HomeMy WebLinkAboutPD 911 Dispatch System Consulting ServicesAGREEMENT FOR PROFESSIONAL SERVICES
FOR AMY WILLMS CONSULTING SERVICES
1 J4
This Agreement is made and entered into this day of February 2020, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and AMY WILLMS (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, CITY requires assistance implementing a new 9-1-1 dispatch system; and
WHEREAS, CONTRACTOR will provide the San Rafael Police Department with technology
consultant services, in the form of IT Project Management.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. Charles Taylor 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. Amy Willms 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 follows:
CONTRACTOR will provide CITY with technology consulting services, in the form of project
management as described in the Statement of Work dated February 15, 2020, attached hereto as
Exhibit A and incorporated herein by reference. CONTRACTOR will provide work authorizations
monthly or quarterly for CITY approval, to outline the agreed upon work for the authorized period.
CONTRACTOR will invoice the city monthly in arrears, net45.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
follows:
The city will clearly articulate work required and assist with development of work authorizations,
sign and approve work authorizations.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR as follows:
Technology consulting services at an hourly rate of $175.00 not -to -exceed 80 hours over the course
of the initial agreement, for a total not -to -exceed amount of $14,000.00.
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 be for 1 year(s) commencing on February 10, 2020 and
ending on February 9, 2021. 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 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 convect 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. 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.
B. 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; 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.
CHARLES TAYLOR, Support Services
Supervisor
City of San Rafael, Police Department
1400 Fifth Avenue
San Rafael, CA 94901
Amy Willms
2381 State Highway 49
Placerville, CA 95667-3309
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 DEB
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. 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.
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
23. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and 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
JI SC UTZ, City ttger
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
L., a �oaL ��
ROBERT F. EPSTEIN, Cily Atto ey
Signature: AMM
-
Amy Willms Feb 17, 2020)
Email: amywiilms@outlook.com
CONTRACTOR
By: Amy Willms
-
Name: —Amy Willms
Title: Project Manager
Professional -Services -Ag reement_AmyWi I I ms
FINAL
Final Audit Report
Created: 2020-02-14
By: Christine Foster (christine.foster@cityofsanrafael.org)
Status: Signed
Transaction ID: CBJCHBCAABAAb9NYofMxOglmlOm18j7VkcPp2GXEL8-1
2020-02-17
"Professional-Services-Agreement_AmyWillms FINAL" History
Document created by Christine Foster (christine.foster@cityofsanrafael.org)
2020-02-14 - 7:52:30 PM GMT- IP address: 199.88.89.34
C'.► Document emailed to Amy Willms (amywillms@outlook.com) for signature
2020-02-14 - 7:52:57 PM GMT
Email viewed by Amy Willms (amywillms@outlook.com)
2020-02-15 - 2:51:17 AM GMT- IP address: 172.58.35.53
da Document e -signed by Amy Willms (amywillms@outlook.com)
Signature Date: 2020-02-17 - 9:13:52 PM GMT - Time Source: server- IP address: 73.185.74.37
Signed document emailed to Christine Foster (christine.foster@cityofsanrafael.org) and Amy Willms
(amywillms@outlook.com)
2020-02-17 - 9:13:52 PM GMT
E Adobe Sign
Hrriy vviums
Information Technology Consultant
EXHIBIT A
Statement of Work
SOW# 0015
City of San Rafael
February 15, 2020
Table of Contents
1. Scope of Work.......................................................................................................................................................3
1.1 Phase One— Planning......................................................................................................................................3
1.2 Phase Two — Procurement................................................................................................................................3
1.3 Phase Three — Implementation.........................................................................................................................3
2. Resources and Costs............................................................................................................................................4
3. Assumptions..........................................................................................................................................................4
4. Work Authorizations..............................................................................................................................................4
5. Fees and Expenses...............................................................................................................................................4
5.1 Fees for Services..............................................................................................................................................4
5.2 Expenses..........................................................................................................................................................4
S. Invoicing................................................................................................................................................................4
7. Payment................................................................................................................................................................5
7.1 Net Terms.........................................................................................................................................................5
7.2 Late Payment Service Suspension...................................................................................................................5
7.3 Payment Dispute...............................................................................................................................................5
8. Attachments..........................................................................................................................................................5
1. Scope of Work
Professional Services in the form of Project Management to select, procure, and schedule the PSAP CPE upgrade
for San Rafael Police Department.
1.1 Phase One — Planning
o Develop and document requirements criteria
o Investigate and document process to procure funds from CalOES 9-1-1 funds
o Investigate and document allowed use of funds from CalOES 9-1-1
■ Determine how funds will be utilized
■ Itemize and create cost sheets
❑ Investigate and document CalOES 9-1-1 future technology requirements (NG9-1-1)
❑ Identify resources required to evaluate technology options
❑ Schedule onsite presentation on available options from Vesta
■ Identify selected technology
❑ Develop Implementation Plan
■ Implementation Approach
■ Identify Resources
■ Create WBS
■ Develop Project Schedule
1.2 Phase Two — Procurement
o Produce required City documentation for procurement approval
■ RFI, Staff Reports, etc
o Produce required State documentation to request CalOES 9-1-1 funds
o Submit funding request to CalOES 9-1-1
1.3 Phase Three — Implementation
o Assign team resources (City, Vendor)
o Develop and document project schedule and tasks
❑ Facilitate UAT testing
o Monitor team progress on assigned tasks
■ Via weekly or bi-weekly team meetings
o Document project status and provide reports to team and leadership
o Close Project
■ Document lessons learned
■ Provide Client with all project documentation
2. Resources and Costs
The assigned resource for the engagement is Amy Willms, Senior Project Manager. Hourly rate is $175.00.
