Purchase of Services Greater Dubuque Develop Corp.
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MEMORANDUM
May 27, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Purchase of Service Agreement -
Greater Dubuque Development Corporation
During the Fiscal Year 2006 budget process, the Mayor and City Council provided
$130,125 for the Purchase of Service Agreement with the Greater Dubuque
Development Corporation including $90,125 for economic development services and
$40,000 for marketing of the City's industrial parks. In addition, $35,000 was approved
towards a partnership with Dubuque Initiatives to be used to partially assist in funding a
new position for Dubuque area retail expansion services which will now be part of the
Greater Dubuque Development Corporation Purchase of Service Agreement.
Budget Director Dawn Lang 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.
AJ} ~A/~
Michael C. Van Milligen
MCVM/ksf
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Dawn Lang, Budget Director
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MEMORANDUM
May 27, 2005
TO:
Michael C. Van Milligen, City Manager
FROM:
Dawn Lang, Budget Director
SUBJECT: 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 2006.
The adopted Fiscal Year 2006 operating budget provides $90,125 to help fund the
Greater Dubuque Development Corporation economic development services and
$40,000 for marketing of the City's industrial parks. In addition, $35,000 was approved
towards a partnership with Dubuque Initiatives to be used to partially assist in funding a
new position for Dubuque area retail expansion services which will now be part of the
Greater Dubuque Development Corporation Purchase of Service Agreement.
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
DLL/ksf
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
GREATER DUBUQUE DEVELOPMENT CORPORATION
THIS AGREEMENT, dated for reference purposes the 1 st day of July, 2005, 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.
WHEREAS, 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.
NOW THEREFORE, the parties hereto agree as follows:
1. Term of Aoreement. This Agreement shall be for a term commencing on July 1,
2005, and ending June 30, 2006.
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 Chanoes. 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 may be 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 2006 an amount not to
exceed $125,125 as compensation for the services provided by Corporation,
which payment shall constitute complete compensation for all services to be
rendered. Such amount shall be paid in four equal installments of $31 ,281.25
payable September 30,2005, December 30, 2005, March 31,2006 and June 30,
2006.
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 will 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. Reportino and Monitorino. A status report shall be made to the City Council
during January and June 2006. 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 his staff as he 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, 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 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 payor 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, or national origin.
2
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 its 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 or her 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 Contract. 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, at least thirty days before the effective date of such termination.
Upon termination of this Agreement, Corporation will 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. Assiqnability. Corporation shall not assign any interest in this Agreement, and
shall not transfer any interest in the Agreement, without the prior written
permission of City.
WITNESSED:
Karen M. Chesterman
Deputy City Clerk
CITY OF DUBUQUE, IOWA
Joyce E. Connors, Mayor Pro-Tem
June 6, 2005
Greater Dubuque Development Corporation
/s/ Rick Dickinson,
June 14, 2005
APPENDIX "A"
SCOPE OF ACTIVITIES
1. GENERAL ECONOMIC DEVELOPMENT SERVICES
Corporation Responsibil ities
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. DUBUQUE AREA ECONOMIC DEVELOPMENT PROMOTION, MARKETING
AND RECRUITMENT
Corporation Responsibilities
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,
4
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.
5
SALES AND MARKETING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
GREATER DUBUQUE DEVELOPMENT CORPORATION
THIS AGREEMENT, dated for reference purposes the 1 st day of July, 2005, is made
and entered into by and between the City of Dubuque (City) and Greater Dubuque
Development Corporation (GDDC).
RECITALS
WHEREAS, City desires to obtain the services of GDDC to provide sales and marketing
of commercial and industrial properties owned by City; and
WHEREAS, GDDC desires to perform sales and marketing for City with the terms and
conditions set forth in the Agreement; and
WHEREAS, this Agreement is in the public interest in promoting economic
development, job creation, and investment in the community.
NOW, THEREFORE, in consideration of the foregoing recitals, covenants and
conditions set forth in this Agreement, the parties agree as follows:
1. Services:
GDDC shall provide sales and marketing services for commercial and industrial
property owned by City. Services will be provided on a best effort basis, with no
specific requirements for markets reached, sales leads, or sales closed.
2. Insurance:
GDDC shall provide such insurance as required by the insurance schedule
attached hereto during the term of this agreement.
3. Conditions of Payment:
City agrees to reimburse GDDC for expenses incurred by GDDC, 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. GDDC 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
Total payment from City to GDDC under this Agreement shall not exceed
$40,000 for the period beginning July 1, 2005 and ending June 30, 2006.
