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HomeMy Public PortalAboutResolution 2020-24, Accepting Agreement Scott Community College (EICC) Jointly Lawn Mowing Services (NOT COMPLETED IN TIME SCC HIRED THERE OWN LAWN MOWING SERVICES) 0 RESOLUTION 2020-24 A RESOLUTION ACCEPTING A 28E AGREEMENT WITH EASTERN IOWA COMMUNITY COLLEGE FOR JOINTLY BIDDING LAWN MOWING SERVICES WITH THE CITY OF RIVERDALE AND THE SCOTT COMMUNITY COLLEGE CAMPUS WHEREAS, Chapter 28E of the Code for the state of Iowa provides for the ability of any public agency of the state to enter into agreements with another such agency for the purpose of carrying out a public purpose to their mutual benefit; and, WHEREAS, the City Council of the City of Riverdale and the Scott Community College in Riverdale, Iowa both desire to bid the services of a lawn mowing company for the public lands owned by both entities; and, WHEREAS, Eastern Iowa Community College is a public agency as defined with Chapter 28E of the Code for the state of Iowa, is located with the City of Riverdale, and was desirous of the advantages of joining an intergovernmental agreement with both parties for the lawn mowing services needed and is accepting of the terms set forth in their 28E Agreement and Riverdale will reimburse the College for the direct costs of bidding and lawn care on City of Riverdale properties under the terms and conditions of said agreement; and, WHEREAS, both the President and Dean of Operations of the Scott Community College have reviewed the terms and conditions of the proposed agreement with the City of Riverdale, find them acceptable and will submit to their Board of Trustees for consideration at their March meeting. NOW THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF RIVERDALE, SCOTT COUNTY, IN THE STATE OF IOWA: Section 1. That the Agreement entitled "CITY OF RIVERDALE AND EASTERN IOWA COMMUNITY COLLEGE 28E INTERGOVERNMENTAL AGREEMENT, MOWING SERVICES FOR GREENSPACE, FOREST TRAILS AND PUBLIC GROUNDS" encompassing a lawn mowing agreement and terms is attached to and hereafter a part of this agreement as Exhibit A. Section 2. That this agreement shall be effective for a period of one year from the date of execution of the agreement by both parties, and may be revisited prior to that time for consideration of renewal, amendment, or extension by concurrence of both parties to said agreement. (cont.) City of Riverdale,Iowa 110 Manor Drive, Riverdale, Iowa 52722•(563)355-2511 •www.riverdaleiowa.com RESOLUTION 2020-24 March 24, 2020 Section 3. That with the approval of the City Council, the Mayor shall sign and execute said agreement and the City Clerk shall attest his signature, and the City Clerk shall file copies as required by the state of Iowa. PASSED AND APPROVED this 24th day of March, 2020. APPROVED ATTEST Mike Bawden, Mayor Mary F nces Blevins, Clerk City of Riverdale,Iowa 110 Manor Drive,Riverdale, Iowa 52722•(563)355-2511 •www.riverdaleiowa.com EXHIBIT A CITY OF RIVERDALE—EASTERN IOWA COMMUNITY COLLEGE 28E INTERGOVERNMENTAL AGREEMENT MOWING SERVICES FOR GREENSPACE,FOREST TRAILS AND PUBLIC GROUNDS This 28E intergovernmental agreement("Mowing Services Agreement")is made and entered into pursuant to authority contained in Chapter 28 of the Code of Iowa,2019,by and between the City of Riverdale, Iowa,a municipal corporation,(hereinafter referred to as"Riverdale")and Scott Community College, Eastern Iowa Community Colleges,an Iowa public agency(hereinafter referred to as"Scott Community College"). WHEREAS, the City of Riverdale has approximately 12 acres of greenspace, forest trails and other public grounds in need of regular mowing and maintenance during the year;and, WHEREAS, Scott Community College's needs for groundskeeping and upkeep are substantially similar to the City's in terms of frequency and the types of services required;and, WHEREAS, both the City of Riverdale and Scott Community College desire to avail themselves of the efficiencies realized by consolidating and managing these services together from both cost and effectiveness criteria;and, WHEREAS, Scott Community College has agreed to oversee the provision of the services spelled out in the attachments and to re-bill the City of Riverdale for its share of costs under the terms spelled out in this agreement;and, WHEREAS,intergovernmental