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PW Fred Divine Architects City Hall RenovationsAGREEMENT FOR PROFESSIONAL SERVICES WITH FREDRIC C. DIVINE ARCIDTECTS, INC. FOR DESIGN SERVICES This Agreement is made and entered into this <6 day of tv\ arCh 'bJ- , 201~, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and FREDERIC C. DIVINE ARCHITECTS, INC., a corporation authorized to do business in California (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY has determined that professionalarchitectural design services are required in connection with developing future space planning changes to the existing City Hall building located at 1400 Sth Avenue; and WHEREAS, the CONSULTANT has agreed to render such services; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The Director of Public Works is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Fredric Divine is hereby designated as the PROJECT DIRE CTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notifY the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties and/or provide the servIces described in CONSULTANT'S letter dated November 21, 2017 marked as Exhibit "A," attached hereto, and incorporated herein. 3. DUTIES OF CITY. CITY shall compensate CONSULTANT as provided in Paragraph 4, and shall provide assistance and site access to CONSULTANT as described in Exhibit "A" attached hereto and incorporated herein. 4. COMPENSATION. For the full performance of the services described herein by CONSULTANT, CITY shall pay CONSULT ANT on a time and materials basis for services rendered in accordance with the rates shown in the "Schedule of Hourly Rates 20 IT' included in Exhibit "A" attached and incorporated herein, in an amount not to exceed $20,000.00. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. 5. TERM OF AGREEMENT. The tenn of this Agreement shall commence upon the date of execution of this Agreement and end on October 31, 2018 when the work shall have been completed, unless the parties agree to extend this Agreement for another 90 days, as approved in writing by City Manager. 6 . TERM INA TION. A . Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may tenninate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the tennination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of tennination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon tennination, any and all CITY documents or materials provided to CONSULT ANT and any and all of CONSULTANT's documents and materials prepared for or relating to the perfonnance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after tennination. 7. OWNERSHIP OF DOCUMENTS. A. Upon completion of all work under this Agreement, ownership and title to all reports, documents, plans, specifications, and estimates produced as part of this Agreement will automatically be vested in the CITY; and no further agreement will be necessary to transfer ownership to the CITY . CONSULT ANT shall furnish to CITY all necessary copies of data needed to complete the review and approval process. 2 B. It is understood and agreed that all calculations, drawings and specifications, whether in hard copy or machine-readable fonn, are intended for one-time use in the construction of the project described in Exhibit A. C. CONSULTANT shall not be liable for claims, liabilities, or losses arising out of, or connected with the modification or misuse by CITY of, the machine-readable infonnation and data provided by CONSULT ANT under this Agreement; further, CONSULTANT shall not be liable for claims, liabilities, or losses arising out of, or connected with any use by CITY of the project documentation on other projects in addition to the project that is described in Exhibit A, or for the completion of the project described in Exhibit A by others, except only such use as may be authorized in writing by CONSULTANT. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONSULT ANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its perfonnance of its duties under this Agreement. CONSULT ANT shall fully cooperate with CITY or its agent in any such audit or inspection . 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the perfonnance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the tenn of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2 . An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence . 3 . If any licensed professional perfonns any of the services required to be perfonned under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per claim/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's perfonnance of services under this Agreement. Where CONSULT ANT is a professional 3 not required to have a professional license, CITY reserves the right to require CONSULT ANT to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONSULT ANTshall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease . CONSULT ANT's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY . B. Other Insurance Requirements . The insurance coverage required of the CONSULTANT in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability and Worker's Compensation insurance, the insurance policies shall be specifically endorsed to include the CITY , its officers, agents, employees , and volunteers, as additionally named insureds under the policies . 2 . The additional insured coverage under CONSULT ANT'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONSULT ANT'S policies shall be at least as broad as ISO fonn CG20 0 I 04 13. 3 . Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4 . By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULT ANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSUL T ANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5 . If the insurance is written on a Claims Made Fonn, then, following tennination of this Agreement, said insurance coverage shall survive for a period of not less than five years . 6 . The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7 . The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance . Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured . 4 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthennore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULT ANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONSULT ANT shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (l) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULT ANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to fonn and sufficiency by PROJECT MANAGER and the City Attorney. I I. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest extent pennitted by law, indemnify, release, defend with counsel approved by CITY, and hold hannless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to reasonable attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S perfonnance of its obligations or conduct of its operations under this Agreement. The CONSULT ANT's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification obligation shall be reduced in prop0l1ion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT's work or work product by the CITY or any of its directors, officers or 5 employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULT ANT'S perfonnance of or operations under this Agreement, CONSULT ANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be perfonned by a design professional as that tenn is defined under Civil Code Section 2782.8, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend and hold hannless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULT ANT in the perfonnance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the tennination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONSULT ANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the perfonnance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the perfonnance of its duties and obligations under this Agreement. CONSULT ANT shall perfonn all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULT ANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any applicable laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the tenns and conditions of this Agreement, to the other party. 6 15. NOTICES. All notices and other communications required or pennitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service . Notice shall be given as follows: TO CITY's Project Manager: TO CONSULT ANT's Project Director: 16. INDEPENDENT CONTRACTOR. Bill Guerin Director of Public Works City of San Rafael 111 Morphew Street San Rafael, CA 94901 Frederic C. Divine Frederic C. Divine Architects, Inc. 1924 Fourth Street San Rafael, CA 94901 For the purposes, and for the duration, of this Agreement, CONSULT ANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULT ANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIR E AGREEMENT --AMENDMENTS. A. The tenns and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULT ANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The tenns and conditions of this Agreement shall not be al tered or modified except by a written amendment to this Agreement signed by the CONSULT ANT and the CITY. E. If any conflicts arise between the tenns and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 7 18. SET-OFF AGAINST DEBTS. CONSULT ANT agrees that CITY may deduct from any payment due to CONSULT ANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other tenn, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other tenn, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, perfonnance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any teml, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the tenns and conditions of this Agreement, or arising out of the perfonnance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONSULT ANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONSULT ANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work perfonned under this Agreement, until CONSULT ANT has provided CITY with a completed Internal Revenue Service Fonn W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL CONSULTANT J /}" . By: e print-ed"""N"""-a-m-e-): '-1%to---(2J-~-C-C:--\ t> t \J' ~ Title of Corporate Officer: ~ 8 ATTEST: . ESTHER C. DEIRMf::, City Clerk L\ 'riC S 0.. '/ Lo.Y"CA., APPROVED AS TO FORM: 9 and, By: ____________________ __ Printed Name: --------------- Title of Corporate Officer: __________ _ EXHIBIT A FREDRIC C. DMNE ASSCCIATES AGREEMENT FOR PROFESSIONAL SERVICES November 21, 2017 Cindy Ray, Project Manager City of San Rafael 111 Morphew Street San Rafael, CA 94901 Re: Project 17055.00 City Hall Studies 1500 Fifth Street San Rafael, CA 94901 Dear Cindy: Thank you for asking us to provide a proposal for your conceptual analysis projects at city hall. You have indicated that this email is the scope of work as you have it at this time. There are three different options for space planning. One analysis will be chosen after more data is gathered. We have written our proposal to do your project in small phases as outlined in your memo to make sure it meets your needs and such that we have the information needed to proceed to the next step. Approximate costs for each analysis is listed below, but only one will be selected at this time . We propose to do your project initially on a time and material basis per the attached scope of work and target estimates. You will be billed only for the actual time spent. PROJECT DESCRIPTION: The project consists of conceptual studies for city hall space planning and a new conference room structure as outlined in your October 4,2017 email. We have broken down your items further to fit how we would normally proceed on a project like this. FEASIBLITY/ SCHEMATIC DESIGN PHASE: Analysis One -Small: Nothing changes on 2 nd or 3 rd Floor Except move IT and Parking services to first floor and Move economic development from Boyd House to current IT spot. A. As-builts on CAD: City will provide electronic CAD drawings of existing conditions sufficient to use a base sheets for proposed work. B. Needs Assessment: Our experience is that to be effective and efficient in preparing the conceptual plans you desire we need more information than provided. You have indicated you are not sure what might be available. To complete even Analysis One we would need space requirements for IT, Parking, and Economic Development. We may have historic data on parking as we designed the conversion of the print shop to parking in the modular. However, 1924 FOURTH STREET, SAN RAFAEL, CA 94901 (415) 457-0220 FAX (415) 454-9581 needs may have changed. Their temporary location may work or not. IT we could get from measuring their current space. Economic Development may know what they had in the Blue House and what they have now. Then, we need to know if those current space requirements meet their needs. We are not proposing to do an intense analysis of these use/functions as compared to other jurisdictions. We believe the local point people can provide adequate feedback . This needs assessment is only for Analysis One. e. Sketches and Layouts: Starting with hand