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Services (2021 – 2022) Request for Qualifications
Request for Qualifications
On-Call Special Inspections, Testing, Monitoring and Geotechnical Services
Iowa City Construction Projects (2021-2022)
February 24, 2021
Summary
The City of Iowa City, Iowa (City) is soliciting submit tals of qualifications from interested consultants to
provide special inspection, material testing, monitoring and geotechnical services for construction projects
being managed through the Iowa City Public Works Department. Submittals in response to this Request
for Qualifications will be used to evaluate and rank consultants for work on a variety of Iowa City
construction projects. Successful consultants will be selected based on their specific expertise as
demonstrated in their response to this Request for Qualifications. The successful candidates will be
utilized for contracts approved through December 31, 2022. Consultants wishing to submit qualifications
shall include information as described in this Request for Qualifications. Please note that construction
schedules will vary by project.
Table of Contents
Purpose and Background……………………………………………………page 2
Scope of Services………...………………………………………………… page 2
Minimum Qualifications …………………………………………………... page 3
Costs…………………...…………………………………………………… page 3
Schedule……………………………………………………………………. page 3
Consultant Selection Process………………………………………………. page 3
Submittal Contents………………………………………………………….page 4
Contract Documents……….………………………………………..………page 5
Submittal Instructions and Deadline……………………………………….. page 6
Inquiries……..………………………………………...…………………….page 7
Distribution List……………………………………………………………. page 7
Consultant Agreement.…………………………………...………........Appendix A
Wage Theft Policy…………………………………...………………...Appendix B
Contract Compliance...…………………………………...………........Appendix C
Reference Form...………………………………………...………........Appendix D
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Purpose and Background
The City of Iowa City requests submittals of qualifications from consultants to provide special inspection,
material testing, monitoring and geotechnical services for Iowa City construction projects. It is the intent
of the City to select consultants based on individual expertise and past performance. The qualifications
submittals will be used as the basis for awarding contracts through December 31, 2022.
The City of Iowa City encourages firms and consultant teams with expertise in one or more of the specific
disciplines described below to submit a response to this Request for Qualifications. Consultants are
encouraged to highlight areas of specialty.
The following project categories will be considered as a part of this Request for Qualifications:
• Special Inspection – AWS CWI welding inspection, helical piers;
• Material Testing – includes concrete cylinder testing, field density testing, foundation bearing
strength, various lab tests on backfill material, and proofrolls;
• Monitoring and Geotechnical Services – includes contaminated soil sampling and testing
groundwater sampling, and soil borings.
Other services and fees (e.g. project management, trip charges, and other miscellaneous charges) shall be
detailed in responses received to this Request for Qualifications.
Submittals received in response to this Request for Qualifications will be the basis for consultant selection
over a two-year period. The City of Iowa City, at its sole discretion, reserves the right to determine the
category, or categories, for which consultants will be considered based on their submittal. Information
from the City’s Capital Improvement Plan (CIP) can be found on the City’s website at
https://www.icgov.org/budget.
Scope of Services
The information provided in this section is not intended to comprise a detailed scope of services that will
be required in a final consultant contract but is intended to provide general information to firms that
choose to submit qualifications. The City will negotiate the detailed scope of services and fee with the
successful firm for each project.
Services will vary per project, but could include sampling, monitoring, testing, inspection, analysis and
reporting as required for each project that is being constructed. Projects include Capital Improvement
Projects (CIP), site plans, subdivisions. The determined scope of services will meet the requirements of
the current versions of the Statewide Urban Design and Specifications (SUDAS) Standard Specifications,
General Supplemental Specifications, and Supplemental Specifications for public improvement projects
and work within the right-of-way in the City of Iowa City. Projects with federal funding will be bid and
specified through the Iowa Department of Transportation with the City acting as the Project
Administrator. The consultant will be expected to identify the scope needed for each individual project
and to identify tasks by the SUDAS or DOT Specifications.
Certification of Special Inspections and DOT reporting may also be required, and submittals should
identify experience in these areas.
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Minimum Qualifications
To be considered, consultants must document the knowledge, skills, and abilities of the firm and team
members. If, at the City’s discretion, no consultant submissions meet the minimum qualifications for one
or more categories, the City of Iowa City reserves the right to decline all submittals and proceed with
another consultant selection process.
