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PW Loch Lomond #10 Mello-Roos Engineer's Report 2019-20AGREEMENT FOR PROFESSIONAL SERVICES FOR FY 2019-20 ADMINISTRATION OF LOCH LOMOND #10 — MELLO-ROOS DISTRCT AND ANNUAL ENGINEER'S REPORT This Agreement is made and entered into this 7A day of M" , 2018, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CSW/STUBER-STROEH ENGINEERING GROUP, INC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the Loch Lomond #10 Mello -Roos District requires annual financial administration including the development of an Engineer's Report in the levying of the annual assessment; and WHEREAS, CONTRACTOR has extensive background knowledge and expertise on the Loch Lomond #10 Mello -Roos district in San Rafael and therefore their proposed cost was considerably lower than other proposals received for this scope of services; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. The Public Works Director 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. Al Cornwell 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 and/or provide services as described in "Scope of Services" in CONTRACTOR'S proposal dated April 19, 2019, attached as Exhibit A hereto and incorporated herein by reference. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as q-3 - %41 described in the section called "Client to Provide" in Exhibit A attached. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis at the rates set forth in CONTRACTOR'S "Hourly Rates and Billing Policy" dated May 1, 2018, included with Exhibit A. with a total FY 2019- 20 contract amount not to exceed $5,100. Payment will be made in full upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for 1 year(s) commencing on May 1, 2019 and ending on April 30, 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 on the same terms for an additional period of up to 1 year. 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, neithcr 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 operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and noncontributory" 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 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: Bill Guerin, Public Works Director City of San Rafael Department of Public Works I 11 Morphew Street San Rafael, CA 94901 Al Cornwell CSW/Stuber-Stroeh Engineering Group, Inc. 45 Leveroni Court 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 parry 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 CONTRACTOR By: J S HUTZ, City ager `` Name: Al _0-Urnwei l Title: u i cc,Pre,-5i de d— [If Contractor is a corporation, add signature of second ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: RO ERT F. 6EPS-rEIN&,CQijyAttorty corporate officer] By. Name: Robert Stevens Title: President CSM ST2 CSWIStuber•Stroeh Engineering Group Inc. Date: April 19, 2019 File: 2019-10-064 Bill Guerin and Talia Smith Sent via Email: Talia.Smith n,cityofsanrafael.org Department of Public Works Bill.Guerin@cityofsanrafael.org City of San Rafael 111 Morphew Street San Rafael, CA 94901 RE: LOCH LOMOND # 10— MELLO-ROOS DISTRICT —ANNUAL ENGINEER'S REPORT Dear Bill and Talia: CSW/Stuber-Stroeh Engineering Group, Inc. (CSW I ST2) appreciates the opportunity to present our proposal for preparation of the Annual Engineer's Report for the Loch Lomond #10 Mello Roos Assessment District. As you know, CSW j ST2 has prepared annual reports of various assessment districts throughout the City of San Rafael for over 20 years, and we welcome the opportunity to continue to serve the City. SCOPE OF SERVICES Specifically, CSW I ST2 will prepare the Annual Engineer's Report in accordance with the 1972 Landscape and Lighting Assessment District Act. Work will include: Part A — Engineer's Report Text We will review available information provided by the City of San Rafael to create a text summary of the work performed during the past fiscal year, and the tasks anticipated and contemplated by the Loch Lomond #10 Mello Roos District. This information will be presented in text form. 2. Part B — Financial Disclosure The revenue and expense information will be updated based on input from the City of San Rafael's Finance Department. As we know, this District has not had