Contracted Services Agreement - CFGD - Project HOPE Copyright 2014
City of Dubuque Consent Items # 27.
ITEM TITLE: Contracted Services Agreement- Community
Foundation of Greater Dubuque/ Project H.O.P.E.
SUMMARY: City Manager recommending approval of a Contracted
Services Agreement with Community Foundation of
Greater Dubuque / Project H.O.P.E. for Fiscal Year 2017.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Project Hope 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 —
Community Foundation of Greater Dubuque: Project H.O.P.E.
DATE: June 13, 2016
During the Fiscal Year 2017 budget process, the Mayor and City Council provided
$67,500 for the Contracted Services Agreement with Community Foundation of Greater
Dubuque: Project H.O.P.E. 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 Community Foundation of Greater Dubuque: Project H.O.P.E.
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 —
Community Foundation of Greater Dubuque: Project H.O.P.E.
DATE: June 13, 2016
Attached for City Council approval is the Contracted Services Agreement with
Community Foundation of Greater Dubuque: Project H.O.P.E. for Fiscal Year 2017.
The adopted Fiscal Year 2017 operating budget reflects a payment of$67,500 to
Community Foundation of Greater Dubuque: Project H.O.P.E., for financial assistance
to furnish professional and technical assistance in connection with Project H.O.P.E.
(Helping Our People Excel).
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.
Community Foundation of Greater Dubuque: Project H.O.P.E. utilizes these funds to
provide overall strategic direction; facilitating dialogue between partners; managing data
collection and analysis; handling communications; coordinating community outreach;
and mobilizing funding.
It is my recommendation that the City Council approves the attached Contracted
Services Agreement with Community Foundation of Greater Dubuque: Project H.O.P.E.,
and authorizes the Mayor to execute the contract on behalf of the City.
JML
Attachment
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 Project H.O.P.E. (Helping Our People Excel) 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 C.
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 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
a) City shall pay Foundation an amount not to exceed $67,500 as compensation for the
services provided by Foundation, which payment shall constitute full and complete
compensation for such services.
b) The compensation of $67,500 shall be paid by City to Foundation in twelve monthly
installments of $5,625 upon receipt by City of a requisition for such payment from
Agency. Compensation is based on the budget as shown in Attachment B.
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 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 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 DUBUQUE, IOWA COMMUNITY FOUNDATION
OF GREATER DUBUQUE
Ifik,
Roy D. Buol ayor Eric Dregne
96,W41/e/
Vice President of Strategic Initiatives
Witness:
r.
jedo-iir J., ,fir
Kevi ir rnstahl, City C-rk
_ a
Attachment A
Project HOPE — Scope of Work FY2017
1. Backbone Organization
The Project HOPE Coordinator will function as a dedicated staff, separate from the
partner organizations, which can plan, manage, and support the initiative through
ongoing facilitation, research, technology and communications support, data collection
and reporting, and handling logistical and administrative details needed for the initiative
to run smoothly.
To ensure collective impact (developing a common agenda of non-profits, governments,
businesses and the public to address complex social problems) Project HOPE 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 Coordinator will convene a Committee monthly and a larger Stakeholders group as
becomes necessary.
The Coordinator will facilitate the research and development of strategic models like
"employment support specialist" and "re-engagement programs" to improve outcomes
for the target groups.
The important functions of the Backbone Organization are:
• Providing overall strategic direction
• Facilitating dialogue between partners
• Managing data collection and analysis
• Handling communications
• Coordinating community outreach
• Mobilizing funding
The City Council Goals and Priorities are attached hereto as Attachment C.
2. Administration
a. The Coordinator will facilitate regular core committee meetings.
b. The Coordinator will meet at least quarterly, or more often as needed, with the
City Economic Development Director
c. The Coordinator will serve on the DubuqueWorks committee representing Project
HOPE
d. The Coordinator will update City Council with written reports quarterly and bi-
annual presentations
e. The Community Foundation will accept gifts and write grants as needed.
f. The Community Foundation will act as fiscal agent for gifts/grants only for the
Circles Initiative.
3. Project HOPE Objectives for FY2017
Project HOPE facilitates inter-agency collaboration systems and reduce policy/program
barriers to service--or simply, makes systems easier to access and navigate--in order to
connect disengaged youth and adults to education and employment opportunities.
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 a stakeholders group which will meet regularly to
share best practices, ideas for improvement and to coordinate resources.
Objective 2: Support working families'needs—ensure more families are able to access
child care, education/training opportunities and employment by supporting stronger
partnership building and referral efforts among programs like Family Self Sufficiency,
Circles and Iowa WORKS, NICC and other programs that work with low-income and
under skilled individuals.Action; engage partners from sectors supporting family self
sufficiency, education, training, and employment to build stronger outcomes.
Objective 3: Identify evaluation framework—to ensure the long-term impact of the
Project HOPE initiative, clear metrics that align with local and national benchmarks
need to be established. Action; development of a framework for evaluating the
collective impact of Project HOPE partner activities.