Costs
Firms participating in the consultant selection process will be responsible for all costs incurred to respond
to this Request for Qualifications.
Schedule
Tentative consultant selection timeline is as follows:
• Submittals are due no later than 4:00 p.m. Central Standard Time (CST) on April 9,
2021.
• Evaluation of submittals complete and scoring of consultants for on-call services
approximately April 23, 2021.
• Award of contracts is expected based on project needs between April 2021 and December
2022.
Consultant Selection Process
The City will evaluate, score and rank submittals using the following evaluation criteria:
Criteria Points
Qualifications and Key Personnel 50 Points
Project Approach 20 Points
Fees and Rates 20 Points
References 10 Points
Submittal Maximum Points 100 Points
Submittals will be scored and ranked in order from highest to lowest score for each category. Consultant
selection for contract negotiations for specific projects will be based on the scores for the category,
consultant availability, and input from the Selection Committee. Consultants may be selected for more
than one category. The City reserves the right to make a final selection of a consultant for a specific
project based on the combined results and/or the consensus of the Selection Committee. The City makes
no guarantee that a consultant submitting qualifications will receive a contract, and contracts within a
category may be limited to one or more consultant(s).
The Selection Committee consists of several members of the Engineering Division, and other City
departments as needed. Submittals will be reviewed based on the submittal contents described below and
evaluated based on the evaluation criteria. The firms deemed best qualified by the Selection Committee
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for each category or categories will be selected for negotiations related to final project scope and fee.
Should the City and Consultant not be able to reach an a greement regarding project scope and fee, the
City reserves the right to negotiate with the firm determined by the City to be the next most qualified for
the project.
The intent of the qualification submittal process is to allow the City to evaluate, rank, and select the most
qualified firms based on the identified needs of the City. The skills, areas of expertise, and capabilities
that the City believes are necessary for successful completion of the projects will be evaluated and
factored into the selection process. In all cases, the City reserves the right to select consultant firms and
award contracts that are in the best interests of the City. The City does not guarantee the award of any
contracts and reserves the right to not award a contract for an y project. The City reserves the right to
consider experience(s) with consultants on past City projects in the scoring of submittals and the selection
of consultants. Should a consultant fail to perform in a satisfactory manner on a current or future project,
as determined by the City, the City reserves the right to eliminate the consultant from consideration for
future contracts as a part of this selection process.
Consultants are responsible for errors and omissions in their submittals. No error or omission will
diminish the submitter’s obligations to the City. The City of Iowa City may reject any or all submissions
without penalty. The City, at its discretion, may waive immaterial defects and minor irregularities in any
submittal.
Submittal Contents
To standardize submittals and simplify the comparison and evaluation of responses, all submittals must be
organized in the manner set forth below, separated into sections, and appropriately labeled. However,
specific requirements for each section have been minimized in order to allow for flexibility for each firm
to provide information they feel best conveys their qualifications. All information and materials
requested shall be provided in the submittal under a single cover. The submittal length shall be limited to
a maximum number of pages, based on the sections described below, not including dividers and covers.
Minimum font size shall be ten (10) point.
Cover Letter – The letter should state the firm’s interest in being considered for selection, pertinent
information for the firm’s contact person and the categories for which the firm would like to be
considered. (1 page maximum)
General Firm Profile – A general description of the firm is required. Describe the general nature of
services provided by the firm, the location of main and branch offices, and the number of years the firm
has provided services similar to those anticipated in the categories included in the Request for
Qualifications. Any sub-consultants who are expected to be a part of the team should be identified. (2
pages maximum)
Key Personnel – Provide information indicating anticipated key personnel, relationship to specific types
of projects, and their positions within the firm. It is a requirement of the City that the key personnel
identified during the consultant selection process will participate in and execute the project(s).
Substitution of key personnel after selection will require approval by the City as project lead professionals
are considered essential. Please indicate the persons possessing the licenses and certifications necessary
to perform the type of work being requested. (4 pages maximum per category)
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Reference Projects – A listing of reference projects shall be provided. Reference projects should be
similar size and scope as those for which the consultant would like to be considered. Particular emphasis
should be placed on innovative, sustainable, and cost-effective solutions. Indicate which key personnel
were involved in the reference projects and their role in the reference projects. The provided information
should also include the final contract costs, final construction costs, and final change order costs for each
project. If the project is not yet completed/accepted, the costs may be estimated as accurately as possible.