cooperation between units of government and public agencies to contract, further combine,or transfer lawful power or function in any manner not prohibited by law or ordinance is authorized by and pursuant to Chapter 28E of the 2019 Code of Iowa;and, WHEREAS, all aspects of this Agreement are designed and intended to enhance the public health, safety,morals and welfare,as related to the City of Riverdale and Scott Community College. NOW,THEREFORE, in a spirit of comity, and pursuant to the appropriate constitutional and statutory provisions,the parties do hereby agree as follows: SECTION 1. The purpose of this agreement is to provide a means by which Scott Community College can be reimbursed for the costs incurred on behalf of the City of Riverdale for mowing and related greenspace maintenance services as detailed in the attached schedule(s)for the calendar year 2020. This agreement does not apply to landscaping,including tree limb trimming,pruning,weeding, and planting, for the City of Riverdale,which will be accomplished through Riverdale's contractor. SECTION 2. This Agreement shall be effective on the date of the approval of this Agreement by the second approving party and continuing for a period of one(1)year from such date. SECTION 3. Scott Community College will oversee the implementation of the master agreement for mowing and maintenance of greenspaces, forest trails and public spaces with one or multiple sub- contractor;of their choosing on behalf of the City of Riverdale. The City of Riverdale will regularly inspect the quality of work performed on the City's land to ensure the required work detailed in the attachments to this agreement is being performed on a regular basis and to a standard that is deemed to be equal to the quality of services performed on the College's properties. Costs of the bidding process will be split by Scott Community College and the City of Riverdale. SECTION 4. Scott Community College shall not be responsible for damaged property in the City of Riverdale where such damage is the result of errors,mistakes,miscalculations or negligence on the part of the contractor and sub-contractors retained by the College to provide mowing and maintenance services.The City of Riverdale agrees to defend,indemnify and hold harmless Scott Community,and its employees,officers and public officials from any and all claims arising out of or related to any alleged error or omission with the performance of Services specified in this Agreement. SECTION 5. The contractor selected by Scott Community College will provide the College with an itemization of services provided to greenspaces,nature trails and public lands owned/controlled by the City of Riverdale so those costs can be reimbursed by the City to the College in a timely manner(within 30 days of receipt of an invoice from the College). SECTION 6. Miscellaneous. a. Governing Law:This Agreement shall be construed and enforced in accordance with the laws of the state of Iowa. b. Venue: Any and all litigation or actions commenced in connection with this Agreement shall be brought in Davenport,Iowa and Scott County District Court for the state of Iowa. If,however,jurisdiction is not proper in Scott County District Court,the action shall only be brought in the United States District Court, Southern District of Iowa. This provision shall not be construed as waiving any immunity to suit or liability that may be available to parties. c. Entire Agreement:This Agreement constitutes the entire agreement between parties and shall be binding upon the true successors and assignees of the Scott Community College and the administrators,successors and assignees of the Riverdale.This agreement shall be filed with the Iowa Secretary of State as required by Iowa Code section 28E.8. d. Severability: The parties acknowledge and agree that if any paragraph,provision or term of this Agreement is deemed illegal or void by any court or other appropriate authority,the remaining provisions of this Agreement shall remain in full force and effect. e. Assignment and Subcontracting:Neither party may assign this Agreement or subcontract any of the duties in whole or in part,without the written agreement of the other party. Subject to the foregoing,this Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns. f. Notices: