Purchase Services Project ConceMEMORANDUM
May 15, 2002
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Amendment to Purchase of Services Agreement - Project Concern, Inc.
Housing and Community Development Director David Harris is recommending approval
of an amendment to the Purchase of Service Agreement with Project Concern, Inc. to
provide for a reimbursement basis for payments.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Director
CITY OF DUBUQUE, IOWA
MEMORANDUM
May 14, 2002
TO: Michael Van Milligen, City Manager
FROM: David Harris, Housing and Community Development Director
SUBJECT: Amendment to Purchase of Services Agreement- Project Concern, Inc.
INTRODUCTION
The purpose of this memorandum is to request approval of an amendment to the
Purchase of Service Agreement with Project Concern, Inc.
BACKGROUND
In April 2001, the City Council approved the execution of a contract with Project
Concern, Inc. to help provide information and referral services and childcare resource
and referral services to Iow and moderate-income residents of the City of Dubuque.
This agreement covers the provision of services for the current fiscal year.
In March 2002 the Community Development Block Grant (CDBG) program received an
on-site review by representatives of the U.S. Department of Housing and Urban
Development (HUD). They reviewed the purchase of service agreement between
Project Concern and the City and found that payments were made on a quarterly basis
in advance of need. They determined that the agreement should be amended to
provide for a reimbursement basis for payments.
RECOMMENDATIONS
I recommend that the City Council approve the attached amendment to the Project
Concern, Inc. Purchase of Service Agreement. The amendment will provide for
payments to Project Concern upon written request for payment of eligible expenses on
a reimbursement basis only. The other sections of the original agreement will remain in
force. The agreement adopted for FY 2003 that was recently adopted by the Council
provides for the same provision of payment.
ACTION STEP
The action step for the City Council is to approve the attached amendment and
authorize the Mayor and City Clerk to sign on behalf of the City.
Prepared by Aggie Kramer, Community Development Specialist
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CITY OF DUBUQUE, IOWA
AND
PROJECT CONCERN, INC.
PURCHASE OF SERV!CES AGREEMENT
AMENDMENT
This Amendment to the Purchase of Services Agreement dated the day of
May 2002 is entered into by and between the City of Dubuque, Iowa, a municipal
corporation organized and existing under the laws of the State of Iowa (hereinafter
referred to as "Recipient") and Project Concern Inc., with its principal place of business
in Dubuque, Iowa (hereinafter referred as the "Subrecipient")
WITNESSETH:
Whereas, the Recipient awarded Subrecipient $32,112 in Community
Development Block Grant (CDBG) funds for Information and Referral Se,~,ices and
Child Care Resource and Referral Services for the Fiscal Year beginning July 1, 2001
and ending June 30,2002; and
Whereas, the Recipient has received notice from the U.S. Department of
Housing and Urban Development (HUD) that the agreement should be amended to
provide for a reimbursement basis for payments,
NOW THEREFORE, in consideration of the terms of the mutual agreements
hereinafter set forth, the parties agree as follows;
1. That Section III. PAYMENT is hereby repealed and a new Section III is
hereby adopted as follows: amended to add the following:
"Section III.
A.
PAYMENT
It is expressly agreed and understood that the total amount to be
paid by the Recipient under this contract shall not exceed the
amount stipulated in Section III of this Agreement. Such amount
will be paid upon written request on the Request for Payment form,
with proof satisfactory, to the recipient of expenses. Drawdowns for
payment of eligible expenses are reimbursement only.
B. Payment shall be supported by documentation provided by the
Subrecipient of costs incurred for services provided pursuant to
this Agreement.
Payments may be contingent upon certification of the Subrecipient's
financial management system in accordance with the standards
specified in OMB Circular A-110, the provisions of which are available
in the office of the Recipient."
2. All other terms and conditions of the Purchase of Service Agreement
shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment to the
Purchase of Service Agreement as of the day of May 2002.
Clerk
CITY OF DUBUQUE, IOWA
Terrance M. Duggan, Mayor
Witness:
Karen M. Chesterman, Deputy City Clerk
PROJECT CONCERN, INC.
Stephen Jacobs, Executive Director
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