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Community Foundation of Greater Dubuque_Project HOPE ContractMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Agreement with the Community Foundation of Greater Dubuque for Services Relating to Project H.O.P.E. DATE: July 12, 2011 Economic Development Director Dave Heiar recommends City Council approval of a contract for services with the Community Foundation of Greater Dubuque relating to Project H.O.P.E. (Helping Our People Excel), an initiative of the City of Dubuque. Since July 2008, the City has annually contracted with the Community Foundation of Greater Dubuque to manage Project H.O.P.E. The contract period will run from July 1, 2011, through June 30, 2012, for an estimated cost of $70,708. I concur with the recommendation and respectfully request Mayor and City Council approval. Mi ael C. Van Milligen Dubuque All- America City ' 1 2007 MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager David J. Heiar, Economic Development Director Nancy Van Milligen, President & CEO, Community Foundation of Greater Dubuque Eric Dregne, Vice President of Programs, Community Foundation of Greater Dubuque Masterpiece on the Mississippi Dubuque All4malca city r 2007 TO: Michael Van Milligen, City Manager FROM: David J. Heiar, Economic Development Director c '4 SUBJECT: Agreement with the Community Foundation of Greater Dubuque for services relating to Project H.O.P.E. DATE: July 11, 2011 INTRODUCTION This memorandum presents for City Council approval of a contract of services with the Community Foundation of Greater Dubuque for services relating to Project H.O.P.E. (Helping Our People Excel), an initiative of the City of Dubuque. BACKGROUND Project HOPE is intended to convene area workforce development agencies, City staff and educational institutions, in a challenge to respond to the needs of the unemployed and /or under- employed. The community has begun a discussion on how to reach these residents, who are traditionally cut off from opportunities for advancement, due to social, cultural or educational barriers. Another objective of Project HOPE is to establish inter - agency programs specifically designed to provide opportunities to these citizens, and to find ways of over - coming barriers to their participation in the job market. Since July 2008, the City has annually contracted with the Community Foundation of Greater Dubuque to manage Project HOPE. Eric Dregne as the Vice President of Programs has and will continue to oversee the staffing associated with the Project HOPE contract. The proposed scope of services (Attachment A of the contract) has been revised slightly to better reflect the current work efforts of the Project HOPE Coordinator. Specific work activities for the first few months of this contract are further detailed in Attachment C. RECOMMENDATION I am recommending that the City approve a new contract thru the end of this fiscal year (June 30, 2012) at an estimated cost of $70,708 which was included in the 2011 -12 budget. ACTION STEP I recommend that the City Council approve the contract of services with the Community Foundation of Greater Dubuque to assist in achieving the Project HOPE objectives. Attachments F: \USERS\Econ Dev \Project Hope\Memos\20110711 Memo Council Project HOPE Agreement FY12.doc AGREEMENT BETWEEN CITY OF DUBUQUE, IOWA AND COMMUNITY FOUNDATION OF GREATER DUBUQUE This Agreement, dated for reference purposes the 1st day of July, 2011, is made and entered into by and between City of Dubuque with offices at 350 West 6th Street, Dubuque, IA, 52001 (City) and the Community Foundation of Greater Dubuque, an Iowa Non - Profit Corporation with offices at 700 Locust Street Suite 195, Dubuque, Iowa 52001 (Foundation). WHEREAS, City desires to engage the services of Foundation to furnish professional and technical assistance in connection with Project H.O.P.E. (Helping Our People Excel) as described in Attachment A (the Scope of the Work), and Foundation has signified its willingness to furnish such services to City. NOW THEREFORE, the parties hereto do mutually agree as follows: SECTION 1. SCOPE OF FOUNDATION'S SERVICES. Foundation agrees to commence work upon execution of this Agreement by both parties, and to fully perform the services described in the Scope of the Work. SECTION 2. SERVICES TO BE PROVIDED BY CITY. 2.1 City designates its Economic 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 Foundation has been advised in writing by City that such authority has been revoked. 2.2 In the event that any reports, records and maps are existing and available and are useful to carry out the work on the Scope of the Work, City shall promptly furnish such material to Foundation. SECTION 3. CHANGES. City may, from time to time, require or request changes in the Scope of the Work to be performed hereunder. Any such change, including any appropriate increase or decrease in the amount of compensation, shall be by amendment to this Agreement. 