However, at least 50% of the submitted reference projects shall be completed, accepted, and include final
cost information.
As a minimum, the submittal should address the following topics.
• Experience related to at least five projects relevant to the project categories.
• Experience in working with owners’ staff during the construction process.
Provide a reference form (see Appendix D) for each reference project, which includes contact information
for the project owner(s), the nature of the firm’s scope of work on the project, and the date the contract
started and ended. Reference forms do not count towards the page limit. (4 pages maximum per category)
Project Approach – A description of anticipated project approach(es), including technical and
management factors that will lead to quality projects. Respondents are encouraged to use this section of
the submittal to address unique understanding, knowledge and/or abilities of the firm as they apply to the
project categories included in the Request for Qualifications. Competitive advantages or special
capabilities of project teams should be highlighted in this section. The project approach(es) should
address each category for which the firm would like to be considered and should be structured to include
information related to the firm’s general project approach, as well as any specialized or specific project
approach information for the project categories. (2 pages maximum for general project approach, 2
additional pages maximum per category)
Billing Rates – Provide current billing rates for firm personnel, including rates of staff included in the
submittal and list of common services, at a minimum. Billing rates for consultants will be locked at the
rates provided for all contracts awarded through December 31, 2022. (1 page)
Conflicts of Interest – Section 362.5 of the Iowa Code prohibits a City officer or employee from having
an interest in a contract with the City. No employee or officer of the City, which includes members of the
City Council and City boards and commissions, may have an interest, either direct or indirect, in any
consultant agreement, that does not fall within the exceptions to said statutory provision enumerated in
Section 362.5. Identify any relationship that has existed, or presently exists with the City of Iowa City, its
staff or members of the City Council and city boards and commissions that may interfere with fair
competition or may be a possible conflict of interest for either party. If no relationship has existed or does
not presently exist, Consultant shall make that statement in their submittal (companies are subject to
disqualification on the basis of any potential for conflict of interest as determined by the City of Iowa
City).
Contract Documents
Consultants selected to provide engineering and design services will be required to enter into a written
consultant agreement with the City of Iowa City for each individual project. A sample consultant
agreement is included in Appendix A of this Request for Qualifications. In addition, selected consultants
will be required to submit a completed copy of the City of Iowa City Wage Theft affidavit, included in
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Appendix B, and meet the City’s contract compliance requirements as included in Appendix C. Any
objections to the City’s agreement (Appendix A), wage theft policy (Appendix B) and/or contract
compliance (Appendix C) language shall be documented in the submittal and will be considered in
evaluating submittals.
All locally let projects shall utilize SUDAS specifications; projects let through the Iowa DOT shall utilize
DOT and other specifications, as needed. All projects shall utilize City of Iowa City standard front ends,
contract documents, and supplemental specifications.
Reservations
The City reserves the right to reject any and all submittals; waive formalities, technical requirements
and/or deficiencies; or to solicit for new or additional responses it deemed to be in the best interests of the
City. In addition, the City reserves the right to further negotiate with one or more firms of its choice, if
such negotiations better serve the City’s interest. The City reserves the right to negotiate a contract that
covers all or selected parts of the proposal, key project team members, and sub-consultants.
Submittal Instructions and Deadline
Submittals may be mailed or submitted electronically.
If the submittal is mailed, it should be sent to:
City Clerk
City of Iowa City
City Hall
410 East Washington Street
Iowa City, Iowa 52240
Mailed submittals must be received by the City Clerk’s office before 4:00 p.m. (CST) on Friday, April
9, 2020. Mailed submittals should include five (5) hard copies of the submittal and a USB thumb drive,
CD, or DVD containing one electronic (PDF) copy of the submittal. Mailed submittals must be sealed
and clearly marked as: “On-Call Special Inspections, Testing, Monitoring and Geotechnical Services
(2021-2022).”
If the submittal is delivered electronically, it should be delivered to the City’s website at
www.icgov.org/MaterialTestingRFQ.
