Diversity Training One Ummah Consult Contract
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MEMORANDUM
March 14,2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Consultant Contract - One Ummah Consulting
A Request for Proposals was issued in September 2005 for Organizational
Development and Diversity Training for the City of Dubuque.
Human Rights Director Kelly Larson worked with a staff and citizen committee and is
recommending City Council approval of a contract with One Ummah Consulting at a
cost not to exceed $79,200.
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
Kelly Larson, Human Rights Director
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MEMORANDUM
March 14, 2006
To: Michael Van Milligen, City Manager
From: Kelly Larson, Human Rights Director ~.
Subject: Consultant Contract - One Ummah Consulting
The purpose of this memorandum is to transmit for your review a proposed contract with
One Ummah Consulting.
Backaround
On September 20,2005, following City Council approval, we released a request for
proposals (RFP) to provide organizational development and diversity training for the
City. We received five proposals in response to the RFP, which were reviewed by a
consultant selection committee during a series of meetings in November and
December. The selection committee ultimately recommended One Ummah Consulting
be selected for the project.
During the review of the proposals, we determined that additional funding for the project
would be necessary and our department submitted a decision package seeking that
funding as part of the fiscal year 2007 budget process. On February 20, 2006 the City
Council tabled the recommendation from the selection committee pending final approval
of additional funding for the project. On March 2, the City Council approved the
additional budget request. On March 6, the City Council approved negotiating a
contract with One Ummah to perform the services.
Discussion
Attached is a proposed contract that has been negotiated with One Ummah and
reviewed by City Attorney Barry Lindahl.
The attached contract specifies the consultants who will be involved in this project.
While we have allowed the option for additional part-time consultants to assist with
training if necessary, we have made the use of such consultants contingent on City
approval.
I have had further discussions with Mr. Adbul-Wahid about including community
members both as part of the focus groups consulted during the assessment, and as part
of the train the trainer group. He is agreeable to their participation in both, and this is
reflected in the contract. Because the train-the-trainer portion of the project begins
concurrent with the assessment, it is imperative that we identify those community
members who will participate within the next month in order to avoid any further delay in
beginning the project. The contract does not, of course, provide for payment to
community members for assisting in this regard, but would allow the option of
contracting with them as trained trainers in the future.
Mr. Adbul-Wahid advises that the instrument really is a measure of an organization's
response to difference in general, whether that be difference based on race or
difference based on sexual orientation or disability or poverty. He assured me that he
fully intends to address issues beyond race and ethnicity in this process, and we have
specifically included these broader issues in the contract, both as part of the
assessment focus groups and in the training. He stated that the role of the instrument is
not to provide the answers but to identify areas where skills training needs to focus in
order to help people and organizations progress in their understanding and response to
diversity issues.
The assessment appears to be widely used by workplace diversity consultants with a
broad understanding of diversity reaching beyond race and ethnicity. A couple of those
consultants, Workforce Development Group and MDB Group, Inc., have an impressive
list of corporate clients. The instrument's underlying theory also is used as an
educational piece in a variety of curricular programs from agriculture to engineering as
part of the effort to ensure that tomorrow's workforce is culturally competent. The
instrument was even discussed and recommended for educators in last month's
newsletter for the European Council of International Schools, and is referenced in the
University of Illinois Champaign-Urbana Clearinghouse on Early Education and
Parenting. Its broad use appears to be precisely because it is a scientifically reliable
and valid measure that works across various differences.
I reviewed the reference check information from others who have used One Ummah
Consulting for a full package of assessment and training. The Adventures Plus
program, which is a school district program with heavy public contact, has used One
Ummah to address concerns very similar to ours as the district had been facing rapid
demographic changes in a relatively homogeneous community. They contracted with
One Ummah for assessment, training, and capacity building, and have been very
pleased with the results. Similarly, Hennepin County has been very happy with the
work of One Ummah. They work with people across various races, ethnidties, income
levels, and sexual orientations, and feel that the work of One Ummah raised their level
of competence in working across all of these differences.