All notices or other communications to be given under this Agreement shall be deemed given when either personally delivered or mailed by first class mail, postage prepaid,with proper address to the following addresses until otherwise notified: TO RIVERDALE TO SCOTT COMMUNITY COLLEGE City of Riverdale Scott Community College Attn: City Administrator Attn:Dean of Operations 110 Manor Drive 500 Belmont Road Riverdale, IA 52722 Riverdale, IA 52722 g. Headings: The headings of this Agreement are inserted for convenience of reference only and in no way describe or limit the scope or intent of this Agreement or any of the provisions hereof. h. There are no third-party beneficiaries to this Agreement. This Agreement is intended only to benefit Scott Community College and Riverdale. i. Counterparts:This Agreement may be executed in one or more counterparts,each of which shall be deemed to be an original,but all of which together shall constitute the same instrument. City of Riverdale,Iowa Scott Community College r By: gy; ichae(l BBaaw,dden, yor Robert H. Gallagher,Board President Date: Date: Attest: � � Attest: Mary rances Blevins Honey H. Bedell City Jerk Secretary Attachments: Exhibit A: Street map Exhibit B: Map of City of Riverdale Public Spaces Memorandum Date: March 16, 2020 To: Members of the City Council From: Mayor Mike Bawden Re: Review of Mowing Scope of Work for 2020 Attached, please find the following documents which spell out the scope of work covered under the proposed 28E with SCC for Mowing Services: • A cover memo from Anthony explaining how he broke down the previous scope of work document he had prepared into the timeline format requested by the college for bidding purposes. • A copy of the scope of work document prepared in a timeline format running from March 2020 through November, plus supplemental information provided on following pages. • A detailed scope of work document previously compiled by Anthony to review with possible mowing contractors. This was part of an original RFP for a five- year, mowing contract with the City that was never put out for quotes. City of Riverdalo,Iowa 110 Manor Drive,Riverdale,Iowa 62722•(563)355-2511 •www.nverdaleiowa.com RE: Mowing Anthony Heddlesten <AnthonyHeddlesten@outlook.com> Sun 3/1/2020 10:26 PM To: Riverdale City Administrator<cityadmin@riverdaleia.org>;mschmit@eicc.edu<mschmit@eicc.edu> Cc: Mike Bawden<mayor@riverdaleia.org>;Cochran,Lyn A<lacochran@eicc.edu> 1 1 attachments(42 KB) 20200301 City Updates to EICC Mowing Contract.docx; Hello everyone— I attached an update to your contract line items based on what we had been planning to propose as well as the fact that we have since issued a landscaping contract for the City which will provide for the City several of the services in your mowing contract. Let me know if you have any questions/concerns. I tried to just pull out what I thought were the highlights and keep it simple. Anthony Heddlesten,PE,CFM,CEMO Councilman,City of Riverdale 110 Manor Drive Riverdale,IA 52722 563-359-4988 anthonyheddlesten@outlook.com 'The most important political office is that of the private citizen."—Justice Louis Brandeis From:Riverdale City Administrator<cityadmin@riverdaleia.org> Sent:Thursday,February 27,2020 10:30 AM To:anthonyheddlesten@outlook.com;mschmit@eicc.edu Cc:Mike Bawden<mayor@ riverdalei a.org>;Cochran,Lyn A<lacochran@eicc.edu> Subject:Mowing Hi...I am connecting Matt and Anthony so that you two can coordinate getting the City language more like the SCC language in the RFP doc.. Anthony is willing to work on that for the City... Lyn will update us on possible timing of approvals on the SCC side of things. Thanks,Lisa Lisa A.Kotter Interim City Administrator 110 Manor Drive City of Riverdale,IA 52722 Regular City Hall Hours:Tuesday—Thursday, 10:00 am to 5:00 p.m. Office: 563-355-2511 Cell: 309-781-9035 MARCH • Tree limb trimming at the beginning of the season and spot trimming should be coordinated with the City of Riverdale's landscaping contractor, notthrough this contract. APRIL • Any work in the City of Riverdale's beds and planters shall be coordinated with the City's landscaping contractor,not through this contract. MAY • Any work in the City of Riverdale's beds and planters shall be coordinated with the City's landscaping contractor,not through this