Contracted Services Agreement - Dubuque Main Street Copyright 2014
City of Dubuque Consent Items # 21.
ITEM TITLE: Contracted Services Agreement- Dubuque Main Street
SUMMARY: City Manager recommending approval of the Contracted
Services Agreement with Dubuque Main Street for Fiscal
Year 2017.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Dubuque Main Street Agreement Supporting Documentation
THE CITY OF Dubuque
DBgkEmerica CiryUr
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Contracted Services Agreement -- Dubuque Main Street
DATE: June 13, 2016
During the Fiscal Year 2016 budget process, the Mayor and City Council provided
$66,848 for a Contracted Services Agreement with Dubuque Main Street. This is a
reduction of $7,428 from the Fiscal Year 2015 funded amount. Most contracted service
agencies received a 10% reduction in their service contract in Fiscal Year 2016 and this
continues in Fiscal Year 2017.
Budget Director Jennifer Larson is recommending execution of the attached Contracted
Services Agreement with Dubuque Main Street to provide funding for the agency to
continue to implement a downtown revitalization program and to help fund a part time
development position to help manage the economic development and design
assistance function of the Historic Millwork District.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mich el C. Van Milligen
MCVM/jml
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Maurice Jones, Economic Development Director
Jenny Larson, Budget Director
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Budget Director
SUBJECT: Contracted Services Agreement with Dubuque Main Street
DATE: June 13, 2016
Attached for City Council approval is the Contracted Services Agreement with Dubuque
Main Street for the City's financial support for Fiscal Year 2017.
The adopted Fiscal Year 2017 operating budget provides for the payment of $44,348 to
Dubuque Main Street. City funding enables the agency to continue to coordinate a
downtown revitalization program aimed at the creation and retention of jobs, prevention
and elimination of slum and blight, enhancement of the local tax base, and capturing of
private investment.
The adopted Fiscal Year 2017 operating budget also provides for the payment of
$22,500 to Dubuque Main Street. This payment helps to fund a part time development
position to help manage the economic development and design assistance function of
the Historic Millwork District.
This is a reduction of $7,428 from the Fiscal Year 2015 funded amount. Most contracted
service agencies received a 10% reduction in their service contract in Fiscal Year 2016
and this continues in Fiscal Year 2017.
It is my recommendation that the City Council approves the attached Contracted
Services Agreement with Dubuque Main Street and authorizes the Mayor to execute the
contract on behalf of the City.
Attachment
JML
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AGREEMENT
BETWEEN
CITY OF DUBUQUE, IOWA
AND
DUBUQUE MAIN STREET
THIS AGREEMENT, dated for reference purposes the 1st day of July, 2016, is made and
entered into by and between the City of Dubuque, (City) and Dubuque Main Street, a nonprofit
corporation (Agency).
WHEREAS, the City desires to engage the services of Agency to provide and implement a
downtown revitalization program and to provide a part time development position; and
WHEREAS, Agency has indicated its willingness to provide such services to the City;
NOW THEREFORE, the parties hereto agree as follows:
1. Scope of Services
Agency shall:
a) coordinate a downtown revitalization program aimed at the creation and retention of jobs,
prevention and elimination of slum and blight, enhancement of the local tax base and the
capturing of private investment;
b) develop and conduct ongoing public awareness and education programs designed to
enhance appreciation of the district's architecture and other assets;
c) work with appropriate public agencies at the local, state and federal levels to obtain
necessary funding for downtown revitalization projects. These may include but not be
limited to design assistance, promotional publications, building rehabilitation, parking and
public improvements;
d) utilize the National Trust's Main Street project format, develop and maintain data systems
to track the process and progress of the project. These include, but are not limited to,
economic data monitoring, individual building files, thorough photographic documentation
of all physical changes and information on job creation and business retention;
e) provide a part time development position to help manage the economic development and
design assistance function of the Historic Millwork District;
f) The City of Dubuque, Grand Opera House and Dubuque Main Street have collaborated on
the installation and management of a sign on 8th Street. As agreed, the sign will be a
public sign with an electronic reader board for advertising public events, and will include
permanent signage for the Grand Opera House. The message control center for the
reader board shall be located in the offices of the Grand, and the design may also include
a remote center at City Hall. Control and responsibility of the message center will be jointly
coordinated between the Grand, the City of Dubuque and Dubuque Main Street. On-going
maintenance will be the joint responsibility of the Grand and the City of Dubuque. The
Grand will be responsible only for those elements of the sign that identify the Grand on the
structure. Insurance coverage for the sign will be included in the City of Dubuque's existing
policy; and
g) Comply with City Council goals and priorities set forth in Exhibit A.
