Contracted Services Agreement - Operation: New View Community Action Agency Copyright 2014
City of Dubuque Consent Items # 26.
ITEM TITLE: Contracted Services Agreement- Operation: New View
Community Action Agency
SUMMARY: City Manager recommending approval of the Contracted
Services Agreement with Operation: New View Community
Action Agency for Fiscal Year 2017.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Operation New View 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 - Operation: New View
DATE: June 13, 2016
During the Fiscal Year 2016 budget process, the Mayor and City Council provided
$17,781 for a Contracted Services Agreement with Operation: New View. This is a
reduction of $1,976 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 Operation: New View to provide funding for the agency to
continue to provide services to help low income and elderly citizens achieve self-
efficiency.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael 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 - Operation: New View
DATE: June 13, 2016
Attached for City Council approval is the Contracted Services Agreement with
Operation: New View for the City's financial support for Fiscal Year 2017.
The adopted Fiscal Year 2017 operating budget provides for the payment of $17,781 to
Operation: New View. This is a reduction of $1,976 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.
City funding enables the agency to continue to provide services to help low income and
elderly citizens achieve self-efficiency. Operation: New View programs include Head
Start, the Learning Tree, nutrition services, weatherization, and energy relief.
It is my recommendation that the City Council approve the attached Contracted
Services Agreement with Operation: New View and authorize the Mayor to execute the
contract on behalf of the City.
JML
Attachment
AGREEMENT
BETWEEN
CITY OF DUBUQUE, IOWA
AND
OPERATION: NEW VIEW
COMMUNITY ACTION AGENCY
THIS AGREEMENT, dated for reference purposes the 1st day of July 2016, by and
between the City of Dubuque, Iowa (City) and Operation: New View Community Action
Agency (Agency).
WHEREAS, Agency represents itself as technically and professionally qualified to
provide services to help low-income and elderly citizens achieve self sufficiency; and
WHEREAS, City has deemed it to be in its best interest to provide financial
assistance to be used to cover general operating expenses of Agency's programs.
NOW THEREFORE, the parties hereto agree as follows:
1. Scope of Services
Agency shall:
a) offset operating costs so that more program monies can be allocated to direct
client services;
b) maintain a positive cash flow to assure that "up front" monies are available to
reimbursable programs;
c) provide for capital acquisitions for more efficient operations;
d) provide special programs and assistance which are not otherwise funded; and
e) comply with City Council goals and priorities set forth in Exhibit A.
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.
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 $17,780 as compensation for the services provided by
Agency, which payment shall constitute full and complete compensation for such
services.
Such compensation shall be paid by City to Agency within 10 days after execution
of this Agreement by both parties and 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 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 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 its program, 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 insure that applicants for employment are employed and that
employees are treated during employment without regard to their 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,
promotion, demotion or transfer; 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 on the grounds of race, color, religion, national origin, sex, age,
sexual orientation, gender identity, or disability 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.
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 or transfer this Agreement or 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 OPERATION: NEW VIEW
COMMUNITY ACTION AGENCY
1
6) 1 ,
, ,.5
Roy D. Vol, Mayorive P 'r
Witness:
Kevin Frnstahl, City Cl- .kms
yetNr Y/y,
community
' ction
agency
GENERAL LIABILITY COVERAGE SPECIFICATIONS
2014/2015 2015/2016
Company: Philadelphia Philadelphia
A.M.Best Rating: A++, XV A++,XV
Status: Admitted Admitted
Rating and Status as of: September 22,2014 September 21,2015
Limits:
Each Occurrence $1,000,000 $1,000,000
General Aggregate $3,000,000 $3,000,000
Products/Completed Operations Aggregate $3,000,000 $3,000,000
Personal&Advertising Injury $1,000,000 $1,000,000
Damage to Premises Rented to You $100,000 $100,000
Medical Expense $5,000 $5,000
Employee Benefits Liability $1,000,000 per occurrence $1,000,000 per occurrence
$1,000,000 policy aggregate $1,000,000 policy aggregate
Abuse&Molestation $1,000,000 per person $1,000,000 per person
$1,000,000 policy aggregate $1,000,000 policy aggregate
Rating Basis
1473 Central Ave Offices(61227) 9,000 sq ft 9,000 sq ft
412 Lincoln School(41716) 18 kids 18 kids
2155 University School(41716) 32 kids 32 kids
110 Bierman Rd School(41716) 20 kids 20 kids
904 E Quarry Offices(61227) 2,000 sq ft 2,000 sq ft
408 N Wayne School (41716) 18 kids 18 kids
1499 Bluff School(41716) 15 kids 15 kids
14th&Locust School(41716) 34 kids 34 kids
750 5th St NW School(41716) 20 kids 20 kids
1201 Locust School(41716) 15 kids 15 kids
. 1151 White St School(41716) 18 kids 18 kids
721 South 5th St School(41716) 1,000 sq ft 1,000 sq ft
1131 Culver School(41716) 20 kids 20 kids
1805 Central School(41716) 20 kids 20 kids
Additional Insured City of Dubuque City of Dubuque
Exclusions include but are not limited to the
following:
War
Pollution
Terrorism
›. Other Exclusions&Coverage Limitations
Apply
Policy Subject to Annual Audit
TOTAL ESTIMATED ANNUAL PREMIUM $3,696 $4,202
Note: Higher limits may be available. Please let us know if you would like a quote for higher limits.
Please refer to the policy for specific terms,conditions,limitations,and exclusions. A specimen copy of the policy is available for review.
Adequate lead time required to secure coverage. Adequate lead time will vary by line of coverage and company,but generally is a minimum of 48
hours. Adequate lead time for Assigned Risk policies will vary by state,but generally is a minimum of 5 business days.