Objective 4: Support the Circles Initiative
Strengthen the Circles Initiative to increase the capacity of this evidence based program
to serve more families and build stronger connections to education, training and
employment opportunities for Circles and Getting Ahead participants.
Objective 5: Re-connect unemployed people to education/skills training—support the
coordination of clear paths to education/skills training that connect to employment and
education achievement. Action; expansion of the re-engagement center to reconnect
people to education opportunities.
Objective 6: Help families build financial assets—lead systems building work that
increases community capacity to serve families with the Earned Income Tax Credit
(EITC), BankOn, Opportunity Passport and other financial inclusion efforts.
I
Attachment B
Salaries 50,000
Pension/Benefits Provided by CFGD
FICA and Social Security 5000
Public Ally/ VISTA 0
Training/Travel 3,500
Rent Provided by CFGD
Office Supplies Provided by CFGD
Office Equipment Provided by CFGD
Printing/Copying Provided by CFGD
Postage Provided by CFGD
Meeting Expenses/Education 3000
Phone/Internet Provided by CFGD
Administration 6,000
Total $67,500
=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,
Goat Improved ConnecdbityKeyissues:Property water infrastucture
aquisition, environmental assessment funding for design City Economic Development
and construction of roundabouts Goat.Economic PmspenyKeyissues.Review staffing levels and
parriers,funding,goals and performance expectations
• Environmental Stewardship Commission(Community o Citywide Flower Planting Program
Resiliency Commission) Goal.Pannenng for a BetterDubuque Keylssues.Policy on use of
Goat.EnvimnmentaYErologicalhdegntyKeytrsues: 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
• Historic Millwork District Parking(470 spaces) Goat.Pknned and Managed Growdr Keyissues.Funding,community
Goat.Improved Connecbk*Keytssues: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,
Goat.SonaXuturel Vibrencyftissues.Community comnuedimplementabon ofsbategic debtreduction
engagement process on development of action plan for • Methane Gas Plan
priority areas,City role as a partner in implementation of Goal.EmhD=entaYEcoloocallntegryKeylssues:Identify
action plan opportunities for methane gas reuse in city operations including
Bio CNG, development agreement for methane gas reuse
• Street Maintenance Program oSurveillance Camera Funding
Goat.ImprovedConnecMiyKeylssues.Evaluate existing Goat.SonalCuturel Vwrancyftissues.Evaluate types of cameras
service level targets,Funding to restore or expand service for future purchase,funding and location of additional cameras,use
level targets and storage of data and information
2015-2017 MANAGEMENT AGENDA Financially Responsible City Government and
• ADDS Sustainablelnnovatlon High Performance Organization
• Industrial Park Development
• National lrciderNEvert Report Police sign Planning
RecruitmentProcess
DevelRotaopment
• SkatePaN Succession Planning Pra-ess DevelopmeN best practices assessment
• Police Review Bed Practices Nomemergemymobile/portable units:Replacement
• Affordable Care Act.Payroll software update and IRS data ropoming
• 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
• SoWh 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 Northwest Aenal 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 Connectivity. T
FalslOilslGrease/FOG)Program Inspections and Progress m p ty Transportation
Report
• Lead and Healthy Homes Grant Wacker and JFKTraffic Signal¢ation Project
• Iowa Economic Development Authority Community Energy Intermodal
Street Retaining Wall
Management Program Final Report Intermodal Transportation Facility Opening
• North Caecade 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 For more information, call 563 569 4120
• Affirmative Fair Housing Videolfraining Updates,Fair Housing Report and Action Plan orvisitwsew.citvofdubuaue orabouncilocal s
• I neroulWral Competency Program wit tin City Government Recruitment and Retention
• Leadership Enrichment After School Program(LEAP) Grant
• Inerultural Competency Program for Community:School
Distnct,Non Profit and Community Organizations,Businesses Train S U S T A I N A B L E
the TMulti DUBUQUE
• Multicultural Family Center:Director Hiring
Planned and Managed Growth Goal viable • livable • equitable
• Flood Wall Evaluation Study
• Alliant Energy Plan)Site Acquisition
• SourceoflmomeWork Group Report
Partnering for a Better Dubuque GoalFINVI • A •• •' •'
• Sister City Program:Visittothe City,Strategic Plan INTEGRITY
• GDDC BroadbandlFber Optic Vendor Engagement
• Four Mounds FoundatiWHEARTProgmm Report
• City Volunteers for Economic Opportunity Program:Tool kit for
volunteersi internships,volunteer positions in deparmenf,United ECONOMIC qudable SOCIAL/CULTURAL
Way Volunteer Matching Software PROSPERIT VIBRANCY
Purohase of Service Data Collation,Training for
Purchase of Service Providers,Reporting mechanism
Improved Connectivity.
Transportation and Telecommunications www.sustainabledubugue.ora
• SmarterTransportation Program Research,Roper
Rev V15M6
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)