Submittals delivered electronically must be complete and uploaded to the website in their entirety before
4:00 p.m. (CST) on Friday, April 9, 2020. Submittals delivered electronically should include one (1)
electronic (PDF) copy of the submittal. No hard copies will be required if submitted electronically.
Faxed submittals will not be accepted. Late submittals will not be evaluated. The City may reject any or
all submittals in its sole discretion.
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Inquiries
Inquiries to clarify the requirements of the Request for Qualifications must be in writing, and can be
directed to Ethan Yoder. at ethan-yoder@iowa-city.org. All inquiries must be made no later than Friday,
April 2, 2021. All questions received, including responses, will be posted to the City’s website at
www.icgov.org/MaterialTestingRFQ..
Requests for meetings with individual consultants will not be accepted.
Distribution List
Braun Intertec Corporation
TEAM Services
Terracon
Shive-Hattery, Inc.
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Appendix A
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Consultant Agreement
This Agreement, made and entered into this ________ day of __________________, ____________, by
and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and
_____________________, of _____________________, hereinafter referred to as the Consultant.
Brief Project Description Beginning with “Whereas”
Now Therefore, it is agreed by and between the parties hereto that the City does now contract with the
Consultant to provide services as set forth herein.
I. Scope of Services
Consultant agrees to perform the following services for the City, and to do so in a timely and satisfactory
manner.
Describe Scope of Services
II. Time of Completion
The Consultant shall complete the following phases of the Project in accordance with the schedule shown.
Present Schedule of Services
III. Compensation for Services
Describe Compensation
IV. General Terms
A. The Consultant shall not commit any of the following employment practices and agrees to
prohibit the following practices in any subcontracts.
1. To discharge or refuse to hire any individual because of their race, color, religion,
sex, national origin, disability, age, marital status, gender identity, or sexual
orientation.
2. To discriminate against any individual in terms, conditions, or privileges of
employment because of their race, color, religion, sex, national origin, disability, age,
marital status, gender identity, or sexual orientation.
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B. Should the City terminate this Agreement, the Consultant shall be paid for all work and
services performed up to the time of termination. However, such sums shall not be greater
than the "not-to-exceed" amount listed in Section III. The City may terminate this
Agreement upon seven (7) calendar days' written notice to the Consultant.
C. This Agreement shall be binding upon the successors and assigns of the parties hereto,
provided that no assignment shall be without the written consent of all Parties to said
Agreement.
D. It is understood and agreed that the retention of the Consultant by the City for the purpose
of the Project shall be as an independent contractor and shall be exclusive, but the
Consultant shall have the right to employ such assistance as may be required for the
performance of the Project.
E. It is agreed by the City that all records and files pertaining to information needed by the
Consultant for the project shall be available by said City upon reasonable request to the
Consultant. The City agrees to furnish all reasonable assistance in the use of these records
and files.
F. It is further agreed that no Party to this Agreement shall perform contrary to any state,
federal, or local law or any of the ordinances of the City of Iowa City, Iowa.
G. At the request of the City, the Consultant shall attend meetings of the City Council relative to
the work set forth in this Agreement. Any requests made by the City shall be given with
reasonable notice to the Consultant to assure attendance.
H. The Consultant agrees to furnish, upon termination of this Agreement and upon demand by
the City, copies of all basic notes and sketches, charts, computations, and any other data
prepared or obtained by the Consultant pursuant to this Agreement without cost, and
without restrictions or limitation as to the use relative to specific projects covered under this
Agreement. In such event, the Consultant shall not be liable for the City's use of such
documents on other projects.
I. The Consultant agrees to furnish all reports, specifications, and drawings with the seal of a
licensed professional as required by Iowa law.
J. The City agrees to tender the Consultant all fees in a timely manner, excepting, however,
that failure of the Consultant to satisfactorily perform in accordance with this Agreement
shall constitute grounds for the City to withhold payment of the amount sufficient to properly
complete the Project in accordance with this Agreement.
K. Should any section of this Agreement be found invalid, it is agreed that the remaining
portion shall be deemed severable from the invalid portion and continue in full force and
effect.
L. Original contract drawings shall become the property of the City. The Consultant shall be
allowed to keep reproducible copies for the Consultant's own filing use.
