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DS Network and Technology Project Management (Essential Facilities)AGREEMENT FOR NETWORK AND TECHNOLOGY PROJECT MANAGEMENT SERVICES FOR ESSENTIAL FACILITIES PROJECTS This Agreement is made and entered into this 15 day of April, 2019, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MarinIT, Inc. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, CITY requires technology project management, network design, technical support, technology integration and installation services for the successful construction of the Essential Facilities Projects ("Essential Facilities network and technology project management"); and WHEREAS, CONTRACTOR is experienced in providing network and technology project management for large-scale construction projects; and WHEREAS, CONTRACTOR has the training and experience to provide, and is willing to provide, Essential Facilities network and technology project management to CITY; and WHEREAS, CITY desires to enter into an Agreement with CONTRACTOR to provide Essential Facilities network and technology project management to CITY for a 14 -month term, beginning April 15, 2019 and ending June 15, 2020. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The Civic Design 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'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. David Cooper is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require 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 as described in CONTRACTOR'S proposal dated February 1, 2019, attached hereto as "Exhibit A" and incorporated herin. y -3-S2-7 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4 and perform the duties as described in "Exhibit A" attached and incorporated herein. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis as specified in "Exhibit A", provided that the total amount paid to CONTRACTOR for its services and expenses will not exceed $73,878.00 during the term of this Agreement. Payment will be made upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for fourteen (14) months, beginning on April 15, 2019 and ending on June 15, 2020. Upon mutual agreement of the parties, and subject to the availability of appropriated funds, the City Manager may elect to extend the term of this Agreement for up to six (6) months, for a total period not to exceed twenty (20) months. 6. TERMINATION. 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 terminate 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 termination, 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 documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance 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. OWNERSHIP 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 purpose, 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 documents 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 performance 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 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 performs 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 performance 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. If it 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 of no 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 right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in 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 (for both ongoing and completed C operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and non contributory" 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 0104 13. 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 Form, 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. 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. 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. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the CONTRACTOR under this agreement. 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 a CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses 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 Indemnitees"), 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 the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' 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 Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. 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 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 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. 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: TO CONTRACTOR's Project Director: Sean Mooney City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 David Cooper 366 Bel Marin Keys Boulevard, Suite D Novato, CA 94949 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. 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 terms 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. 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 term, 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 performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL JIM "TZ, City er ATTEST: CONTRACTOR By -O C . (nr>Q Name: �Z)� L • 2z�mg, r LINDSAY LARD. Cite Clerk- APPROVED lerk APPROVED AS IU FUIZTM: RORFRT F. FPSTFTN city : crrney (tf Conlractur is a corporation, add sivrnawrc of second corporate oGiccr] -By: Vane: v Title:��y.,✓ /4000000**"-N Marin IT 366 Bel Marin Keys B vd City of San Rafael — Essential Facilities and Public Safety Building Su le D Novato, CA 94949 415 259.5742 Te 415 454.3432 Fax Project: Project Coordination / System Installation — Essential Facilities & Public Safety Building From: David Cooper Date: February 1, 2019 www.marinit.com To: Sean Mooney - sean.mooney@cityofsanrafael.org The City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 I am pleased to provide you our proposed scope of work to assist with coordination and installation of the new technology systems for the new San Rafael Essential Facilities Public Safety Building. This statement of work includes integrating the new architecture at the new facilities with the current city infrastructure and has been developed based on discussions with City of San Rafael staff. Project Summary: The City of San Rafael is currently building new public safety facilities which will include: • Fire Station 57 • Fire Station 51 • Police Department Administration and operations • Fire Department Administration • Emergency Operations Center • San Rafael Police Dispatch Center This statement of work is meant to provide a design build agreement to work as part of the project team and supply a turnkey solution to design and install a network infrastructure based on current data networking standards as well as assist and coordinate with City of San Rafael staff in the installation and purchasing of other technologies required for final move in of Police and Fire Services. This scope also includes working with the associated vendors to assist and coordinate with any network related configuration needed to support their respective systems for example AV, CCTV, MERA, Dispatch etc. As well as bring new telecommunications service to the property and coordinate documentation with architect. Marin IT, Inc. Proprietary & Confidential City of San Rafael - Public Safety Center 1 EXHIBIT Marin rT Roles Marin IT will work as the Project Lead for implementation of owner provided technology that does not fall into the direct scope of work of Essential Facilities contracts with Kitchell Construction Engineers, Alten Construction, Mary McGrath Architects, related subcontractors, or designated agencies. Marin IT will work with the Essential Facilities Management Team and Digital Service and Open Government staff to coordinate the timely purchase and installation of technologies outlined within this scope of work. Organizations Roles Contractors Description Provides project and construction management services for all essential facilities projects including the Kitchell CEM Construction Project Manager management of construction scheduling for primary contractors and subcontractors. Mary McGrath Project Architect Architects Mary McGrath Principal architect for essential facilities projects. Also participates in construction administration. Primary construction contrator responsible for the completion of Public Safety Center Alten Construction Construction Contractor construction tasks defined within the Public Safety Center contract. Director Bill Guerin Department of Public Works Public Works Project Manager Fabiola Guillen-Ufer San Rafael Police Department San Rafael Fire Department Police Chief Diana Bishop Records and Dispatch / Operational Point of Contact Charles Taylor Fire Chief Chris Gray Director of Public works, represents City interests in Essential Facilities Management Team and helps facilitate Public Works Project Manager representing Public Works and City of San Rafael Represents Police Department interests in the construction of the Public Safety Center. Manages Police Department Records and Dispatch. Will be primary point of contact for the relocation of dispatch operations and Police Department technology needs. Represents Fire Department interests in the construction of the Public Safety Center. Battalion Chief / Operational Point Secondary point of contact for Fire of Contact Department technology needs. Operational Matthew Windrem point of contact related to workstations and telephones specific needs. Marin IT, Inc. Proprietary & Confidential City of San Rafael — Essential Facilities and Public Safety Center -2- Marin rr Primary point of contact between Marin IT and Technology Projects Coordinator City of San Rafael for PSC project. Coordinates Sean Mooney technology projects with Marin IT and DSOG staff, monitors progress on tasks, and Primary point of contact for City of San Rafael Digital Service and Technology Operations Manager technology operations and support. Primary Open Government Gus Bush point of contact for workstation specifications, telephone and broadband account information, additional staff technology needs. Network and Infrastructure Primary point of contact for all City of San Manager Rafael network, server, and telephone Vinh Pham infrastructure information and specifications. Project lead and primary point of contact for Marin IT Project Lead Marin IT. Responsible for overall management David Cooper of Marin IT services related to technology Marin IT projects. Marin IT Project Engineer Project Engineer responsible for coordinating Tim Bush Marin IT resources related to the PSC project. Physical Infrastructure Backbone Cabling - Work with design team to determine the currently installed infrastructure, what is in need of upgrade and re -design infrastructure. Develop a budget for required work and furnish to ownership. • Review Site pathway / currently installed conduit - Current cabling installed, copper, fiber, count, etc. • Conduit path internal - Review current installed pathway to verify size and available capacity. - Make recommendations to design team for additional pathway conduit, etc. as required to future proof network connectivity. • Conduit path external - Access for services coming in from providers / street verify available capacity is adequate to support any new services which may need to be installed. Analyze possibility for secondary entrance to property to support diverse path / redundant providers. • Assist with design any new pathway which might be required based on new services that may be installed. For example redundant internet connectivity, cable television, microwave, etc. • Review horizontal cabling to support administrative workstations, printers, etc. work with architect and design team to develop cabling matrix labeling convention • Assist with selection of cable type, fiber, copper, termination types, etc. For installation during construction phase. • Assist with manufacturer selection - Server room and IDF hardware, cabinets, wire managers, etc. For installation during construction phase. . • Assist with coordination of cabling design, documentation and integration with all network equipment / misc systems. Marin IT, Inc. Proprietary & Confidential City of San Rafael — Essential Facilities and Public Safety Center -3- Marin IT • Review server room and network distribution locations. Ensure they adheres to industry standards and best practices. • Remote connectivity to other city facilities. Including multi network paths for network redundancy. • Place orders from telecommunications service providers on behalf of the City of San Rafael. - Coordinate installation of said services. Wired Network - Develop plan to build wired network infrastructure to current industry standards including, but not limited to: • Review current wired network and services intended for the building. • Develop a network and system design based on industry standards vendors to support all network -based services. • Assist with physical layout / design of network distribution rooms to support all areas • Design / build network backbone to support integration with other network -based systems including Audio Visual, Security, Building Management, Guest access, etc. • Network security - Coordinate firewall vendor and associated installation Assist with patching and verifying connectivity. Wireless Network - Design industry standard wireless network including, but not limited to: • Review current wireless network - Determine what portions of current infrastructure is in need of upgrade and assist with design specification to be included on design plan, cabling requirements, access point placement, etc. • Review applications which will require wireless access - Design system to support / provide capacity required as well as o provide coverage in required areas, lobby, sally port, admin offices, conference rooms, etc. • Prepare predictive wireless "heat" map / survey to anticipate new WLAN installation coverage prior to installation of cable infrastructure. • Determine access point locations and place on drawings including administrative offices, custom locations, public areas. - Architect responsible for updating record drawings. • Assist with antenna / access point selection and placement to support wireless network coverage and aesthetic concerns. - Architect responsible for updating record drawings • Design and configure wireless system to support integration with other network - based systems including Audio Visual, Security, Building Management, Guest access, mobile phone repeaters/boosters, etc. • Design / configure wireless security per industry standards / SSID Naming conventions • Perform on site testing / documentation "heat' map survey to document wireless coverage in misc areas to validate predictive design.. Internet Connection / WAN: Coordinate and document new services and coordinate with required vendors to develop budget, install and test connectivity as specified by the Network and Infrastructure Manager - Marin IT, Inc. Proprietary & Confidential City of San Rafael — Essential Facilities and Public Safety Center -4- Marfa R San Rafael Dispatch Center Coordinating move of PD Records and Dispatch with SRPD, Marin County Sheriffs Office, MERA, and other service providers. Data Center Assist in the purchasing and installation of servers, storage, and backup systems for the server environment. Operations and monitor Provide standardized access for all infrastructure devices. E.g. default RADIUS authentication with failover local account. Other Systems: Work with vendors providing systems that require network connectivity to coordinate system design including all technical details / requirements, Ensure design includes provisions to support applications as required, VoIP, video, security, etc assist with connectivity / system testing as needed. AudioNideo Coordinate the purchasing and installation of owner provided televisions/monitors and other audio/video systems not specifically covered by the construction contract. IT Hardware & Desktop Computing — Coordinate the quoting, purchasing, scheduling, and installation of PC workstations, printers, and telephones required for staff to move into the Public Safety Center. DSOG will supply an inventory of required workstations and telephones required for the facility and Marin IT will coordinate with the Technical Support Manager on specifications for workstations, software, and related workstation technologies. Scheduling: The recommended scheduling for this project from the Marin IT perspective would be to move forward with the site inspection / documentation as well as the pre -build wireless heat maps. These items will need to be tightly integrated with the building process and added to the current drawings. As part of this discovery process it would be logical to design any work that will be needed in the main server / communications room(s), pathway to the street, power, UPS, cooling, etc. This information will give us the data we will need to develop a final design and the architect to be sure and design in enough physical space, capacity, etc. It would be very advantageous to be sure the general building contractor understands where the network installation should fit into their scheduling to ensure that there will be no network installation delays that could affect bringing the new public safety center on line or impact the installation of any other systems. During the course of the project a Marin IT project representative will be required to attend regular construction management meetings as determined by the Technology Project Coordinator. Representative should be prepared to present status on existing action items and report to Marin IT project team on upcoming action items. Marin IT, Inc. Proprietary & Confidential City of San Rafael — Essential Facilities and Public Safety Center -5- Marin fT Proiect Management Task Tracking Marin IT will employ a task tracking solution as part of the project scope to allow for visibility and scheduling of upcoming and completed tasks, task assignees, and expected timelines within Marin IT's scope of work. City staff and Marin IT will review and mutually approve the appropriate task management solution and outline expectations for its use in managing the project. Documentation: All system documentation produced as part of this project will be turned over to the designated contact at the end of the project or if requested by an authorized client representative. MarinlT will produce network design and deployment documentations. Marin IT will produce logical and physical network drawings including VLAN structure, IP address and cabling Matrix. All architectural and mechanical drawings will be by others. All HVAC / environmental and power calculations by others. Design documentations should include high-level view of the city network and its interconnects with neighboring networks. Deployment documentations should include samples of device configurations. Travel Travel / per diem outside of Marin County will be billed at actual cost. Marin IT will provide backup documentation for expenses submitted. Client Responsibilities In order for Marin IT to perform the tasks included in this scope of work we will need at a minimum but not limited to: • Architectural drawings • Building access — Misc areas, IDF, MDF, constriction site as needed. • All drawings will be marked up by Marin IT, architect will be responsible for incorporating design changes into construction drawings of record Change / System Upgrade Process • Discuss the need for the change in scope with the designated representative(s) • Identify the additional tasks, which need to be performed in order to complete the change in scope. • Estimate the cost associated with the additional scope, and determine the impact on project schedule / time frame. • Move forward contingent with approval from designated representative(s) This agreement does not include hardware / system configuration. A Bill of Materials (BOM) will be developed as part of this agreement. The cost of this equipment, cabling, etc will be a supplemental purchase to this agreement. Estimated Costs: Marin IT, Inc. Proprietary & Confidential City of San Rafael — Essential Facilities and Public Safety Center iV Marin R Please review attached spreadsheet for itemized time estimate. Our estimated costs to complete the design aspect of this project including are: Design & Budget Development Costs including contingency $73,878.00 This does not include equipment needed for installation. A bill of materials and associated costs will be assembled as part of the design work above. This cost is developed based on Marin IT providing equipment and all services above as well as work being performed during normal business hours. Our hourly rates for services will range from $110.00 per hour to $145.00 per hour for any additional work requested. We look forward to discussing this project with you in more detail and moving forward with you as part of the design team. Thank you for your consideration David Cooper Marin IT, Inc. Marin IT, Inc. Proprietary & Confidential City of San Rafael — Essential Facilities and Public Safety Center -7- a me3ma.nass m�" N O O A= gaRag g m s 3 . E,r2 c$ci 2. $ m B S c 3 9 m o? e m 3 O n 3w $Y Ymm Y$2 R¢.9S 8$ w8 �it4 An a 3 3�5' q _ �$ m D - Q 3 3 Y� 'c2 am a a ? '^g 3c= a 0 m 35 m N $ a g D w o 8 3 mg` e s D S a n m F m C 4 m 3 w • a r 'sssss Z ]k ƒ/ ■;7|: k�![ ■»»« R |;|!° !E , ij ° it ,! ! � ` � !| !� k| | ■ ' `` !! .35 � � 5 2 - � kali k §| | ( ¢( } /} � � | | |k § | ]k ƒ/ ■;7|: k�![ ■»»« � , !| !� k| � § 19 PNA RA f4 s\- Y WITH 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: Digital Service and Open Government Project Manager: Sean Mooney Extension: 2646 Contractor Name: Marin IT Contractor's Contact: David Cooper Contact's Email: coop@marinit.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 4/2/2019 4/2/2019 b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org City Attorney a. Review, revise, and comment on draft agreement 2 4/3/2019 ® LG and return to Project Manager 4/3/2019 ® LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward two (2) originals of final agreement to 4/18/2019 contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ® N/A agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or ❑ Public Works Contract > $175,000 Date of Council approval Click here to enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form l 6 City Attorney Review and approve hard copy of signed agreementI}- 7 City Attorney — _ City Manager / Mayor Review and approve insurance in PINS, and bonds (for Public Works Contracts) Z S/ 1 8 Agreement executed by Council authorized official _— _ _ _ - Attest signatures, retains original agreement and forwards Z� �K 4.�e 1 9 City Clerk SIV copies to Project Manager q