Community Solutions of Eastern I owa (CS E I) Agreement & MOU for Copyrighted
J uly 20, 2020
City of Dubuque Consent Items # 16.
City Council Meeting
ITEM TITLE: Community Solutions of Eastern lowa (CSEI)Agreement& MOU for
Continuum of Care-Special Needs Assistance Grant FY2021
SUM MARY: City Manager recommending approval of an agreement for services with
Community Solutions of Eastern lowa for administration of the
Continuum of Care Special Needs Assistance Program, which provides
rental assistance to homeless persons with disabilities.
RESOLUTION Approving an agreement between the City of Dubuque
and Community Solutions of Eastern lowa for administrative assistance
for the Continuum of Care Special Needs Assistance Grant
SUGGESTED Suggested Disposition: Receive and File;Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
Description Type
Continuum of Care Sponsor Agency Agreement-MVM City Manager Memo
Memo
Memo for MOU &Agreement with CSEI Staff Memo
Resolution Approving Agreement Resolutions
FY2021 CSEI Agreement Supporting Documentation
Dubuque
THE CITY OF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Continuum of Care Special Needs Assistance Program Sponsor Agency
Agreement
DATE: July 16, 2020
Housing and Community Development Director Alexis Steger recommends City Council
approval of a $40,000 agreement for services with Community Solutions of Eastern
lowa for administration of the Continuum of Care Special Needs Assistance Program,
which provides rental assistance to homeless persons with disabilities.
The agreement covers the administration, counseling, and general operation of the
program. The Continuum of Care grant will provide $87,211 annually, which is used to
pay rents and utilities for an average of 15 families. These families were previously
homeless and are in need of one-on-one counseling services and assistance on a
regular basis. Currently, in each case, the head of household or a spouse suffers from
a disability.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Alexis M. Steger, Housing and Community Development Director
Dubuque
THE CITY OF �
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TO: Michael C. Van Milligen, City Manager
FROM: Alexis M. Steger, Housing and Community Development Director
DATE: July 15, 2020
RE: Continuum of Care Special Needs Assistance Program Sponsor Agency
Agreement
INTRODUCTION
The purpose of this memorandum is to request the City Council to approve an
agreement for services with Community Solutions of Eastern lowa (CSEI), 7600
Commerce Park, Dubuque, IA for administration of the Continuum of Care Special
Needs Assistance Program (CoC-SNAP).
BACKGROUND
The CoC-SNAP provides rental assistance to homeless persons with disabilities. The
Phoenix Housing Project has been in operation in Dubuque since 2007. The project's
goal is to provide permanent, supportive housing to homeless individuals/families with
disabilities. Agreements in place clarify duties of participants, private housing providers,
the City of Dubuque Public Housing Authority (PHA), the Sponsor Agency, Community
Solutions of Eastern lowa, and referring agencies. CSEI is the primary contact with the
client. The City of Dubuque serves as the grantee with administration, inspection and
fiscal responsibilities.
DISCUSSION
CSEI has provided case management to participants since September 2016. Case
management includes setting goals related to housing, increasing income and/or skills
and setting personal goals in order to create an overall better quality of life.
The attached agreement with CSEI for $40,000 covers the administration, counseling,
and general operation of the program. The Continuum of Care grant will provide
$87,211 annually, which is used to pay rents and utilities for an average of 15 families.
These families were previously homeless and are in need of one-on-one counseling
services and assistance on a regular basis. Currently, in each case, the head of
household or a spouse suffers from a disability.
RECOMMENDATION
I respectfully request City Council approval of the attached agreement for services with
Community Solutions of Eastern lowa.
