Contracted Services Agreement - Every Child/Every Promise Copyright 2014
City of Dubuque Consent Items # 23.
ITEM TITLE: Contracted Services Agreement- Every Child I Every
Promise
SUMMARY: City Manager recommending approval of a Contracted
Services Agreement with Every Child I Every Promise for
Fiscal Year 2017.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Every ChildlEvery Promise 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 — Every Child I Every Promise
DATE: June 13, 2016
During the Fiscal Year 2017 budget process, the Mayor and City Council provided
$22,500 for the Contracted Services Agreement with Every Child I Every Promise.
Budget Director Jennifer Larson is recommending execution of the attached contract
with Every Child I Every Promise. This is a reduction of$2,500 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.
1 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
Jenny Larson, Budget Director
Alvin Nash, Housing and Community Development 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 — Every Child I Every Promise
DATE: June 13, 2016
Attached for City Council approval is the Contracted Services Agreement with Every
Child I Every Promise for Fiscal Year 2017.
The adopted Fiscal Year 2017 operating budget reflects a payment of$22,500 to Every
Child I Every Promise, for financial assistance to furnish professional and technical
assistance in connection with delivering the five Promises to youth. This is a reduction
of$2,500 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 Every Child I Every Promise, and authorizes the Mayor to
execute the contract on behalf of the City.
JML
Attachment
AGREEMENT
BETWEEN
CITY OF DUBUQUE, IOWA
AND
EVERY CHILD I EVERY PROMISE
THIS AGREEMENT, dated for reference purposes the 1st day of July, 2016, is
made and entered into by and between City of Dubuque, Iowa (City) and Every Child
Every Promise (ECEP) (Agency).
WHEREAS, City desires to engage the services of Agency to furnish professional
and technical assistance in connection with delivering the five Promises to our youth as
described in Attachment A (the Scope of the Work); and
WHEREAS, Agency is willing to provide such services to City upon the terms and
conditions set forth herein.
NOW THEREFORE, the parties hereto agree as follows:
1. Scope of Service
Agency agrees to carry out the activities described in "Attachment A - Scope of
Work", hereto attached. The Agency's budget is attached hereto as Attachment B.
Agency agrees to comply with City Council goals and priorities set forth in
Attachment C.
2. City Responsibilities
City designates the Housing and Community 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.
In the event that any reports, records and maps are existing and available and are
useful to carry out the work on the Scope of the Work, City shall promptly furnish
such material to Agency.
3. Time of Performance
The term of this Agreement shall be from July 1, 2016 through June 30, 2017.
4. Compensation
City shall pay Agency $22,500 as compensation for the services provided by
Agency, which payment shall constitute full and complete compensation for such
services.
Agency shall distribute allotted funds to local nonprofits and/or community
collaboratives in order to fill gaps in services and/or resources that Agency
identifies as they implement the Youth Master Plan as defined in the Scope of the
Work Services with a fixed annual budget of Twenty Five Thousand Dollars
($22,500). This amount is not intended to compensate Agency for these services.
Compensation of any expense shall only be allowed by amendment to this ,
Agreement.
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
Agency shall render to the Housing and Community 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 programs)
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 within three months of year-end.
7. Discrimination
In carrying out the services under this Agreement, Agency shall not discriminate
against any employee or applicant for employment because of race, creed, color,
sex, age, national origin, religion, sexual orientation, gender identity, or disability.
Agency shall take affirmative action to ensure that applicants for employment are
employed and that employees are treated during employment without regard to
race, creed, color, sex, age, national origin, religion, 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 assures that all qualified
applicants will receive consideration for employment without regard to race, creed,
color, sex, age, national origin, religion, sexual orientation, gender identity or
disability.
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, nor
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, color, creed, religion, sex, national origin, age, sexual
orientation, 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 D.
CITY OF D BUQUE, IOWA EVERY CHILDIEVERY PROMISE
#,,..6/Dretio
Roy D. B ,•�, Mayor Eric Dregne
Vice President of Strategic Initiatives
Exec. Director Every Child Every Promise
Witness:
Artrr. .4119r,
Kev n Firnstahl, Cit -rk
Every Child / Every Promise
1. Backbone Organization
The goal of Every Child / Every Promise (ECEP) is to engage the entire community
in delivering the Five America's Promises to the children of Dubuque County. To
ensure this, ECEP supports a dedicated staff, separate from partner organizations,
which can plan, manage, and support an ongoing initiative through facilitation,
research, technology, data collection and reporting, and handling logistical and
administrative details needed for the initiative to run smoothly.
To ensure collective impact ' ECEP will facilitate a common agenda, continuous
communication, shared measurement, and mutually reinforcing activities among
partner providers in the community. This includes providing meeting space and,
supplies, preparing agendas and meeting minutes, following-up with attendees and
completing research as needed.