contract. • Roundup should not be used in City beds unless coordinated with City's landscaping contractor outside of this contract. JUNE • Evergreens should be pruned by City of Riverdale's landscaping contractor and not through this contract. • Weeding should be completed by City of Riverdale's landscaping contractor and not through this contract. JULY • Weeding should be completed by City of Riverdale's landscaping contractor and not through this contract. • Evergreens should be pruned by City of Riverdale's landscaping contractor and not through this contract. AUGUST • Weeding should be completed by City of Riverdale's landscaping contractor and not through this contract. SEPTEMBER • Weeding should be completed by City of Riverdale's landscaping contractor and not through this contract. OCTOBER • Weeding should be completed by City of Riverdale's landscaping contractor and not through this contract. NOVEMBER • No change. 2:01 Site Data A:Weekly mowing area Approximately5.8 acres—26 cuttings peryear B. Bi-weekly mowing area Approximately5.5 acres-12 cuttings peryear D. Forest Trails (similar to disc golf course)—6 cuttings per year 2.02 Contact Person Anthony Heddlesten City Councilman 563-359-4988 2.03 Grass Area A. Mow not shorter than 3.5"whenevergrass exceeds 5.25". Do NOT hand-weed beds as this will be done via a separate contract. D.Weed Control:Preemergent herbicide shall be applied between4/15 and 5/1, annually. Broadleaf herbicide shall be applied between 9/15 and 10/31, annually. E. Fertilization: Fertilization rates shall be determined by soil test aftercontract award. The contractor will take a representative sample from Bicentennial Park,test the soil,and propose a recommended fertilizertype and frequency in accordance with the ISU Extension Office's lawn fertil ization guide,PM 1057. F.Aeration:Aeration shall be completed between 9/1 and 9/15 annually. Any areas with less than 50%grass cover at the time of aeration shall be overseeded with IA DOT Seed MixType 1 or Type 6. Type 6 shall be used at all locations within the right-of-way of streets and highways. Type 1 shall be used at all locations outside of the right-of-way. In heavily shaded areas,fine fescue shall be used exclusively foroverseedi ng. Seeding shall also be completed between 9/1 and 9/15, ifrequired. G.Cleanup:remove all grass and weed clippings from any gutters,driveways,streets,trails,or sidewalks in accordance with the City's MS4 permit requirements to keep clippings out of the storm sewer system. 2.04 through 2.06 —OMIT FOR CITY OF RIVERDALE 2.09 Outlying Areas B. Follow disc golf procedures for forest trails/sewer lines in Riverdale. C. Herbicide application shall be limited to spot treating invasive species and woody vegetation in these locations,particularly along City structures such as fence lines,sewer lines,roads,and drives. D. Mowing shall be completed in these areas when grasses and forbs exceed 18" in height during any period of the year. It is expected that this work will be completed 3 times per season. E.Aeration will only be required in areas with less than 50•% cover and shall be completed between 4/1 and 5/31, if necessary. Areas that are aerated shall be overseeded with IADOT Native Grass and Forbs Seeding Mixture between 4/1 and 5/31. 2.10 Other F. Mowingof properties in violation of Cityordinances shall be performed to the standards established for"Grass Area" 2.03 of this contract. Only mowing and cleanup shall be performed Herbicide application,trimming,fertilization,aeration,and edging will not be done on properties in violation of City ordinance. This will be employed on an as needed basis only and be billed immediately. G.City billingshould be billed monthlyor bi-weeklyforservices performed. An itemized list of services performed shall be provided to the City for billingto be processed. The City of Riverdale, Iowa (City) is requesting proposals for an annual property maintenance contract renewable on an annual basis for up to 5 years. The work contains several levels of property care to include: 1) Base Bid-Standard lawn care will maintain public,open spaces throughout the City. Standard lawn care shall include herbicide application,fertilization, mowing, trimming, and aeration. a. Application of herbicide is defined as applying to all areas identified as