M. Fees paid for securing approval of authorities having jurisdiction over the Project will be paid
by the City.
N. Upon signing this Agreement, Consultant acknowledges that Section 362.5 of the Iowa
Code prohibits a City officer or employee from having an interest in a contract with the City,
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and certifies that no employee or officer of the City, which includes members of the City
Council and City boards and commissions, has an interest, either direct or indirect, in this
Agreement, that does not fall within the exceptions to said statutory provision enumerated in
Section 362.5.
O. Indemnification
1. To the full extent permitted by law, Consultant agrees to defend, indemnify, and
hold harmless the City against any and all claims, demands, suits, loss, expenses,
including attorney’s fees, and for any damages which may be asserted, claimed or
recovered against or from the City by reason of personal injury, including bodily
injury or death, and property damages, including loss of use thereof, caused by
Consultant's negligent acts, errors or omissions in performing the work and/or
services provided by Consultant to the City pursuant to the provisions of this
Agreement.
2. Consultant assumes full responsibility for any and all damage or injuries which may
result to any person or property by reason of Consultant's negligent acts, errors or
omissions in connection with the work and/or services provided by Consultant to the
City pursuant to this Agreement, and agrees to pay the City for all damages caused
to the City's premises resulting from the negligent acts, errors or omissions of
Consultant.
3. The Consultant’s obligation to indemnify the City shall not include the obligation to
indemnify, hold harmless, or defend the City against lability, claims, damages,
losses, or expenses, including attorney fees, to the extent caused by or resulting
from the negligent act, error, or omission of the City.
4. For purposes of this paragraph, the term "Consultant" means and includes the
Consultant, its officers, agents, employees, sub-consultants, and others for whom
Consultant is legally liable, and the term “City” means and includes the City of Iowa
City, Iowa its Mayor, City Council members, employees, and volunteers.
P. Insurance
1. The Consultant agrees at all times material to this Agreement to have and maintain
professional liability insurance covering the Consultant’s liability for the Consultant’s
negligent acts, errors and omissions in the sum of $1,000,000 Per Claim,
$1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. To the
fullest extent permitted by applicable state law, a Waiver of Subrogation Clause
(endorsement) shall be added.
2. Consultant agrees to provide the City a certificate of insurance evidencing that all
coverages, limits and endorsements required herein are maintained and in full force
and effect, and certificates of Insurance shall provide a minimum thirty (30) day
endeavor to notify, when available by Consultant’s insurer. If the Consultant
receives a non-renewal or cancellation notice from an insurance carrier affording
coverage required herein, or receives notice that coverage no longer complies with
the insurance requirements herein, Consultant agrees to notify the City within five
(5) business days with a copy of the non-renewal or cancellation notice.
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Q. Standard of Care
1. The Consultant shall perform services for, and furnish deliverables to, the City
pertaining to the Project as set forth in this Agreement. The Consultant shall
possess a degree of learning, care and skill ordinarily possessed by reputable
professionals, practicing in this area under similar circumstances. The Consultant
shall use reasonable diligence and professional judgment in the exercise of skill and
application of learning.
2. Consultant represents that the Services and all its components shall be free of
defects caused by negligence; shall be performed in a manner consistent with the
standard of care of other professional service providers in a similar Industry and
application; shall conform to the requirements of this Agreement; and shall be
sufficient and suitable for the purposes expressed in this Agreement.
3. All provisions of this Agreement shall be reconciled in accordance with the generally
accepted standards of the Engineering Profession.
4. Consultant's obligations under this Section shall exist without regard to, and shall not
be construed to be waived by, the availability or unavailability of any insurance,
either of City or Consultant.
R. There are no other considerations or monies contingent upon or resulting from the
execution of this Agreement, it is the entire Agreement, and no other monies or
considerations have been solicited.
S. This Agreement shall be interpreted and enforced in accordance with the laws of the State
of Iowa. Any legal proceeding instituted with respect to this Agreement shall be brought in a
court of competent jurisdiction in Johnson County, Iowa. The parties hereto hereby submit
to personal jurisdiction therein and irrevocably waive any objection as to venue therein,
including any argument that such proceeding has been brought in an inconvenient forum.