1 SECTION 4. FOUNDATION'S COMPENSATION. Foundation shall provide all services in the Scope of the Work Services for a fixed monthly fee of Five Thousand Eight Hundred Ninety -Two Dollars ($5,892). Compensation is based on the budget as shown in Attachment B. Any compensation above that amount shall only be allowed by amendment to this Agreement. SECTION 5. METHOD OF PAYMENT. Foundation shall submit monthly invoices for the fee provided in Section 4. SECTION 6. TIME OF PERFORMANCE. This Agreement shall commence on the 1St day of Jam, 2011, and shall terminate on June 30, 2012. SECTION 7. EXCUSABLE DELAYS. Foundation shall not be in default by reason of any failure in performance of this Agreement in accordance with its terms (including any failure by Foundation to make progress in the prosecution of the work hereunder which endangers such performance) if such failure arises out of causes beyond the control and without the fault or negligence of Foundation. Such causes may include, but are not limited to, acts of God, or of the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, illness, accidents, freight embargoes, and unusually severe weather, but in every case the failure to perform must be beyond the control, and without the fault or negligence of Foundation. SECTION 8. TERMINATION. City and Foundation shall have the right to terminate this Agreement for any reason, with or without cause, by written notice delivered to the other party not less than thirty (30) days prior to the date of such termination. In such event, all finished and unfinished documents prepared by Foundation under this Agreement shall be delivered to City upon payment of all invoices due Foundation under the terms of this Agreement. SECTION 9. CONFLICT OF INTEREST. Foundation certifies that to the best of its knowledge, no City employee or agent has any interest, direct or indirect, in this Agreement. SECTION 10. PERSONNEL. All services required to be provided by Foundation shall be performed by Foundation. Foundation represents that it has, or will secure at its own expense, all fully qualified personnel required to carry out and perform the Scope of the Work. No Foundation personnel shall be employees of City. SECTION 11. HOLD HARMLESS. 11 .1 - Ci ll (le and hold Found Lion bless trom and against any claims brought against Foundation for City's negligence in the performance of this Agreement. 2 11.2 Foundation shall defend, indemnify, and hold City, its officers, and employees, harmless, from and against any claims brought against City, its officers and employees, for Foundation's negligence in the performance of this Agreement. 11.3 Foundation's maximum liability, as a result of Foundation's negligence, for such claims, including any legal fees or deductibles, shall be limited to the limits of Foundation's insurance coverage. SECTION 12. INSURANCE. Foundation shall provide insurance during the period of its performance of this Agreement as set forth in the attached Insurance Schedule. COMMUNITY FOUNDATION OF GREATER DUBUQUE r B By: //� / i /1 .tom. / �C�_ .1�.�/. Nancy Van 'iilligen President 3 CITY OF DUBUQUE, IOWA By: Roy D.' ol Mayor LQL 1/e Project HOPE - Scope of Work July 2012 Attachment A 1. Convener The Project HOPE Coordinator is responsible for convening community organizations and stakeholders around issues that relate to disengaged people (those in poverty, unemployed and disengaged youth). Researching and developing best practices to share among local providers and ensuring action steps are being taken to address identified strategies for improvement are the key roles of the Project HOPE Coordinator. As the convener, the Coordinator will host meetings to encourage communication, data sharing, and improved outcomes. This includes providing meeting space and, supplies, preparing the agenda and meeting minutes, following -up with attendees and completing research as needed. a. The Coordinator will convene a Core Committee monthly and a Iarger Stakeholders group quarterly. Stakeholders will be engaged to develop strategies to improve common indicators for three target groups: the Chronic Unemployed, the Situational Unemployed, and Disengaged Youth b. The Coordinator will facilitate the research and development of strategic models like "employment support specialist" and "re- engagement programs" to improve outcomes for the target groups. 