The initiative works in strategic alliance with the Community Foundation of Greater
Dubuque and is led by a Board of Directors made up of community leaders. ECEP
also convenes a large set Stakeholder groups on a regular basis.
The Coordinator will facilitate the research and development of strategic models to
improve outcomes for the target groups and then work with community
stakeholders to implement solutions to the needs identified.
The important functions of the Backbone Organization are:
• Provide overall strategic direction
• Facilitating dialogue between partners
• Managing data collection and analysis
• Handling communications
• Coordinating community outreach
• Mobilizing funding
2. Administration
a. ECEP will identify the needs of young people in the community through its
work and assist in the development of best practice, research based
solutions.
b. ECEP will update City Council with written reports quarterly and bi-annual
presentations
c. ECEP will identify needs and request funds to fill gaps in services that ECEP
identifies as priorities and that support the current strategic objectives.
d. ECEP will partner with the Community Foundation, who will act as fiscal
agent for the initiative
1 Collective Impact Published in the Stanford Social Innovation Review, Winter 2011
http://www.fsq.orq/tabid/191/Articleld/21 1/Default.aspx?srpush=true
Every Child / Every Promise Objectives for FY2017
ECEP supports a culture in which all families are supported and every child
receives every promise. ECEP encourages inter-agency collaboration and reduce
policy/program barriers to service in order to ensure every child has access to
Caring Adults, Safe Places, a Healthy Start, Effective Education and Opportunities
to Serve.
FY2017 Strategic Objectives are;
Objective 1: Improve information availability, sharing and use among providers -
ensure collective impact by coordinating system improvements through a common
agenda, mutually reinforcing activities, information sharing and better
understanding community needs. Action; convene groups of stakeholders which
will meet regularly to share best practices, ideas for improvement and to coordinate
resources.
Objective 2: Support reliable and coordinated data— promote the understanding of
our young people's needs and performance by ensuring it is collected and reported
through a data system that allows us to be accountable for results and to identify
needs and resources across service sectors that support youth. Action; build and
maintain a Youth Indicators Report, available to all, supported by a Youth Master
Plan.
Objective 3: Coordinate and improve Out-of-School Time activities —ensure out-of-
school time programs are providing high quality services to children by facilitating
the adoption of a city-wide coordinated approach with a focus on access,
participation and shared measurement. Action; support the Leadership Enrichment
Afterschool Program (LEAP) , facilitate improvement strategies for Dubuque's
Before School programs and implement new Summer Learning strategies that stop
summer learning loss.
Objective 4: 'Support Increased Transportation Access for Youth—improve access
to transportation for young people to ensure this is not a road block to education,
recreation, work, or volunteer activities. Action; participate in the Transit Action
Group and support the Freeway to Fun City Program.
Objective 5: Ensure Grade-Level Reading by 3rd Grade —focus on School
Readiness, School Attendance and Summer Learning to ensure all children read at
grade-level by the end of 3rd grade. Action; convene a coalition to support a
Community Solutions Action Plan for 3rd Grade Reading Achievement that identifies
goals and strategies to improve outcomes in the three focus areas and 3rd Grade
Reading Achievement overall.
Attachment B
Every Child I Every Promise Operating Budget FY 2017 - Revenue
Strategic alliance with Community Foundation & private funders $60,000
Every Child I Every Promise Operating Budget FY2017 - Expenses
Salary/Benefits/FICA/Social Security $42,300
Rent Provided by CFGD
Meeting Facilitation $500
Office Supplies $500
Parking $500
Printing/Copying $500
Postage $500
Marketing/Outreach $4,000
Travel/Training $1,100
Phone/Internet $500
Administration $9,600
Total $60,000
Every Child I Every Promise City of Dubuque Grant Program $22,500 2
2 Funded through this agreement with the City of Dubuque
ATTACHMENT D
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 I.
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)
=i5 B CITY COUNCIL '
Masterpiece on the Mississippi
GOALS & PRIORITIES
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 future 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 tun things to do;and are engaged in the citizens getring services and value for their tax dollar.
community,achieving goals through partnerships.Dubuque City government is financially
sound and is providing services with citizens getring value for their tax dollar.