lawn (an) approved weed killing chemical(s), providing a 24-hour notice to the community before application occurs, marking the area as recently applied,and removing markers when lawns are again safely useable by the general public. Application of a preemergent herbicide shall be done between 4/15 and 5/1,annually. Application of broadleaf herbicide shall be completed between 9/15 and 10/31 annually. b. Fertilization rates shall be determined by soil test after contract award. The contractor will take a representative sample from Bicentennial Park,test the soil, and propose a recommended fertilizer in accordance with the ISU Extension Office's lawn fertilization guide, PM 1057. c. Mowing is defined by cutting the grass to a height of 3.5"whenever grass exceeds a height of 5.25". The interval between mowings will be weather dependent. d. Trimming is defined by using a portable weed trimming device around any permanent features such as buildings,fences,walkways, roadways, etc.to remove vegetation in excess of the required 3.5" height. Trimming shall be done no less than monthly during a scheduled mowing operation. e. Aeration shall be completed between 9/1 and 9/15 annually. Any areas with less than 50`Yo grass cover at the time of aeration shall be overseeded with IA DOT Seed Mix Type 1 or Type 6. Type 6 shall be used at all locations within the right-of-way of streets and highways. Type 1 shall be used at all locations outside of the right-of-way. In heavily shaded areas,fine fescue shall be used exclusively for overseeding. Seeding shall also be completed between 9/1 and 9/15, if required. 2) Base Bid- Rough grass care will maintain limited use, public spaces throughout the City. Rough grass care shall include herbicide application, mowing and aeration. a. Herbicide application shall be limited to spot treating invasive species and woody vegetation in these locations. b. Mowing shall be completed in these areas when grasses and forbs exceed 18" in height during any period of the year. c. Aeration will only be required in areas with less than 50%cover and shall be completed between 4/1 and 5/31, if necessary. Areas that are aerated shall be overseeded with IADOT Native Grass and Forbs Seeding Mixture between 4/1 and 5/31. 3) Option C- Forest care will maintain public,forested spaces throughout the City. Forest care will include herbicide application to all invasive species in forested areas on an annual basis. Herbicide application shall be limited to spot treating invasive species and woody vegetation in these locations. 4) Option D—Mowing of properties in violation of City ordinances shall be performed to the standards established for standard lawn care as listed in section 1 of this contract. Only mowing shall be performed. Herbicide application,trimming,fertilization,and aeration will not be done on properties in violation of City ordinance. Option D will be employed on an as needed basis only. Properties included in this request for proposals include both City owned lands and City easement lands in which the City has accepted the responsibility for property maintenance. These locations include: 1) Parcel 842607001—City easement for the Mississippi River Trail extending from Duck Creek to Bellingham Road, parallel to Bellingham Road, and around the Bellingham Road MRT trailhead. 2) Parcel 842635002—City easement for the Mississippi River Trail parallel to Bellingham Road 3) Parcel 842635003—City easement for the Mississippi River Trail parallel to Bellingham Road 4) Parcel 842633001—City easement for the Mississippi River Trail parallel to Bellingham Road 5) Parcel 8426350041—City easement for the Mississippi River Trail parallel to Bellingham Road 6) Parcel 842337001—City easement for Mississippi River Tail parallel to US-67 7) Parcel 842339013—City easement for Mississippi River Tail parallel to US-67 8) Parcel 842339019—City easement for Mississippi River Tail parallel to US-67 9) Unnamed Parcel—City easement for Mississippi River Tail parallel to US-67 10) Unnamed Parcel—City easement for the Mississippi River Trail parallel to Bellingham Road crossing railroad tracks 11) Unnamed Parcel—City easement for the Mississippi River Trail parallel to Bellingham Road along US-67 12) Unnamed Parcel—City easement for Duck Creek Trail parallel to US-67 13) Unnamed