HomeMy WebLinkAboutCOUNCIL COMMUNICATION CITY OF WATERLOO , IOWA
COMMUNITY PLANNING AND DEVELOPMENT
715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319)291-4366 Fax(319)291-4262
°Ier/00 NOEL C.ANDERSON,Community Planning&Development Director
Council Communication
BUCK or
City Council Meeting: 06 27 11
CLARK Prepared: 06/21/11 �QYI 196`tt
Dept. Head Signature:
COUNCIL # of Attachments: 3
MEMBERS
SUBJECT: Request to preliminarily approve plans, specifications, form of
JOEScontract, etc., set a date of public hearing, and publish an official notice pertinent to
Ward l the taking of bids and request to receive and open the proposals for the Request for
Proposal for Asbestos Survey and Abatement Monitoring Services Group 2 for the
CAROLYN
COLS Hazard Mitigation Grant Program (HMGP) Property Acquisition Project, and set the
Ward 2 date of hearing and bid opening as July 11, 2011.
GET
H Y D Submitted by: Aric Schroeder, City Planner
Ward 3
Recommended City Council Action:Preliminary approval of the plans,
QUENTIN specifications, form of contract, etc. and setting a date of hearing and bid opening as
HART
Ward 4 July 11, 2011.
RON Summary Statement:
WELPER
Ward 5
Expenditure Required: to be determined
30B
3
D Source of Funds: FEMA Public Assistance (PA) Project Worksheet02RJD73
at-Large
>TEVE Policy Issue:Asbestos Survey and Abatement Monitoring of properties acquired as
;CHMITT part of the HMGP Property Acquisition Project
tt-Large
Alternative: N/A
Background Information: On 1/20/09 the City Council authorized the submittal
of an application to apply for Hazard Mitigation Grant Program (HMGP) 1763
Structural Acquisition (Buy Out) funds through the Iowa Homeland Security and
Emergency Management Division (HSEMD). On 7/17/09 the City of Waterloo
received official notice that the City was awarded funding under the program in
accordance with the scope of work and budget that was included in our
application that was submitted and approved by HSEMD and FEMA. On
8/3/09 the City Council authorized the agreement between HSEMD and the City
of Waterloo, which has subsequently been executed. The total HMGP Property
CITY WEBSITE: wwwci.waterloo.ia.us
WE'RE WORKING FOR YOU!
An Equal Opportunity/Affirmative Action Employer
Acquisition (Buy Out) budget is $4,859,419.00 (based on recent de-obligation), with
funding from HSEMD for up to 75% of the total project budget, and funding from the
Iowa Department of Economic Development (IDED) through a Supplemental
Community Development Block Grant (CDBG) for 25% of the total project, including
the 10% State portion and the required 15%local match.
The Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 45121-
5207 provides for the FEMA Public Assistance (PA) Program. The PA Program funds
multiple disaster recovery activities, such as asbestos testing. Sections 403 Essential
Assistance and 404 Hazard Mitigation provide funding for demolitions associated with a
HMGP Property Acquisition (Buy Out) Program. With this disaster (DR-1763) the
program is funded 90%Federal share and 10% State share, with no required local match.
Unlike the HMGP Program, with the PA Program communities are not issued an
award, but all eligible expenses will be reimbursed through Project Worksheets (PW's).
Therefore expenses related to the demolition of acquired properties, including
administration and contractual expense (which would include an asbestos testing
contract) will be eligible for reimbursement through the FEMA PA Program. The City
of Waterloo is seeking proposals for asbestos survey (testing) and abatement monitoring
(certification that the asbestos was abated) in connection with the HMGP property
acquisition project and have prepared a Request for Proposal (RFP) and Contract for
asbestos survey and abatement monitoring Services for ten properties included in the
buyout that were deemed structurally safe, and therefore can be tested and abated for
asbestos. There were 26 properties previously tested and abated under previous
contracts. These 10 properties are the last of the properties on the buyout list and have
also now been acquired by the City. The RFP provides all the proposal (bid)
specifications, terms and conditions, as well as the scope of work and details on the
method of evaluation. The RFP calls for a lump sum cost for each of the properties to be
tested for asbestos. After a bidder is selected, a contract will need to be executed, and
the contract must also be approved by HSEMD.
Please find attached a copy of the Request for Proposal and Contract for Asbestos
Survey and Abatement Monitoring Services Group 2. The document will be available to
interested bidders at the office of the Planning and Zoning Department after the City
Council preliminarily approves the specifications,bid document, etc., and a date of
hearing is set. The proposals would be due to the City Council, opened, and referred to
staff for review and recommendation at the July 11, 2011 City Council meeting.