an annual engineers report prepared for some time. As part of our task we will build on the work we've completed during the past several years on the status of the District, and provide an estimate of the projected expenditures using the District's available funds. Part E — Property Owner's Roll — Mailing Information Using data from the Marin County Assessor's office, we will review each of the 28 parcels that fall within the bounds of the District limits to determine the current I':\Prujcns�2017d0 UGt larch la,mond 10A--- D,sm , KcponlDOCU00 Adminimmi—\101 Proposa112019 0.7-19 Loch Lomond 10 Proposal ;?017.10 064j.do- Exhibit A CSW ST2 Bill Guerin & Talia Smith City of San Rafael April 19, 2019 Page 2 property owners. The roll will be updated with the new owner's name, mailing address, and other pertinent information. During this task, we will also review the property boundary lines as shown on the Assessor's Parcel Maps for each Page. If alterations are found (i.e., lot mergers, lot splits, lot line adjustments, or other changes), we will also update Parts C (Assessment Roll), D (Method of Assessment), and F (Assessment Diagrams). Upon completion of Tasks 1 through 3, above, assuming no changes need to be made to Parts C, D and F, we will generate eleven (11) copies of the completed document, including Assessment District diagrams, for delivery to the City of San Rafael. Ten (10) of the sets will be for City Council Review and, upon approval and issuance of the various Council Resolutions, the 11th copy will be returned to us for our records. FEES As we have in the past, CSW I ST2 will provide the services described above on a time and expense basis, in accordance with our current Hourly Rates and Billing Policy, a copy of which is enclosed. Based on our history in preparing the Report, we expect the City will be invoiced approximately $5,100 for labor and materials. Invoices for services rendered will be issued on a monthly basis. Payment terms are net 30 days from the date of the invoice. Late payments are subject to interest charges at the rate of 18% per annum. Reimbursable costs for printing, supplies, agency submittal/permit fees, travel and other miscellaneous or incidental expenses are included in the amount shown above. CLIENT TO PROVIDE In order for CSW j ST2 to prepare the Annual Engineer's Report as outlined in Scope of Services, above, the City shall provide the following items prior to commencement of work: Written Authorization to Proceed Executed Contract (two original copies for counter -signature) Complete Revenue and Expense data for F/Y 2019-2020, including District Account Balance for inclusion in Part B of Annual Report SCHEDULE CSW I ST2 is prepared to begin work immediately after receiving the City's Authorization to Proceed with the work. Delivery of the Annual Report will follow receipt of the fully executed contract documents, revenue and expense data and account balances. P 11'ngenc\?019 10 06i 1—h I.umand 10 .\---, D.ww, K�p-I\DOC\ I WAdm,—,.,wn\101 11-pnsaH301904-19 1—h 1.--d 10 Pnipna:d X21119-10-0(4}.ducc CSW ST2 Bill Guerin & Talia Smith City of San Rafael April 19, 2019 Page 3 We anticipate that it will take approximately two (2) weeks for research and report preparation. Providing that the work authorization is provided in a timely manner, the final copies of the Report will be delivered to the City of San Rafael no later than Monday June 3, 2019 and we anticipate having the item heard on the July 1" and July 15th Council dates. If this proposal is acceptable, please sign both copies of the enclosed Work Confirmation and initial at the bottom of each of the following pages to acknowledge that you have received and read them. Once signed and fully initialed, please return both complete sets of documents to my attention for counter -signature. Once fully executed, we will return a set to you, for your records. If you have any questions or wish to modify the Scope of Services, please call/email me. CSW I ST2 provides services for a variety of agencies and clientele in this vicinity. To our knowledge, none present a conflict of interest to our serving on this project team. If you have specific concerns, please call and I will provide any