2. Intermediary The Project HOPE Coordinator will serve as an intermediary between stakeholders when crafting coordinating strategies to help disengaged people reach self - sufficiency. The coordinator will facilitate formal partnerships in development of a holistic program directing participants to full employment and career advancement. The important functions of the convener and intermediary are to: • Serve as the neutral table Provide a space where leadership from different agencies and sectors, each with their own cultures and priorities, come together to forge a common vision and action agenda. • Help to shape a collective vision Stakeholders identify their niche and how they can contribute to the vision. • Catalyze changes in the way systems and agencies provide services Play a strong role in creating comprehensive and coordinated partnerships across sectors that allow for alignment in resources, policies, and practice. • Assure collective accountability Assemble data from various systems to set priorities, goals, and benchmarks that are anchored in solid data analysis and an understanding of the need for multi- pronged interventions. • Leverage and maximize resources Use all resources - local and community based resources, state and federal resources, private funding, and discretionary and competitive funding opportunities - to maximally benefit disconnected people. • Work with all involved to chart an agenda for action Focus on the multiple moving parts of a system, not singular program initiatives. • Mark progress and celebrate accomplishments Identify short -run activities and opportunities that are in keeping with the vision, benchmark progress, and celebrate interim accomplishments, all while keeping attention focused on reaching the ultimate goals, 3. Communication The communication of success, needs, gaps, and strengths in the community is essential to identify and shape resources. The Coordinator is responsible for communicating the progress of the work of Project HOPE. The Coordinator is also responsible for serving as a central resource for the community regarding programs that share in 4 the strategies working toward the stakeholders shared goals. Communication responsibilities include: • Establish a platform to collect and maintain a database of common indicators • Create and distribute a quarterly report of performance measures • Create and publish an annual report of progress indicators and performance measures • Assisting in outreach on behalf of stakeholders (Le. assisting in marketing, writing or assisting of writing and distribution of press releases, updating community calendars with events) 4. Employment Barriers A component of Project HOPE is identifying barriers that prevent employment such as, financial education. The Coordinator will be responsible for organizing and facilitating conversations around financial literacy, maximizing the participation in the Earned Income Tax Credit program and coordinating the start up of the Bank On Dubuque Program. Other barriers such as child care, legal issues and training /education barriers will also be key focus'. 5. Bridges Initiative a. Fiscal agent for gifts and grants only b. Identify improved outcomes for graduates of Getting Ahead program c. Develop Coordinated Data System - facilitate development of benchmarks for monitoring success 6. Administration a. Project HOPE will hold monthly core strategy meetings and quarterly stakeholder meetings. b. The Coordinator will meet monthly, or as needed, with the City Economic Development Director c. The Coordinator will serve on the Dubuque Works committee representing Project HOPE d. The Coordinator will submit written reports quarterly to the Economic Development Director which can be used to keep the City Council updated and will make bi- annual presentations to the City Council. e. The Community Foundation will accept gifts and write grants as needed. f. Data will be collected and shared as defined by the finders and Project HOPE Stakeholder Committee 5 Attachment B — Budget Salaries* 44,658 Pension /Benefits In -kind FICA and Social Security 4050 Training/Travel 4000 Rent In -kind Office Supplies 1000 Office Equipment In -kind Printing /Copying 1000 Postage 1000 Meeting Expenses /Education 10,000 Phone /Internet In -kind Marketing /PR 5000 Total $70,708 *Salaries are based on a 40 hour week for the following: 25% of the VP of Programs salary cost 100% of the Project HOPE Coordinator salary cost (AmeriCorps) 5% of Finance Director time 10% of Admin Assistant time (in -kind) 5% of CEO time (in -kind) Attachment C — Action Plan July 1 2011- Project HOPE Coalition will have a Core Strategy Team that will meet monthly consisting of representatives from the City of Dubuque, Dubuque Community Schools, NICC, Workforce, Housing, and the Private Sector. July 1 2011- a committee to implement a Re- engagement Program for Disengaged Youth will be established. Project HOPE will lead this effort in partnership with ECIA. The committee will research