CC: Noel Anderson,Community Planning&Development Director
Chris Western,Planner II
Path: K:\USERS\ARIGS\City of Waterloo\council letters\RFPs Bids Contracts and Agreements for Goods or Services\06-21-11
Council Communication for RFP and Contract for Asbestos Survey and Abatement Monitoring Services Group 2 for HMGP
Project.doc
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EXHIBIT"D"
SIGNATURE PAGE
The undersigned Proposer/Bidder, having examined these documents and having full knowledge of the
condition under which the work described herein must be performed, hereby proposes that they will fulfill the
obligations contained herein in accordance with all instructions, terms, conditions, and specifications set forth;
and that they will furnish all required services and pay all incidental costs in strict conformity with these
documents for the stated process as payment in full.
Our bid, consisting of the total of the tabulated amounts submitted for each site is
Amount in written form:
$
The correct summation of actual bid tabulation figures will supersede any amounts shown on this
page.
Submitting Firm:
Address:
City: State: Zip:
Authorized Representative (print)
Authorized Representative Signature
Date : Email:
Phone: Fax:
EXCEPTIONS/DEVIATIONS to this Request for Proposal shall be listed in writing on an attached document
provided by the Bidder. Please be as specific as possible. Please check one:
Our company has no exceptions/deviations.
Our company does have exceptions/deviations which are listed on an attached document.
GENERAL INFORMATION. Freight and/or delivery charges, if any, shall be included in the price.
FIRM PRICING. Offered prices shall remain firm for a minimum of sixty(60) days after the due date of this
solicitation unless indicated otherwise. Accepted prices shall remain firm for the duration of the contract.
ADDENDA (It is the Bidder's responsibility to check for issuance of any addenda). The authorized
representative herby acknowledges receipt of the following addenda:
Addenda Number Date Addenda Number Date
Addenda Number Date Addenda Number Date
I We choose not to bid at this time but would like to be considered for future requests for bid.
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EXHIBIT"F„
INSURANCE REQUIREMENTS
Contractor, at its own expense, shall procure and maintain the following insurance so as to cover all risk
which shall arise directly or indirectly from the contractor's obligations and activities.
1. Workers Compensation and Employers Liability Insurance meeting the requirements of the
Iowa Workers Compensation Law covering all of the contractor's employees carrying out their
work.
2. General Liability Insurance with limits of liability of at least$1,000,000 per occurrence for
Bodily Injury and Property Damage. At a minimum, coverage for Premises, Operations, Products
and Completed Operations shall be included. This coverage shall protect the public or any person
from injury or property damages sustained by reason of the contractor or its employees carrying out
their work.
3. Automobile Liability Insurance with either a combined limit of at least$1,000,000 per
occurrence for bodily injury and property damage without sub-limits or split limits of at least
$1,000,000 for bodily injury per person per occurrence and$1,000,000 for property damage per
occurrence. Coverage shall include all owned, hired, and non-owned motor vehicles used in the
performance of work by the contractor or its employees.
Subcontractors. In the case of any work sublet, the contractor shall require subcontractors and
independent contractors working under the direction of either the contractor or a subcontractor to carry and
maintain the same workers compensation and liability insurance required of the contractor.
Qualifying insurance. Policies shall be issued by insurers who are authorized to do business in the State
of Iowa. All policies shall be occurrence form and not claims made form. The contractor shall be
responsible for deductibles and self-insured retentions in the contractor's insurance policies.
Additional Insured. The City of Waterloo, Iowa, its officers and employees, shall be named as additional
insured on the contractor's, subcontractor's, and independent contractor's liability insurance policies and
certificates of insurance. This provision does not apply to workers compensation insurance.
Certificate of Insurance Requirements
1. "The City of Waterloo, Iowa, its officers and employees" shall be designated as additional
insured's.
2. The minimum liability limits required by the City are $1,000,000. This must be occurrence form
liability coverage.
3. The following address must appear in the Certificate Holder section: City of Waterloo, Iowa, 715
Mulberry Street, Waterloo,IA 50703.
4. Certificate of Insurance must be provided to the City prior to starting the project and before a
permit will be issued. Certificates may be sent by email, fax,mail, or delivery.
5. Contractor shall provide the City with a renewal certificate of insurance 30 days prior to policy
expiration dates.