2. City Responsibilities
City designates the Economic Development Director to act as its representative with respect to
the work to be performed under this Agreement, and such person shall have authority to
transmit instructions, receive information, interpret and define City's policies and provide
decisions in a timely manner pertinent to the work covered by this Agreement until Agency has
been advised in writing by City that such authority has been revoked.
3. Time of Performance
The term of this agreement shall be from July 1, 2016 through June 30, 2017.
4. Compensation
City shall pay to Agency a total of $66,848 as compensation for the services provided by
Agency, which payment shall constitute full and complete compensation for such services.
The compensation shall be paid by City to Agency in four equal installments of $16,712,
payable September 30, 2016, December 31, 2016, March 31, 2017, and June 28, 2017 upon
receipt by City of a requisition for such sum from Agency.
5. Audit and Evaluation
Inasmuch as the funds to be provided to Agency by City are public funds, the Agency agrees
that it will maintain books of account in accordance with Generally Accepted Accounting
Standards together with necessary documentation to support all expenditures. The records of
Agency, including payroll accounts and other records of disbursements and receipts, and other
records relating to the performance of the activities herein specified, shall be made available
for inspection by City or any Certified Public Accountant acting on its behalf, in order to
ascertain performance of Agency under this Agreement. Agency agrees to retain such records
for not less than three (3) years.
6. Reporting and Monitoring
a) Agency shall render to the Economic Development Director a monthly written report
detailing its activities related to the use of City funds provided to Agency. Such report
shall include a performance report on the program(s) supported by City funds and a
financial report on the use of City funds, which shall be rendered no later than the fourth
Thursday of the succeeding month. A written annual report shall be submitted to the
City Council within sixty (60) days of year end. The annual report shall include a
performance report on the program(s) supported by City funds and a financial report on
the use of City funds.
If Agency has an annual audit performed, Agency shall provide City a copy of the annual
audit report.
b) To aid in coordinating and directing the execution of this Agreement, when deemed
necessary, a monthly meeting will be held with Agency staff and the Community and
Economic Development Department, and other parties deemed appropriate by City and
Agency. Such meetings will be held to insure proper communication and avoid duplication
of efforts between City and Agency.
7. Discrimination
In carrying the services under this Agreement, Agency shall not discriminate against any
employee or applicant for employment because of race, color, religion, sex, age, national
origin, sexual orientation, gender identity, or disability. Agency 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, national origin, sexual
orientation, gender identity, or disability. Such action shall include, but not be limited to, the
following: employment, upgrading, demotion or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and selection
for training, including apprenticeship.
Agency agrees and will undertake whatever affirmative measures are necessary so that no
person shall be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activities funded in whole or in part with any of the funds
made available to Agency under the terms of this Agreement because of race, creed, color,
religion, national origin, sex, age, degree of handicap, sexual orientation, gender identity, or
disability.
8. Termination of Agreement
If, through any cause, Agency shall fail to fulfill in a timely and proper manner its obligations
under this Agreement, or if the Agency 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 not less
than thirty days before the effective date of such termination. If Agency shall fail to cure its
default to the satisfaction of City in City's sole discretion within such thirty day period, this
Agreement shall be deemed terminated at the end of such thirty day period without further
action of either party.
Upon termination of this Agreement, Agency shall return to City all unexpended funds and/or
any funds utilized for purposes other than stated in the Agreement. •
9. Assignability
Agency shall not assign any interest in this Agreement without the prior written approval of
City.
10. Insurance
At the time of execution of this Agreement by Agency, Agency shall provide City copies of
Agency's insurance certificates showing compliance with the insurance requirements of
Insurance Schedule D, included as Attachment B.