I did discuss with Mr. Adbul-Wahid the possibility of including in the contract a provision
that allows us to terminate the contract upon completing the assessment. He was
extremely concemed with such a provision in large part because our RFP really was an
RFP for training, with assessment as only a portion of the bigger project of training all
city staff and training trainers. He states that One Ummah does sometimes contract for
assessment only, but had he understood that to be the scope of our project, a different
proposal and different contract would be at issue. He views the assessment piece as a
way to provide background information on how best to approach the training and to help
develop a strategic plan for the future. In addition, the train-the-trainer piece of our
program in particular is intertwined with the assessment, will begin concurrently, and
cannot be easily separated.
Recommendation
I recommend that the attached contract be approved as soon as possible so that we
can begin work on the project.
cc: Barry Lindahl
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
ONE UMMAH CONSULTING
THIS AGREEMENT, dated for reference purposes this day of ,
2006, is by and between the City of Dubuque, Iowa, a municipal corporation (City) and
One Ummah Consulting, Fridley, Minnesota (Consultant).
WHEREAS, City is in need of professional/technical services and Consultant
represents it is duly qualified and willing to perform the services set forth in this
contract.
NOW THEREFORE, it is agreed by and between the parties hereto as follows:
I. SCOPE OF SERVICES
Consultant agrees to perform the following services for City and to perform such services
in a timely and satisfactory manner.
Assessment:
A. Assessment will occur between April 1 and August 1, 2006.
B. Presentation of assessment project to Management Team regarding services
Consultant is providing to City.
C. Administration of the Intercultural Development Inventory (IDI) and
Multicultural Organizational Development (MCOD). Group and individual
profiles will be provided for up to 50 leadership/management/trainers, and
group profiles provided for up to 175 randomly selected City employees
across all departments; performed by Aminah Amatullah, Nehrwr Abdul-
Wahid, Phyllis Braxton, Steve Theobold, and/or julius erolin. Consultant
agrees to allow City to interview and accept or reject the participation of all
proposed trainers who are not full time consultants with One Ummah
Consulting.
D. Conduct up to 3 focus groups with employees of color; performed by Aminah
Amatullah, Nehrwr Abdul-Wahid, Phyllis Braxton, Steve Theobold, and/or
julius erolin.
E. Conduct up to 3 focus groups with white employees; performed by Aminah
Amatullah, Nehrwr Abdul-Wahid, Phyllis Braxton, Steve Theobold, and/or
julius erolin.
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F. Conduct resident focus groups with residents of color, residents with
disabilities, and gay, lesbian, bisexual, and transgender residents; performed
by Aminah Amatullah, Nehrwr Abdul-Wahid, Phyllis Braxton, Steve Theobold,
and/or julius erolin.
G. Present individual 101 profile to managemenUleadership/trainers; performed
by Aminah Amatullah, Nehrwr Abdul-Wahid, Phyllis Braxton, Steve Theobold,
and/or julius erolin.
H. Assess data "roll-out" to employees; performed by Aminah Amatullah, Nehrwr
Abdul-Wahid, Phyllis Braxton, Steve Theobold, and/or julius erolin.
I. Provide detailed report on city climate, strengths, areas and
recommendations for improvement; performed by Aminah Amatullah, Nehrwr
Abdul-Wahid, Phyllis Braxton, Steve Theobold, and/or julius erolin.
Traininq and Development:
A. Training of trainers will begin concurrent with the assessment phase of the
project. Training to be performed by Aminah Amatullah, Nehrwr Abdul-Wahid,
Phyllis Braxton, Steve Theobold, and/or julius erolin. Additional part-time
consultants may assist with the approval of City.
