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MEMORANDUM
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November 29, 2004
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TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Amendment to Purchase of Services Agreements
Project Concern-Downtown Resource Guide
The City Council approved a purchase of service agreement with Project Concern,
which included $3,500 for the Downtown Resource Guide. The guide was unable to be
completed by June 30th, when the agreement expired. Project Concern has requested
an extension of the agreement until December 31, 2004, to allow completion of the
project.
Housing and Community Development Department Director David Harris recommends
approval of the amendment.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Department Director
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MEMORANDUM
November 23, 2004
FROM:
Mic~~an Milligen, City Manager
David ~arris, Housing and Community Development Director
TO:
SUBJECT: Amendment to Purchase of Services Agreements
Project Concern-Downtown Resource Guide.
INTRODUCTION
The purpose of this memorandum is to request approval of an amendment to the
Purchase of Service Agreements with Project Concern for the Downtown Resource Guide.
BACKGROUND
The City Council approved a purchase of service agreement with Project Concern, which
included $3,500 for the Downtown Resource Guide. The guide was unable to be
completed by June 30th when the agreement expired. Project Concern has requested an
extension of the agreements until December 31, 2004 to allow completion of the project.
The Community Development Advisory Commission voted to approve the time extension
at their meeting on November 22, 2004.
RECOMMENDATIONS
I recommend that the City Council approve the attached amended agreement with Project
Concern for the Downtown Resource Guide. The amendment will provide for completion
of the guide by December 31, 2004. The other sections of the original agreement will
remain in force.
ACTION STEP
The action step for the City Council is to approve the attached amendment and authorize
the Mayor to sign on behalf of the City.
Prepared by Aggie Tauke, Community Development Specialist
F:\UsersIATAUKE\CDBG\CDBG ContractslProject Concern\Downtown Resource Guide extension.doc
CITY OF DUBUQUE, IOWA
AND
PROJECT CONCERN, INC.
PURCHASE OF SERVICES AGREEMENT
AMENDMENT
This Amendment to the Purchase of Services Agreement dated the - day of
December 2004 is entered into by and between the City of Dubuque, Iowa, a municipal
corporation organized and existing under the laws of the State of Iowa (hereinafter
referred to as "Recipient") and Project Concern Inc., with its principal place of business
in Dubuque, Iowa (hereinafter referred as the "Subrecipient")
WITNESSETH:
Whereas, the Recipient awarded Subrecipient $3,500 in Community
Development Block Grant (CDBG) funds for the Downtown Resource Guide for Fiscal
Year 2004 beginning July 1, 2003 and ending June 30,2004; and
Whereas, the Recipient has requested an extension for expending the funds to
December 31,2004.
NOW THEREFORE, in consideration of the terms of the mutual agreements
hereinafter set forth, the parties agree as follows;
1. That Section III. PAYMENT is hereby repealed and a new Section III is
hereby adopted as follows: amended to add the following:
"Section IV.
DATES OF COMMENCEMENT AND COMPLETION
The services to be provided under this Agreement shall commence
after July 1, 2003 and must be completed not later than December
31, 2004. Recipient's right to enforce the terms of this Agreement
shall be extended to cover any additional time during which the
Subrecipient remains in control of CDBG funds or other assets
including program income.
2. All other terms and conditions of the Purchase of Service Agreement
shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment to the
Purchase of Service Agreement as of the - day of December 2004.
WITNESSED:
CITY OF DUBUQUE, IOWA
Jeanne F. Schneider, City Clerk
Terrance M. Duggan, Mayor
PROJECT CONCERN, INC.
Stephen Jacobs, Executive Director
F:IUsersIA T AUKE\CDBG\CDBG Contracts\Project ConcernlProjectConcernAmd .doc
Tuesday, November 09,2004
Community Development Block Grant Commission
Clo Aggie Tauke
Housing and Community Development
2040 Central A venue
Dubuque, Iowa 52001
RE: Extend deadline to expend $3500 to reprint Downtown Resource Guide
Aggie,
Please extend the deadline on use of funds until December 31,2004. Production of the Resource
Guide was compromised between April and June of 2004 when the underlying database in Iris
became corrupted. The information has been corrected. Unfortunately, the delay meant we could
not go to print before July 1,2004.
Since the directory is only printed every two years, keeping it as current as possible is an
important and challenging goal. The directory is complete and has been reviewed by all
interested parties. It is sitting at the printer's waiting for approval. Production can occur within
days.
In the future, we recommend an alternative method for printing of the directory. We anticipate
making the directory available on the web. For a small annual fee, anyone can have access to the
directory and print off the most current version. This way, copies can be generated as needed and
they will not be so out of date. The updated database can be downloaded and printed by anyone
having access. Smaller printings could be done "in-house" by many agencies. Paying for
smaller runs would spread out printing costs over time, allow multiple funding options for
paying for printing AND would keep the information contained more current. We also hope to
provide secure access code to providers so they can update their own information in the future.
Not everyone will take this step, but, many will welcome the opportunity to keep their own
infonnation very current.
In summary, please extend the deadline for using these CDBG funds.
alternative proposal for future reprints of the directory.
Also, consider our
Sincerely,
Steve Jacobs
Executive Director
Lidia Bertolini,
Information & Referral Director