For the City For the Consultant
By: By:
Title: Title:
Date: Date:
Attest:
Approved by:
City Attorney's Office
Date
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Appendix B
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Wage Theft Policy
It is the policy of the City of Iowa City, as expressed by City Council Resolution No. 15-364
adopted on November 10, 2015, not to enter into certain contracts with, or provide discretionary
economic development assistance to, any person or entity (including an owner of more than
25% of the entity) who has admitted guilt or liability or been adjudicated guilty or liable in any
judicial or administrative proceeding of committing a repeated or willful violation of the Iowa
Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards
Act or any comparable state statute or local ordinance, which governs the payment of wages,
for a period of five (5) years from the date of the last conviction, entry of plea, administrative
finding or admission of guilt. (hereinafter “Wage Theft Policy”)
I. Application. The Wage Theft Policy applies to the following:
a. Contracts in excess of $25,000 for goods, services or public improvements.
b. Contracts for discretionary economic development assistance. “Discretionary”
economic development assistance shall mean any economic development
assistance provided by the City of Iowa City that is not required by law.
II. Exceptions. The Wage Theft Policy does not apply to emergency purchases of goods
and services, emergency construction or public improvement work, sole source
contracts excepted by the City’s purchasing manual, cooperative/piggyback purchasing
or contracts with other governmental entities.
III. Affidavit. The contracting entity must complete the attached affidavit showing
compliance with the Wage Theft Policy and provide it to the Contracting
Department prior to the execution of the contract.
Contract provision: Any contract to which this policy is applicable will include the following
contract provision: If the City becomes aware that a person or entity (including an owner of
more than 25% of the entity) has admitted guilt or liability or been adjudicated guilty or liable in
any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa
Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards
Act or any comparable state statute or local ordinance, which governs the payment of wages,
within the five (5) year period prior to the award or at any time after the award, such violation
shall constitute a default under the contract.
IV. Waivers. If a person or entity is ineligible to contract with the City as a result of the
Wage Theft Policy it may submit a request in writing indicating that one or more of the
following actions have been taken:
a. There has been a bona fide change in ownership or control of the ineligible
person or entity;
b. Disciplinary action has been taken against the individual(s) responsible for the
acts giving rise to the violation(s);
c. Remedial action has been taken to prevent a recurrence of the acts giving rise to
the disqualification or default; or
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d. Other factors that the person or entity believes are relevant.
The City Manager or Designee shall review the documentation submitted, make any inquiries
deemed necessary, request additional documentation if warranted and determine whether a
reduction in the ineligibility period or waiver is warranted. Should the City Manager or Designee
determine that a reduction or waiver of the ineligibility period is warranted the City Manager or
Designee shall make such recommendation to the City Council. The City Council will make a
final decision as to whether to grant a reduction or waiver.
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WAGE THEFT AFFIDAVIT
I, ___________, certify under penalty of perjury and pursuant to
the laws of the State of Iowa that the following is true and correct:
1. I am the ___________________________ [position] of
___________________________ [“contracting entity”] and have the authority to execute
this affidavit on behalf of said contracting entity and any person or entity with an
ownership interest in said contracting entity of more than 25%.
2. Neither _____________________________ [“contracting entity”] nor any person or
entity with an ownership interest of more than 25% of said contracting entity has been
adjudicated guilty or liable in any judicial or administrative proceeding of committing a
repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa Minimum
Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or local
ordinance, which governs the payment of wages in the last 5 years.
Signature
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Appendix C
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CONTRACT COMPLIANCE
SECTION I - GENERAL POLICY STATEMENT
It is the policy of the City of Iowa City to require equal employment opportunity in all City
contract work. This policy prohibits discrimination by the City's contractors, consultants and
vendors and requires them to ensure that applicants seeking employment with them and their
employees are treated equally without regard to age, color, creed, disability, gender identity,
marital status, national origin, race, religion, sex, or sexual orientation.
It is the City's intention to assist employers, who are City contractors, vendors or consultants, in
designing and implementing equal employment opportunity so that all citizens will be afforded
equal accessibility and opportunity to gain and maintain employment.