B. Training of approximately 500 full time and 125 part time city staff members
will begin after completion of the assessment. Training will be informed by
the data collected during the assessment phase of the project, emphasizing
skills that are stage appropriate based on the developmental model of
intercultural sensitivity. Training to be performed by Aminah Amatullah,
Nehrwr Abdul-Wahid, Phyllis Braxton, Steve Theobold, and/or julius erolin.
Additional part-time consultants may assist with the approval of City.
Capacity Buildinq:
A. Capacity building will begin concurrent with assessment and will continue
through the course of the project. During the assessment phase of the
Project, employees of City and/or members of the Dubuque community will
be identified through consultation with Consultant and City's Human Rights
Director. This group will participate in learning activities to enhance their
training skills to be utilized by City when appropriate.
B. Identified trainers will receive three to five days of training to build
competency in understanding and teaching basic diversity concepts,
facilitation, training design, creating a "safe" training space, identifying "hot
button" issues, and dealing with resistant participants.
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C. The detailed report issued at the conclusion of the assessment will provide
the roadmap for continued capacity building within the organization. Trainers
will receive instruction on assessment tools to aid in the ongoing
development work for the organization and to measure growth and
development.
II. TIME OF COMPLETION
Consultant shall complete all phases of the Project by June 30, 2008.
III. GENERAL TERMS
A. Consultant shall not commit any of the following employment practices and
agrees to prohibit the following practices in any subcontracts.
1. To discharge or refuse to hire any individual because of race, color, religion,
sex, national origin, disability, age, marital status, gender identity, or sexual
orientation.
2. To discriminate against any individual in terms, conditions, or privileges of
employment because of race, color, religion, sex, national origin, disability,
age, marital status, gender identity, or sexual orientation.
B. City may terminate this Agreement for any reason, with or without cause, upon
seven (7) calendar days' written notice mailed to Consultant by certified mail. If
City terminates this Agreement prior to completion of the Scope of Services,
Consultant shall be paid for all work and services performed up to the time of
termination. However, such sums shall not be greater than the maximum
provided in Section IV.
C. This Agreement shall be binding upon the successors and assigns of the
parties. This Agreement may not be assigned without the written consent of
both parties.
D. It is understood and agreed that the retention of Consultant by City for the
purpose of this Agreement shall be as an independent contractor and shall be
exclusive, but Consultant shall have the right at its own expense to employ
such assistants as may be required for the performance of the Agreement.
E. It is agreed by City that, to the extent permitted by law, all records and files
pertaining to information needed by Consultant for the project shall be made
available to Consultant by City upon reasonable request by Consultant. City
agrees to furnish all reasonable assistance in the use of such records and files.
F. Consultant shall comply in the performance of this Agreement with all
applicable state, federal, and local laws or ordinances.
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G. At the request of City, Consultant shall attend meetings of the City Council
relative to the work set forth in this Agreement. Any requests made by City
shall be given with reasonable notice to Consultant to allow for Consultant's
attendance.
H. Consultant agrees to furnish, upon termination of this Agreement and upon
demand by City, copies of all basic notes and sketches, charts, computations,
and any other data prepared or obtained by Consultant pursuant to this
Agreement without cost, and without restrictions or limitation as to the use
relative to specific projects covered under this Agreement. In such event,
Consultant shall not be liable for City's use of such documents on other
projects.
I. City agrees to tender to Consultant all fees in a timely manner, excepting,
however, that failure of Consultant to satisfactorily perform in accordance with
this Agreement shall constitute grounds for City to withhold payment of an
amount determined by City to be sufficient to properly complete the Project in
accordance with this Agreement.
J. If any part of this Agreement is found invalid, it is agreed that the remaining
parts shall be deemed severable and shall continue in full force and effect.
K. Fees paid for securing approval of authorities having jurisdiction over the
Project shall be paid by City.
L. Consultant acknowledges that Iowa Code ~ 362.5 prohibits a City officer or
employee from having an interest in a contract with City, and certifies that no
employee or officer of City, which includes members of the City Council and
City boards and commissions, has or will have a prohibited interest, either
direct or indirect, in this Agreement.