FIVE-YEAR COMMUNITY GOALS FIVE-YEAR CITY GOALS FIVE-YEAR ORGANIZATIONAL GOAL
FOR ' SUSTAINABLE DUBUQUE
Organization'
• Economic Prosperity Partnering 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)
• Central Iowa Water Association
• East-West Corridor Study Implementation Goat.PknnedandManagedGmwthKeylssues.Annexation,funding,
Goal.Improved ConnectivityKeylssues:Property water infrastucture
aquisltion,environmental assessment,funding for design • City Economic Development
and construction of roundabouts Goat.Economic PmspenlyKeyissues.Review staffing levels and
parriers,funding,goals and performance expectations
• Environmental Stewardship Commission(Community • Citywide Flower Planting Program
Resiliency Commission) Goal.Pannenng for a BetterDubuque Keylssues.Policy on use of
Goat.Em&onmentaYEcobgicallnteg*Keylssues: volunteers,policy of location(s)for existing or new plantings and type
Purpose and role of commission,determine process for of plant(annual vs. perennial),funding and hiring freeze, on-going
community engagement,size and diverse representation operation and maintenance costs
of community, staff support and funding • Comprehensive Plan
Goat.Pknned and Managed Growdr Keyissues.Funding,community
• Historic Millwork District Parking(470 spaces) assessment and input process
Goat.ImpmvedConnecWiftissuea:Laid • Debt Reduction Policy
acquistion,funding Goat.FinanaaNyResponskk CoGovemment and High Penormanoe
OrganizabonKeylssues.Education for general public and for city staff,
• Inclusive Dubuque Action Plan continued implementation of strategic debt reduction
Goal.SoaaYCuhnl VwrancyKeylssues:Community • Methane Gas Plan
engagement process on development of action plan for Goal.EnvuonmentaYEcoloocallntegryKeylssues:Identify
priority areas,City role as a partner in implementation of opportunities for methane gas reuse in city operations including
action plan Bio CNG, development agreement for methane gas reuse
• Surveillance Camera Funding
• Street Maintenance Program Goat.SonalCufurel Vwrancyftissues.Evaluate types of cameras
Goat.Improved Connecikk4ftissues.Evaluate existing for future purchase,funding and location of additional cameras,use
service level targets,Funding to restore or expand service and storage of data and information
level targets
2015-2017 MANAGEMENT AGENDA Financially Responsible City Government and
• ADDS Sustainablelnnovatlon High Performance Organization
• Industrial Park Development
• National lrciderNEvert Report Police Officers Recruitment and Rotation
• Skate Park Succession Planning Process Development best practices assessment
• Police Review Bed Prances Nomemergemymobile/portable units:Replacement
Affordable Care Act Payroll software update and IRS data reporting
Open BudgeAlOpen Expenditures software
2015-2017 MANAGEMENT IN PROGRESS 2015-2017 MAJOR PROJECTS
Economic Prosperity Goal
• RverrotLeases Environmental/Ecological Integrity Goal
• City Leases Agreement with Board of Realtors
• An service Expansion Advocacy Green Aley Projects(73 alleys)
• Dubuque Initiatives:Strategic Plan Bee Branch Protect(Gain eld to Comiskey)
• Project HOPE Program Evaluation Report Energy Effector Street DgMs
• South PortEnvironmental Assessment
Partnering for a Better Dubuque Goal
Environmental/Ecological Integrity Goal
• Recycling Pilot Program Carts Distribution NOD) Comiskey Pak Improvements Community Engagement Design
• Path FawardAr Quality Plan Implementation NorthwestAtlenal Trail—Bergfeld Recreation Trail Connection
• Community Climate Action and Resiliency Plan-50%Green Bunker Hill Golf Course Irrigation Improvements(Phase1.first half)
House Gas Reduction by 2730 Update d rove
FalslOilslGrease FOG)Program Inspections and Progress Improved Connectivity. Transportation
Report
• Lead and Healthy Homes Grant Wacker and JFKTraffic Signal¢ation Project
• Iowa Economic Development Authority Community Energy Wilbur Street Retaining Wall
Management Program Final Report Internodal Transportation Facility:Opening
North Caseade Road Phase
Social/Cultural Vibrancy Goal
• 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
• Housing Choice Voucher Program Grant Application
• Affirmative Fair Housing Videolfraining Updates,Fair Housing Report and Action Plan For more information, call 563 569 4120
• I neroulWral Competency Program wit IN City Government Recruitment and Retention orvisitwsew.citvofdubuaue orabouncilocal s
• Leadership Enrichment After School Program(LEAP) Gran
• Inereultural Competency Program for Community:School
Distnct,Non Profit and Community Organizations,Businesses Train S U S T A I N A B LE
the TMulti DUBUQUE
• Multicultural Family Center:Director Hiring
Planned and Managed Growth Goal viable • livable equitable
• Flood Wall Evaluation Study
• Aliant Energy Plan)Site Acquisition
• SourceoflmomeWork Group Report
Partnering for a Better Dubuque Goal '• �p ••I • •
• Sister City Program:Visittothe City,Strategic Plan
RITY
• GDDC BroadbandlFiber Optic Vendor Engagement
• Four Mounds FoundatiWHEARTProgmm Report
• City Volunteers for Economic Opportunity Program:Tool kit for
voluneerslinternships,volunteer positions in department United ECONOMIC •
Way Volunteer Matching Software PRC
Purchase of Service Data Collection,Training for
Purchase of Service Providers,Reporting mechanism
Improved Connectivity.
Transportation and Telecommunications www.sustainabledubuque.org
• SmarterTransportation Program Research,Roper
Rev V15M6