Operation: New View Community Acton Agency Contracted Services Agreement FY20 Copyrighted
June 17, 2019
City of Dubuque Consent Items # 30.
ITEM TIT LE: Operation: New View CommunityActon Agency Contracted
Service Agreement for Fiscal Year 2020.
SUMMARY: City Manager recommending execution of the Contracted
Services Agreement with Operation: New View Community
Action Agency for Fiscal Year 2020.
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Operation: NewViewContracted ServicesAgreement Supporting Documentation
Dubuque
THE CITY OF �
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Masterpiece on the Mississippi 1 I I I I�I
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Contracted Services Agreement - Operation: New View
DATE: June 11, 2019
During the Fiscal Year 2020 budget process, the Mayor and City Council provided
$114,756 for a Contracted Services Agreement with Operation: New View. This amount
includes $70,000 of additional funding to stabilize Operation New View and allow them
to move forward with a plan to secure additional outside funding to meet the needs of
low-income individuals. Operation New View furthers the City of Dubuque Goal of
Partnership for a Better Dubuque: Building our community that is viable, livable and
equitable.
Director of Finance and Budget Jennifer Larson is recommending execution of the
attached Contracted Services Agreement with Operation: New View to provide funding
for the agency to continue to provide services to help low income and elderly citizens
achieve self-efficiency.
I concur with the recommendation and respectFully request Mayor and City Council
approval.
! ,/ �J�/"'�"'\ �k'h f���"'�
Michael C. Van Milligen
MCVM/jml
Attachment
cc: John Wilson, Acting Director, Operation New View
Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Teri Goodmann, Assistant City Manager
Jennifer Larson, Director of Finance and Budget
Alexis Steger, Housing and Community Development Director
2
Dubuque
THE CITY OF �
DT T� � All-AmericaCity
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Masterpiece on the Mississippi 1 I I I I�I
±om.xoix.wis.xon
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Budget Director
SUBJECT: Contracted Services Agreement - Operation: New View
DATE: June 11, 2019
Attached for City Council approval is the Contracted Services Agreement with
Operation: New View for the City's financial support for Fiscal Year 2020. Operation
New View furthers the City of Dubuque Goal of Partnership for a Better Dubuque:
Building our community that is viable, livable and equitable.
The adopted Fiscal Year 2020 operating budget provides for the payment of $19,756 for
operational support, $25,000 for support of Head Start in Engine House #1, and
$70,000 of additional funding to stabilize Operation New View and allow them to move
forward with a plan to secure additional outside funding to meet the needs of low-
income individuals.
City funding enables the agency to continue to provide services to help low income and
elderly citizens achieve self-efficiency. Operation: New View programs include Head
Start, the Learning Tree, nutrition services, weatherization, and energy relief.
The reporting requirements are as follows:
1. Progress reports will be submitted quarterly.
2. Quarterly reports will be submitted using a form on the City's website.
3. Quarterly reports will include equity and inclusion reporting.
4. Audit reports are due within 60 days of audit.
It is my recommendation that the City Council approve the attached Contracted
Services Agreement with Operation: New View and authorize the Mayor to execute the
contract on behalf of the City.
JML
Attachment
AG REEMENT
BETWEEN
CITY OF DUBUQUE, IOWA
AND
OPERATION: NEW VIEW
COMMUNITY ACTION AGENCY
THIS AGREEMENT, dated for reference purposes the 1 st day of July 2019, by and between the
City of Dubuque, lowa (City) and Operation: New View Community Action Agency (Agency).
WHEREAS, Agency represents itself as technically and professionally qualified to provide
services to help low-income and elderly citizens achieve self-sufficiency; and
WHEREAS, City has deemed it to be in its best interest to provide financial assistance to be
used to cover general operating expenses of Agency's programs.
NOW THEREFORE, the parties hereto agree as follows:
1 . Scope of Services
Agency shall:
a) further the City of Dubuque Goal: Partnership for a Better Dubuque: Building our
community that is viable, livable and equitable;
b) offset operating costs so that more program monies can be allocated to direct client
seroices;
c) maintain a positive cash flow to assure that "up fronY' monies are available to
reimbursable programs;
d) provide for capital acquisitions for more efficient operations;
e) provide educational, health, nutritional, social and other services to children and families;
� enhance the social and cognitive development of children;
g) engage parents in their children's learning and help parents achieve their own
educational, literacy and employment goals while engaging in their children's academic
development;
h) provide special programs and assistance which are not otherwise funded;
i) comply with City Council goals and priorities set forth in Exhibit A; and
j) support the City's efforts to be a viable, livable, and equitable community, and to
advance equity and inclusion.
