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CD San Rafael Transit Center ProjectAGREEMENT FOR PROFESSIONAL SERVICES FOR ECONOMIC & FISCAL TECI IINCAL CONSULTING SERVICES FOR SAN RAFAEL TRANSIT CENTER PROJECT This Agreement is made and entered into this `i day of Junes , 2019, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BAE URBAN ECONOMICS, INC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY is collaborating with the Golden Gate Bridge, Highway & Transportation District (Bridge District) on the planning for the future relocation of the San Rafael Transit Center. As part of this effort, the Bridge District is studying several potential sites within a three -block radius of the existing San Rafael Transit Center; and WHEREAS, it is the CITY's desire to study the property tax implications of two of the potential sites under consideration. Through a separate Professional Services Agreement, the CONTRACTOR is currently providing economic and fiscal technical services for the CITY; such services are associated with the preparation of the San Rafael General Plan 2040; and WHEREAS, the CONTRACTOR has prepared a scope of work for analyzing the property tax implications of two potential Transit Center sites. This scope of work is summarized in the attached letter from the CONTRACTOR to the CITY (Exhibit A); and AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Assistant City Attorney Lisa Goldfien 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 Shiver 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 technical services, as specified in the "Scope of Services" included with CONTRACTOR'S proposal dated May 28, 2019 attached 4-1-95D hereto as Exhibit "A" and incorporated herein by reference. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Section 4 of this Agreement. CITY shall also provide a work space for CONTRACTOR, background information, oversight and direction, network computer access and other materials necessary for CONTRACTOR to perform their duties. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR a fixed fee of $11,700 as described in the "Budget" included in Exhibit A. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for one year commencing on approval of this contract and ending on June 1, 2020. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for two additional periods of up to one 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, 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 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 insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or worker's compensation in their text or by endorsement, coverage for 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 affect 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: Lisa Goldfien, Assistant City Attorney City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR's Project Director: David Shiver BAE Urban Economics, Inc. 2600 10'' St., Suite 300 Berkeley, CA 94710 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 patties have executed this Agreement as of the day, month and yew first above xvn-itten. CITY OF SAN RAFAEL SC TZ, City -\4jlager ATTEST: LINDSAY LARA, City Cleric APPROVED AS TO FORM: ROBERT F. EPSTEIN, City A okt iney CONTRACTOR By: �4 �-� Natne: David Shiver Title:-Principal/Vice President [If Conti -actor is a corporation, add signature of second corporate officer] Name: Matt Kowta Title: Managing Principal/President EXHIBIT A: BA.E Urban Economics Scope of Work, May 28, 2019 May 28, 2019 Lisa A. Goldfien Assistant City Attorney City of San Rafael 1400 5th Avenue San Rafael, CA 94901 Dear Ms. Goldfien: We appreciate the opportunity to submit this proposal to evaluate the property tax impacts that the future relocation of the San Rafael Transit Center will have on the City of San Rafael. Attached is BAE's proposal to conduct an analysis of the property tax implications of two potential Transit Center relocation options currently under consideration. It is our understanding that the City of San Rafael is currently in discussions with the Golden Gate Bridge District to determine the future location of the San Rafael Transit Center, with a focus on two potential locations. The two locations that are currently under consideration are the "Full Block Site," bound by Heatherton Street, 5th Avenue, Irwin Street, and 4th Street, and the "Whistlestop Surround Site," which would occupy portions of the two city blocks bound by Lincoln Avenue, 4th Street, Heatherton Street, and 3rd Street. To inform the ongoing evaluation of the relocation sites, the City is interested in understanding the impacts that each option will have on the City's property tax revenues. The Transit Center will be owned by a public agency, and therefore will be exempt from property taxes. To the extent that the property used for the Transit Center currently generates property tax revenue, the relocation will represent a loss of the property tax revenue that the site currently generates. Meanwhile, the site that is not selected as the future location of the Transit Center could potentially be redeveloped overtime with higher -density new construction, resulting in an increase in property tax revenue to the City. In addition, there may a potential long-term option to offer the air rights above the location of the future transit center for private development, which could potentially generate possessory interest tax or property tax from a privately -owned development above the publicly -owned Transit Center property. The two location options have different property tax implications due to differences in the amount of property tax that each site currently generates, each site's potential for redevelopment if not selected as the future site of the Transit Center, and each site's potential for long-term development of air rights if selected as the future location of the Transit Center. The following pages provide BAE's proposed scope of work and budget to conduct an analysis of the property tax implications of both location options. We are able to work with the City to EXHIBIT A adjust the following scope of work and budget to meet the City's needs. Please feel free to contact me at stephaniehagar@bael.com or 510.547.9380 if you have any questions or would like to further discuss this proposal. Sincerely, f!o'. ff �i r/ Stephanie Hagar Vice President 2 SCOPE OF SERVICES This section outlines BAE's proposed work program. Task 1: Evaluate the Full Block Site In this task, BAE will evaluate the property tax implications of selecting the Full Block Site as the location of the future Transit Center. Task 1.A: Evaluate Near -Term Implications of the Full Block Site. BAE will first determine the property tax revenue that the Full Block Site