additionally required information. Talia, thank you for considering CSW I ST2 to continue to work on the preparation of this Report. We look forward to working with you and your team. Sincerely, CSW/STUBER-STROEH ENGINEERING GROUP, INC. Al Cornwell R.C.E. #27577 AGC:vg Enclosures P:1Prujcus\2019-1006 4 1A h Lomond 10 Assessment District Report\D(W1011 Ad inist mwn1101 Pmp, s,AN2019-01.19 IA h Lona 1 10 P-pos:d (20M If) 064).doe. 45 Leveroni Court Tel: 415.883.9850 Novato C( W S Novato, CA 94949 Fax: 415.883.9835 Berkeley V ■. V www.cswst2.com Petaluma Sacramento Redwood City CSW/Stuber-Stroeh Engineering Group, Inc. Engineers I Land Planners I Surveyors PROJECT NO.: 2019-10-064 HOURLY RATES AND BILLING POLICY Effective May 1, 2018 the following hourly rates will be charged for services rendered. (Rates subject to change): CIVIL ENGINEERING HOURLY RATES Principal $ 235.00 Engineer TN'fanager S 235.00 Project Engineer V S 205.00 Project Engineer IV $ 193.00 Project Engineer III $ 175.00 Project Engineer II $ 158.00 Project Engineer I $ 152.00 Senior Engineer $ 211.00-$ 222.00 Engineer V $ 163.00 Engineer IV $ 140.00 Engineer III $ 128.00 Engineer II $ 110.00 Engineer I $ 100.00 Senior Designer $ 186.00 Dcsigncr V $ 153.00 Designer IV $ 141.00 Designer III $ 128.00 Designer 11 $ 116.00 Designer'1 $ 110.00 Technician IV $ 110.00 Technician III $ 106.00 Technician II $ 100.00 Technician I $ 85.00 Project Coordinator/ Office Manager $ 120.00 Project Assistant II $ 88.00 Project Assistant 1 $ 77.00 SURVEYING HOURLY RATES Survey Supervisor S 198.00 Project Surveyor $ 175.00 I:.and Surveyor $ 153.00 Survey Technician $ 116.00 Two -Ulan Survey Parte $ 275.00 Expert Witness / Arbitration Services are available at a negotiated rate. All expenses for transportation will be charged at cost plus service charges at the rate of 10%. Filing fees, checking fees, prints, and other outside torts (such as agency submittal/permit fees etc.) will be charged at cost, plus service charges at the rate of 10%. Billing will be monthly. Invoices are due and payable upon presentation. Interest at the rate of 1.5% per month commencing thirty (30) days after invoice date will be charged on delinquent accounts. CSW/Stuber-Stroeh Engineering Group, Inc. reserves the right to suspend work on any project when invoices have not been paid within thirty (30) days after having been rendered. Client Initials Consultant Initials V.1L RAP ►1 Z 2 yo 'rYWITH p'e `5 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: DPW Project Manager: TS Extension: 3354 Project Name: Loch Lomond 10 Administration Contractor's Contact: Valerie Graf Contact's Email: Valerie Graf <valerie¢Ctcswst2.com> RESPONSIBLE STEP I DEPARTMENT DESCRIPTION COMPLETED DATE REVIEWER (Initials) a. Email PINS Introductory Notice to Contractor b. Email Contract (in Word) & attachments to City Attorney cto 1 Project Manager Laraine.Gittens@,cityofsanrafacl.org 4`21 2019 £S a. Review, revise and comment on draft agreement and return to Project Manager 421 2019 LG b. Confirm insurance requirements, create Job on PINS, send PINS 2 City Attorney insurance notice to contractor. Department Approval of final agreement form to send to contractor. (Provide Dept 3 Director Director Financial Sunanar7• it, Agreement) 423 2019 BG Forward three (3) originals of final agreement to contractor for their 4 Project Manager signature. 4'3'_019 TS When necessary, contractor -signed agreement agendized for Council approval Citr Council approval requiredJbr Professional Services Agreements and purchases ofgonds and services that exceed $75,000 and fbr Public IVorks 5 Project Manager Contracts that exceed $175,000 (Enter date of ouncil Meeting) PRINT CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreement to City Attorney with printed copy of 6 Project Manager this routing form 2019 7 City Attorney Review and approve hard copy of signed agreement `5'20 t71 QTS Review and approve insurance in PINS, and bonds (for public works 8 City Attorney contracts) / City 9 Manager/Mayor Agreement executed by Council authorized official f 10 City Clerk Attest signatures, retains original agreement and forwards copies to project manager I 11 Project Manager Forward Final Copy to Contractor