4. Indemnification:
GDDC agrees to indemnify and hold City harmless against all liability, damages,
losses, costs and expenses, which GDDC may incur or be liable for arising out
of, or related to GDDC activities under this agreement.
5. Termination of Agreement:
Either party may terminate this Agreement at any time by giving written notice to
the other party.
IN WITNESS WEREOF, the parties have executed this Agreement as of the date set
forth above.
CITY OF DUBUQUE
GREATER DUBUQUE
DEVELOPMENT CORP
By: Rick Dickinson
Greater Dubuque Development Corporation
Date 6/14/05
Michael C. Van Milligen, City Manager
Date: 6/11/05
CITY OF DUBUQUE
ADMINISTRATIVE POLICY
POLICY NUMBER:
3.20
SUBJECT:
TRAVEL REGULATIONS FOR OUT OF CITY TRAVEL
APPROVED BY:
CITY MANAGER
EFFECTIVE DATE:
May 15, 2002 (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
1. Travel - Professional OrQanization MeetinQs and TraininQ 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.
8
Policy Number: 3.20
Travel Requlations for out of City Travel
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.)
2. 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.)
3. Traininq 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
oriqinal alonq 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 three working 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
9
Policy Number: 3.20
Travel Requlations for out of City Travel
from the Finance Department after receivinq travel authority by submitting a
direct payment voucher with oriqinal 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. The minimum amount allowed for a check advance
to be issued is $50.00. Travel advance checks should be issued only on regular
accounts payable check runs and must be submitted by the check run deadline
to be processed.
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 payor purchase order with a copy
of the registration form and evidence of payment reimbursement.
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.
1. 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. The City Manager may authorize the use of a
City-owned vehicle when it appears the appropriate means of travel. If an
employee is to be accompanied by a non-employee, a City vehicle shall not be
used unless the non-employee is necessary for the purpose of the approved
travel, and such accompaniment has been approved in advance by the
Department Manager.
3. Use of Privately-Owned Vehicle. An employee may request authority to use a
personal vehicle. The reimbursable expense allowance will be at the mileage
10
Policy Number: 3.20
Travel Requlations for out of City Travel
rate established in the addendum to this AP plus tolls and parking fees, may be
used in lieu of regular out-of-pocket expenses. 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 at coach or tourist rate if available.
Determination of round-trip air fare ticket cost must be made with adequate
planning at such time when travel advance form is completed/registration
submitted. Round-trip air fare documentation needs to be submitted to obtain
reimbursement.
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 airfare limitation.
4. Rental Vehicle. Reimbursement for a rental vehicle will be approved only when
local transportation is required and other forms of transportation are not available
or are more expensive.
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:
11
Policy Number: 3.20
Travel ReQulations for out of City Travel
1. LodQinQ 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.
2. 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
12
Policy Number: 3.20
Travel Requlations for out of City Travel
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 21 st 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. In the rare instances in which receipts are not
provided a short explanation should be given and the location and restaurant
where the meal was obtained shall be provided.
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.
4. TaxiNehicle Rental/Parkinq Expense. Itemize expenses as incurred on the
expense reimbursement form.
(a) Taxi. Taxi expense is authorized on approved travel except when the
13
Policy Number: 3.20
Travel Requlations for out of City Travel
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.
(c) Parking. Parking expense is authorized when the approved method of travel
is a personal vehicle, City vehicle, or rental vehicle. Attach parking receipt.
5. Telephone Expense. City long distance phone cards should be utilized to the
greatest extent possible while traveling. Only telephone calls for official business
are reimbursable. If phone calls are claimed on a travel reimbursement form,
include the phone number and party called.
6. Reqistration 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. Enter here any other expense for which reimbursement is being
requested which does not fit in any of the above categories.
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
Overtime payor comp time is not authorized for employees while on approved travel or
in travel status, unless required by contract or federal or state law.
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.
Actual expenses will be reimbursed and per diem rates not used. As with all
expenditures, only qualified expenses should be paid by the City employee and only
qualified expenditures will be reimbursed.
14
Policy Number: 3.20
Travel Reoulations for out of City Travel
REIMBURSEMENT APPROVAL
Approval requirements for reimbursement of travel expenses are as follows:
1. Department Manaoer Approval. Requests for reimbursement of travel expenses
must be reviewed and approved by the appropriate department manager.
