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HR Profession Services Structure and Operations AssessmentAGREEMENT FOR PROFESSIONAL SERVICES This Agreement is made and entered into this 2-6i day of July, 2019, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MUNICIPAL RESOURCE GROUP, LLC (hereinafter "CONTRACTOR"). RECITALS WHEREAS, CITY wishes to assess the current structure and operations of its Human Resources Department; and WHEREAS, CONTRACTOR is qualified and willing to perform the desired assessnent; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The Human Resources 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. Lisa Sullivan 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 CONTRACTOR'S Proposal dated July 5, 2019, attached hereto as Exhibit "A" and incorporated herein. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as described in Exhibit "A" attached. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as described in Exhibit "A" attached, in a total amount not to exceed $51,500.00 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 commence on the date of this Agreement and shall end on February 28, 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 an additional period of up to six 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. 1_111 019 81Ma A. Scope of Coverage. During the tern 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 (S 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 CONTkkCTOR'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: 16. INDEPENDENT CONTRACTOR. Shibani Nag, Human Resources Director City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Lisa Sullivan MRG P.O. Box 561 Wilton, CA 95693 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 CONTRACTOR S HUTZ, City an t 4c —V) ATTEST. '*1-y- '*.-W LINDSAY LARA, City Clerk By: Name: i - ltz- Title: 0 eb [If Contractor is a corporation, add signature of second corporate officer] By: APPROVED AS TO FORM: Name: Title: R F. EST*IN,ity`-A—'Uf-mxe-y MRG July 5, 2019 Ms. Shibani Nag Human Resources Director City of San Rafael 1400 Fifth Street San Rafael, CA 94901 Re: Human Resources Department Assessment Dear Ms. Nag: MRG is pleased to submit our revised proposal to conduct an assessment of the City of San Rafael's Human Resources Department. Consultant Lisa Sullivan is available to lead this project. Based on our conversations, we understand you seek an assessment of the full scope of your Human Resources processes and procedures, with specific attention to the Risk Management function. Our services are available onsite and via email/telephone as best suits your needs and budget. A proposal for the scope of services, timing, and budget are described in the following pages for your review and consideration. MRG has a team of public -sector professionals with deep expertise in all major functional areas of local government. Please review our full range of services at �vww.solutions-MRG .c-om. Our clients often ask us to assist them during transitions and to provide technical expertise on a wide variety of projects. We can provide additional information to meet your specific needs upon request. Please let me know if you have any questions or comments about this proposal. We are excited about the opportunity to work with the City of San Rafael and provide support to you and your staff in the Human Resources Department. Sincerely, Mary Egan Managing Partner, MRG LLC 916-261-7547 e_an(�q 5eiuuons-cru-2.Com P. O. Box 561, Wilton, CA 95693 916-261-7547 www.Solutions-MRG.com Human Resources Department Assessment Scope of Work MRG This assessment will identify the Human Resources Department's areas of compliance and non- compliance, service delivery strengths, and opportunities for improvement. MRG will gather information and data in several key areas and identify areas for improvement and opportunities that capitalize on existing resources. We understand that, as part of this assessment, the City desires a robust evaluation of its Risk Management program and the current separation of duties between the City Attorney's Office and the Human Resources Department. Assessment Areas: Risk Management including the City's safety program, Injury and Illness Prevention Program (IIPP), Workers' Compensation, claims processing, liability program, subrogation processes, settlement processes, actuarial review and associated budgeting process, and risk transfer practices. Human Resources functions including Human Resources Information System (HRIS) and transactions, long range strategic planning, benefits administration and wellness, employee development and training, recruitment and selection, classification and compensation, employee and labor relations, and the Department's organization and work flow. Human Resources customer service including client department Directors' interviews and a City employee customer survey. Project Approach MRG has built its practice around helping clients rethink historic practices and review what's possible within agency -specific rules and standards. We consider each project an opportunity to work with staff, to help them grow and develop, and to provide them with practical tools to continue building healthy relationships with each other. We are "no surprises" consultants and work with the leadership and other stakeholders to incorporate the values, vision, and mission of the greater organization. Project Plan The following project plan is based on our understanding of your project. If we've misunderstood any part of your vision, please let us know and we will revise the proposed plan. Our estimated completion dates rely on the availability and responsiveness of City staff members who are critical to a successful assessment. MRG designed the project plan with your upcoming leave of absence in mind. MRG scheduled Phase 1 and Phase 2, including implementing selected P. O. Box 561, Wilton, CA 95693 916-261-7547 www.Solutions-MRG.com recommendations, for completion prior to your leave of absence. MRG will conduct Phase 3 and complete the project in January 2020, when you return to work. During Phase 3, in addition to the strategic and forward -thinking elements of the assessment, MRG can facilitate a continuous improvement discussion about the implemented recommendations, help the Human Resources staff fine tune those recommendations, and learn how to evaluate other processes for improvement opportunities. Overall Project Schedule Begin End September 2019 September 2019 Risk Management Assessment Phase One and Phase Two Phase Three July 2019 July 2019 January 2020 February 2020 Task