M. Consultant agrees at all times material to this Agreement to have and maintain
insurance as set forth in the attached Insurance Schedule C.
N. To the fullest extent permitted by law, Consultant shall indemnify and hold
harmless City, its officers, agents and employees, from and against all
claims, damages, losses and expenses, including but not limited to attorneys'
fees, arising out of or resulting from performance of the Agreement to the
extent caused in whole or in part by negligent acts or omissions of
Consultant, Consultant's subcontractor, or anyone directly or indirectly
employed by Consultant, Consultant's subcontractor or anyone for whose
acts Consultant or Consultant's subcontractor may be liable, regardless of
whether or not such claim, damage, loss or expense is caused in part by a
party indemnified hereunder.
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IV. CONFIDENTIAL INFORMATION
Consultant agrees that all business, technical, creative and financial information
Consultant learns or obtains during the period over which it is providing services
that relate to City or that are received by or for City in confidence, constitute
"Confidential Information" Consultant will hold in confidence and, except in
performing the services for City, not disclose or allow to be disclosed. Consultant
also recognizes and agrees that Consultant personnel have no expectation of
privacy with respect to City's telecommunications, networking or information
processing systems and that their activity and any files or messages on or using
any of those systems may be monitored at any time without notice at City's
premises. Consultant agrees to keep the confidential information confidential and
will not at any time during the term of this agreement or any time thereafter divulge
confidential information in any manner to any person other than Consultants
employees or agents with a legitimate need to know in order to perform services
for City.
Confidential information does not include any information that: i) is or becomes
within the public domain through no act of Consultant, ii) was in the possession of
Consultant prior to its disclosure under this agreement as shown by written
records, iii) is independently developed by Consultant without reference to any
confidential information, iv) is received from a source other than City or its
affiliates, employees, agents, subcontractors or consultants without any restriction
on its use or disclosure, as shown by written record, or v) is required by law to be
disclosed in the written opinion of Consultant's legal counsel.
V. COMPENSATION FOR SERVICES
Consideration for all services performed and goods or materials supplied by
Consultant pursuant to this Agreement shall be paid by City as follows:
A. Compensation not to exceed twenty-five thousand four hundred dollars
($25,400) for the Assessment, not to exceed twenty-eight thousand eight
hundred dollars ($28,800) for the training and development portion, and not
to exceed ten thousand dollars ($10,000) for the capacity building portion.
B. Reimbursement for travel and subsistence expenses actually and necessarily
incurred by Consultant in the performance of this Agreement in an amount
not to exceed fifteen thousand dollars ($15,000) provided that Consultant
shall be reimbursed for travel and subsistence expenses in the same manner
and in no greater amount than provided in the current City of Dubuque
Administrative Policy attached hereto.
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C. The total obligation of City for all compensation and reimbursement to
Consultant shall not exceed seventy-nine thousand and two hundred dollars
($79,200).
CITY OF DUBUQUE, IOWA
ONE UMMAH CONSULTING
By:
Roy D. Buol, Mayor
By:
Title:
ATTEST:
Jeanne F. Schneider, City Clerk
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CITY OF DUBUQUE
ADMINISTRATIVE POLICY
POLICY NUMBER:
3.20
TRAVEL REGULATIONS FOR OUT OF CITY TRAVEL
CITY MANAGER
SUBJECT:
APPROVED BY:
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 Oraanization Meetinas and Trainina 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.
Policy Number: 3.20
Travel Regulations for Out of City Travel
Page 2 of7
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 (Le.,
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. Trainina and Education. City employees may attend short training courses,
workshops and seminars to improve their professional, supervisory or technical
skills and knowledge (Le., 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.