3. Assumptions
• Professional services are limited to project management and business analysis.
• No grantees are made in regards to the deliverables of the Project.
• The consultant may offer suggestions in regards to services or systems selected by the client, but has no
decision making authority.
• The consultant holds no liability for the functionality of the services or systems delivered to the client.
• The client will identify, assign, and make available, appropriately skilled resources required to support the
project.
4. Work Authorizations
At the beginning of each month a written work authorization will be submitted to Client. The work authorization (WA)
will contain a description of planned work, and the anticipated hours associated. The Client will approve via signature
or email reply that the planned work is authorized to proceed. (Attachment A)
5. Fees and Expenses
5.1 Fees for Services
Client will compensate Amy Willms for the performance of the Services. Amy Willms agrees that if a monetary
limit is stated in an applicable PSA, neither Amy Willms's billing nor Client's obligations shall exceed such limit
without Client's prior written approval in the form of a fully -executed Amendment to the PSA.
If either party terminates this Agreement, Amy Willms will assist Client in the orderly termination of services,
including timely transfer of the services to another designated provider, if requested. The same rate will apply to
these services.
5.2 Expenses
Expenses are not anticipated for the engagement.
6.
Amy Willms shall invoice City of San Rafael in accordance with the following terms. Amy Willms shall invoice: once
per month, in arrears, for Professional Services performed in the preceding month. Invoices will reference the
corresponding approved Work Authorization. Invoices will be sent via email.
All invoices and related inquiries shall be sent to the following:
Charly Taylor
City of San Rafael
1400 Fifth Ave
San Rafael, CA 94901
Email: 394@srpd.org
Tel: 415.485.3088
7. P
7.1 Net Terms
Payment shall be due forty-five (45) calendar days after Amy Willms's submission of an invoice to Client. Any
invoices past due more than 30 days will accrue interest at the rate of 1-1/2% per month or the highest rate
allowed by law and Amy Willms will be entitled to recover its costs and expenses, including attorney's fees, of
collecting or enforcing any payment or other obligations. Payment by check will be sent to:
Amy Willms
2381 State Highway 49
Placerville, CA 95667
Contact: Amy Willms
Email: amywillms@outlook.com
Tel: (530) 748-9050
7.2 Late Payment Service Suspension
Services may be suspended if payment is not received within thirty (30) calendar days after the date due.
7.3 Payment Dispute
Client agrees to notify Amy Willms of any disputed amounts within ten (10) business days of Client's receipt of an
invoice.
8. Attachments
Please find attached as the last page of this document a sample Work Authorization Form.
AMYWILL-01
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
2/26/2020
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT Sneena Llucore
NAMCoreMark Insurance Services Inc. PHONE
2520 Venture Oaks Way, Suite 240 (A/c, No, Ext):
Sacramento, CA 95833-4228 E-MAIL
ADDRESS: sducore@coremarkins.com
INSURED INSURER B:
Amy Willms INSURER C :
2381 State Hiway 49 INSURER D:
Placerville, CA 95667
INSURER E
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADDL
INSD
SUBR
W D
POLICY NUMBER
POLICY EFF
/DD/YY
POLICY EXP
M IDD YY
LIMITS
COMMERCIAL GENERAL LIABILITY
CLAIMS -MADE ❑ OCCUR
EACH OCCURRENCE $
DAMAGE TO RENTED
P occurrence) $
MED EXP (Any oneperson) $
PERSONAL 8 ADV INJURY $
GEN'L AGGREGATE LIMIT APPLIES PER
POLICY El PEPT E] LOC
GENERAL AGGREGATE $
PRODUCTS - COMP/OPAGG $
$
OTHER:
AUTOMOBILE
LIABILITY
COM BINED SINGLE LIMIT
a ac Ideal) $
BODILY INJURY Perperson) $
ANY AUTO
OWNED SCHEDULED
AUTOS ONLYAUTOS
BODILY INJURY Per accident $
PROPERTY DAMAGE
Per accident $
HIRED NON -AWNED
AUTOS ONLY AUTOS ONLY
UMBRELLA LAB
OCCUR
EACH OCCURRENCE $
AGGREGATE $
EXCESS LIAR
CLAIMS -MADE
DED I I RETENTION $
$
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y/ N
PER OTH-
STATUTE
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
N / A
E.L. EACH ACCIDENT $
E.L. DISEASE - EA EMPLOYEE $
If yes, describe under
DESCRIPTION OF OPERATIONS below
E.L. DISEASE - POLICY LIMIT I S
A
Prof. Liability
EONCAF156731632
2/26/2020
2/26/2021
Aggregate 2,000,000
A
Prof. Liability
EONCAF156731632
2/26/2020
2/26/2021
Each Occurrence 1,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required)
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94915-1560
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
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ACORD 25 (2016/03) @ 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
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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: Police Department
Project Manager: Christine Foster Extension: 3050
Contractor Name: Amy Willms
Contractor's Contact: (530)748-9050 Contact's Email: amywillms@outlook.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
2/10/2020
Attorney c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
Click here to
and return to Project Manager
enter a date.
❑ LG
b. Confirm insurance requirements, create Job on
Click here to
PINS, send PINS insurance notice to contractor
enter a date.
❑ LG
(N/A)
3
Department Director
Approval of final agreement form to send to
2/14/2020
contractor
4
Project Manager
Forward three (3) originals of final agreement to
2/14/2020
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 ti
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
02/18/2020
CF
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
//
A/271W2Z
agreement
Review and approve insurance in PINS, and bonds
8
City Attorney
2127hPZP
/I-
(for Public Works Contracts)
9
City Manager/ Mayor
City Clerk
Agreement executed by City Council authorized
official
10
Attest signatures, retains original agreement ands%
forwards copies to Project Manager
LL