PROVISIONS:
1. All contractors, vendors, and consultants requesting to do business with the City must
submit an Equal Opportunity Policy Statement before the execution of the contract.
2. All City contractors, vendors, and consultants with contracts of $25,000 or more (or less
if required by another governmental agency) must abide by the requirements of the
City's Contract Compliance Program. Emergency contracts may be exempt from this
provision at the discretion of the City. Regardless of the value of the contract, all
contractors, vendors, and consultants are subject to the City's Human Rights Ordinance,
which is codified at Article 2 of the City Code.
3. Contracting departments are responsible for assuring that City contractors, vendors, and
consultants are made aware of the City's Contract Compliance Program reporting
responsibilities and receive the appropriate reporting forms. A notification of
requirements will be included in any request for proposal and notice of bids.
4. Prior to execution of the contract, the completed and signed Assurance of Compliance
(located on 0520 – Pages 2 and 3) or other required material must be received and
approved by the City.
5. Contracting departments are responsible for answering questions about contractor,
consultant and vendor compliance during the course of the contract with the City.
6. All contractors, vendors, and consultants must refrain from the use of any signs or
designations which are sexist in nature, such as those which state "Men Working" or
"Flagman Ahead," and instead use gender neutral signs.
7. All contractors, vendors, and consultants must assure that their subcontractors abide by
the City's Human Rights Ordinance. The City's protected classes are listed at Iowa City
City Code section 2-3-1.
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SECTION II - ASSURANCE OF COMPLIANCE
The following sets forth the minimum requirements of a satisfactory Equal Employment
Opportunity Program which will be reviewed for acceptability. PLEASE RETURN PAGES 2
THROUGH 3 OF THIS SECTION TO THE CONTRACTING DEPARTMENT PRIOR TO THE
EXECUTION OF THE CONTRACT.
With respect to the performance of this contract, the contractor, consultant or vendor agrees as
follows: (For the purposes of these minimum requirements, "contractor" shall include
consultants and vendors.)
1. The contractor will not discriminate against any employee or applicant for employment
and will take affirmative efforts to ensure applicants and employees are treated during
employment without regard to their age, color, creed, disability, gender identity, marital
status, national origin, race, religion, sex, or sexual orientation. Such efforts shall
include, but not be limited to the following: employment, promotion, demotion, or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or
other forms of compensation; and selection for training, including apprenticeship.
2. The contractor will, in all solicitations or advertisements for employees placed by or on
behalf of the contractor, state that it is an equal opportunity employer.
Note: Contracts that are federally funded are subject to Executive Order No. 11246, as
amended, and the regulations (see generally 29 U.S.C. § 1608 et seq.) and relevant
orders of the U.S. Secretary of Labor. The Secretary of Labor, and not the City, enforces
said regulations and orders.
3. Provide a copy of your written Equal Employment Opportunity policy statement.
Where is this statement posted?
4. What is the name, telephone number and address of your business’ Equal Employment
Opportunity Officer?
(Please print)
Phone Number Street Address
City, State, Zip Code
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5. The undersigned agrees to display, in conspicuous places at the work site, all posters
required by federal and state law for the duration of the contract. NOTE: The City can
provide assistance in obtaining the necessary posters.
6. How does your business currently inform applicants, employees, and recruitment
sources (including unions) that you are an Equal Employment Opportunity employer?
The above responses are true and correctly reflect our Equal Employment Opportunity policies.
Business Name Phone Number
Signature Title
Print Name Date
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SECTION III - SUGGESTED STEPS TO ASSURE EQUAL EMPLOYMENT OPPORTUNITIES
1. COMPANY POLICY
Determine your company's policy regarding equal employment opportunities. Document
the policy and post it in a conspicuous place so that it is known to all your employees.
Furthermore, disseminate the policy to all potential sources of employees and to your
subcontractors asking their cooperation. The policy statement should recognize and
accept your responsibility to provide equal employment opportunity in all your
employment practices. In regard to dissemination of this policy, this can be done, for
example, through the use of letters to all recruitment sources and subcontractors,
personal contacts, employee meetings, web page postings, employee handbooks, and
advertising.
2. EQUAL EMPLOYMENT OPPORTUNITY OFFICER
Designate an equal employment opportunity officer or, at minimum, assign someone the
responsibility of administering and promoting your company's Equal Employment
Opportunity program. This person should have a position in your organization which
emphasizes the importance of the program.