Policy Number: 3.20
Travel Regulations for Out of City Travel
Page 3 of7
METHODS OF PAYMENT
1. Check Advance. A City employee may receive a travel expense check advance
from the Finance Department after receivino travel authority by submitting a
direct payment voucher with orioinal 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.
Policy Number: 3.20
Travel Regulations for Out of City Travel
Page 4 of 7
3. Use of Privatelv-Owned Vehicle. An employee may request authority to use a
personal vehicle. The reimbursable expense allowance will be at the mileage 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 air fare 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
Policy Number: 3.20
Travel Regulations for Out of City Travel
Page 5 of7
requested must be itemized on the Travel Request and Reimbursement Request Form
and supported by appropriate receipts or other documentation as required below:
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
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 21st 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
Policy Number: 3.20
Travel Regulations for Out of City Travel
Page 6 of7
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/Parkino Expense. Itemize expenses as incurred on the
expense reimbursement form.
(a) Taxi. Taxi expense is authorized on approved travel except when the
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. Reoistration 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
Policy Number: 3.20
Travel Regulations for Out of City Travel
Page 7 of 7
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.
REIMBURSEMENT APPROVAL
Approval requirements for reimbursement of travel expenses are as follows:
1. Department ManaQer 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.
flrkib~L
City Manager
Il;aml :5plnos~ - ~ZUA t-'er Ulem ana Mileage ",ales.oue
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CITY OF DUBUQUE
ADMINISTRATIVE POLICY
POLICY NUMBER:
3.20A
SUBJECT:
Travel Regulations for Out of City Travel Per Diem and
Mileage Rates
APPROVED BY:
CITY MANAGER
EFFECTIVE DATE:
June 1, 1994
JANUARY 1, 2006 (Revised)
PURPOSE
The purpose of this Administrative Policy (AP) Addendum is to set forth the City's
reimbursement rates for per diem and mileage.
Mileage reimbursement for use of personal vehicle for City authorized travel:
$0.445 per mile
Per diem rate for City authorized travel (no change since January 1, 2006):
$39.00 per day standard rate
$44.00, $49.00, $54.00, $59.00 or $64.00 per day based on the attached listing of
per diem meals and incidental expenses (column marked M&IE Rate). If the area
where you are traveling is not listed, use the standard rate of $39.00 per day.
Michael C. Van Milligen
City Manager
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 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 coveragellimits or greater if
required by law or other legal agreement:
a) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit
Products-Completed Operations Aggregate Limit
Personal and Advertising Injury Limit
Each Occurrence Limit
Fire Damage limit (anyone occurrence)
Medical Payments
$2,000,000
$1,000,000
$1,000,000
$1,000,000
$ 50,000
$ 5,000
INSURANCE SCHEDULE C (Continued)
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
8
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 Business
owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 'Designated Location (s)
General Aggregate Limit' shall be included.
Governmental Immunity endorsement identical or equivalent to form attached.
Additional Insured Requirement:
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 shall be named as an additional insured on General Liability
including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04.
b) Automobile $1,000,000 combined sinqle limit.
c) WORKERS COMPENSATION & EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
Each Accident
Each Employee Disease
Policy Limit Disease
$ 100,000
$ 100,000
$ 500,000
$1,000,000
d) PROFESSIONAL LIABILITY
e) UMBRELLA/EXCESS LIABILITY'
'Coverage and/or limit of liability to be determined on a case-by-case basis by Finance
Director.
Completion Checklist
o Certificate of Liability Insurance (2 pages)
o Designated Location(s) General Aggregate Limit CG 25 04 03 97
o Additional Insured CG 20 100704
o Governmental Immunities Endorsement
9
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 Coveraqe. 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 Coveraqe. 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 Chanqe in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
SPECIMEN
10
.
Attach pdf files from Insurance Schedule C:
o Certificate of Liability Insurance (2 pages)
o Designated Location(s) General Aggregate Limit CG 25 04 03 97
o Additional Insured CG 20 10 07 04
o Governmental Immunities Endorsement
11