RESOLUTION NO. 217-20
APPROVING AN AGREEMENT BETWEEN THE CITY OF DUBUQUE AND
COMMUNITY SOLUTIONS OF EASTERN IOWA FOR ADMINISTRATIVE
ASSISTANCE FOR THE CONTINUUM OF CARE SPECIAL NEEDS ASSISTANCE
GRANT
WHEREAS, the Continuum of Care Special Needs Assistance provides rental
assistance to homeless persons with disabilities; and
WHEREAS, the Phoenix Housing Project that is funded by the CoC-SNAP grant and
operated under the City of Dubuque Housing & Community Development Department,
has been in operation in Dubuque since 2007; and
WHEREAS, to administer the program in FY 2020 the City of Dubuque desires to
enter into an agreement with Community Solutions of Eastern Iowa.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA, THAT:
Section 1. The Agreement is hereby approved.
Section 2. The Mayor is hereby authorized and directed to execute such Agreement
on behalf of the City of Dubuque, Iowa.
Section 3. The City Council grants the authority to the City Manager or the City
Manager's designee to manage the agreement and act in accordance with the terms of
the agreement.
Passed, approved and adopted this 20th day of July 2020.
Roy D. Buol, Mayor
Attest:
Kevi S. Firnstahl, City Clerk
ACREEIVIENT FOR S�R!/ICE�
�ET'WEEN
CI1`Y OF DIJBUQU�
AN�
COMMUNII'Y SOLUT'ION� OF E�4�TERIV IO�/Aa
This Agreement ("Agreement"), by and between the Community Solutions of Eastern
lowa ("CSEI") and the City of Dubuque, ("Cifiy") requesting ECIA's assistance and
technical services in connection with the Continuum of Care ("COC") Special Needs
Assistance Program ("SNAP"), is entered into on the 1 st day of July, 2020.
SECT'ION 1. �cope of Services
CSEI will provide and perForm the necessary services set forth in the Memorandum of
Understanding ("MOU") (Attachment A) with ECIA acting as the Program Sponsor. If the
scope of services exceeds those services listed in Attachment A for any reason, the City
of Dubuque and CSEI (collectively the "Parties") will adjust the project cost to a cost thafi
is mutually agreed upon by the Parties.
S�CTION 2. 1'ime of Perforrnance
CSEI commenced performance under this Agreemenfi upon ex�cution of this Agreement
by the Parties beginning July 1, 2020 through June 30, 2021. The time required for
performance is anticipated to be twelve (12) months �from July 1 to June 30t". Parties
agree the contract shall automatically renew each year unless either party provides a
ninety (90) day written notice as outlined in Section 11 and 12 below.
The Parties agree to annually and as needed to review progress and performance.
�ECT'ION 3. Method of Payment and Haurs VVorEced !
Total payment for services under this Agreement will not exceed forty thousand dollars
($40,000). ECIA will invoice the City monthly using the ECIA Board approved hourly
rates. ECIA will invoice City of Dubuque on tf�e last business day of each month
beginning the month the confiract is executed for services rendered during fihat calendar
month. ECIA will provide the City of Dubuque supporting documentation with each
monthly billing including timesheets for hours worked and services provided. Payment is
due upon receipt of each invoice.
�ECTION 4. Personnel
CSEI represenfis that ifi currently employs, or will acquire as needed during the
performance of fihis Agreement, all personnel necessary for the timely and successful
perFormanc� ofifihis Agreement and to acfi as the SNAP Program Sponsor. CSEI is staffed
by ifis pareni organization East Central Intergovernmental Association (ECIA) through a
management agreement. CSEI does not have any direct employees. The personnel,
City of Dubuque �
Contract for Services—COC-SNAP
whether existing or newly acquired, are ECIA employees and will remain ECIA employees
regardless of any work or services such employees perform in connection with the project.
SECTION 5. Property
CSEI is responsible to acquire or use existing property, real or personal, as it deems
necessary in the performance of work under this Agreement.
