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HomeMy WebLinkAboutFD Fire Smart Demonstration GardenAGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF SAN RAFAEL AND BASE LANDSCAPE ARCHITECTURE —" rA This Agreement is made and entered into this � J day of M :ter J) , 20 ? 1 , by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BASE LANDSCAPE ARCHITECTURE, INC., a corporation authorized to do business in California (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY requires assistance with designing a fire smart demonstration garden; and WHEREAS, CONTRACTOR is a full-service landscape architecture firm with experience designing fire smart gardens for public agencies; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Gavin Albertoli, Vegetation Management Specialist, 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. Patricia Algara 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. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services as set forth in the Proposal for Pollinator/Fire Safe Demonstration Landscape and Irrigation Design at the San Rafael Community Center dated March 4, 2021, attached hereto as Exhibit A and incorporated herein by reference. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties set forth in the Proposal for Pollinator/Fire Safe Demonstration Landscape and Irrigation Design At The San Rafael Community Center document attached hereto as Exhibit A and incorporated herein by reference. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR a fixed fee of $8,000 as set forth 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 commence upon the date of the agreement and end on December 31, 2021. 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. 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. 2 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 perfonned 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 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 4 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 subcontractors, 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. 5 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 harrnless 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. Gavin Albertoli City of San Rafael 1375 Fifth Avenue San Rafael, CA 94901 Patricia Algara, President 145 A Lower Terrace San Francisco, CA 94114 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 rel 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 tem1, 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. 7 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 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 CONTRACTOR r By: BASE Landscape Architecture Inc. DARIN WHITE, Fire Chief Name: Patricia Algara o 71 Title: President APPROVED AS TO FORM: [If CONTRACTOR is a corporation, add signature of second corporate officer] La AaA; By. 6�ROBERT F. EPSTEIN, Ci Attorney Name: Title: Exhibit A BASE LANDSCAPE ARCHITECTURE March 4, 2021 Gavin Albertoli City of San Rafael Vegetation Management Specialist 1375 Fifth Avenue San Rafael, CA 94901 PROPOSAL FOR POLLINATOR/FIRE SAFE DEMOSNTRATION LANDSCPE AND IRRIGATION DESIGN AT THE SAN RAFAEL COMMUNITY CENTER Dear Mr. A'bertoli, Thank you for the invitation to submit a proposal for the design of the pollinator/fire safe demonstration garden landscape and irrigation improvement at the San Rafael Community Center The San Rafaei Community Center is located at 618 B St, San Rafael, CA 94901. The scope of work covered in th s proposal includes designing a pollinator/fire safe demonstration garden landscape and irrigation plan for the planting areas indicated in Exhibit A. I have begun by outlining our understanding of the project basis and parameters and then continue on to the specific dellverables of each phase. CONTRACTING PARTIES: A. Client: City of San Rafael Contact: Gavin Albertoli City of San Rafael Vegetation Management Specialist 1375 Fifth Avenue San Rafael, CA 94901 Gavin.Albertoli@cityofsanrafael.org OFFICE: (415) 485-3457 CELL: (628) 269-8516 B. Consu tant: BASE Landscape Architecture Contact: Patricia Algara, President 145 A Lower Terrace San Francisco, CA 94114 Tel: (415) 509-3728 Email: patricia@baselandscape.com UNDERSTANDING OF PROJECT / BASIS OF PROPOSAL The extent of planting areas is approximately indicated in Exhibit A. Minor changes or adjustments to the area are included in this scope, but changes to the project area indicated that exceed 10% of the area will require additional design fee. The planting areas within the scope area wi I include pollinator/fire safe demonstration garden planting areas with compatible plants and irrigation systems. We assume there is an existing irrigation system in place to tie into. The design of the irrigation system will be designed as a new system, which will include a new controller, new BASE LANDSCAPE ARCHITECTURE SAN FRANCISCO PORTLAND - BASE_ANDSCAPECOM BASE LANDSCAPE ARCHITECTURE values, new boxes, and new components. Survey should indicate the existing location of the Point Of Connection (POC) for water, electrical connection, backflow preventer. • This project will not use recycled water. • Review of this project will be performed by fire department and it might require city permitting. Client will be responsible for getting approval on the plans from Planning and Public Works Departments. • Survey and CAD files will be provided in AutoCAD format with the extent of planting areas clearly indicated. • If the owner has a preference for irrigation components of any kind, they will be indicated to BASE prior to the commencement of work. III. DESCRIPTION OF SERVICES AND DELIVERABLES 35% Construction Documents Our Scope will include: A. Creation of a preliminary illustrative plan showing planting area by type, water demand B. Preliminary plant list by type C. Preliminary plant, soil, and mulch specification D. Water pressure verification and demand analysis E. Identify stub -out locations and water pressure -irrigation F. Preliminary equipment legend describing the components of the design and genera: notes. G. Preliminary irrigation equipment details for instructions on proper installation. H. Preliminary irrigation specifications. 