PAGE 7
ATTACHMENT C
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)
=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. Goat.PknnedandManagedGrowfo Keyissues.Annexation,funding,
Property aquisibon, environmental assessment, water infrastucture
funding for design and construction of • City Economic Development
roundabouts Goat.EcononcProspe*Keyissues.Review staffing levels and
• Environmental Stewardship Commission partners,funding,goals and performance expectations
(Community Resiliency Commission) • Citywide Flower Planting Program
Goat.EnvonmentafEcobgicallydegnlyft Goat Parbrenng fora BetterDubuque Keylssues:Policy on use of volunteers, policy of
Issues.Purpose and role of commission, locabon(s)for existing or new plantings and type of plant(annual vs.perennial),funding and
determine process for community engagement, hiring freeze, on-going operation and maintenance costs
size and diverse • Comprehensive Plan
representation of community, staff support and Goat.PknnedandManagedGrowfo Keylssues.Funding,community
funding assessment and input process
• Historic Millwork District Parking(470 spaces) • Debt Reduction Policy
Goat.ImprovedCttmeattAyKeylssrres:Land Goat.FinanaalyResponabk OyGovemmentandlighPenoima OrgmzabonKeylssues:
acquisition funding Education for general public and for city staff,continued implementation of strategic debt reduction
• Inclusive Dubuque Action Plan • Methane Gas Plan
Goal.SoaaPCutturel V1brancyKeylssues. Goat EnvironmentayEcologicallntegryKey Issues:Identify opportmities for methane gas
Community engagement process on reuse in city operations including Bio CNG,development agreement for methane gas reuse
development of action plan for priority areas,City • Surveillance Camera Funding
role as a partner in implementation of action plan Goat.SonaiiCuturelVwrancyKeylssues.Evaluatetypes of cameras for future purchase,funding
• Street Maintenance Program and location of additional cameras,use and storage of data and information
Goat.Improved Connech*Keylssues.Evaluate
existing service level targets,Funding to restore or
expand service level targets
2015-2017 MANAGEMENT AGENDA
Financially Responsible City Government and
• ADDS usbalP Park
Development
• IndustnalParkDevelopmext High Performance Organization
• National lrcidenVEved Report Police Officers Recruitment and Retention
• Skate Park Succession Planning Process:Development best practices assessment
• Police Review Bed Prances Nonemergency mobileiportable units:Replacement
• Affordable Care Act Payroll software update and IRS data reporting
• Open Budgj Expenditures software
2015-2017 MANAGEMENT IN PROGRESS Economic
Prosperity Goal 2015-2017 MAJOR PROJECTS
• Riveted Leases Environmental/Ecological Integrity Goal
• City Leases Agreement with Board of Realtors GreenAlley Projects(73 alleys)
• An Service Expansion Advocacy Bee Branch Projai(Gadield to Comiskey)
• Dubuque Initiatives Strategic Plan Energy Efficient Street Lights
• Project HOPE.Program Evaluation Report
• SodhPort En ironmemalAseeeemem Partnering for a Better Dubuque Goal
• Comiskey Pak Improvements Community Engagement,Design
Environmental/Ecological Integrity Goal NonrnvestAenal Trail—Bergfeld Rereatlo-Trail Connection
• Recycling Pilot Program Carts Distribution(400) Bunker Hill Golf Course Irrigation Improvements(Phase 1.first half)
• Path FawardArQuality Plan Implementation d
• Community Climate Action and Resiliency Plan-50% Green House Gas Improved Connectivity. Transportation
Reduction by 2030 Update Wacker and JFKTrafic Signalizalion Project
• FatslOilslGreaseROG)Program Inspections and Progress Report Wilbur Street Retaining Wall
• Lead and Healthy Homes Grant Intermodal Transportation Facility Opening
• Iowa Economic DevelopmentAdhonty Community Energy Management Program North Cascade Road Phase
Final Report Utility Extension Project toAirport
• Airport Terminal.Open
Social/Cultural Vibrancy Goal Sodhwed Artenal Portent Design,Land Acquisition,English Road Constnc9lon
• Campaign for Grade Level Reading Program:Americorps Program,Summer Road to Airport Terminal
Learning Program
• Voluntary Compliance Agreement Action Plan Roger (HUD Approval),Training for Departments
• Fair Housing Training Annual For more information,call 563569.4120 or
• Housing ChoiceVoncher Program:Grant Application visit wsew.citvoRubueue orakouncileoals
• Affirmative Fair Housing Videolfreining Updates,Fair Housing Report andAction Plan
• Intercultural Competency Program within City Government Recruitment and Retention
• Leadership EnnchmeN After School Program(LEAP).Grant
• Intercultural Competency Program for Community:School Distoct,Non Profit and CommunityOrcyanizalions,Businesses Train the Trainer
• Multicultural FamilACod er: Direct orLiring S U S T A I NAB LE
Planned and Managed Growth Goal DUBUQUE
• Flood Wall Evaluation Study
• Alliant Energy Plan)Site Acquisition viable • livable • equitable
• Source of Income Work Group Roper
Partnering for a Better Dubuque Goal
• Sister City Program Visit to the City,Strategic PlanFIN V I
• ADDS BroadbandFiber Optic Vendor Engagement _
• FourMounch FNnddiorVHEART Program Reach INTEGRITY �r
• City Volunteers for Economic Opportunity Program Tool kit forvoludeersl
internships,volunteer positions in department,United Way Volunteer Matching r
Software
• Purohase of Service Data Col led ion,Training for Purohase of Service ECONOMIC SOCIAUCULTURAL
Providers, Reporting mechanism
Improved Connectivity.
Transportation and Telecommunications
• SmarterTrensportation Program Research, Report
Rav 1/15/16 www.sustainabledubuque.org