Purchase of Services Agreement_Greater Dubuque Development CorpJune 19, 2009
T®: The Honorable Mayor and City Council Members
F®M: Michael C. Van Milligen, City Manager
SUBJECT: Purchase of Service Agreement -
Greater Dubuque Development Corporation
During the Fiscal Year 2010 budget process, the Mayor and City Council provided
$370,613 for the Purchase of Service Agreement with the Greater Dubuque
Development Corporation including $95,613 for economic development services,
$100,000 for Destination for Opportunity, $100,000 for Dubuque Works, $35,000
towards a partnership with Dubuque Initiatives to be used to partially assist in funding a
position for Dubuque area retail expansion services, and $40,000 for marketing
commercial and industrial parks owned by the City.
Budget Director Jennifer Larson is recommending execution of the attached agreement
with the Greater Dubuque Development Corporation for support of their economic
development services.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jml
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Jenny Larson, Budget Director
Sl1JCT: Purchase of Service Agreement -
Greater Dubuque Development Corporation
Attached for City Council approval is the Purchase of Service Agreement with the
Greater Dubuque Development Corporation for the City's financial support during Fiscal
Year 2010.
The adopted Fiscal Year 2010 operating budget provides $370,613 for the Purchase of
Service Agreement with the Greater Dubuque Development Corporation including
$95,613 for economic development services, $100,000 for Destination for Opportunity,
$100,000 for Dubuque Works, $35,000 towards a partnership with Dubuque Initiatives
to be used to partially assist in funding a position for Dubuque area retail expansion
services, and $40,000 for marketing commercial and industrial parks owned by the City.
It is my recommendation that the City Council approves the attached Purchase of
Services Agreement with the Greater Dubuque Development Corporation and
authorizes the Mayor to execute the contract on behalf of the City.
Attachment
JML
THIS AGREEMENT, dated for reference purposes the 1st day of July, 2009, is
made and entered into by and between the City of Dubuque, Iowa (City) and the Greater
Dubuque Development Corporation (Corporation), a nonprofit corporation, for economic
development services.
VIlHEREAS, Corporation has retained professional staff for the formulation and
implementation of programs for the enhancement of economic conditions and employment
generating opportunities in the City of Dubuque and its environs; and
WHEREAS, the County of Dubuque, Iowa, and private contributors have allocated
funds or other resources for the support of Corporation.
NOVV THEREFORE, the parties hereto agree as follows:
Term of Agreement. This Agreement shall be for a term commencing on July 1,
2009 through June 30, 2010.
2. Purpose. It is an expressed purpose of City to maintain an economically viable
community by encouraging private sector development, which produces jobs and
expands the local tax base. City seeks the assistance of Corporation in being part
of a program of coordinated economic development activities which will assure: (a)
that local firms having potential to expand shall have sites and other resources
available to facilitate such expansion; (b) that other resources shall be developed to
aid in the recruitment of business and industry, especially those that offer
employment opportunities; and that such other activities as may stimulate private
sector employment expansion shall be undertaken.
3. Services. Corporation agrees to carry out the activities described in "Appendix A -
Scope of Activities", hereto attached. City agrees to perform its responsibilities set
forth in the same Appendix.
4. Amendments and Changes. City and Corporation recognize and mutually agree
that the activities to be undertaken and the amounts proposed to be expended are
subject to modification as economic development needs and opportunities change.
Therefore, the program of work set forth in Appendix A is intended to serve as an
outline of activities that maybe addressed during the period of this Agreement, and
may be amended with the approval of the City Manager.
5. Compensation. City shall pay Corporation for Fiscal Year 2010 an amount not to
exceed $370,613 as compensation for the services provided by Corporation
(described in Appendix A), which payment shall constitute complete compensation
for all services to be rendered, as follows:
a. The General Economic Development Services ($95,613) and Dubuque Area
Retail Expense ($35,000) shall be paid separately in four equal installments of
$32,653.25 (General Economic Development Services $23,903.25; Dubuque Area
Retail Expense $8,750) payable September 29, 2009, December 29, 2009, March
31, 2010 and June 30, 2010.
b. City shall pay Corporation $100,000 for Destination for Opportunity, which
payment shall constitute the third of five annual payments of $100,000 each for the
Greater Dubuque: Destination for Opportunity Campaign. Such compensation shall
be paid by City to Corporation within ten (10) days after receipt by City of a
requisition of such sum from Corporation.