models, identify funding needs and solutions and initiate a program by January 1, 2012 July 1 2011- a committee to implement a Self- Sufficiency Model (e.g. CincinatiWorks) will be established. Project HOPE will lead this effort in partnership with ECIA and City of Dubuque, Housing. The committee will identify a model, identify funding needs and solutions and initiate a program in FY2012. The program will build on the success of the Getting Ahead in a Just Getting by World program and compliment the Circles Initiative by increasing connections to unemployment and education for Getting Ahead and Circles members. August 1 2011- Project HOPE Coalition will launch Bank On in partnership with the CFGD and 9 local financial institutions. This program will move 500 un- banked or under - banked individuals into traditional banking relationships vs. using payday lenders and check cashing services. August 15 2011- Project HOPE Coalition will have a Key Stakeholders Team that will meet quarterly consisting of representatives from Legal Services, Housing, Health Services, Employment Services, Workforce Development, Economic Development, Education K -12, Secondary Education, Labor, City Government and possibly others. Meeting schedules will be established annually and communicated to the team as well as posted to the Project HOPE web page on the CFGD website. September 1 2011- Project HOPE Coalition will implement a Results Based Accountability Framework to ensure the Coalition has agreed upon Common Indicators, Strategies, Action Plans and Outcomes to ensure our work is accountable and results are measurable. September 2011- Project HOPE Coalition will update these action plans based on the input of the Key Stakeholders Committee and progress in the 1 90 days. More detailed goals, plans, and timelines will be provided within the Results Based Accountability Framework. 7 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 Certificates of Insurance required hereunder shall provide a thirty (30) day notice of cancellation to the City of Dubuque, except for a ten (10) day notice for non- payment, if cancellation is prior to the expiration date, 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. y - , Shall upon request, provide Certificates of Insurance for all subcontractors and sub -sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the 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 shalt 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 Me�c' ica Payments $ 5,000 1 of t January 2008 THIS IS TO CERTIFY THAT 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL INSR_ SUBR WVD POLICY NUMBER POLICY EFF (MM /DD/YYYY) POLICY EXP (MM /DD/YYYYL LIMITS I GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY OCCUR 10677 INSURER B :Cincinnati Indemnity NPP4998258 3/11/2011 3/11/2012 EACH OCCURRENCE $ 1,000,000 X DAMAGE TO RENTED PREMISES (Ea occurrence) $ 100 , 000 CLAIMS -MADE I X MED EXP (Any one person) $ 5,000 PERSONAL &ADVINJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP /OP AGG $ 2 , 0 00 , 000 POLICY PRO LOC .IFCT $ AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS COMBINED SINGLE LIMIT (Ea accident) $ BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ $ $ A X UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE NPP4998258 3/11/2011 3/11/2012 EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 1, 000, 000 DEDUCTIBLE RETENTION $ 0 $ X $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER /EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS Y / N N / A WC183278408 3/11/2011 3/11/2012 X WC STATU- OTH- TORY LIMITS ER E.L. EACH ACCIDENT $ 100,000 E L. DISEASE - EA EMPLOYEE $ 100,000 below E.L. DISEASE - POLICY LIMIT $ 500,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, it more space is required) CITY OF DUBUQUE CITY HALL 50 W 13TH STREET DUBUQUE, IA 52001 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. 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). Scott DeSousa, CIC /SS --- A °® CERTIFICATE OF LIABILITY INSURANCE 1 Di ) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. 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). PRODUCER Friedman Insurance, Inc. 880 Locust Street - Suite 200 P 0 Box 759 Dubuque IA 52004 -0759 CONTACT NAME: `"" eve Schlueter P He 6d1: (563) 556 -0272 (A/C No): (563) 556-4425 AD R PRODUCER Q0007E27 CUSTOMER ID #. INSURER(S) AFFORDING COVERAGE NAIC # INSURED Community Foundation for Greater Dubuque 700 Locust St., Ste. 195 Dubuque IA 52001 INSURER A :Cincinnati Insurance Companies 10677 INSURER B :Cincinnati Indemnity 23280 INSURERC: INSURER D: INSURER E : INSURERF: COVERAGES CERTIFICATE HOLDER ACORD 25 (2009/09) INS025 (200909) CERTIFICATE NUMBER:11 - 12 CANCELLATION REVISION NUMBER: © 1988-2009 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD