Loading...
CD BioMarin & Whistlestop/Eden Housing Project: 999 3rd StreetAGREEMENT FOR PROFESSIONAL SERVICES WITH LAK ASSOCIATES, LLC, TO SERVE AS PROJECT PLANNER FOR THE BIO MARIN & WHISTLESTOP/EDEN HOUSING PROJECT PROPOSED AT 999 3RD STREET This Agreement is made and entered into this \ day of QC,tob-Gf, 2018, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and LAK ASSOCIATES, LLC (hereinafter "CONTRACTOR"). RECITALS WHEREAS, BioMarin Pharmaceuticals, the owner of the 999 Third Street project site, have expressed interest in pursuing a development proposal to consisting of a research and development facility and will partner with Whistlestop/Eden Housing for a senior housing facility with support service on the same site (the "BioMarin/Whistlestop project"); and WHEREAS, the proposed BioMarin/Whistlestop project at 999 3rd Street, would require planning entitlements including, but not limited to, a General Plan Amendment, Zoning Amendment (Planned Development) Minor Tentative Subdivision, Use Permit, Design Review Permit, and Sign Program, and WHEREAS, given the current workload of CITY staff, the CITY has determined that professional planning services are needed to supplement the existing staffing through assignment of this project to an experienced planning consultant with the capacity and expe1tise to process a project of this nature. WHEREAS, CONTRACTOR has submitted its proposed "Approach and Scope of Work" dated July 25, 2018, which is attached hereto as Attachment "A" and incorporated by reference herein; and WHEREAS, CONTRACTOR represents that it is qualified to perform such services and is willing to perform such professional services as hereinafter defined; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY's Project Manager. The Planning Manager 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. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Sean Kennings is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Page 1 of9 ORIGINAL AgTeement Tequire a substitute PROJECT DIRECTOR for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide professional services as Contract PlanneT for the BioMarin/Whistlestop project, including but not limited to review of plans and application materials, con-espondence with applicant and public and City staff, coordination and management of City's review of the project, preparation of staffrep011s, analysis of the project for consistency with adopted Plans and Ordinances, and any other tasks described in Attachment "A", attached. These services shall be performed under the supervision of the Planning Manager, in conjunction with the CITY's procedures for processing development entitlements .. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as follows: the CITY shall provide suitable workspace, if necessary, which is accessible to telephone and computer facilities. CITY shall provide CONTRACTOR with copies/sets of project plans and materials, historical files on this development, local plans, ordinances and reports that are pertinent to the project that has been assigned to the CONTRACTOR. The CITY shall provide CONTRACTOR with supervision and direction on processing the development application in accordance with local procedures. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR an hourly rate of $155.00 per hour. The billing amounts authorized under this Agreement shall not exceed $65,000 without express written approval of the City Manager. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The te1m of this Agreement shall be for 18 months commencing on October 1, 2018 and ending on March 31, 2020. Upon mutual agreement of the parties, and subject to the written approval of the City Manager, the term of this Agreement may be extended for an additional period of 12 months. 6. TERMINATION. A. Discretionary. Either paiiy may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. Page 2 of9 B. Cause. Either party may tem1inate 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 termination, 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 tem1ination, 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 termination, any and ' all CITY docmnents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the pe1formance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSHJP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any pm-pose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all docun1ents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR 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 term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insm-ance policy in the minimmn 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) per occurrence. Page 3 of9 3. If any licensed professional perfon11S any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's pe1formance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. !fit employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits ofno less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall be specifically endorsed to waive any 1ight of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR m subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance or worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds under the policies. 2. The additional insured coverage under CONTRACTOR'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 CONTRACTOR'S policies shall be at least as broad as ISO form CG20 010413. 3. Except for professional liability insurance or worker's compensation 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, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR 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 Fann, then, following termination 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. Page 4 of9 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 primarJ and noncontributory basis for the benefit of CITY (if agreed to in a wiitten contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 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. Furthermore, 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 CONTRACTOR'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 CONTRACTOR shall procure a bond guaranteeing payment oflosses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) 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 CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION . A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City lndemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR'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 Page 5 of9 the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City lndemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City lndemnitees their costs of defense, including reasonable attorneys' fees, inc1med in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be perfonned by a design professional as that term is defined under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent pem1itted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance 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. In no event shall the cost to defend charged to the design professional exceed the design professional' s proportionate percentage of fault. 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 termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discliminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national oligin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR 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 laws, ordinances, codes or regulations. Page 6 of9 14 . NO THIRD-PARTY BENEFICIARIES. CITY and CONTRACTOR 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 terms and conditions of this Agreement, to the other party. 15. NOTICES . All notices and other communications required or permitted 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: Raffi Boloyan, Planning Manager City of San Rafael TO CONTRACTOR's Project Director : 1400 Fifth Avenue San Rafael, CA 94901 Sean Kennings LAK Associates 3030 Bridgeway, Suite 103 Sausalito, CA 94965 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17 . ENTIRE AGREEMENT --AMENDMENTS . A. The terms 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 CONTRACTOR and the CITY. Page 7 of9 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 terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR 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 tenns and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR 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 term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, 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 tenn, 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 terms and conditions of this Agreement, or arising out of the performance 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. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work perfmmed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). Page 8 of9 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 CONTRACTOR By:~ Name: 4~ f~IN65 Title: f2 pm (}ve:YL ATTEST: i1C'BC~ LINDSAY LARA, City Clerk APPROVED AS TO FORM: Exhibit A: LAK Associates Planning Services for BioMarin/Whistlestop Project -999 3rd Street Page 9 of9 City of San Rafael July 25, 2018 Approach and Scope of Work LAK Associates, LLC is pleased to submit this Scope of Work for the management and oversight of the BioiVlarin/Whistlestop 999 3 rd Street project application and Environmental Impact Report (EIR). As planners we are sensitive to our clients' objectives for creating and maintaining a superior and legally defensible document. Our focus is to make the environmental analysis and report preparation run as smoothly and timely as possible. We will work with the Applicant and the City of San Rafael to comprehensively and expeditiously prepare the project review and management, including preparation of staff reports, noticing, presentations and oversight and r"eview of the EIR preparation. We will review the available background information, including all materials on file, plans and supporting data as well as reports prepared by City staff. If there are any critical gaps in the data, we will identify the methodologies required to obtain the necessary materials. We will then identify the necessary steps to achieve project approval and schedules required to gain these approvals. Working with the city staff, we will strive to create an efficient and appropriate work plan to satisfy both the applicant and the greater San Rafael community. LAK Associates will work with Raffi Boloyan of the City of San Rafael to achieve the EIR timeline and submittal deadlines. Working with the appropriate members of City staff, LAK will coordinate review and approval efforts to ensure a streamlined permitting process. LAK will also assist the environmental consultant to help coordinate with local community leaders to receive input and support during the preparation of the EIR. This scope of work assumes a project timeline of approximately 18 months. For the 999 3rd Street project, LAK Associates would perform the following general services: • Review of the City's General Plan, Zoning Ordinance, SRCC PD, reports and other background materials relevant to the proposed development site, including relevant existing or proposed projects within the City and Marin County. • Review of proposed development plans and application materials prepared by applicant. • Meetings with the Bio Marin design team, as directed by City of San Rafael. • Meetings, as directed by the City of San Rafael, from time to time, with City staff, federal, state and local agency staff, interested stakeholders, including special interest groups and individuals to further the objectives of the applicant. • Meetings with the BioMarin Project Team, as directed by the City of San Rafael, to review administrative drafts for CEQA and other environmental documents prior to public notice and comment periods. • Telephone and electronic communication, as necessary, to facilitate the project application process. • Assistance in the identification, selection and management of environmental consultants, as directed by City of San Rafael and applicant. Attachment A City of San Rafael July 25, 2018 • Written staff reports, memoranda, letters, and other documentation, as requested by the City of San Rafael. • Oral presentations, as required. • Other, unspecitied services, as requested by City of San Rafael. Task 1.0 -Provide Planning and Project Management 1.1 Assist Applicant to revise and refine application based on City of San Rafael's development standards and design guidelines, staff recommendations and community input. Schedule, prepare and help facilitate public hearings or meetings for draft project review and determination. Products: Schedule: Project Description: 20 -50 hours Months one and two 1.2 Provide overall planning review and management of application. Conduct application review, prepare internal City referrals, staff report preparation and noticing and presentations to the Design Review Board, Planning Commission and City Council, as needed. Products: Schedule: Staff Reports, Noticing, Public Hearings: 100-150 hours Ongoing Weekly or bi-weekly status reports, in electronic mail format, can be submitted to the Applicant planner for review and discussion. Monthly status reports, using the format developed by the City of San Rafael, will submitted to the appropriate staff contact for review and discussion. Action items, with responsibilities and schedules will be included with both types of reports. Draft and final documents will be submitted to City Staff in Microsoft Word format, Adobe PDF, or compatible files as determined by the City. In addition, all printed materials will be prepared in the most appropriate format to permit ease of photocopying, as defined by the Planning Department. Environmental Impact Report Coordination and Oversight The EIR process could take between 8 to 12 months and LAK will work with City staff to oversee deliverables. LAK would provide the following services: Task: 2.0 -Preparation of EIR -6 to 8 months 2.1 Assist City of San Rafael with selecting an environmental consultant, as needed. Coordinate with environmental consultant to develop schedule of deliverables. Ensure finished reports are circulated within City of San Rafael departments for review and City of San Rafael July 25, 2018 comment. LAK would facilitate periodic meetings to review status of EIR. Prepare comments and review final Ad min Draft EIR. Product: Schedule: Meeting: Admin Draft EIR: 40 hours Four to Six Months BioMarin/San Rafael comment review meeting 2.2 Review screen-check Draft EIR and provide feedback prior to Draft EIR release. Schedule and facilitate public comment hearing for Draft EIR comments. Product: Schedule: Meeting: Public Comments: 10 hours Two weeks for Screen Check review: 45 days for public comment Public Comment Hearing 2.3 Facilitate review/evaluation of public comments. Coordinate/facilitate consultants' meeting to receive/review comments. Maintain schedule for preparation of responses to comments and review draft responses to comments. Product: Schedule: Administrative Draft Final EIR: 20 hours Two weeks to four weeks 2.4 Review the Administrative Draft Final EIR and prepare draft comments for internal review. Coordinate with inter-City and State agencies to review and provide comments. Manage environmental consultant in preparation and printing/distribution of Draft Final EIR. Coordinate/facilitate public hearing(s} on Draft Final EIR. Product: Schedule: Review BioMarin/City Comments: 20 hours Two to three weeks for Adm in Final Draft EIR 2.5 Review screen-check Final EIR and provide feedback prior to Final EIR release. Product: Screen Check Comments: 10 hours Schedule: Two weeks for Screen Check review 2.6 Manage environmental consultant in preparation of Final EIR. Manage environmental consultant in distribution of Final EIR. Manage certification of Final EIR and manage/prepare findings. Manage approval process for Final EIR. Prepare/distribute Notice of Determination (NOD). Product: Printed Final EIR, NOD: 10 hours Schedule: Two to four weeks Meeting: Planning Commission/ City Council Hearing City of San Rafael July 25, 2018 BUDGET AND HOURLY BILLING RATES Based on the level of effort required to manage and oversee the proposed project, LAK Associates w011ld contr;:ic:t ;:it a rate consistent with a Senior Planner or Senior Project Manager. As such, the current billing rates for LAK Associates is listed below. The rates shown include all individual costs, including administrative time and time spent in hearings, workshops and meetings. Extra Services, as requested and/or authorized by the Planning Manager, will be charged at the rates shown below. Travel expenses will comply with the schedule developed by the City of San Rafael. Only out-of-pocket travel related expenses, including fuel and pre-diem costs, will be charged to this project. Team Member Sean Kennings 755 Lindaro Permit Extension: Billing Rate/Hour $155 Conceptual DRB and Planning Commission: Pre-App Environmental Review RFP Preparation: Planning Review and Coordination: EIR Coordination and Review: $1,551 $9,067.50 $3,022.50 200-hours -not to exceed $31,000 120-hours -not to exceed $18,600 Total Not to Exceed: $65,000 LAK Associates already carries the level of insurance required by the City of San Rafael. 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: Community Development-Planning Division Project Manager: Raffi Boloyan, Planning Manager Extension: 3095 Contractor Name: LAK Associates, LLC (Sean Kennings) Contractor's Contact: (415) 533-2111 Contact's Email: sean@lakassociates.com D FPPC: Check if Contractor/Consultant must file Form 700 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 Revie,w 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 8/16/2018 8/16/2018 8/22/2018 8/17/2018 8/24/2018 rJ N/A Or ji,1eyt1t e r a d te. 10/1/18 l t/q /Jg,- p/q / 1 g, 11 /11/t k \\h4\tt I REVIEWER Check/Initial □ □ ~ LG ~ LG ~ □ RB ~ ~~- (~ l _').) n [7\. V\-,