a. City shall pay Corporation $100,000 for Dubuque Works, which payment
shall constitute the second of three annual payments of $100,000 each for the
Dubuque Works Campaign. Such compensation shall be paid by City to Corporation
within ten (10) days after receipt by City of a requisition of such sum from
Corporation.
c. The Dubuque Area Economic Development Promotion, Marketing and
Recruitment compensation ($40,000) shall be paid as follows: City agrees to
reimburse Corporation for expenses incurred by Corporation, either directly or
indirectly, related to sales and marketing of City-owned commercial and industrial
property. Expenses eligible for reimbursement include, but are not limited to; design
and production of marketing materials, distribution of marketing materials, sales and
marketing consultant services, client contacts and training and staff development
related to marketing and sales. Travel expenses will be reimbursed in accordance
with City's travel policy attached hereto. Corporation shall provide invoices to the
City Economic Development Department, which includes documentation of the
expenses incurred and a short description of the specific services provided through
the invoiced expenditures. City shall provide reimbursement of qualified
expenditures within 30 days of receipt of invoice.
6. Evaluation and Audit. Inasmuch as the funds are provided to Corporation by City,
and are subject to audit and performance evaluation to insure that activities and the
expenditures are carried out according to requirements of the Agreement,
Corporation shall maintain books of account conforming to Generally Accepted
Accounting Standards, together with necessary documentation to support all
expenditures. The records of Corporation, including payroll accounts and other
records of disbursements and receipts, and other records relating to the
performance of the activities herein specified, including records of contracts and
solicitations of businesses and industries which may otherwise be subject to rules of
confidentiality, shall be made available for inspection by City or any Certified Public
Accountant acting on its behalf, in order to ascertain performance of Corporation
under this Agreement. Corporation agrees to retain such records for not less than
three (3) years.
7. Reporting and Monitoring. A status report shall be made to the City Council during
January and June 2010. Written progress reports shall be rendered monthly no
later than fifteen (15) days after the end of each month. Such reports shall include
a report as to the progress on City projects.
In addition, Corporation shall provide to City a copy of any studies, documents, or
reports which may be produced under the activities described in Appendix A, which
may be evidence of work performed and which do not otherwise violate the
confidentiality of any business or industry contacts that may be developed during
the course of this Agreement.
Corporation and City agree that the coordination of efforts, particularly at the staff
level, is essential to the success of the scope of activities noted above. Therefore,
the City Manager and such other of the City Manager's staff and the City Manager
may direct shall meet with the Corporation's Executive Director or other Corporation
representatives at least once each month to review progress under each of the
activities noted above.
8. Discrimination. In carrying out the services under this Agreement, Corporation shall
not discriminate against any employee or applicant for employment because of
race, color, religion, sex, age, disability, sexual orientation, or national origin.
Corporation shall take affirmative action to insure that applicants for employment
are employed and that employees are treated during employment without regard to
their race, color, religion, sex, age, disability, sexual orientation, or national origin.
Such actions shall include, but not be limited to, the following: employment
upgrading, demotion or transfer; recruitment or recruitment advertising; lay-off or
termination; rates of pay or other forms of compensation; and selection for training,
including apprentice-ship. Corporation shall state that all qualified applicants shall
receive consideration for employment without regard to race, color, religion, sex,
age, disability, sexual orientation, or national origin.
9. Interest of Member Officers or Employees of the City of Dubuque, Members of the
Dubuque City Council, or Other Public Officials. No member, officer or employee of
City, or their designees or agents, no member of the Dubuque City Council and no
other public official of City who exercises any function or responsibilities with respect
to the program during his such person's tenure, or one year thereafter, shall have
any financial interest, direct or indirect, in this Agreement or the proceeds thereof,
for work to be performed in connection with the program assisted under this
Agreement.
10. Termination of Agreement. If, through any cause, Corporation shall fail to fulfill in a
timely and proper manner its obligations under this Agreement, or if the Corporation
shall violate any of the covenants, agreements or stipulations of this Agreement,
City shall thereupon have the right to terminate this Agreement by giving written
notice to Corporation of such and specifying the effective date thereof not less than
thirty days before the effective date of such termination.
Upon termination of this Agreement, Corporation shall return to City all unexpended
funds and/or any funds utilized for purposes other than stated in the Agreement.