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2. City Responsibilities
a) City designates the Housing and Community Development Director, to act as its
representative with respect to the work to be performed under this Agreement, and such
person shall have authority to transmit instructions, receive information, interpret and
define City's policies and provide decisions in a timely manner pertinent to the work
covered by this Agreement until Agency has been advised in writing by City that such
authority has been revoked.
b) The City will provide opportunities to demonstrate this support by inviting the Executive
Director of the Agency and any employees working on services covered by this
agreement to participate in the following professional development opportunities and
supporting activities:
1 . The opportunity to be active and engaged participants in Inclusive Dubuque peer
learning opportunities and strategic efforts;
2. The opportunity to attend intercultural and equity workshops offered by the City,
including workshops that focus on developing an intercultural team with a strategic
plan for advancing equity and inclusion within the Agency and through the
Agency's work;
3. Assistance in creating semi-annual status reports that demonstrate the ways in
which the Agency's efforts are advancing equity and inclusion; and
4. Access to the City's equity toolkit.
3. Time of Pertormance
The term of this Agreement shall be from July 1 , 2019 through June 30, 2020.
4. Compensation
City shall pay Agency $25,000 as compensation for the services related to the Head Start
program provided by Agency at Engine House #1 , which payment shall constitute full and
complete compensation for such services.
City shall pay Agency $19,756 as compensation for the services provided by Agency, which
payment shall constitute full and complete compensation for such services.
City shall pay Agency $70,000 as compensation for the services provided by Agency, which
payment shall constitute full and complete compensation for such services.
Such compensation shall be paid by City to Agency within 10 days after execution of this
Agreement by both parties and upon receipt by City of a requisition for such sum from Agency.
5. Audit and Evaluation
Inasmuch as the funds to be provided to Agency by City are public funds, the Agency agrees
that it will maintain books of account in accordance with Generally Accepted Accounting
Standards together with necessary documentation to support all expenditures. The records of
Agency, including payroll accounts and other records of disbursements and receipts, and other
records relating to the performance of the activities herein specified, shall be made available for
inspection by City or any Certified Public Accountant acting on its behalf, in order to ascertain
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performance of Agency under this Agreement. Agency agrees to retain such records for not
less than three (3) years.
6. Reportinq and Monitorinq
Agency shall comply with the City of Dubuque's Reporting and Monitoring requirements
by using the following link to submit quarterly online reports detailing Agency activities
related to the use of City funds provided to Agency:
https://www.cityofdubuque.orq/FormCenter/City-Form-Templates-22/Contract-and-Grant-
Reportinq-195
The online quarterly reports shall be due on October 15�'', January 15�'', April 15�'', and
July 15�''. Such reports shall include a performance report on the program(s) supported
by City funds and a financial report on the use of City funds.
If Agency has an annual audit performed, Agency shall provide City a copy of the annual
audit report within 60 days of audit completion. The Audit shall be submitted as either an
electronic or paper document to the Housing and Community Development Director.
7. Discrimination
In carrying out its program, Agency shall not discriminate against any employee or applicant for
employment because of race, creed, color, sex, age, national origin, religion, sexual orientation,
gender identity or disability. Agency shall take affirmative action to ensure that applicants for
employment are employed and that employees are treated during employment without regard
to their race, creed, color, sex, age, national origin, religion, sexual orientation, gender identity,
or disability. Such action shall include, but not be limited to, the following: employment,
promotion, demotion or transfer; rates of pay or other forms of compensation; and selection for
training, including apprenticeship.
Agency agrees and will undertake whatever affirmative measures are necessary so that no
person shall on the grounds of race, color, religion, national origin, sex, age, sexual orientation,
gender identity, or disability be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activities funded in whole or in part with any of
the funds made available to Agency under the terms of this Agreement.