currently generates to the City of San Rafael, thereby identifying the amount of property tax revenue that the City would lose in the near term if the Full Block Site is selected for the Transit Center. Task 1.13. Evaluate Potential Medium -Term Implications of the Full Block Site. BAE will work with City staff to develop a high-level conceptual development program that could occur on the Whistlestop Surround site, which would be left available for redevelopment if the Full Block Site is selected for the Transit Center. BAE will request that the City provide input on assumptions related to the land use and overall building square footage of a future new development on the Whistlestop Surround site to inform development program assumptions. Based on the assumed development program, BAE will estimate the increase in property tax revenue to the City resulting from the future redevelopment of the Whistlestop Surround Site. Task 2: Evaluate the Whistlestop Surround Site In this task, BAE will evaluate the property tax implications of selecting the Whistlestop Surround Site as the location of the future Transit Center. Task 2.A: Evaluate Near -Term Implications of the Whistlestop Surround Site. BAE will first determine the property tax revenue that the Whistlestop Surround Site currently generates to the City of San Rafael, thereby identifying the amount of property tax revenue that the City would lose in the near term if the Whistlestop Surround Site is selected for the Transit Center. Task 2.B. Evaluate Potential Medium -Term Implications of the Whistlestop Surround Site. BAE will work with City staff to develop a high-level conceptual development program that could occur on the Full Block site, which would be left available for redevelopment if the Whistlestop Surround Site is selected for the Transit Center. BAE will request that the City provide input on assumptions related to the land use and overall building square footage of a future new development on the Full Block site to inform development program assumptions. Based on the assumed development program, BAE will estimate the increase in property tax revenue to the City resulting from the future redevelopment of the Full Block Site. Task 2.C. Evaluate Possible Long -Term Implications of Development of Air Rights Over the Whistlestop Surround Site. If the Whistlestop Surround site is selected as the Transit Center site, over the long term it is possible that a developer would pursue and obtain the air rights to undertake a private development project over the Transit Center, which would generate revenue to the City in the form of property tax or possessory interest tax. For this task, BAE will work with City staff to develop a high-level conceptual development program that could occur over the Transit Center on the Whistlestop Surround Site. Based on the assumed development program for the site, BAE will estimate the increase in property tax or possessory interest tax revenue to the City resulting from the future development of the air rights over a future Transit Center at the Whistlestop site. Task 1 of this scope of work does not include an analogous subtask to evaluate the development of air rights over the Full Block site because the Full Block site would be partially located under the freeway, leaving a limited amount of available air rights over the site. Task 3: Draft and Final Memorandum BAE will prepare a draft memorandum comparing the results of Task 1 and Task 2. The memorandum will provide comparisons between the two location options in the near term and medium term, as well as the potential long-term implications factoring in the possibility of the development of air rights over a Transit Center located on the Whistlestop Surround site (Task 2.C). The memorandum will include a qualitative assessment of the relative likelihood of each outcome modeled in the analysis. BAE will be available to discuss the draft memorandum by phone to respond to initial questions and receive preliminary comments. Following receipt of one set of consolidated written comments from City staff, BAE will revise the draft and produce a final memorandum. BUDGET BAE will complete the work described above for a fixed -fee budget of $11,700, as shown below. This will include all consultant costs, including personnel, overhead, and miscellaneous reimbursable expenses. In no event shall the total project cost exceed the fixed fee budget, unless the client requests work beyond the agreed-upon scope. Miscellaneous expenses such as data purchase and travel are passed through to the client with no markup. Task Budget Task 1: Evaluate the Full Block Site $3,500 Task 2: Evaluate the Whistlestop Surround Site $4,500 Task 3: Draft and Final Memorandum $3,700 Total $11,700 Costs for any additional work authorized by the client will be billed on an hourly time -and - materials basis, in accordance with BAE's standard hourly billing rates: 4 Principal $300/hour Director $235/hour Vice President $210/hour Senior Associate $185/hour Associate $140/hour Analyst $95/hour These rates are subject to revision on or after January 1, 2020. SCHEDULE BAE will prepare a draft memorandum within six weeks of receiving a notice to proceed on this scope of work. This timeline assumes that BAE and City staff finalize the high-level conceptual development programs for redevelopment, as outlined above, within the first two weeks of this timeframe. BAE will prepare a final memorandum within one week of receiving comments from City staff on the administrative draft. We are able to work with the City to adjust the schedule as needed to meet project deadlines. h 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 Project Manager: Lisa A. Goldfien Extension: 3080 Contractor Name: BAE Urban Economics, Inc. Contractor's Contact: David Shiver Contact's Email: dshiver@bael.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED I REVIEWER DEPARTMENT DATE N/A Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 5/30/2019 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 5/30/2019 and return to Project Manager N/A b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 5/30/2019 contractor Project Manager Forward three (3) originals of final agreement to 4 5/30/2019 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ® N/A agendized for City Council approval *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date: PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 6/4/19 City Attorney Attorney with printed copy of this routing form Review and approve hard copy of signed + 1 7 agreement Review and approve insurance in PINS, and bonds 8 City Attorney (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and ' LP I I 10 City Clerk forwards copies to Project Manager