11. Compliance with Local Laws. Corporation shall comply with all applicable laws,
ordinances, and codes of the State of Iowa and the City of Dubuque.
12. Assignability. Corporation shall not assign any interest in this Agreement without
the prior written permission of City.
13. Insurance. Corporation shall provide such insurance as required by the Insurance
Schedule attached hereto during the term of this Agreement.
WITNESS:
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eanne F. Schneider, City Cierk
CITY OF QUBUQUE, IOWA
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Roy"®. gaol, Rnayor
14 49 RUG 85, 2009 FAX N0~ 556-4425 #7528 PAGE 2i3
INSURED INSURER A: Westfield COmpani.eS
Dubuque Arta Chamber Of Commerce INSURERB:ACCldOnt Fund Insurance 1166
Greater Dubuque Development Corporation INSURER C:
P.O. BOC 7~5 INSURER D:
Dubuque IA 52004-0705 INSURER E:
_..~,YGI.,,vw _-- _ _ ___
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY
REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,
THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.
AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADD'L POLICY EFFECTIVE POLICY EXPIRATION LIMITS
LTR INSRD TYPE OF INSURANCE POLICY NUMBER DATE (MMlDD/YY) DATE (MMIDDfYY)
GENERAL LIABILITY EACH OCCURRENCE $ 1, 000 , 000
a
COMMERCIAL GENERAL L!ABiIITY DAMAGE TO RENTED
PREMISES IEa occurrence) $ 100,000
A CLAIMSMADE ®OCCUR 03461834 6/1/2009 6/1/2010 MEDEXPAn one erson $ 5,000
PERSOIJAL & ADV INJURY $ 1, 000 , 000
GENERAL AGGREGATE $ 1 , 000 , 000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS -COMP/OP AGG $ 1., 000 , 000
X POLICY JECOT LOC
AU TOMOBILE LIABILITY COMBINED SINGLE LIMIT
$ 1, 000 ~ 000
x ANY AUTO (Ea accident)
A ALL OWNED AUTOS CWP3461834 6/1/2009 6/1/2010 gODILYINJURY
$
SCHEDULED AUTOS (Perpersan)
HIRED AUTOS BODILY INJURY $
NON-OWNED AUTOS (Per accident)
PROPERTY DAMAGE $
(Per accident)
GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $
ANY AUTO OTHER7HAN A $
AUTO ONLY: AGG $
EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ 5, 000 , 000
A OCCUR CLAIMSMADE AGGREGATE $ 5,000,000
A DEDUCTIBLE CWP3461834 6/1/2009 6/1/2010 $
X RETENTION $ ~ $
$ WORKERS COMPENSATION AND ~ TORY LI~AIT$ OER
EMPLOYERS' LIABILITY
RTNER/EXECUTIVE
IE
E.L. EACH ACCIDENT
$ 100 , 000
TOR/PA
ANY PROPR
OFFICERlMEMBEREXCLUDED? WCV602D086 6/1/2009 6/1/2010 E.L. DISEASE-EAEMPLOYEE $ 100,000
If yes. describe under
SPECIAL PROVISIONS below
EL.DISEASE-POLICYLIM IT 500 000
$ ,
OTHER
DESCRIPTION OF DPERATIONS/LOCATIONSNEHICLESIEXCLUSIONSADDED BY ENDORSEMENTlSPECIALPRoVISIONS
GtK IIYIGH I t tiVLUttt
589-4149
CITY OF DUBUQUE
CITY HALL
50 W 13Th STET
DUBUQUE, IA 52001
l.M1YVG LLM IIVIY
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING INSURER YyILL ENDEAVOR TD MAIL
10 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT
FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF kNY KIND UPGN THE
INSURER, ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE _
Scott DeSousa, CIC/SS ~-~"~~~~~
ACORD 25 (20D1l08) U Hwrcu wrcrvrtr, I Ivry I~oo
INSD25 {01o8),osa Page 1 of 2
14 50 AUG 05, 2009 FAX N0~ 556-4425 #7528 PAGE 3i3
'~ ~~~~
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this
certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an
endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such
endorsement(s).
DISCLP,IMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing
insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively
amend, extend or alter the coverage afforded by the policies listed thereon.
k
ACORD 25 (20D1/08)
INS025 ~0108).08a Paye 2 of 2
I 66 77
TIVIT'I
1. GENERAL ECONOMIC DEVELOPMENT SERVICES
Corporation Responsibilities
Corporation shall respond to inquiries from the public and provide general
information regarding available commercial and industrial development. It shall
prepare a monthly business barometer for general circulation. In collaboration
with the Chamber of Commerce and others, it shall assemble and publish an
annual Dubuque Area Industrial Director.