8. Termination of Aqreement
If, through any cause, Agency shall fail to fulfill in a timely and proper manner its obligations
under this Agreement, or if the Agency 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. If Agency shall fail to cure its default
to the satisfaction of City in City's sole discretion within such thirty-day period, this Agreement
shall be deemed terminated at the end of such thirty day period without further action of either
party.
Upon termination of this Agreement, Agency shall return to City all unexpended funds and/or
any funds utilized for purposes other than stated in the Agreement.
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9. Assignability
Agency shall not assign or transfer this Agreement or any interest in this Agreement without the
prior written approval of City.
10. Insurance
At the time of execution of this Agreement by Agency, Agency shall provide City copies of
Agency's insurance certificates showing compliance with the insurance requirements of
Insurance Schedule D, included as Attachment B.
CITY OF DUBUQUE, IOWA OPERATION: NEW VIEW COMMUNITY ACTION
AGENCY
Roy D. Buol,/layor
Witness:
Kevin Firnstahl, City Clerk
Executive Director
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ATTACHMENT B
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INSURANCE SCHEDULE J
7 shall fumish a signed certificste of�nsurance to the City of Dubuque. lo�va for
the coverege required in Exhibit I prior to commencing work and at the end of the project ii the
term of work is longer than 60 days Contractors presenting annual ceR�cates shall present s
certificate at the end of each project with the final billing. Each certificste shall be prepared on
the most current ACORD form approrred by the lowa Oepartment of Insurance or an equivalent
epproved by the Director of Finance and Budget. Each certificate shell include a statement under
Descnption of Operations as to why the certificate wes issued.�; Project M or Project
Locetion at or construction ot
2 All policies of insurance required hereunder shall be wdh an insurer authorized to do business in
lowa end all insurers shall have a rating of A or better in the current A.�1 BesYs Rating Guide
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3 Eech certificate shall be fumished to the Finance Department of the City of Dubuque.
4 Failure to provide coverage required by this Insurance Schedule shall not be deemed a waiver of
these requirements by the Ciry of Dubuque. Failure to obtein or maintain the required insura�ce
shall be considered a msterisl breach of this agreement.
5. Contractors shell require all subconsultents and sub-subco�sultents to obtain and msintein during
the pe�formance of work insurence for the coverages described in this Insurance Schedule and
shall obtain certificates of insurances from all such subconsuRants and sub-subconsuftants.
Contractors agree that they shall be lisble for the feilure of a subconsultant and sub-
subconsuftent to obtein and maintain such covereges.The City may request a copy of such
certificates from the Contractor.
8. All required endorsements shall be attached to certificate of insurance.
7. Whenever s specific ISO form is listed.required the current edition ot the form must be used.or
en equivalent form may be substrtuted if approved by the Director of Finance and Budget and
subject to the contractor identifying and listing in writine sll deviations end exGusions from the
ISO form.
8. Contractors shall be required to carry the minimum coverage/limits,or greater ii required by law
or other legal agreement.in Exh�brt I. If the contractor's limits of liability are higher than the
required minimum lim3s then the provider's limits shall be this agreemenYs required limits.
9 Contractor shall be responsible for deductibles and seH-insured retention.
Psge 7 of 4 Schedule J Professionsl Sernces Aisy 2019
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ATTACHMENT C
INCLUSI'�� dubuque
Connecting People•Strengthening Community
Inclusive Dubu ue
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A local network of community leaders from faith, labor, education and government
organizations dedicated to advancing justice and social equity in our community.
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What is Inclusive Dubuque?
. .. , �
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Inclusive Dubuque is a peer-learning network of partners
committed to creating an informed, equitable and indusive � '
community where all people are respected,valued and � � _ � �
- �- - . . .
engaged.The network is comprised of more than 50
• � � � . . .
organizations across sectors induding faith, government,
nonprofit, business, education and more.To see a complete ' - - ° - . . -
listing of organizations,visit www.indusivedbq.org.
;
The Indusive Dubuque network works�ollaboratively to eliminate bias in our
�ommunity.While this goal would be diffi�ult for a single organization or ,„ , , _ _ __, ,
individual to a�hieve,ea�h network mem6er�an�ontribute to an
- - -- - . -
effe�tive out�ome by:
• providing data and information to inform decisions
• supporting equifij education opportunities
• creating and sharing equifijtools
These goals are a��omplished by supporting partner-led se�tor grou�s and peer-learning_opportunities.
