Contracted Services Agreement - CFGD - Inclusive Dubuque Copyright 2014
City of Dubuque Consent Items # 25.
ITEM TITLE: Contracted Services Agreement- Inclusive Dubuque
SUMMARY: City Manager recommending approval of a Contracted
Services Agreement with Inclusive Dubuque for Fiscal Year
2017.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Inclusive Dubuque 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 — Inclusive Dubuque
DATE: June 13, 2016
The adopted Fiscal Year 2017 operating budget reflects a payment of$67,500 to
Inclusive Dubuque. This is a reduction of $7,500 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.
Budget Director Jennifer Larson is recommending execution of the attached contract
with Inclusive Dubuque.
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
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 — Inclusive Dubuque
DATE: June 13, 2016
Attached for City Council approval is the Contracted Services Agreement with Inclusive
Dubuque for Fiscal Year 2017.
The adopted Fiscal Year 2017 operating budget reflects a payment of$67,500 to
Inclusive Dubuque, for financial assistance to engage and coordinate a network of
leadership from diverse communities within Dubuque in order to support a coordinated,
collaborative approach to supporting a more inclusive community. This is a reduction of
$7,500 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 Inclusive Dubuque, and authorizes the Mayor to execute the
contract on behalf of the City.
JML
Attachment
1
AMENDED AGREEMENT
BETWEEN
CITY OF DUBUQUE, IOWA
AND
COMMUNITY FOUNDATION OF GREATER DUBUQUE
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 the Community Foundation
of Greater Dubuque (Foundation).
WHEREAS, City desires to engage the services of Foundation to furnish professional
and technical assistance in connection with Inclusive Dubuque as described in Attachment A
(the Scope of the Work); and
WHEREAS, Foundation has signified its willingness to furnish such services to City.
NOW THEREFORE, the parties hereto agree as follows:
1. Scope of Service
Foundation agrees to commence work upon execution of this Agreement by both
parties, and to fully perform the services described in the Scope of the Work and comply
with City Council goals and priorities set forth in Attachment B.
2. City Responsibilities
City designates the Human Rights 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
Foundation 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 Foundation.
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 $67,500 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 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
Agency shall render to the Human Rights 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 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
i
• 1
CITY OF DUBUQUE, IOWA COMMUNITY FOUNDATION
OF GREATER DUBUQUE
1 0, Le•-/9 67/ / 4 '
Roy D. Buol ayor Eric Dregne P
Vice President of Strategic Initiatives
Witness:
— ,..ide _ ,,
Kevin Firnstahl, Gity k. -rk
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 fromparticipation 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 C.
- 1
Attachment A
Inclusive Dubuque
Attachment A
Inclusive Dubuque is a Collective Impact initiative. Collective Impact initiatives are long-term
commitment by a group of important partners from different sectors to a common agenda for solving a
specific social problem. Their actions are supported by a shared measurement system, mutually
reinforcing activities, and ongoing communication, and are staffed by an independent backbone
organization.
Backbone Support Organization
Creating and managing collective impact requires a separate organization and staff with a very specific
set of skills to serve as the backbone for the entire initiative. Coordination takes time, and none of the
participating organizations has any to spare. The expectation that collaboration can occur without a
supporting infrastructure is one of the most frequent reasons why it fails.
The Community Foundation of Greater Dubuque will act in the role as backbone organization for the
Inclusive Dubuque initiative.
The initial staffing requirements for a backbone organization will perform three roles:
project manager, data manager, and facilitator.
In this role, we will provide a dedicated staff person(s) separate from the participating organizations that
can plan, manage, and support the initiative through ongoing facilitation, technology and
communications support, data collection and reporting, and handling the myriad logistical and
administrative details needed for the initiative to function smoothly.
Collective impact requires a highly structured process that leads to effective decision making. In the
best of circumstances, there is a backbone organization that embodies the principles of adaptive
leadership: the ability to focus people's attention and create a sense of urgency, the skill to apply
pressure to stakeholders without overwhelming them, the competence to frame issues in a way that
presents opportunities as well as difficulties, and the strength to mediate conflict among stakeholders.
Administration/Fiscal Agent
The Community Foundation of Greater Dubuque will act as fiscal agent for the Inclusive Dubuque
initiative. Projects may seek fiscal sponsorship for various reasons: an anticipated short lifespan,
improved access to funding, increased credibility, and low-cost financial and administrative services.
Fiscal sponsors can also assist nascent projects in developing the necessary organizational capabilities
to eventually spin off as independent non-profits. We will enable the partners to share a common
administrative platform, thus increasing efficiency. In addition to legal status and providing back office
financial services, we will provide payroll, employee benefits, office space and meeting rooms and
fundraising assistance. This will allow the partners the necessity of developing these resources and
allow them to focus on programmatic activities.
Inclusive Dubuque Objectives for 2017:
1. Expand and Support the Network—engage and coordinate a network of leadership from
diverse communities within Dubuque in order to support a coordinated, collaborative approach
to supporting a more inclusive community.
2. Build Understanding and Community—provide opportunities for Dubuque citizens to take
part in the Inclusive Dubuque process by facilitating;
a. Equity Profile —a process to help the Network and community understand the
challenges faced by diverse groups within Dubuque. Inclusive Dubuque will facilitate a
community equity profile to help reveal the impact of our changing demographics and
determine strengths and opportunities related to equity/inclusion. This process will
include gathering and sharing data from local and national sources, a community survey,
and dialogues.
b. Priorities and Action Plan —engage community members in the development of priorities
from the information gathered in the Equity Profile. Develop an action plan for a more
inclusive Dubuque.