Schedule — Phase One Begin Complete Gather Preliminary Documents July 8, 2019 July 12, 2019 Conduct Kick -Off Meeting July 15, 2019 July 19, 2019 Review Preliminary Documents July 15, 2019 July 26, 2019 Human Resources Staff Interviews July 22, 2019 August 9, 2019 Recruitment and Selection July 29, 2019 August 2, 2019 HRIS & Transactions Finance and Payroll Interface July 29, 2019 August 2, 2019 Classification July 29, 2019 August 2, 2019 Compensation August 5, 2019 August 9, 2019 Benefits Administration and Wellness August 5, 2019 August 9, 2019 Prepare and Deliver Draft Phase One Summary August 12, 2019 August 23, 2019 City's Review and Comments August 26, 2019 August 30, 2019 P. O. Box 561, Wilton, CA 95693 916-261-7547 www.Solutions-MRG.com a, Deliver Final Draft of Phase One Summary September 2, 2019 September 6, 2019 • Implement Selected Recommendations Task Schedule — Phase Two Begi� complete Customer Service — Directors' Interviews July 29, 2019 August 16, 2019 Customer Service — Survey August 5, 2019 August 23, 2019 Department Organization August 12, 2019 August 16, 2019 • Identify Comparison Agencies Labor Relations August 26, 2019 August 30, 2019 Employee Relations August 26, 2019 August 30, 2019 Deliver Phase 2 Oral Report September 16, 2019 September 20, 2019 Task Schedule — Phase Three Begin Complete Long Range Strategic Planning January 13, 2020 January 17, 2020 • Diversity and Inclusion • How Employees Experience Work • Work Force Planning Employee Development and Training January 13, 2020 January 17, 2020 Deliver Phase 3 Oral Report Prepare and Deliver Draft Report January 20, 2020 January 27, 2020 January 25, 2020 February 7, 2020 City's Review and Comments Prepare and Deliver Final Report February 10, 2020 February 14, 2020 February 17, 2020 February 24, 2020 February 21, 2020 February 28, 2020 Conduct Wrap -Up Meeting P O. Box 561, Wilton, CA 95693 916-261-7547 www.Solutions-MRG.com Project Team MRG is proud to offer the City of San Rafael a team of highly regarded professionals for this project. Our consultants have extensive experience in all aspects of public -sector Human Resources. Compete biographies for each of our team members are included with this proposal. • Lisa Sullivan (Lead Consultant). Lisa brings executive perspective combined with operational expertise to every project in which she is involved. Her diverse experiences during her 33 -year public sector career honed her ability to see across traditional roles and responsibilities and develop innovative yet practical recommendations. Lisa is a dynamic and engaging consultant with extensive experience as a coach and mentor. • Charlie Wilson (Consultant). Charlie provides broad support to public agencies in the human resources and risk management disciplines. As a seasoned practitioner and leader, he can assess the operational, programmatic, and strategic effectiveness of Human Resources and Risk Management activities. His personable and logical style help him to quickly assess problems and issues and determine effective recommendations and actions. • Carmen Valdez (Consultant). As an experienced Human Resources professional, Carmen assists executives, managers, and supervisors with complex employee and management issues. She has an innate ability to focus on the issues at hand so that acceptable, appropriate, and effective outcomes are identified. Carmen is the consummate professional with extensive experience in organizational development, labor and employee relations, and strategic planning. • Erica Greenberg (Consultant). Erica is a dedicated human resource professional with broad experience in the full -scope of Human Resources service delivery in both the public and private sectors. Erica brings excellent interpersonal skills, strong problem -solving abilities, and a data -driven, analytical approach to her projects. She is an expert at several Human Resources Information Systems (HRIS) and applicant tracking systems. Project rees MRG will invoice for actual hours incurred on the project at $215 per hour for the scope of services described above. MRG's not -to -exceed estimate for this project is $51,500 which includes reimbursable expenses. MRG's estimate for each phase of this project, including reimbursable expenses, follows. • Risk Management Assessment — MRG's estimate for the Risk Management assessment, as described above, is $13,825. • Phase 1 — MRG's estimate for Phase 1, as described above, is $12,685. • Phase 2 — MRG's estimate for Phase 2, as described above, is $12,165. P. O. Box 561, Wilton, CA 95693 916-261-7547 www.Solutions-MRG.com • Phase 3 - MRG's estimate for Phase 3, as described above, is $12,825. Expenses include, but are not limited to, mileage (at the current 2019 IRS rate of $0.58 per mile), printing, postage, parking, tolls, and lodging. Expenses will be reimbursed at MRG's costs. Additional work not contemplated in this proposal will. be billed at $215 per hour and will begin only after agreed upon between the City and MRG. P O. Box 561, Wilton, CA 95693 916-261-7547 www.Solutions-MRG.com RAP ►1 i 2 �o 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: Human Resources Project Manager: Shibani Nag Extension: 3069 Contractor Name: MRG Consulting Contractor's Contact: Lisa Sullivan Contact's Email: lsullivan@solutions-mrg.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT CONTINUE ROUTING PROCESS WITH HARD COPY 1 Project Manager a. Email PINS Introductory Notice to Contractor Forward signed original agreements to City b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org City Attorney a. Review, revise, and comment on draft agreement 2 City Attorney and return to Project Manager b. Confirm insurance requirements, create Job on 8 PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to (for Public Works Contracts) 9 i contractor 4 Project Manager Forward three (3) originals of final agreement to official 10 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement forwards copies to Project Manager agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 COMPLETED DATE Click here to enter a date. 7/22/2019 7/24/2019 7/24/2019 7/24/2019 7/24/2019 ® N/A Or Click here to enter a date REVIEWER Check/Initial El ® LG ® LG Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form Review and approve hard copy of signed 7 City Attorney agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager/ Mayor _ Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED DATE Click here to enter a date. 7/22/2019 7/24/2019 7/24/2019 7/24/2019 7/24/2019 ® N/A Or Click here to enter a date REVIEWER Check/Initial El ® LG ® LG