SECI'ION 6. �udit and Evaluation
As the funds to be provided to CSEI by the City are public funds, CSEI agrees that it will
maintain books of account in accordance with Generally Accepted Accounting Standards
together with necessary documentation to support all expendifiures. CSEI's accounfiing
functions are perFormed by ECIA staff through the management agreement. The records
of CSEI and ECIA, including payroll accounts and other records of disbursement and
receipts, and other records relating to the perFormance of the activities herein specified, ;
shall be made available for review/audit by City or any Certified Public Accountant acting '
on its behalf, in order to ascertain perFormance of CSEI under this agreemenfi. CSEI
agrees to retain such records for not less than three (3) years.
��CTION 7. Reporting and IVlonitoring
CSEI shall render fio the Housing and Community Development Direcfior a quarterly report
detailing its activities related to fihe use of City funds provided to CSEI. Such report shall
include a perFormance report on fihe program(s) supported by the City funds and a
financial report on the use of City funds, which shall be rendered no later than tl�e fourth
Thursday of the succeeding month. A written annual report shall be submitted to the City
Council within sixty (60) days of fiscal year end. The annual report shall include a
performance report on the program(s) supported by the city funds and a financial report
on the use of City fiunds. If CSEI has an annual audit performed, CSEI shall provide City
a copy of the annual audit wifihin five months of fiscal year-end.
S�C7'ION 8. CJiscrimir�a�ion
In carrying out the services under this Agreement, CSEI 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. CSEI shall take
affirmative action to ensure that applicants for employmenfi are employed and that
employees are treated during employment without regard to race, creed, sex, age,
national origin, religion, sexual orientation, gender identity, or disability. Such action shall
include but not limited to fihe following: employmenfi, upgrading, demotion or transfer;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensafiion; and selection for training, including apprenticeship. CSEI assures that all
qualified applicants will receive consideration for employment without regard to race,
creed, color, sex, age, national origin, religion, sexual orientation, gender idenfiity, or
disability.
City of Dubuque 2 '
Contract for Services—COGSNAP
CSEI agrees it will undertake whatever affirmative measures are necessary so that no
person shall 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 CSEI under the terms of this Agreement because of race, color,
creed, religion, sex, national origin, age, sexual orientafiion, gender identifiy or disability. ,
SECT'IOIV 9. Assignabili�y
CSEI shall not assign any interest in this Agreement without prior written approval from
the City.
�ECTION 10: Insurance
At the time of execution of this Agreement by CSEI, CSEI shall provide the City copies of
CSEI's andlor ECIA's insurance cerfiificates showing general liability, aufiomobile liability, '
and worker's compensation insurance coverage to the satisfaction of City for the term of
the Agreement.
��CTIOtV 1'i. �'err�ina�ion by City a� f�ubuque
6.1. The City of Dubuque may, by ninety (90) days written nofiice to CSEI, terminate
this Agreement in whole or in part at any fiime and for any reason. Upon receipt of such
notice, CSEI will: (1) immediately discontinue all services affected (unless the notice
directs otherwise), and (2) within ninety (90) calendar days deliver to City of Dubuque all
data, files, and any other grant materials related to the project and C5E1's perFormance '
of this Agreement.
6.2. Notwithstanding the above, CSEI will not be relieved of liability to City of Dubuque
for damages sustained by City of Dubuque arising from any breach by CSEI of tl7is
Agreement. If any such damages are sustained, City of Dubuque may withhold any and
all payments to CSEI until such time as fihe exact amount of damages due to City ofi
Dubuque from CSEI is determined.
6.3. If City of Dubuque elecfis to terminate this Agreement, CSEI will be paid the amount
due and owing up to and including the dafie of completion. If fihe date of termination does
not fall on the last business day of a monfih, the services for that monfih will be prorated
based on the date of termination and the monthly invoice amount.
6.4. Upon receipt of written notice of termination from CSEI, CSEI will have ten (10) '
days to cure any breach cited by City of Dubuque in its notice of termination to the '
satisfaction of CSEI in its sole discretion. If City of Dubuque deems any such breach is
cured, it must nofiify CSEI in writing thafi CSEI's efforts to cure are acceptable and fihat '
perFormance under this Agreement will continue.