3. Data and Outcomes—coordinate the collection of data and measurement of outcomes from
the Inclusive Dubuque initiative.
4. Development—facilitate the efforts of the Inclusive Dubuque Development Committee to
secure funding to support the initiative for the next 3 years.
{
Attachment B— Inclusive Dubuque Budget FY2017
FY2017
Projected Community Partners Pledges/Commitments $160,000
Commitment from City of Dubuque $67,500
Total Revenue $227,500
Staff $135,000
Community Outreach and Engagement $25,000
Marketing $25,000
Consulting $15,000
Printing and Publications $15,000
Administrative $10,000
Total Expenses $ 225,000
=i5 B E 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 Connectroiy Keylssues:Property water infrastucture
aquisition,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
Goal:Em&o=entaYEcobgica11megnlyKey1ssues: 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 of operation and maintenance costs
community, staff support and funding . Comprehensive Plan
• Historic Millwork District Parking(470 spaces) Goat.Pbnned and Managed Growdr Keyissues.Funding,community
Goat.ImpmvedConnecftftissues.Land acquisition, assessment and input process
funding • Debt Reduction Policy
Goat.FinanaaNyResponskk CoGovemment and High Penormanoe
• Inclusive Dubuque Action Plan OrganizabonKeylssues.Education for general public and for city staff,
Goal.SonaPCufurel VibrancyKeyissues:Community continued implementation of strategic debtreduction
engagement process on development of action plan for • Methane Gas Plan
priority areas,City role as a parrier in implementation of Goal.EnvuonmentaYEcoloocallntegryKeylssues:Identify
action plan opportunities for methane gas reuse in city operations including
Bio CNG, development agreement for methane gas reuse
• Street Maintenance Program Surveillance Camera Funding
Goal.Improved Connect0yKeylssues.Evaluate existing Goat.SonalCufurel Vwrancyftissues.Evaluate types of cameras
service level targets,Funding to restore or expand service level for future purchase,funding and location of additional cameras,use
targets and storage of data and information
2015-2017 MANAGEMENT AGENDA
• GDDC Sustaireblelnnovallon Financially Responsible City Government and
• Industrial Park Development High Performance Organization
• National lyddentfiVert Report
• Skate Park Police Officers Recruitment and Rotation
• Police Review Best Practices Succession Planning Process Development best practices assessment
• Nomemergemymobile/portable units:Replacement
• Affordable Care Act Payroll software update and IRS data reporting
2015-2017 MANAGEMENT IN PROGRESS Economic• open Budgrb/open Expenditures software
Prosperity Goal 2015-2017 MAJOR PROJECTS
• Riveted Leases
• City Leases Agreement thBoard ofRealtors
• An Service ExtransionAdvocay Environmental/Ecological Integrity Goal
• Dubuque Initiatives:Strategic Plan
• Project HOPE Program Evaluation Report Bee Branch
Projects(/3 alleys)
• South Per Enoronmental Assessment BBee Branch Project ct(Added to Comiskey)
• Energy Efffrbect Street DgMs
Environmental/Ecological Integrity Goal partnering for a Better Dubuque Goal
• Recycling Pilot Program:Carts Distributor NOD)
• Path FawardAr Quality Plan Implementation Comiskey Pak Improvements Community Engagement,Design
• Community Climate Action and Resiliency Plan-W% Green NorthwestAtlenal Trail—Bergfeld Rereation Trail Connection
House Gas Reduction by 2037:Update Bunker Hill Golf Course Irrigation l mprovements(Phase1:first half)
• FatslOilsiGrease(FOG)Program:Inspections and Progress Report
• Lead and Healthy Homes cram Improved Connectivity. Transportation
• Iowa Economic DevelopmentAbhoory Community Energy
Management Program:Final Roger Wacker and JFKTraffic Signal¢ation Project
• Wilbur Street Retaining Wall
Social/Cultural Vibrancy Goal Internodal Transportation Facility Opening
Campaign for Grade Level Reading Program:Americorps North Cascade Road Phase
Program, Summer Learning Program
• Voluntary Compliance Agreement Action Plan Repot (HUD Approval),Training for Departments
• Fair Housing Training:Annual For more information, call 6635694120
• Housing Choice Voucher Program:Gran)Application orvisitwsew.citvofdubuoue orobouncilocal s
• Affirmative Fair Housing:Videorfaining Updates, Fair Housing Report and Action Plan
• Interoulturel Competency Program within City Government Recruitment and Retention
• Leaderohip Ennchment After School Program(LEAP):Grant
• Inteculturel Competency Program for Community:School Disturb,Non Profit and Community Organizations,Businesses Train the Trainer
• Mufticulturel Family Center: Di rector Hiring
Planned and Managed Growth Goal S U S T A I NAB LE
• Flood Wal
nergyPlantSiteA C� DUBUQUE
• Source
Energy Plant Site Acquisition
• Souceof lrurome Work Group Report viable livable equitable
Partnering for a Better Dubuque Goal
• Sister City Program:Visit to the City,Strategic Plan
• GDDCBroadbandlFiber Optic Vendor Engagement
• Four Mount FoundatioNHEPRTProgran:Report FIN V I"ROWN M E N T A L/E C 0 LO G I I L City Volunteers for Economic Opportunity Program Tool kit for INTEGRITY
volunteers)internships,volunteer positions in departmerp United Way WWI
Volunteer Matching Software "-
Purchase of Service Data Collection,Training for Purchase
of Service Providers,Reporting mechanism ECONOMIC SOCIAL/CULTURAL
Improved Connectivity:
Transportation and Telecommunications
• Smarter Transportation Program: Research, Report
Rav ln5n6 www.sustainabledubuque.org
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)