Parcel—Realignment of Belmont Road at Valley Drive 14) Parcel 842617141-1—Van Gundy Park and Duck Creek Bike Path Trailhead 15) Parcel 842617141-2—Van Gundy Park and Duck Creek Bike Path Trailhead 16) Parcel 842633121—Peggy's Park 17) Parcel 842339015—City owned land for Mississippi River Tail parallel to US-67 18) Parcel 8423522OA-1—City Hall Grounds 19) Parcel 842351101—Bicentennial Park 20) Parcel 842345003—Veterans Memorial Park 21) Parcel 842601005—Wooded Area of Duck Creek Tributaries 22) Parcel 842333003—Wooded Area of Duck Creek Tributary Option A for this proposal includes incorporating lands owned and operated by the Pleasant Valley Community School District: 23) Parcel 842301003—Pleasant Valley High School Grounds 24) Parcel 842303009—Pleasant Valley Community School District Administrative Offices Grounds Option B for this proposal includes incorporating lands owned and operated by the Eastern Iowa Community College District: 25) Parcel 842319003—Eastern Iowa Community College—Scott County Campus Grounds(main site) 26) Parcel 842339003—Eastern Iowa Community College—Scott County Campus Grounds(entrance site) 27) Parcel 842337005—Roadway easement across Arconic ground 28) Parcel 842337001—Roadway easement across Arconic ground The following table defines the approximate quantities of each type of maintenance at each parcel. Contractors should verify with their own measurements actual amounts. A KMZ file of the approximate locations of the work is available. Site Standard Lawn Care(AC) Rough Grass Care(AC) Forest Care(AC) (Option C) 1 0.57 0.41 0.0 2 0.02 0.02 0.0 3 0.02 0.02 0.0 4 0.02 0.02 0.0 5 0.15 0.15 0.0 6 0.12 0.12 0.0 7 0.06 0.06 0.0 8 0.05 0.05 0.0 9 0.65 0.65 0.0 10 0.4 0.4 0.0 11 0.05 0.0 0.0 12 0.1 0.07 0.01 13 0.0 0.59 0.0 14 0.55 0.1 0.2 15 0.2 0.4 0.2 16 0.3 0.1 0.1 17 0.15 0.15 0.0 18 0.6 0.85 2.0 19 1.0 1.0 2.0 20 0.8 0.1 0.0 21 0.0 0.0 8.76 22 0.0 0.28 9.5 CITY TOTAL 5.81 5.54 22.77 (BASE BID) 23 30.0 10.0 8.12 24 1.5 1.0 1.0 PVHS TOTAL 31.5 11.0 9.12 (OPTION A) 25 10.0 20.0 100.0 26 1.0 1.84 1.0 27 0.1 0.1 0.0 28 0.5 0.5 0.0 EICC TOTAL 11.6 22.44 101.0 (OPTION B) TOTAL 45.91 38.98 132.89 In the coming 5 years, it is expected that the City will receive additional lands as part of an ongoing development. At a time in which these lands are acquired,this contract may provide for services on these additional, as yet to be approved parcels upon mutual agreement of the City and the Contractor. Bid Sheet Base Bid—City Maintenance Standard Lawn Care Total $ /Acre x 5.81 Acres= $ Herbicide Application $ /Acre Mowing $ /Acre Trimming $ /Acre Fertilization $ /Acre Aeration $ /Acre Overseeding $ /Acre Rough Lawn Care $ /Acre x 5.54 Acres= $ Herbicide Application $ /Acre Mowing $ /Acre Aeration $ /Acre Overseeding $ /Acre Option A—PVHS Maintenance Standard Lawn Care $ /Acre x 31.5 Acres= $ Herbicide Application $ /Acre Mowing $ /Acre Trimming $ /Acre Fertilization $ /Acre Aeration $_ /Acre Overseeding $ /Acre Rough Lawn Care $ /Acre x 11.0 Acres= $ Herbicide Application $ /Acre Mowing $ /Acre Aeration $ /Acre Overseeding $ /Acre Option B—EICC Maintenance Standard Lawn Care $ /Acre x 11.6 Acres= $ Herbicide Application $ /Acre Mowing $ /Acre Trimming $ /Acre Fertilization $ /Acre Aeration $ /Acre Overseeding $ /Acre Rough Lawn Care $ /Acre x 22.44 Acres=$ Herbicide Application $ /Acre Mowing $ /Acre Aeration $ /Acre Overseeding $ /Acre Option C—Forest Care City of Riverdale $ /Acre x 22.77 Acres=$ PV High School $ /Acre x 9.12 Acres=$ Eastern Iowa CC $ /Acre x 101.0 Acres=$ Option D—Ordinance Violation Mowing City of Riverdale $ /Parcel Mowing Riverdale City Administrator <cityadmin@riverdaleia.org> Thu 2/27/202010:29 AM To: anthonyheddlesten@outlook.com<anthonyheddlesten@outlook.com>;mschmit@eicc.edu<mschmit@eicc.edu> Cc: Mike Bawden<mayor@ riverdaleia.org>;Cochran,Lyn A<lacochran@eicc.edu> Hi...I am connecting Matt and Anthony so that you two can coordinate getting the City language more like the SCC language in the RFP doc.. Anthony is willing to work on that for the City... Lyn will update us on possible timing of approvals on the SCC side of things. Thanks,Lisa Lisa A.Kotter Interim City Administrator 110 Manor Drive City of Riverdale,IA 52722 Regular City Hall Hours: Tuesday—Thursday,10.00 am.to 5:00 p.nL Office: 563-355-2511 Cell: 309-781-9035