��C`TION 12. Termina�ion by �C1�4
City of Dubuque 3
Confiract for Services —COC-SNAP
ECIA may terminate this Agreement by ninefiy(90) days written notice to City of Dubuque :
for the following reasons
1. Bofih parties agree a continuation of fihis Agreement will not be in the best
interests of City of Dubuque.
2. CSEI ceases to exist or it is restricfied or prohibited by its governmental
authorities from continuing to provide services under this Agreement.
SECl'ION 13. Political Acfiivity
No portion of City of Dubuque's payment to CSEI may be used for any partisan political
activity or to further the election or defeat of any candidate for public office, or to furfiher
the election or defeat of any cause subject to public vote. '
SEGTION 'i4. Mi�cellan�ous
9.1. Force Majeure. In the event that CSEI is delayed or hindered in or prevented from
the performance of any act required hereunder by reason of strikes, lockouts, labor
troubles, unavailability or excessive price of fuel, power failure, riots, insurrection, war,
terrorist activities, chemical explosions, hazardous condition, fiire, weafiher, or acts of God,
or by reason of any other cause beyond the exclusive and reasonable control of CSEI,
then performance of any such act will be extended for a period equivalent to the period
of such delay.
9.2. Entire Agreement. This Agreement constitutes the entire Agreement of the Parties
and supersedes all prior agreements. '
9.3. Modifications. This Agreement may not be modified, except in writing, signed by
CSEI and City of Dubuque.
9.4. Applicable Law and Venue. This Agreement is governed by the laws of the State
of lowa and venue for any action with respect to this Agreement is the District Court of '
Dubuque County, lowa.
9.5. Authority. City of Dubuque and CSEI represent that each, respectively, has full
right, power and authority to execute this Agreement.
9.6. Severability. If any term of this Agreement is found to be void or invalid, such
invalidity will not affect the remaining terms of this Agreement, which will continue in full
force and effect.
9.7. Consent or Approval. In any case where the approval or consenfi of City of
Dubuque or CSEI is required or requested under this Agreement, such party shall not
unreasonably delay or otherwise wifihhold ifis approval or consenfi.
City of Dubuque 4
Contract�or Services—COC-SNAP
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9.8, COC-SNAP F�nding. City of Dubuque agrees ta assume program debt and I
liabiiity incurred by previous COC-SNAP program Spansors. CSEI is released fram �
fiability related fo funding, debf or pragram regul�tian violations that ariginated from !
previo�as pra�ram Sponsors, i
;
9.9. COGShortfafl. City of Dubuque will assume liability for a fundir�g s�ortfa[I in the
GOC-SNAP program relafied ta parkicipant rents, utilities and securify deposits in the �
event fhe COGSNAP grant funding is not sufficient or the partner organizatiorts grant �
funds are reduc�d or are nat awarded annually.
9.�0. Natices. All notices and correspondence related to this Agreement shali be sen�
ta the follpWing:
i
CS�EVEClA: East Central Intergovernmental AasociationlCSEI
Kelley H. Deutmeyer, �xecutive Director '
7640 Commerce ParEc '
Dubuque, fowa 520�2 ;
City of Dubuque Housin� Services
Afexis Sfieger, Housing Directar
35� W 6f" St., #312
Dubugue, Iowa 52fl01
City of Dubuque: Communily Solutions of Easfern
lowa
�y: g � ' ,
y.
Alexis Sfieger Jack Willey
hlousing Direc�ar CSEi Chairpersot�
Atlest: Attest:
, �
G='�����% ,�-�_
Name and Title �Celley H. Deutmayer
PresidentlExec. Directar
Ciiy af Dubuque �
Cantract for Ser�ices—GOC-SNAP
AT"fACFIMENT' �4- IVIEMORANDUfl� OF Uf�DERSTANDING
FFY2020 � CIl'Y OF DU�IJQIJE FY 2021
City of Dubuque g
Contract for Services—COGSNAP