60% Construction Documentation: Our scope of work will include: A. Planting Plan and Legend, quantities, types, and water use B. Preliminary irrigation plan C. Refine legend, notes, and details. D. Preliminary specifications E. Preliminary water use calculations per local and state ordinance. 100% Construction Documentation/Bid Set: Our scope of work will include: A. Revise planting plan to conform to any minor changes B. Finalize Planting schedule, legend, quantities, species C. Finalize mulch type and specs D. Revise irrigation drawings to conform to any minor changes. E. Finalize legend, notes, and details. F. Finalize specifications. G. Finalize water use calculations per local and state ordinance. 100% Specifications Our scope of work will include: A. Develop technical specification for project elements including import topsoil, soil amendments, plant material, organic fertilizer, fire safe mulch, irrigation components. IV. BASIS OF COMPENSATION BASE will provide design and consulting services listed above on a fixed -fee compensation model. BASE LANDSCAPE A'*RCH ITECTURE SAN FRANCISCO PORTLAND BASELANDSCAPF COM BASE LANDSCAPE ARCHITECTURE 35% Construction Documents $2,800 60% Construction Documents $3,600 100% Construction Documents $1,600 Total V. PROFESSIONAL RATES $8,000 2021 Houry Rates If work is required beyond the scope of this proposal, such as requested peer review or other tasks, BASE is available to work at our current hourly rates as follows: Principal $185 Project Manager $155 Landscape Designer $110 VI. TERMS AND CONDITIONS A. BASE acknowledges that it is responsible for coordinating all work and activities of the consultants it may choose to hire pursuant to this Agreement and in addition is responsible for all payments and legal obligations to those consultants pursuant to this Agreement. B. Should the project Scope or Client's design directive change materially, or the project schedule or budget change significantly, BASE will notify the client of the additional time required to adjust the design to new parameters and provide an estimate for added services. Any mark up fee received by BASE as part of retaining third party contractor consultants will be considered before increase of BASE Fee's for standard activities proposed in this agreement. C. Additional services requested by client but not outlined herein will be compensated for on a Time and Material basis according to BASE standard hourly rates. Written approval will be sought prior to any such work. D. Meetings not specifically listed in the Scope of Services section of the proposal will be considered additional services and be compensated for on a Time and Material basis accord ng to BASE standard hourly rates. E. BASE's maximum liability is limited to the extent of our fees for services rendered for the element of service under dispute. F. Payments due BASE and unpaid beyond 30 days of the due date of invoice will bear finance charges compounded at 1.5% per month. G. OWNERSHIP: All documents and data prepared by BASE are solely for use in performing the work intended under this Contract, at the address indicated herein. BASE shall be designated the author of these documents, maintain sole ownership, and shall retain all copyright, common law, statutory and other rights. BASE specifically and inherently allows the Client to retain duplicate copies and use drawings, specifications, and all other documents and data prepared by BASE for design review, permit application, cost estimation, bidding, construction activities etc. as appropriate and consistent with intended use descr bed herein. H. TERMINATION: This agreement may only be terminated upon written notification by one of the undersigned, and BASE shall receive payment for authorized services performed prior to the termination date. I. INDEMNIFICATION: The undersigned hereby indemnify and hold each other harmless from all damages, liabilities, or costs, including attorney fees and defense, with respect to this Agreement and to the extent of each party's responsibility on a comparative fault basis. Al BASE LAN DSCAPE ARC H ITECTU R E SAN FRANCISCO - PORTLAND BASF. ANDSCAPE COM BASE LANDSCAPE ARCHITECTURE disputes will be subject to third party mediation prior to litigation, and both parties agree to pursue a mediation solution in good faith should a dispute occur. VII. PARTIES Payment may be sent via check to: BASE Landscape Architecture EIN: 45-5154215 145 A Lower Terrace San Francisco, CA 94114 Faithfully Submitted by: Approved by: BASE Landscape Architecture, Inc. Date and Sign Patricia Algara Cc Founder & Principal March 4th, 2021 BASE LANDSCAPE ARCHITECTURE SAN FRANCISCO PORTLAND BASELANDSCAPE COM BASE LANDSCAPE ARCHITECTURE Exhibit A Blue highlight areas indicate approximate scope of new planting area BASE LANDSCAPE ARCHITECTURE SAN FRANCISCO PORTLAND EIASE�ANDSCAPE COM 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: Fire Department Project Manager: Gavin Albertoli Extension: 3457 Contractor Name: Base Landscape Architecture Contractor's Contact: Patricia Algara Contact's Email: patricia@baselandscape.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION T COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Clicl• ❑ enter GA b. Email contract (in Word) and attachments to City 3/12/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 3/12/2021 ❑x LG and return to Project Manager 3/12/2021 ❑x LG b. Confirm insurance requirements, create Job on Department Director PINS, send PINS insurance notice to contractor 3/12/2021 3 Approval of final agreement form to send to ❑X GA Project Manager contractor ❑x GA 4 Forward three (3) originals of final agreement to 3/12/2021 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 City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) mi 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