Sector Groups
Community and network members lead these groups to address bias within the seven fo�us areas of the equity profile.
Se�tor groups are supported by a data team and guided by the expertise and lived experien�e of their members;data to
learn and tra�k their progress;and the use of a ra�ial/so�ial equity lens to help guide de�ision-making.
Peer-Learning
Indusive Dubuque offers peer-learning opportunities—induding edu�ation,training and resour�es—to network partners
to improve personal and organizational understanding of all types of bias and promote ra�ial and so�ial equity.
Earty Warning Community Mobilization CVB integrates
' Business leaders and Planning @ cultural competency My Brother's Keeper
� identifyopportunity Cham6erDiversitySummit intotrainingmodules initiativeforms
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Gathering of Implementation Cityjoins Government Race and Equity
Partners IncWsive�u6uque Alliance on 2ace 5 Equity Training through
• Launched (6ARE) 6ARE
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14
I'm a Dubuquer Campaign
�
Winner of a 2017-18 Dubuque Silver ADDY Award and a 2018 '
Dubuque 365 Community Impact Award,the "I'm a Dubuquer" . - -. .. -
campaign was part of a local partnership between the Network and " '"
•. . - .
the Telegraph Herald to redefine a term deeply embedded in the . , . �
Dubuque community from something used to draw a line between - • �� ��� � - �- -
insiders and outsiders into one that welcomes all who call '"° ' "• `� �
Dubuque home.
Learn more about the campaign at www.imadubuquer.com. `
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Best Practices
Last year,the Network launched"Best Practices in Diversity, Equity
and Inclusion," a nine-month, peer-learning work-shop series.
Organized by the network's Peer-Learning Council (PLC),the series
gives participants the opportunity to learn about and engage in best
practices for diversity, equity and indusion.Sessions took place on a
monthly basis and cover such topics as leading organizations
through change, meeting organizational goals, communication, and
recruitment strategies.The series will wrap up in June with
presentations by participants demonstrating how they will apply the
skills they have learned to support their organizations'equity and
indusion goals.
Sector groups leam
Community Equity ��Y�NICC expands minority outreach Results-Based Restorative Strategies 1une:I'm a Du6uquer
Profile 6egins Aug:GDDC Implements Entrepreneur Strategy Accounta6ility peer-learning session Oct:Best Practices 6egins
i � i i i
i . i i :
Network workshop Sept:Cham6er launches Minority Business Council Develop Racial Best Practices
with author Oct:Community Equity Profile complete Equity Toolkit (continued)
MadeleineTaylor Nw:SectorgroupsformaroundEquityProfilepriorities
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The Network at Work
Network and community members have joined � • - � •• ,• � • •�� -
partner-led working groups to address new _ _ _ � � � � �
challenges and bring the racial/social equity lens to � -� • - �
existing programs and efforts in education, arts and �� ' � `' '"`" � ' °�'''
culture and our neighborhoods.These groups work
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to identify priorities, measurable indicators and r -
partners and programs that can be engaged to
affectchange. ���-�� � .
Se�tor groups are utilizing a pro�ess�alled Results-Based A��ountability in an effort to better understand how we�an tra�k
our progress.Sin�e De�ember 2015,more than 90 people have joined se�tor groups and that number�ontinues to grow as
members identify voi�es missing from the�onversation.
In addition to parti�ipating in se�tor groups and Best Pra�ti�es,network partners are already taking steps in their own
organization.These network-owned a�tions help�ontribute to�reating an equitable and indusive�ommunity where all
people feel respe�ted,valued and engaged.Here are just a few of the ways our"network is at work":
• Economic Wellbeing:Northeast lowa Community • Higher Education:Loras College has implemented
College and Greater Dubuque Development Corporation �ultural�ompeten�y training as part of the Honors
have implemented an outrea�h strategy to engage Student Program�urri�ulum.
minority�ommunity members in Opportunity Dubuque.
