond high touch point cleaning; intervals range from nightly to quarterly) 9 Page 43 of 48 CITY OF WATERLOO FORM OF BID The bidder, having fully read this Request for Bids (RFB) for Janitorial Services, hereby acknowledges that this Bid Proposal completely reflects the total bid price for all services required by the RFB. It is the bidder's responsibility to determine the bid price based on the bidder's own evaluation of the space to be covered and work to be done. Base bid per month to perform janitorial service at City of Waterloo Public Works Facility as per RFB specifications: (Monthly Bid) (Company Representative Name) (Title) (Company Representative Signature) (Date) Page 44 of 48 EXHIBIT "A" FORM OF CONTRACT CONTRACT FOR JANITORIAL SERVICES Public Works Facility This Contract for Janitorial Services (the "Contract")is entered into as of 2021 by and between the City of Waterloo, Iowa("City") and ("Contractor"). In consideration of the mutual promises exchanged herein,the parties agree as follows: 1. Services. For a period of three (3)years after the date of this Contract, ending December 31,2023, subject to extension upon the mutual written agreement of the parties, the Contractor agrees to furnish all supervision,personnel, labor,materials,tools, equipment, and services, and to perform and substantially complete all work as described in the Contract Documents (defined below) at City's Public Works Facility. Contractor shall provide the above services at the cost set forth in Contractor's RFP response. Contractor's invoice for services authorized under this Contract shall be submitted on a monthly basis and will be paid within thirty(30) days after receipt. Such payment will be full compensation for all work performed, for all permits, licenses, inspections, for complying with all laws,rules, regulations and ordinances, including safety, and for furnishing all materials, equipment and labor to complete the work, in accordance with the Contract terms. 2. Contract Documents. The Contract Documents consist of the following: a. This Contract b. Request for Proposal C. Addenda d. Response (Proposal) from the Contractor e. Contractor's signed Bid Form These documents form the Contract Documents and are all fully incorporated as a part of this Contract as if attached to this Contract or set forth in full herein. In the event of any conflict or ambiguity among the Contract Documents, the document in the order set forth above that first addresses the issue or provision in question shall govern. 3. Communication. Contractor shall exercise best efforts to maintain communication with City personnel whose involvement is necessary or advisable for successful and timely completion of the project work. Communications between the parties shall be verbal or in writing, as requested by the parties or as dictated by the subject matter to be addressed. 4. Personnel Changes. Upon written request from City, Contractor will remove from service any employee assigned to Client's premises who has engaged in improper conduct, including but not limited to a failure to perform Contractor's duties hereunder, and shall furnish such additional and qualified personnel as may be necessary. Page 45 of 48 5. Property Damage. Contractor shall be responsible for all damage to public or private property. Contractor shall keep a report of all damage and shall promptly report same to City. If public or private property is damaged by Contractor and is not repaired in a timely manner as determined by City, City has the option of having the damage repaired at the Contractor's expense,to be reimbursed to the City or withheld from future payments to Contractor hereunder. 6. Default; Termination for Cause. In the event that Contractor defaults in the performance or observance of any covenant,agreement or obligation set forth in this Contract, and if such default remains uncured for a period of seven(7)days after notice thereof shall have been given by City to Contractor(or for a period of fourteen(14)days after such notice if such default is curable but requires acts to be done or conditions to be remedied which,by their nature,cannot be done or remedied within such 14-day period and thereafter Contractor fails to diligently and continuously prosecute the same to completion within such 14-day period),then City may declare that Contractor is in default hereunder and may take any one or more of the following steps,at its option: a) by mandamus or other suit, action or proceeding at law or in equity,require Contractor to perform its obligations and covenants hereunder,or enjoin any acts or things which may be unlawful or in violation of the rights of the City hereunder, or obtain damages caused to the City by any such default; b) charge Contractor a sum equal to the City's costs to remedy Contractor's non- compliance,including but not limited to actual costs incurred by City in paying a third-party contractor or the actual costs(salary and benefits)of time devoted by City personnel performing the work; c) declare a default of this Contract and terminate this Contract by delivery to Contractor of written notice of termination; and/or d) take whatever other action at law or in equity may