2. Finance Director Approval. Requests for reimbursement of travel expenses must
be reviewed and approved by the Finance Director 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
Administrative Services Manager.
Michael C. Van Milligen
City Manager
15
INSURANCE SCHEDULE C
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES
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 AM. 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 L1ABIL TIY
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 (anyone occurrence) $ 50,000
Medical Payments $ 5,000
Continued Insurance Schedule C
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
April 2005
Business owners BP 0002 shall be clearly identified.
Form CG 2504 0397 'Designated Location (s) General
Aggregate Limit' shall be included.
b) Automobile $1,000,000 combined single limit.
Governmental Immunity endorsement identical or equivalent to form attached.
The City of Dubuque shall be named as an additional insured on General Liability including "ongoing
operations" coverage equivalent to ISO CG 20 10 0704.
c) WORKERS COMPENSATION & EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
$ 100,000 each accident
$ 100,000 each employee-disease
$ 500,000 policy limit-disease
d) PROFESSIONAL LIABILITY *
e) UMBRELLA/EXCESS LIABILITY *
$1,000,000
*Coverage to be determined on a case-by-case basis by Finance Director.
April 2005
. '\. .
POLICY NUMBER:
COMMERCIAL GENERAL LIABILITY
CG 20 10 0704
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
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.
A. Section n - Who Is An Insum is amended to
Include as an addlllonallnsured the person(s) or
organlzation(s) shown in the Schedule. but only
with respect to liabmly for "bodily injury", "property
damage" or .personal and advertising injury"
caused, In whole or in part, by:
1. Your acts or omissions; or
2. The acts or omissions of those acting on your
behalf;
in the performance of your ongoing operations for
the additional insured(s) at the location(s) desig-
nated above.
B. With respect to the insurance afforded to these
addlllonal insureds, the following additional exclu-
sions apply:
This insurance does not apply to "bodily Injury" or
"property damage" occurring after:
1. All work, including materials, parts or equip-
ment furnished in connection with such wori<.
on the project (other than service. maintenance
_. or repairs) to be performed by or on behalf of
the additional insured(s) at the location of the
covered operations has been completed; or
2. That portion of ''your work" out of which the
injury or damage arises has been put to its in-
tended use by any person or organization other
than another contractor or subcontractor en-
gaged in performing operations for a principal
as a part of the same project.
SPECIMEN
CG 20 10 07 04
C ISO Properties, Inc.. 2004
Page 1 of1
o
April 2005
CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. 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 Coveraoe. 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 Coveraoe. 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 Chanoe in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
SPECIMEN
April 2005
AUG-22-05 MON 03:13 PM GREATERDUBUQUE
AUG-22-2005 MaN 03: 03 PM FR lED MAN INSURANCE FAX: 5635571 059 P AGE 2
_--- _ ___-..i..- _ __ _, _~ ___ _ __,_ __,--'-- - lAX NO. 563 566 4425 P. 02
- , '\
.. -- ....-.- DATfC~
lCOBl:l . CERttFICA TEOF LIABILITY INSURANC~ 07/01/2005
, . '
lICBl (518J)U6-021J .. PAX (56))S56-4425 ' TttlS cmT1fICATE IS IS~D AS A 1IA'1"'fIR Of INf()RMATION
:EDMAN INSURANCE INl~. QNL.Y AND CDNFERS NO IGHT$ UpON ttE CI!.R11FtCATE
.~ ms CERTIF~TE DOES NOT AIMiNP. EXTEND.~
! F~ER BlJ)(j. AL. THe . AFPO THE W.
(t. BOX7S9
BUQUE. lA 52004-07!,9 IN$OREJ$ AFFQIIIOING COVERAGe NAIC .