• Government:The City of Dubuque has joined the
• Business:The Dubuque Chamber of Commer�e has Government Allian�e on Ra�e and Equity and is
�reated a Minority Business Coun�il with a mission to implementing a ra�ial equity toolkit.
guide minority and under-represented business owners
toward lo�al resour�es. • Health:Mer�y Medi�al Center,Cres�ent Community
Health Center,University of Dubuque,Dubuque's
• Education:The Dubuque Community S�hool Distri�t is Human Rights Department,and others are in�reasing
disaggregating data regarding Grade-Level Reading, health�are a��ess for the Marshallese population
attendan�e and graduation rates to help improve out- through a�ommunity health program that helps remove
�omes for all students. barriers to�are.
TO LEARN MOREAND FIND OUT HOW YOU CAN GET INVOLVED,VISIT WWW.INCLUSIVEDBO.ORG
rn��Lus���. dubuque
Connecting People•Strengthening Community
Inclusive Dubuque is facilitated by the Community Foundation of Greater Dubuque.
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The City of Dubuque's team of Intercultural Facilitators offers two leaming and
development workshops for Ciry employees and partner organizations:
• A 10.5 hour foundations wor4cshop that is designed for individual development
and focuses on raising awareness, fostering improved understanding, and
providing tools that can be used to build individual skill at navigating difierences.
• A 32 hour applicaGon workshop that is designed for teams who are interested in
developing a plan for advancing equiry and inclusion goals within their team or
organizaGon.
Both workshops are grounded in an intercultural approach that is evidence informed
and developmental. It is important to understand what our training is and is not:
• First, the intercultural approach adcnowledges race and racial issues but does
not limit its foa,s to these issues. Rather, the focus is on culture as a broad
concept that encompasses all people,and on the various aspects of cultural and
social identities that may make a difference when we are interacting with one
another.
• Second, the goal is not to change beliefs or belief systems. The goal is to build
skills so that people are effective interacting across cultural differences.
• Third, the focus is on a broad set of skills that can be applied across cultures to
improve communication and understanding. The training does not focus on
culture specific details and information.
• Fourth, although training employees can be a very productive tool, depending
solely on training to foster acceptance and the skills needed to make sustainable
change is severely limited. There must be sustainable efforts to support staff in
applying newly acquired skills. We don't expect to be competent in a sport after a
few pracGce sessions,simila�iy we cannot expect to be competent working with
cultures other than our own after a few workshops.
• Finally, there is a recognition that any skills teamed must be applied in oontext,
and that training is only one piece of a larger approach that includes assigning
resources and devetoping a long-term strategy to identiry barriers affecting
certain groups and to create an inclusive and equitable woric environment.
10.5 Hour Workshop: Intercultural Competence and Equity
Objectives of the workshop are to:
• Establish a oommon language and understanding regarding an intercultural
approach to equity and inclusion
• Reinforce the importance of continuing to develop the skills needed to work and
live in a culturally diverse community
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• Understand how we process diversity related information to form perceptions
about ourselves and others
• Examine some of the foundations of culture
• Examine personal identity and its relationship to culture
• Examine how language, non-verbal communication, and values can interfere with
communication
• Begin to unpack inclusion and equity issues in individual organizations using an
intercultural approach
• Understand employee roles in contributing towards an inclusive organizational
culture
32-Hour Developing Equity Frameworks through Intercultural Methods
This workshop is best suited for those working on teams seeking to advance equity and
inclusion. Participants will use an intercultural framework to collectively explore
individual, institutional, and systemic opportunities. The program includes opportunities
for participants to practice using the tools they have received, working together to
identify dilemmas facing their organizations, to develop strategies for addressing issues,
and to create action items.
Objectives for the four-day program are to:
• Understand fundamental concepts related to an intercultural approach to
inclusion and equity using individual, institutional, and structural levels
• Learn tools and skills that can be applied to influence organizational change
• Recognize inclusion and equity issues to advance action plans to stabilize equity
and inclusion in the organization
• Identify equity needs of your community through your organization's lens and set
goals to influence a positive impact in the community
• Identify inclusion and equity issues and begin to develop an action plan to
advance equity and inclusion in participant organizations or groups
• Create an all-encompassing environment based on trust for:
o Effective team building
o Healthy workforce culture
o Active strategic planning
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