sketches to scale and refining in CAD studies explore options for moving IT and Parking to the lower floor and Economic Development to the IT space on the second floor. The plan could include incorporating existing police walls that will work in with the new scheme. FEE: A. Assumed adequate as provided, B. $1,000-1,500, C. $3,000-4,000 Analysis Two-Medium: Reconfigure the entire 2 nd floor (City Mgr level) A. As-builts on CAD: City will provide electronic CAD drawings of existing conditions sufficient to use a base sheets for proposed work. B. Needs Assessment: From the basis in Analysis One, gather information on the second floor areas, desired adjacencies, and possible adjustments to provide a basis for study. This may require staff meetings. C. Sketches and Layouts: Similar to Analysis One but limited to the second floor. The loose studies might look at several options requiring greater and lesser tenant improvement narrowed down to a desired plan FEE: A. Assumed adequate as provided, B. $1,000-2,500, e. $3,000-4,000 allowance against hourly rates Plus reimbursable expenses x 1.10% Analysis Three -Large: Move current 3 rll floor (Community Development) to 2nd floor, move the 2 nd floor to 3 rd floor A. As-builts on CAD: City will provide electronic CAD drawings of existing conditions sufficient to use a base sheets for proposed work . B. Needs Assessment: Review of third floor current use, needs, desired adjacencies, and perhaps new ways to deal with public . This could include a study of how other building departments are handling the function . Analysis Two information might be modified with offices moving to the third floor. C. Sketches and Layouts: Similar to the previous two although it is expected that the pUbJic/staff interface for the second floor might involve more options as permit processing is in flux in most jurisdictions. FEE: A. Assumed adequate as provided, B. $$1,000-3,000, C. $4,000-6,000 allowance against hourly rates Plus reimbursable expenses x 1.10% Analysis Four Independent: add egress door behind city council to exit building and build a conference room in this location. Egress and conference room for city council. A. As-builts on CAD: City will provide electronic CAD drawings of existing conditions sufficient to use a base sheets for proposed work. B. Needs Assessment: Meet with staff to detenuine desired elements, systems, and sIzes. C. Sketches and Layouts: Similar to previous, however in this case studies of ADA access, exterior elevations, and a section/interior elevation of space are assumed in addition to very preliminary consideration of HV AC. FEE: A. Assumed adequate as provided, B. $500-750, C. $3,000-4,000 allowance against hourly rates Plus reimbursable expenses x 1.10% Note: Analysis One through Three develop information sequentially. Analysis Four can stand alone. Irrespective of fee high range total allowance, fee not to exceed $20,000 without additional approval of city. OTHER TERMS: We will work on an hourly basis in accordance with the enclosed rate schedule, except as noted otherwise in the scope of services. Reimbursable expenses are in addition to professional fees, and are billed at cost plus 10%. You may stop our work at any time and only be responsible for work done to that point. We will usually bill monthly and payment is due upon receipt. Balances over 30 days are subject to interest at 1-112% per month. If any party sues other party(s) to enforce any of the tenus of this agreement, the prevailing party shall, in addition to all other damages, be entitled to recover attorneys' fees, including fees and expenses if awarded. If this proposal meets with your approval, please sign and date one copy of this Agreement and return to us. We are happy to modify based on your feedback as well. Thank you. , . Divine ACCEPTED: DATE: FREDRIC C. DIVINE ARCHITECTS, INC. SCHEDULE OF HOURLY RATES 2017 SENIOR PRINCIPAL. . . . . . . .. ..................... $170.00 PRINCIPAL .... o ••• o ••••• o ••••••• 0 ••••••••••••••••••••••••• 0 • • $120.00 SENIOR DRAFTER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 85.00 DRAFTSPERSON ... 0 ••••••••••••••••••••••••••••••• $ 75.00 CLERICAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 60.00 **Rates subject to change on an annual basis** CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Department of Public Works Project Manager: Cindy Ray Extension: x5326 Project Name: City Hall -Design Services Contractor Name: Fredric C. Divine Architects, Inc. Contractor's Contact: Fred Divine Contact's Email: fred@fdivinearchitects.com Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approval *PSA> $20,000; or Purchase> $35,000; or Public Works Contract> $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager / Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED DATE 11/29/2017 11/29/2017 Click here to enter a date. Click here to enter a clate. IXI N/A Or Click here to enter a date. REVIEWER Check/Initial IXI CR D LAG D LAG D CR D CR D CR CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER Contracting Department: Public Works Step I 2 3 4 5 6 7 8 9 10 Project Manager: Cindy RaylKevin Mc90wan Extension: 3389 .=..:~~:::---:- Project Name: City Hall Design Services Contractor's Contact: Fred Devine Contract's Email: Fred@fdevinearchitects.com RESPONSIBLE DEPARTMENT DESCRIPTION a. Email PINS Introductory Notice to Contractor b. Email Contract (in Word) & attachments to City Attorney cl o Project Manager Laraine.Gittens@ciI¥0fsanrafael.org a. Review , revise and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS City Attorney insurance notice to contractor. Forward three (3) originals of final agreement to contractor for their Project Mana1l.er signature. When necessary, * contractor-signed agreement agendized for Council aEProval * PSA > $20,000 or Purchase> $35,000: or Public Works Contract> Pro1ect Manager $125,000 PRINT CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreement to City Attorney with printed copy of Pro1ect Manager this routing form City Attorney Review and approve hard coPy of signed agreement Review and approve insurance in PINS, and bonds (for public works City Attorney contracts) City Mana1l.er/Mayor Agreement executed by Council authorized official Attest signatures, retains original agreement and forwards copies to City Clerk project manager - Project Manager Forward Final Copy to Contractor COMPLETED DATE 11/29/2017 1112712017 12/13/2017 3/6/2018 ~/-z/~ 3/7IJ~ J-~1g: REVIEWER Initial CR CR LAG LAG CR CR KM 4- d(