City Responsibilities
City shall provide the Corporation with current information on City financial
assistance programs, and proposed terms, and on other matters relating to City's
policies and capacity to support business development. City will collaborate with
Corporation staff on response to business inquiries and related matters. City shall
be fully responsible for establishing and negotiating all terms and conditions for
City economic development programs.
2. DUBUQUE AREA RETAIL EXPANSION
Corporation Responsibilities
The Corporation will direct the process of identifying, expanding and attracting
retail opportunities for the Greater Dubuque area. The Corporation's
responsibilities include: implementing and maintaining a database of retail
decision-makers in targeted businesses; locating and/or employing tools to
retrieve demographic and household data for the Greater Dubuque area; meeting
with local realtors and developers to build and maintain a listing of local property
available for development; developing custom proposals that include data that
positively reflects the Greater Dubuque area's retail potential; coordination of
meetings with local officials and facilitate site visits; and tracking the status of all
leads and projects for report to the Board of Directors and the City of Dubuque.
3. DESTINATION FOR OPPORTUNITY
Corporation Responsibilities
The Corporation will secure the financial resources necessary to fund an
organization and activities that will achieve measurable outcomes regarding
workforce, population, wages, and commercial construction within afive-year period.
The Corporation's responsibilities include: continuing Greater Dubuque's model
business and retention program, I nfoAction, to identify and assess the needs of
existing employers; increasing the one-on-one InfoAction interviews to 200 contacts
per year; assisting employers with the challenges and opportunities; providing
customized proposals and information when opportunities are identified through
I nfoAction interviews; promoting the Greater Dubuque area as a Destination for
Opportunity to existing employers, growing workforce, and to new employers;
managing and promoting the use of AccessDubuqueJobs.com to area businesses;
developing a structured partnership between Greater Dubuque Development, the
Telegraph Herald, Iowa Workforce Development, the Dubuque Area Chamber of
Commerce, and regional employers; conducting an annual labor needs assessment
with regional employers designed to identify the jobs and skill sets needed in the
next ten years; developing a strong partnership with Northeast Iowa Community
College, the University of Dubuque, Clarke College, Loras College, and the
University of Wisconsin-Platteville that addresses curriculum development and the
creation of a model internship program; developing an effective plan for marketing
the Greater Dubuque area to a regional and national audience; partnering with area
organizations to meet common goals; identifying and meet with potential business
prospects; participating in the development of incentive agreements and in closing
negotiations with business; determining the business community's receptivity to the
start-up of a Venture Capital/Angel Investor program in conjunction with the
Northeast Iowa Business Accelerator; identifying the strengths and weaknesses of
the Dubuque area and suggest methods for developing a more attractive business
climate for prospects; and creating 15-20% of new jobs through newly recruited
business.
3. DUBUQUE WORKS
Corporation Responsibilities
The Corporation will secure the financial resources necessary to develop, manage
and sell a model workforce program, leverage key competencies to promote and
market one unified workforce initiative, and lead and support efforts to attract and
retain a high qualified workforce.
4. DUBUQUE AREA ECONOMIC DEVELOPMENT PROMOTION, MARKETING
AND RECRUITMENT
Corporation Responsibilities
Corporation will provide sales and marketing of commercial and industrial
properties owned by City. Services will be provided on a best effort basis, with no
specific requirements for markets reached, sales leads, or sales closed.
Corporation will prepare promotion and marketing materials illustrating Dubuque
and Dubuque area industrial development opportunities, including production of a
videotape and acquisition of print materials to provide information on employment
development opportunities. Corporation shall assemble an industrial development
information base, including but not limited to labor force availability, wage rates,
industrial site availability and cost, utility capacities, transportation services,
medical care, and other information that may be useful in the industrial location
process. Corporation shall promulgate such materials in response to inquiries
and to other opportunities.
City Responsibilities
City, in collaboration with Dubuque Initiatives, will furnish Corporation with
appropriate graphic materials describing the Dubuque Industrial Center and other
projects of special interest to City. City will advise on information to be
incorporated in the marketing program, and provide ongoing guidance and input
to Corporation. City will be fully responsible for establishing and negotiating all
terms and conditions for City economic development programs.