RI!O Dubuque Area CMM)e" of. COIIIIerce ..SURMA: Westfield CoIIpanies
GDDC IN~F..R 8;
P.O. Box 70S ~
IMS~ C: ,
Dubuque. 1A 5;'.JI04-0705 lNSUftER 0:
. ,~ INCUAeA 5:
~ "
HE pOUtJ!SOf lNSuRANCi~ LlS1'ED BELOW w.w aeEN l6S\IeDTO'fME INSURED NiWEO A&(M; FOR THE POUCY PER\OD JNDICATED. PI01'NITHSTAHDlNt
NY ~QU1REMENT.Ti:RM OlllC()tIIOlTION OP ANY CONTRACT OR OiHE~ oocu,~ WITH RESP~C" TO MlICH Tt4IS CERTIFICATE tAAy as 1S9UIOD OR
tAY PE~TAII'<I. TtCE IJIISUflANIl;E AFfORDIi1J BY TtlE POUCIF.S DESCRiBeD tm~ IS SUBJeCT TO ALll'HE T!fW&, exClUSIONS AND ~ OF SUCH
;;r__~,"'_IP<YHAVE""'_"'.'IDCUIliIll. ~
. mi5OF_Rl~ PCAJf:'(~ ~UI'E I'OI.J:!~ ~ 1.000.000
~RALUAIlIU;:Y--"-' QJP3A61134 06/01/2005 06/01/200& EACttQ~ s
X coMMERCIAL GI!Hl~ ...A6I\J1"t o~ TO IU!NTIO $ 100 :ooaI
.1 C~MADE 00 OCCUR ~ 1llP/JIw-~ & 5 01
-
NRSClNI\&. .1DI1NJU'l'I , 1.000. Ge
r--
ii"l.~h lMr APPUElJ "fit QQleRAL~'" I 1.000. OC
PRQOUC1'S. COUPIOP 1\00 I 1.000. eM
Xl POLICY ~r - H Loe
, AlJ1'OM08ILE....-l.lT't. 0'P34618J4 06/0172005 06101/2006 cClMBlMlCl 8lNGl.E I.ft<<T
---'" : tee~) $ , 1.000.00Cl
- ANY I\UTO
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" WCP53a6724 06/01/1005 08/0112006 X WC6fAro;T -ro~
~COIlP~TlOI~AMD
PlILO'f'eR8' UAIIlUJY i-L. fJlCtl ACcJI)I!an' s 100:000
A Arty PKOPRfl!TQftlPAM'N1lAIEXECI.l'rM
OFflC~llEfI EXcuJl~D'I ' ~L~.IA $ l00~
~ea._KIt>8Under . '
EClAI. IIR.OWOOHS ~/III e.\.. D16!ASllof'QLICY....-r I 500 ~ ooaI
OTMSlt ...... .....-
l)BCl1llPOON OIOPl!AATiOiiir 1o(H:A~Iv9uct.g, ~~ IJ't ~P-'T ISI'IlG1IIL I'ftQlIIllDIS
-
1mBAGES
I~
QIOULD ANf aF11C~ ~POlJCID IIECANCELLaJ Bf.fOllI!~
elPtRATlON DAtil 'ritEReoF,nte ISIUIMG INSlIRl!Il WILl. EfCDI!A~ 10_.
-lQ... DA'VS WiIIT'JWI N01ICI! TO 'M!Ol!Ill1ACA~t4OL- NMQ TO ""EI.!fT.
BUT ,AtI..lIlI YO MAIL SUCtt NQTU &HALL lIIf'OSB'" ~'nOM OR UAIlIJlY
011 'fMUISUtill..n8 AtND.
CITY OF DUl~
A1'"1lI: KMIt
CITY, HALl.
50WUTH ~REET
ouB\JQUE. l"-UOOl
ACORD 25 (2001108)i""Ax: 519-4149
CORPORATION 1_
AUG-22-05 MON 03:14 PM GREATERDUBUQUE ,~ '
AUG-22-2005 .HON03:03 PM FRIEDMAN INSURANCE FAX, 5635.171 059 PAGE 3
._----...--L- _---.----------'..-.-- FAX NO. 563 556 4425 P. 03
------- ...--
IMPORTANT
If the, C8mf1~te holder is an AODITIONAL INSURED, the pollevC.es) must be endorsed. A. statement
on this cer1lficate dcIes not confer rigl'ltB to the certificate holder ifllieu of IUctI enclcll'gement(s).
If SUBR()(~TION IS WAIVED. subjecl. to the terms and conditions of ttle polICY. QM1ain policies may
requife an endorsement. A statement on this certificate c:loeS not confer riG"" to the certifioale
holder in lij)u of *,-,ch endorsement(3).
DISCLAIMER
TheCertiNcate of Ins\ll'Qn~e on the reverse side of this fonn doeS not conatitutb G conll'ad between
the IssUing 1nsurer(s), authorized representative or producer. ~ the cerlificate holder. nor does it
affirmatN~ or negativelY amend. extend or a\tef the coVerage a1forded by the policieS lia\ed thereon.
-~..
. ACORD :as (2001108) .