be necessary or desirable to enforce the obligations and covenants of Contractor hereunder. City shall notify Contractor in writing of any charges assessed under paragraph b)above,and City may recover such charges by deduction from City's payment to Contractor at any time after 30 days from delivery of notice. No delay in enforcing the provisions of this section as to any breach or violation shall impair, damage or waive the right of City to enforce the same or to obtain relief against or recover for the continuation or repetition of such breach or violation or any similar breach or violation thereof at any later time or times. In the event that City prevails against Contractor in a suit or other enforcement action hereunder, Contractor agrees to pay the reasonable attorneys' fees and expenses incurred by City. 7. Termination for Convenience. This Contract may be terminated at any time, in whole or in part,upon the mutual written agreement of the parties. Either party may also choose to terminate this Contract at any time by delivering to the other party a 90-days' advance written notice of intent to terminate. 8. Non-Assignable Duties. Contractor may not assign its duties hereunder without the prior written consent of City. 2 Page 46 of 48 9. Independent Contractor. Contractor is an independent contractor and is not an employee, servant, agent,partner, or joint venturer of City. Contractor has no power or authority to enter into contracts or agreements on behalf of City. City shall determine the work to be done by Contractor,but Contractor shall determine the legal means by which it performs the work specified by City. City is not responsible for withholding, and shall not withhold, FICA or taxes of any kind from any payments which it owes Contractor. Neither Contractor nor its employees shall be entitled to receive any benefits which employees of City are entitled to receive and shall not be entitled to workers' compensation,unemployment compensation,medical insurance, life insurance,pension, or any benefits of any type or nature whatsoever on account of their work for City. Contractor shall be solely responsible for compensating its employees. 10. Anti-Discrimination. During the performance of this Contract, Contractor, for itself, its assignees and successors in interest, agrees to comply with the anti-discrimination laws of the State of Iowa and ordinances of the City of Waterloo, which are herein incorporated by reference and made a part of this Contract. 11. Severability. In the event any provision of this Contract,together with the Contract Documents, is held invalid, illegal, or unenforceable, whether in whole or in part,the remaining provisions of this Contract shall not be affected thereby and shall continue in full force and effect. If, for any reason, a court finds that any provision of this Contract is invalid, illegal, or unenforceable as written,but that by limiting such provision it would become valid, legal, and enforceable, then such provision shall be deemed to be written and shall be construed and enforced as so limited. 12. General Terms. This Contract,together with the Contract Documents, constitutes the entire agreement between the parties pertaining to the subject matter hereof. This Contract may not be modified or amended except pursuant to the mutual written agreement of the parties. This Contract is binding on the parties and the heirs,personal representatives, successor and assigns of each. Time is of the essence in the performance of the terms hereof. IN WITNESS WHEREOF, the parties have executed this Contract for Janitorial Services as of the date first set forth above. CITY OF WATERLOO, IOWA By: Quentin Hart, Mayor [Contractor] Attest: Kelley Felchle, City Clerk 3 Page 47 of 48 CITY OF WATERLOO Council Communication Resolution approving additional construction administration fees of up to $91,000 for a professional services agreement with I & S Group, Inc. of Waterloo, Iowa, resulting in a total amount not to exceed $400,000, in conjunction with the Five Sullivan Brothers Convention Center Additional and Lobby Renovation Project. City Council Meeting: 1/4/2021 Prepared: 12/23/2020 Resolution approving additional construction administration fees of up to $91,000 for a professional services agreement with I & S Group. Inc. of SUBJECT: Waterloo. Iowa, resulting in a total amount not to exceed $400,000, in conjunction with the Five Sullivan Brothers Convention Center Additional and Lobby Renovation Project. Submitted by: Submitted By:Noel Anderson, Community Planning and Development Director Recommended Action: Approval The agreement with the I & S Group, Inc. was structured so that the fee is a percentage of the total construction contract cost. When the agreement was signed, we used an estimate of the amount of$309,000 for the design and Summary Statement: administration fee. The project design was changed during detailed design and the contract was awarded for$5,516,000 and a change order of$12,939 has also been approved to date. We request Council's approval to increase the maximum fee so that we can pay the fees in accordance with the agreement and have authority for the full amount to be paid. Page 48 of 48