I ' I
POLICY NUMBER: Error! Reference source not found.
SUBJECT: Error! Reference source not found.
APPROVE® BY: CITY MANAGER
EFFECTIVE ®ATE: MAY 20, 2008 (Revised)
PURPOSE
The purpose of this Administrative Policy (AP) is to set forth the City's policy and procedures relating to
travel requests and payment of travel expense.
SCOPE
This AP applies to all City departments and agencies, including boards and commissions. Out of city travel
to pick up or deliver parts, equipment or supplies does not constitute travel under this Administrative
Policy. Such travel must be approved by the appropriate department manager, and will be reimbursed on
a mileage claim per Administrative Policy Number 3.21.
RESPONSIBILITY
It shall be the responsibility of the department managers to ensure compliance with policy guidelines for
approval of travel. It is the responsibility of the Finance Director to assure reimbursements are made in
compliance with the policy.
TYPES OF TRAVEL PERMISSIBLE
Travel -Professional Organization Meetings and Training Sessions. Department managers may
be permitted to attend the annual meeting of their respective professional organization. Normally
only one such meeting outside the state of Iowa will be allowed for a department manager during
any single fiscal year. In some circumstances, the City Manager may approve a department
manager attending a second national meeting, or request the attendance of a division manager at
a national meeting. The City Manager will take into account the following factors in approving or
disapproving such requests: (a) the reason for attending a national professional organization
meeting, or training session; (b) location; (c) cost; and (d) status of the travel budget of the
department or division.
Department and division managers and professional staff may be authorized to attend state and
regional meetings of their respective professional organizations. The City Manager will take into
account the following factors in approving or disapproving such requests: (a) the explanation of
the department manager as to who should attend, and why; (b) subject matter, purpose or
program of the requested meeting; (c) location; (d) cost; and (e) status of the travel budget of the
department or division. (Travel expenses for this category must be charged to Expense Code
62310.)
Travel -Official City Business. City employees may need to travel for the purpose of discussing
specific City problems with state, federal or other local officials (i.e., attending legislative hearings,
visiting state government offices or federal regional offices). Such travel will be approved when
the problems or issues cannot be adequately resolved by telephone or letter. (Expenses for this
category of travel must be charged to Expense Code 62320.)
Training and Education. City employees may attend short training courses, workshops and
seminars to improve their professional, supervisory or technical skills and knowledge (i.e., water
plant operator, polygraph operator, specialized police schools, supervisory training courses). This
category of travel also includes expenses of City employees who are asked to serve as a guest
lecturer or instructor at an academic institution or at a professional conference, workshop or
seminar. (Travel expenses for this category must be charged to Expense Code 62360.)
AUTHORITY FOR TRAVEL
All out of city travel of City employees, except as specifically excluded in the Scope section of this AP,
shall be approved in advance of departure and before incurring any costs. Approval must be granted by
the Department Manager. Any out of City travel, which requires an overnight stay or will incur costs
exceeding $250, must receive approval from the City Manager, or the Manager's authorized designee in
the Manager's absence. Travel expenses incurred without prior approval are not subject to reimbursement
by the City. The travel approval shall be requested on a "Travel Request and Reimbursement Request
Form" (see Attachment A and instructions). This form is available from office stores in the Finance
Department.
The travel approval shall be requested in triplicate. The original is to be returned to the requesting
employee and represents the employee's authority to travel. The completed original along with receipts
and other documentation will be forwarded to the Finance Director for reimbursement of appropriate
expenses. The second copy is for the City Manager's file. The third copy is for the files of the requesting
department. Completed travel request forms and required documentation should be turned-in to the
Finance Division for reimbursement within thirty calendar days after completion of travel.
Attach a copy of the program or other information relating to the purpose of the travel request to the
original copy of the request form.
METHODS OF PAYMENT
1. Check Advance. A City employee may receive a travel expense check advance from the Finance
Department after receiving travel authority by submitting a direct payment voucher with original
and one copy of the approved travel form. A sample format for the direct payment voucher is
attached to this AP. The original travel request will be returned with the check advance and will be
submitted for final settlement when travel is complete. Advances should be used only for "out of
pocket costs" such as meals and gasoline. The maximum dollar amount available for a check
advance will be the per diem rate times the number of days traveling plus the estimated mileage.