CITY OF DUBUQUE, IOWA DUBUQUE MAIN STREET
_ �
Roy D. Buol ayor Dan LoBianco, Executive Director
Witness:
Kevin F rnstahl, City Cle
rreviuus runcy tvumner Volley Number
S 2114807 S 2114807
COMMERCIAL LIABILITY COVERAGE DECLARATION
Policy Effective Date: APRIL 1, 2016 Coverage Effective Date: APRIL 1, 2016
Business of Named Insured:
CIVIC ORGANIZATION
Insurance is provided only for those coverages for which a specific limit is shown in the following coverage schedule.
Coverage Limits
COMMERCIAL GENERAL LIABILITY
General Aggregate Limit (Other Than Products-Completed Operations) $2,000,000
Products-Completed Operations -- Aggregate Limit $2,000,000
Personal and Advertising -- Injury Limit $1,000,000
Each Occurrence Limit $1,000,000
Damage To Premises Rented To You Limit -- Any One Premises $100,000
Medical Expense Limit -- Any One Person $5,000
Commercial Liability Premium ( s)
Rates Advanced Premium
Classification Class Premium Premises- Products- Premises- Products-
Code Basis Operations Completed Operations Completed
Operation Operations
TERRORISM sii.00
GL ELITE PAC 24701 FLAT CHARGE $250.00 ----
0
N LOCATION #001 BUILDING #001
MARKETS OPEN AIR OTHER THAN 15123 15,500(5) 3.509 INCL. $54.00 INCL.
NOT FOR
EL (T-502)
CLUBS—CIVIC,SERV OR 41668 1,200(A) 104.978 INCL. $126.00 INCL.
SOCIAL—NFP ONLY
(T-502)
SOCIAL GATHERINGS MEETINGS 48558 7(T39) 13.540 INCL. $95.00 INCL.
NOT FOR
(T-502)
zz
LOCATION 11002 BUILDING #001
WAREHOUSES PRIVATE OTHER THAN 68706 500(A) 28.460 INCL. $14.00 INCL.
NOT FOR
(T-502)
LOCATION #003 BUILDING *001
WAREHOUSES PRIVATE OTHER THAN 68706 500(A) 28.460 INCL. $14.00 INCL.
NOT FOR
(T-502)
Mtn€mum Premt n 2 00 $` 00 Total Prem um 54 00 _ $ 00
Premium and Rate Legend
Location of all premises you own,rent, or control: (T39)Social Event -rate per location
(A) Area -rate per 1000 square feet
Refer to "Schedule of Locations" (S) Gross Sales -rate per$1,000 of sales
This Schedule lists all your premises,operations and other exposures,as they exist as of the coverage effective date.
Forms and Endorsements: T� vice Pr
Refer to "Commercial Policy Forms
and Endorsement Schedule" SE. DO
Eiteabit premium n ay he
aubtect to ad jus lent)
CG 7035 (06/90) INSURED'S COPY
HUUI 1 IVIVHL IPI UI'CCU - UC:JIVIVA 1 CU
PERSON OR ORGANIZATION
POLICY NUMBER: S 2114807 COMMERCIAL GENERAL LIABILITY
CG 20 26 07 04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s) Or Organization(s)
CITY OF DUBUQUE
C/0 CINDY STEINHAUSER
50 W 13TH STREET
DUBUQUE, IA 52001
UPPER MAIN COMMERCIAL LLP
PO BOX 1862
DUBUQUE, IA 52004-1862
IMMSI
Mani
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
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
with respect to liability for "bodily injury", "property
damage" or "personal and advertising injury"
caused, in whole or in part, by your acts or omis-
sions or the acts or omissions of those acting on
your behalf:
A. In the performance of your ongoing operations;
or
B. In connection with your premises owned by or
rented to you.
Copyright, ISO Properties, Inc., 2004 CG 20 26 07 04
INSURED'S COPY
=i5 B E CITY COUNCIL '
Masterpiece on the Mississippi GOALS & P R I O R I T I E S
Each year, the Dubuque City Council completes its annual goal-setting sessions. Over the course of two
days in August 2015 and another session in October, City Council members reaffirmed the 15-year vision
statement, mission statement, and goals. They also identified priorities for a 2015-2017 policy agenda.