3. INSTRUCT STAFF
Your staff should be aware of and be required to abide by your Equal Employment
Opportunity program. All employees authorized to hire, supervise, promote, or discharge
employees or are involved in such actions should be trained and required to comply with
your policy and the current equal employment opportunity laws.
4. RECRUITMENT
(a) Let potential employees know you are an equal opportunity employer. This can
be done by identifying yourself on all recruitment advertising as "an equal
opportunity employer".
(b) Use recruitment sources that are likely to yield diverse applicant pools.
Word-of-mouth recruitment will only perpetuate the current composition of your
workforce. Send recruitment sources a letter annually which reaffirms your
commitment to equal employment opportunity and requests their assistance in
helping you reach diverse applicant pools.
(c) Analyze and review your company's recruitment procedures to identify and
eliminate discriminatory barriers.
(d) Select and train persons involved in the employment process to use objective
standards and to support equal employment opportunity goals.
(e) Review periodically job descriptions to make sure they accurately reflect major
job functions. Review education and experience requirements to make sure they
accurately reflect the requirements for successful job performance.
(f) Review the job application to insure that only job related questions are asked.
Ask yourself "Is this information necessary to judge an applicant's ability to
perform the job applied for?" Only use job-related tests which do not adversely
affect any particular group of people.
(g) Monitor interviews carefully. Prepare interview questions in advance to assure
that they are only job related. Train your interviewers on discrimination laws.
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Biased and subjective judgments in personal interviews can be a major source of
discrimination.
(h) Improve hiring and selection procedures and use non-biased promotion, transfer
and training policies to increase and/or improve the diversity of your workforce
representation. Companies must make sure procedures for selecting candidates
for promotion, transfer and training are based upon a fair assessment of an
employee's ability and work record. Furthermore, all companies should post and
otherwise publicize all job promotional opportunities and encourage all qualified
employees to bid on them.
For your information is a copy of Section 2 – 3 – 1 of the Iowa City Code of Ordinances
which prohibits certain discriminatory practices in employment can be found at:
http://www.sterlingcodifiers.com/codebook/index.php?book_id=953. Please note that the
protected characteristics include some not mandated for protection by Federal or State
law. As a contractor, consultant or vendor doing business with the City of Iowa City you
are required to abide by the provisions of the local ordinance in conjunction with your
performance under a contract with the City.
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SAMPLE: EQUAL EMPLOYMENT OPPORTUNITY POLICY
To all employees of
This Company and its employees shall not discriminate against any employee or applicant for
employment based on his or her age, color, creed, disability, gender identity, marital status,
national origin, race, religion, sex, or sexual orientation. The anti-discrimination policy extends to
decisions involving hiring, promotion, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. Further, this Company and its employees will provide a
working environment free from such discrimination.
All employees are encouraged to refer minority and women applicants and applicants with
disabilities for employment.
The Equal Employment Opportunity Officer for the
is:
Name:
Address:
Telephone:
NOTE: This is a SAMPLE ONLY. You may wish to confer with your EEO officer or legal
counsel to formulate a policy which specifically meets the needs of your company.
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Appendix D
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City of Iowa City
Project Reference Form
Project Information
Project Name: __________________________________________________________________
Project Owner: _______________________________
Owner’s Representative: _______________________________
Representative’s E-mail Address: _______________________________
Representatives Phone Number: _______________________________
Project Description:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
Consultant Services Contract
Contract Start Date: _____________________ Contract End Date: _____________________
Original Contract Amount: _____________________
Number of Amendments: _____________________
Total Amendment(s) Amount: _____________________
Final Contract Amount: _____________________
Key Consultant Personnel Included on the Project:
Name: _____________________ Role: _____________________
Name: _____________________ Role: _____________________
Name: _____________________ Role: _____________________
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Name: _____________________ Role: _____________________
Name: _____________________ Role: _____________________
Project Construction
Contract Start Date: _____________________ Contract End Date: _____________________
Contractor Bid Amount: _____________________
Number of Change Orders: _____________________
Total Change Order Amount: _____________________
Final Contract Amount: _____________________