The check advance will be deducted from the final travel claim amount. Travel advance checks
will be issued in the weekly accounts payable check run. The request must be submitted by 5:00
p.m. on Friday to be processed in following week check run.
2. City Check/Purchase Order. Travel expenses such as airline tickets, registration fees, and hotel
expenses may be paid by issuing a purchase order. Checks can be issued directly to the payee or
to the employee. Employees must designate which expenses were pre-paid on the travel
reimbursement form.
3. Personal Credit Card or Check. Employees may use a personal credit card or check for payment
of authorized travel expenses. Reimbursement requests should then be submitted in a timely
manner and employees will be reimbursed for allowable expenses incurred on the next regularly
scheduled check run date. Employees may also be reimbursed in advance of travel for authorized
expenses paid from personal funds. For example, an employee may pay registration fees with a
personal credit card and submit a direct pay or purchase order with a copy of the registration form
and evidence of payment reimbursement.
4. Copies of City Manager Department approval of travel and reimbursement form required in
Finance for advance payment for air fare, registration, lodging, etc.
METHOD OF TRAVEL
The method of travel must be identified on the Travel Request and Reimbursement Request Form. The
factors of distance, expense, convenience and travel time must be taken into account when selecting the
method of travel.
Air Travel. Air travel shall normally be on scheduled commercial airlines. Such air travel shall be at
coach or tourist class when available. The City Manager, however, may authorize the use of air
charter services when it appears a more appropriate means of travel. Air travel arrangements
should be made at the earliest possible date to take advantage of discounted fares.
2. Use of City-Owned Vehicle. If a City of Dubuque owned vehicle is available for your department,
the Department Manager may require it to be used in lieu of personal vehicle.
Use of Privately-Owned Vehicle. An employee may request authority to use a personal vehicle
subject to item two in this section. Expenses that are reimbursable are mileage at the IRS rate
plus actual tolls and parking fees. The route for which reimbursement is requested must be by the
most direct route possible. Reimbursement will be made only for miles incurred for business
purposes. Travel for entertainment or personal business shall not be included in the request for
reimbursement. In no case shall reimbursement for the use of a personal vehicle, including
additional required lodging and per diem, exceed the amount of a round-trip air fare ticket (coach
or tourist rate) plus mileage to airport, parking fees at airport and transportation costs from
destination airport to meeting/conference location if individual had flown. Determination of round-
trip air fare ticket cost must be made with adequate planning at least 30 days in advance,
whenever possible, at such time when travel advance form is completed/registration submitted.
Round-trip air fare and other expenses documentation needs to be submitted to obtain
reimbursement. There is no calculation required if a trip of 500 miles or less (one way) from
Dubuque.
No employee shall use a personal vehicle on official City business without having in effect
minimum required insurance coverage. The minimum requirement is as follows:
Personal injury liability -- $100,000.00 each person
Personal injury liability -- $300,000.00 each occurrence
Property damage liability -- $ 25,000.00
Any employee who uses a personal vehicle on official City business and fails to comply with
insurance requirements will be considered to be acting beyond the scope of the employee's duties
and, therefore, the City would not be responsible for defending the employee against third-party
claims in the event of an accident.
In the event a personal vehicle is approved when commercial air travel is available
and practical, and the use of a personal vehicle causes the employee to be away
from the job for extra days, the working days that the employee is absent over and
above what would have been necessary had commercial air travel been used
shall be charged to the employee's vacation balance unless additional time is
approved in advance by the City Manager.
If however, the trip is 500 miles or more, an additional day will be allowed for
travel at the beginning and at the end of the trip and not charged to the
employee's vacation balance. Lodging and per diem costs are reimbursable for
the additional travel days, subject to round-trip air fare limitation.
4. Rental Vehicle. Reimbursement for a rental vehicle will be approved only when other forms of
transportation are not available or are more expensive. Rental vehicles for same day travel
require City Manager approval.
AUTHORIZED EXPENSES AND REQUIRED DOCUMENTATION
As with all other City expenditures, employees are expected to use care in minimizing travel costs. Travel
expenses that will be reimbursed are confined to those actual and necessary for the approved travel.
Expenses for which reimbursement is being
requested must be itemized on the Travel Request and Reimbursement Request Form and supported by
appropriate receipts or other documentation as required below:
Lodging Expense. Single room costs will be reimbursed in full when documented by a paid
receipt. If the lodging expense is to be paid by purchase order, enter "Billed Direct" on the lodging
line of the Reimbursement Request Form.