2030 VISION STATEMENT CITY MISSION STATEMENT
The city of Dubuque is a progressive,sustainable city with a strong diversified economy The Citys Mission is to deliver excellent municipal services
and expanding global connections.The Dubuque community is an inclusive community that support urban living and a sustainable city plan for the
celebrating culture and heritage and has actively preserved our Masterpiece on the communitys futire and facilitate access to critical human
Mississippi.Dubuque citizens experience heathy living and retirement through quality, services which result in financially sound government and
livable neighborhoods with an abundance of fun things to do;and are engaged in the citizens getting services and value for their tax dollar.
community,achieving goals through partnerships.Dubuque City government is financially
sound and is providing services with citizens getting value for their tax dollar.
FIVE-YEAR COMMUNITY GOALS FIVE-YEAR CITY GOALS FIVE-YEAR ORGANIZATIONAL GOAL
FOR ' SUSTAINABLE DUBUQUE
Organization'
• Economic Prosperity Partnenng for a Better I
• Social/Cultural Vibrancy Improved Connectivity—
• Environmental Integrity Transportation and Telecommunications
2015-2017 POLICY AGENDA
TOP PRIORITIES (in alphabetical order) HIGH PRIORITIES (in alphabetical order)
• East-West Corridor Study Implementation • Central Iowa Water Association
Goal.Improved ConnectivityKeylssues:Property Goat.PknnedandManagedGroRMKeyissues.Annexation,funding,
aquisltion,environmental assessment funding for water infrastucture
design and construction of roundabouts • City Economic Development
• Environmental Stewardship Commission Goat.EconomxProspenlyKeylssues.Review staffing levels and
(Community Resiliency Commission) partners,funding,goals and performance expectations
Goat.EnvironmentaYEcobgicallydegnlyKeylssues. • Citywide Flower Planting Program
Purpose and role of commission,determine process for Goal.Pannenng for a BetterDubuque Key Issues.Policy on use of
community engagement,size and diverse volunteers,policy of locabon(s)for existing or new plantings and type
representation of community, staff support and funding of plant(annual vs. perennial),funding and hiring freeze, on-going
• Historic Millwork District Parking(470 spaces) operation and maintenance costs
Goat.ImprovedCamec§t*Key1ss s.Land acquisition, • Comprehensive Plan
funding Goat.Pbnned and ManagedGroRMKeyissues.Funding,community
• Inclusive Dubuque Action Plan assessment and input process
Goal.SonaPCutturel VibrancyKeylssues:Community • Debt Reduction Policy
engagement process on development of action plan for Goat.Finanaady Respombk City Government andHghPenormanre
priority areas,City role as a partner in implementation of OrganizadonKeyissues.EALcation for general public and for city staff,
action plan continued implementation of strategic debt reduction
• Street Maintenance Program • Methane Gas Plan
Goat.Improved Connech*Keyissues.Evaluate existing Goal.EmhD=entaYEcoloocallntegntyKeylssues.Identify
service level targets,Funding to restore or expand service oppo tmities for methane gas reuse in city operations including
level targets Bio CNG, development agreement for methane gas reuse
• Survel lance Cam era Funding
Goat.SoaaYOukdal VwrancyKeylssues.Evaluate types of cameras
for fuWre purchase,funding and location of additional cameras,use and
storage of data and information
2015-2017 MANAGEMENT AGENDA Financially Responsible City Government and
• GDDC Sustainable Innovation High Performance Organization
• Industrial Park Development Police Officers Recruitment and Reterdion
• National lrcidefiVeN Report Succession Planning Process:Development best practices assessment
• Skate Park Nonemergency mobile/portable units:Replacement
• Police Review Bed Prances Affordable Care Act Payroll software update and IRS data reporting
• Open Budgj Expenditures software
2015-2017 MANAGEMENT IN PROGRESS Economic 2015-2017 MAJOR PROJECTS
Prosperity Goal Environmental/Ecological Integrity Goal
• Riverbed Leases Green Aley Projects(73 alleys)
• City Leases AgeemeN with Board of Realtors Bee Branch Projai(Gafield to Comiskey)
• Air Service Expansion Advocacy Energy Efficient Street Lights
• Dubuque Initiatives:Strategic Plan
• Projent HOPE Program Evaluation Report Partnering for a Better Dubuque Goal
• South PortErwironmerrtal Assessment Comiskey Pak Improvements Community Engagement,Design
