Purch of Services GDDC Greater Dbq Devel. C.
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MEMORANDUM
June 15, 2006
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 2007 budget process, the Mayor and City Council provided
$167,828 for the Purchase of Service Agreement with the Greater Dubuque
Development Corporation including $92,828 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.
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Mict1ael C. Van Milligen
MCVM/ksf
Attachment
cc:
Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Dawn Lang, Budget Director
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MEMORANDUM
June 15, 2006
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 2007.
The adopted Fiscal Year 2007 operating budget provides $167,828 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
DLLlksf
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
GREATER DUBUQUE DEVELOPMENT CORPORATION
THIS AGREEMENT, dated for reference purposes the 1st day of July, 2006, 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 Aareement. This Agreement shall be for a term commencing on July 1,
2006, and ending June 30, 2007.
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 Chanaes. 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 2007 an amount not to
exceed $167,828.00 as compensation for the services provided by Corporation,
1
which payment shall constitute complete compensation for all services to be
rendered. Such amount shall be paid in four equal installments of $31,957 payable
September 29,2006, December 29, 2006, 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. ReportinQ and MonitorinQ. A status report shall be made to the City Council during
January and June 2007. 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, sexual orientation, 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, sexual orientation, 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, sexual orientation, or national origin.
9. Interest of Member. Officers or EmDlovees of the Citv of Dubuque. Members of the
Dubuque Citv Council. or Other Public Officials. No member, officer or employee of
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City, or their 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 such person's 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. Assiqnabilitv. 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:
. .~
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a~F.. Schneider, City Clerk
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Date
CITY OF DUBUQUE, IOWA
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Date
GREATER DUBUQUE DEVELOPMENT
CORPORATION
3
APPENDIX "A"
SCOPE OF ACTIVITIES
1. GENERAL ECONOMIC DEVELOPMENT SERVICES
Corporation Responsibilities
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.
Citv 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,
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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 1st day of July, 2006, 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.
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Total payment from City to GDDC under this Agreement shall not exceed
$40,000 for the period beginning July 1, 2006 and ending June 30, 2007.
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
/1/1 I l. / i
By: ,. ~L W'y /
Michael C. Van Milligen,
7 JJYIc~
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anager
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'",-, Rick D-ickinson, Director
Date:
Date: 7-20-06
7
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.
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Policy Number: 3.20
Travel Resrulations for out of City Travel
Department and division managers and professional staff may be authorized
to attend state and regional meetings of their respective professional
organizations. 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 Citv 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.
Policy Number: 3.20
Travel RelZUlations for out of City 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 from the Finance Department after receivinq travel authoritv by
submitting a direct payment voucher with oriqinal and one copv 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. Citv 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 pay
or 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.
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Policy Number: 3.20
Travel Relrulations for out of City Travel
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 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
11
Policy Number: 3.20
Travel Regulations for out of City Travel
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:
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 Rel!Ulations 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 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
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.
13
Policy Number: 3.20
Travel Relrulations for out of City Travel
4. TaxiIVehicle Rental/Parkinq 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. 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.
~
Policy Number: 3.20
Travel Re2Ulations for out of City Travel
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.
Michael C. Van Milligen
City Manager
15
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 coverage/limits 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
10f2
June 2005
INSURANCE SCHEDULE C (Continued)
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
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 20100704.
b) Automobile $1,000,000 combined sinale 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 10 07 04
o Governmental Immunities Endorsement
20f2
June 2005
" .
. .
POLICY NUMBER;
COMMERCIAL GENERAL LIABILITY
CG 20 10 07 D4
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 GENERAlllABIUTY COVERAGE PART
SCHEDULE
The City of Dubuque, including all its
elected and appointed officials, all its
employees and volunteers, all its boards,
commiss ions and/or authoriti es and thei r
board members, employees and volunteers.
location s Of Covered 0 rations
Information re uired to com lete this Schedule. if not shown above will be shown in the Oeclarations.
A. Section II - Who Is An Insured is amended to
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only
w~h respect to liability 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 01 those acting on your
behalf;
in the performance of your ongoing operations for
the additional insured(S) at the location(s) desig-
nated above.
SPECIMEN
CG 20 10 07 04
B. With respect to the insurance afforded to these
addilional insureds, the following additional exclu-
sions apply;
This insurance does nol apply to "bodily injury" or
"property damage" occurring after:
1. All work, including malerials. parts or equip-
ment furnished in connection with such work,
on the projeot (other than service, maintenance
or repairs) to be performed by or on behalf of
the additional insured(s) at the location of 1he
covered operations has been completed; or
2. Thai portion of "your work" oul of which the
injury or damage arises has been put to iIs in-
tended use by any person or organization other
than another contrac1or or subcontractor eo-
gaged in perfonming operations for a principal
as a part of the same project.
@ iSO Prooerties. Ine.. 2004
o
Page 1 of 1
CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmentallmmunitv. 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 Immunitv. 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 Policv. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
SPECIMEN
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June 2005