If the spouse of the employee accompanies the employee on the approved travel, the employee
must personally pay all additional costs of transportation, lodging, meals and registration. In the
case of lodging, the City will reimburse an employee in the amount equal to the single room rate,
including tax.
Meal Expense. For approved travel that includes an overnight stay, meal expenses and "incidental
expenses" will be reimbursed on a per diem basis using the rate established in the addendum to
this AP. The term "incidental expenses" includes, but is not limited to, fees and tips for persons
who provide services, such as food servers and luggage handlers. No meal receipts are required.
Partial day per diem will be paid in quarter-day increments with times as follows:
Midnight to 6:00 A.M.
6:00 A.M. to Noon
Noon to 6:00 P.M.
6:00 P.M. to Midnight
Employees will be paid one fourth of the per diem rate for each 6-hour quarter of the day during
any portion of which they are out of the City on approved business travel with the exception of the
quarter day in which they return.
Example: An employee leaves home traveling to Des Moines on official business
travel at 8 A.M. on April 20th and returns home at 4 P.M. on April 23rd. The
employee would receive payment for 3.25 days of per diem - .75 on the 20th, full
days on the 21st and 22nd, and .50 on the 23rd.
Meal expense, which is part of an approved meeting will result in a reduction of the per diem rate
by one fourth for each meal provided.
For travel that does not include an overnight stay, employees will be reimbursed for actual meal
and incidental expenses incurred and receipts must be attached to the request for
reimbursement. Detailed receipts listing items purchased are required for reimbursement.
3. Transportation Expense.
(a) Commercial Travel. When commercial transportation is paid by personal
check or credit card, the transportation coupon and receipt must be attached
to the Reimbursement Request Form. When paid by purchase order, standard purchase
order procedures should be followed.
(b) Personal Vehicle. When a personal vehicle is used, mileage reimbursement will be made at
the rate established in the addendum to this AP. The total number of miles for which
reimbursement is being requested must be shown on the Reimbursement Request Form.
This figure will be checked by the Finance Division for reasonability. If the mileage is
unusually high, include an explanation. In instances where more than one City employee
travel together in a personal vehicle on approved travel, only the owner shall be reimbursed
at the permitted rate per mile.
(c) City-Owned Vehicle. When a City vehicle is used for approved travel reimbursement may be
requested for gas and oil expenses. Gas tickets covering the amount for which
reimbursement is requested must be attached. Detailed receipts listing items purchased are
required for reimbursement.
Copies of fuel receipts with odometer reading and vehicle number need to be provided to
City of Dubuque Garage for logging into fuel system to track vehicle expenses.
4. Taxi/Vehicle Rental/Parking Expense. Itemize expenses as incurred on the expense
reimbursement form.
(a) Taxi. Taxi expense is authorized on approved travel except when the method of travel is by
personal or City vehicle. No receipt is required. Enter the expense on the appropriate line on
the reimbursement form. Taxi expense reimbursement is limited to City business only.
(b) Vehicle Rental. When a vehicle rental is claimed, attach the rental agreement and payment
receipt. Enter on the appropriate line of the Reimbursement Request Form. Rental vehicles
for same day travel require City Manager approval.
(c) Parking. Parking expense is authorized when the approved method of travel is a personal
vehicle, City vehicle, or rental vehicle. Attach parking receipt.
Telephone Expense. Telephone calls for official business are reimbursable with detail required.
6. Registration Fees. A receipt and/or copy of the registration showing costs is required for all
registration fee expenses for which reimbursement is requested.
7. Other Expenses. Any other expense for which reimbursement is being requested which does not
fit in any of the above categories (i.e. business use of fax or Internet, etc.).
Newspapers, magazines or books purchased while traveling are not eligible for reimbursement.
Nor are expenses for entertainment, laundry, valet service, maid service, traveler's checks, flight
insurance or alcoholic beverages eligible for reimbursement. These are considered personal
expenses not necessary to the approved travel.
OVERTIME PAY/COMP TIME
Time spent by employees who are covered by the overtime provisions of the Fair Labor Standards Act
who are on approved travel will be compensated in accordance with the requirements of the Fair Labor
Standards Act.