• Northwest Aenal Trail—Bergfeld Recreation Trail Connect on
Environmental/Ecological Integrity Goal Bunker Hill Goff course Irrigation Improvemerds(Phase 1 firsthalf)
• Recycling Pi lot Program:Carts Dishbulion NOD)
• Path ForwadwrQuality Plan Implementation Improved Connectivity. Transportation
• Community Ch mate Action and Resiliency Plan-50% Green House • Wacker and JFK Traffic Signalizalion Project
Gas Reduction by 2D3D:Update Wilbur Street Paid ning Wall
• FatslOilslGrease(FOG)Program Inspections and Progress Report Intermodal Transportation Facility Opening
• Lead and Healthy Homes:Grant North Cascade Road Phase
• Iowa Economic Development Authority Community Energy Management . Utility Edension Project to Airport
Program Final Report Airport Terminal:Open
• SoNhwed Mesal Portent Design,Land Acquisition,English Road Construction
Social/Cultural Vibrancy Goal Road to Arbor Terminal
• Campaign for Grade Level Reading Program Americorps Program, Summer Learning Program
• Voluntary Compliance Agreement Action Plan Repot(HUD Approval),Training for Departments
• Fair Housing Training Annual For more information,call 563 569 4120 or
• Housing Choice Voucher Program Grain Application visit wwwcitvofdubuaue orabouncilaoals
• Affirmative Fair Housing:VrdeolTreining Updates, Fair Housing Report and Action Plan
• Intercultural Competency Program within City Government Recruitment and Retention
• Leadership Enrichment After School Program TEAP):Grant
• Imereulturel Competency Program for Community:School District,Non Profit and Community Organizations,Businesses Train the Trainer
• Multicultural Family Center:Di rector Hiring
Planned and Managed Growth Goal SUSTAINAB LEDUBUQUE
• Flood Wall Evaluation Study
• Ali aid Energy Plan)Site Acquisihion viable livable equitable
• SomseoflnomeWoik Group Report
Partnering for a Better Dubuque Goal
• Sister City Program:Visit to the City,Strategic Plan
• GDDCBroadbancVFiber Optic Vendor Engagement
• Four Mounds FoundationHEARTProgrm RoperFINVI"ROWNMENTAUECOLOO7GICAL
• City Volunteers for Economic Opportunity Program Tool kit for INTEGRITY
Volunteer Matching Software "
volunteers)internships,volunteer positions in debarment,United Way
Purchase of Service Data Collection,Training for Purchase of ECONOMIC
Service Providers,Reporting mechanism
PROSPERIT VIBRANCY
Improved Connectivity:
Transportation and Telecommunications
• Smarter Transportation Program:Research,Report
aav 1/{5{16 www.sustainabledubuque.org
ATTACHMENT B
City of Dubuque Insurance Requirements for Special Event Permits
Insurance Schedule D
1. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the
coverage required in Exhibit I prior to effective date of permit. Each Certificate shall be prepared on the
most current ACORD form approved by the Iowa Department of Insurance or an equivalent. Each
certificate shall include a statement under Description of Operations as to why issued. Eg: Project
# or Lease of premises at or construction of
2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and all
carriers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of Dubuque.
4. 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.
5. All required endorsements to various policies shall be attached to Certificate of insurance.
6. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider
identifying and listing in writing all deviations and exclusions that differ from the ISO form.
7. Provider shall be required to carry the minimum coverage/limits,or greater if required by law or other
legal agreement, in Exhibit 1.
8. Whenever an ISO form is referenced the current edition of the form must be used.
City of Dubuque Insurance Requirements for Special Event Permits
Insurance Schedule D (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit(any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made,form. All deviations from the
standard ISO commercial general liability form CG 0001, or Business owners form BP 0002,shall be
clearly identified.
b) Include endorsement indicating that coverage is primary and non-contributory.
c) Include an endorsement that deletes any fellow employee exclusion.d)
Include additional insured endorsement for:
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. Use ISO form CG 2026.
B) AUTOMOBILE LIABILITY $1,000,000(Combined Single Limit)
C) LIQUOR LIABILITY $1,000,000 (only
if alcoholic beverages served)