EMPLOYEES TRAVELING TOGETHER -GROUP
When employees travel together, they must either submit separate reimbursement forms, or submit all
expenses under one employee's name. In either case only one employee will receive payment or travel
advances for a single travel reimbursement/ request form. In the case where one employee receives
reimbursement for all employees, the Travel request/reimbursement must list all employees traveling and
total expenses incurred for all traveling.
In some instances, it may be appropriate for a City employee to pay all expenses for a group traveling and
submit receipts for reimbursement. This method of reimbursement will often be the best method when a
City employee is traveling with a group of elected officials, board or commission members, or other non-
employee City representatives. As with all expenditures, only qualified expenses should be paid by the
City employee and only qualified expenditures will be reimbursed.
REIMBURSEMENT APPROVAL
Approval requirements for reimbursement of travel expenses are as follows:
Department Manager Approval. Requests for reimbursement of travel expenses must be
reviewed and approved by the appropriate department manager.
2. Finance Approval. Requests for reimbursement of travel expenses must be reviewed and
approved by the Finance Department prior to payment.
QUESTIONS
Questions on the use of the Travel Request and Reimbursement Request Form or interpretation of the
travel policy, should be directed either to the Finance Director or Budget Director.
Michael C. Van Milligen
City Manager
INSURANCE SCHEDULE C
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
1. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa.
All insurers shall have a rating of A better in the current A.M. Best Rating Guide.
2. All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of cancellation to
the City of Dubuque, except for 10 day notice for non-payment, if cancellation is prior to the expiration
date. This endorsement supersedes the standard cancellation statement on the Certificate of
Insurance.
3. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa
for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following
endorsements:
a) Commercial General Liability policy is primary and non-contributing.
b) Commercial General Liability additional insured endorsement.
c) Governmental Immunities Endorsement.
shall also be required to provide Certificates of Insurance of all
subcontractors and all sub-sub contractors who perform work or services pursuant to the provisions of
this contract. Said certificates shall meet the same insurance requirements as required of
4. Each certificate shall be submitted to the contracting department of the City of Dubuque.
5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City
of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material
breach of this agreement.
6. Contractor shall be required to carry the following minimum coverage/limits or greater if required by
law or other legal agreement:
a) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence Limit $1,000,000
Fire Damage limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
INSURANCE SCHEDULE C (Continued)
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
This coverage shall be written on an occurrence form, not claims made form. All deviations or
exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP
0002 shall be clearly identified. Form CG 25 04 03 97 `Designated Location (s) General Aggregate
Limit' shall be included.
Governmental Immunity endorsement identical or equivalent to form attached.
Additional Insured Requirement:
The City of Dubuque, including all its elected and appointed officials, all its employees and
volunteers, all its boards, commissions and/or authorities and their board members, employees
and volunteers shall be named as an additional insured on General Liability including "ongoing
operations" coverage equivalent to ISO CG 20 10 07 04.
b) Automobile $1,000,000 combined single limit.
c) WORKERS COMPENSATION ~ EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
Each Accident $ 100,000
Each Employee Disease $ 100,000
Policy Limit Disease $ 500,000
d) PROFESSIONAL LIABILITY $1,000,000
e) UMBRELLA/EXCESS LIABILITY
*Coverage and/or limit of liability to be determined on a case-by-case basis by Finance Director.
Completion Checklist
^ Certificate of Liability Insurance (2 pages)
^ Designated Location(s) General Aggregate Limit CG 25 04 03 97
^ Additional Insured CG 20 10 07 04
^ Governmental Immunities Endorsement
April 2005
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CITY ® ®lJ IJQUE, I®WA
V RNMENT,4L I UIVITI N SEMENT
Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and
states that the purchase of this policy and the including of the City of Dubuque, Iowa
as an Additional Insured does not waive any of the defenses of governmental
immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4
as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurance carrier further agrees that this policy of insurance
shall cover only those claims not subject to the defense of governmental immunity
under the Code of Iowa Section 670.4 as it now exists and as it may be amended
from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be
covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible
for asserting any defense of governmental immunity, and may do so at any time and
shall do so upon the timely written request of the insurance carrier.
4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this
policy and the insurance carrier shall not deny any of the rights and benefits
accruing to the City of Dubuque, Iowa under this policy for reasons of governmental
immunity unless and until a court of competent jurisdiction has ruled in favor of the
defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Chanqe in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
~~~ ! ~ ~ ~ ~~'~ ~ ~ ,1
April 2005