HomeMy WebLinkAboutCM Case Management ServicesAGREEMENT FOR PROFESSIONAL CASE MANAGEMENT SERVICES
This Agreement is made and entered into this 42- day of Stott rvnbeX , 20_ItS by
and between the CITY OF SAN RAFAEL (hereinafter "CITY'), and St. Vincent De Paul Society,
District Council of Marin County, a California non-profit corporation (hereinafter
"CONSULTANT").
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WHEREAS, the CITY has established a temporary Support Services Area ("SSA") at which
a limited number of individuals experiencing chronic homelessness in San Rafael can receive
services and engage in intensive case management in a meaningful way, in a secure area; and
WHEREAS, CITY has immediate need for professional case management services at the
SSA and CONSULTANT is qualified and able to provide the required services;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The City Manager 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. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Christine Paquette is hereby designated as the PROJECT
DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution
of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT
shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services as described in Exhibit A
attached hereto and incorporated herein by reference.
DUTIES OF CITY.
Upon services rendered by CONSULTANT, the CITY shall pay the compensation as
provided in Paragraph 4.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT as set forth in Exhibit A attached hereto and incorporated herein by reference,
in a total amount not to exceed of $427,600 (or $213,800 per year).
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
5. TERM OF AGREEMENT.
The term of this Agreement shall be from August 10, 2022 through August 9, 2024.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon ninety
(90) 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 CONSULTANT and any and all of CONSULTANT'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 CONSULTANT 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, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
Revised 1/29/2020
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, CONSULTANT 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) 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 CONSULTANT's performance of services under this Agreement.
Where CONSULTANT is a professional not required to have a professional license, CITY reserves
the right to require CONSULTANT to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONSULTANT 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. CONSULTANT'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
CONSULTANT 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 CONSULTANT'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 CONSULTANT'S policies shall be at least as broad as
ISO form CG20 0104 13.
Revised 1/29/2020
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, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT 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.
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
CONSULTANT under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONSULTANT'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 CONSULTANT shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT 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
Revised 1/29/2020
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 CONSULTANT. 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., CONSULTANT 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 CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT'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 CONSULTANT'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
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT 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 CONSULTANT 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, CONSULTANT 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 CONSULTANT, 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.
Revised 1/29/2020
12. NONDISCRIMINATION.
CONSULTANT 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.
CONSULTANT 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. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT 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 CONSULTANT 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 CONSULTANT's Project Director:
16. INDEPENDENT CONTRACTOR.
Jim Schutz, City Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Christine Paquette
ST. Vincent de Paul Society of Marin
PO Box 150527
San Rafael, CA 94901
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULTANT and CITY expressly intend and agree that the status of
Revised 1/29/2020
CONSULTANT, 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 CONSULTANT 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 CONSULTANT 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.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT 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.
Revised 1/29/2020
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONSULTANT 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 CONSULTANT 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.
[Signatures are on the following page.]
Revised 1/29/2020
CITY OF SAN RAFAEL
ATTEST:
LINDSAY LARA, City Cleric
CONSULTANT
By: t1 tai
Title: w
[If CONSULTANT is a corporation, add signature of
second corporate officer]
Name:
Title:
ROBERT . EPSTEIN, City Ati n y
Revised 1/29/2020
ST. VINCENT DE PAUL
SOCIETY OF MARIN
The City of San Rafael created a Service Support Area (SSA) on July 6th,
2021. The SSA is a temporary location for folks to receive services in a secure
area. The SSA helps chronically homeless individuals engage in Intensive Case
Management in a meaningful way. SSA residents can trust that they will meet
with their case manager (CM) every day, and the CM has consistent access to
the folks they serve
Currently, there is one Case Manager dedicated to the SSA who provides
services to 17 individuals. To increase the case management pattern through
adding two full time Case Managers, who would provide services
EXPLICITY to SSA Residents, the City of San Rafael procured Encampment
Resolution Funding Grant from the State of California. One position will be an
Intensive Case Manager and a second role would be a Mental Health -Intensive
Case Manager (MHC). The MHC has a laser focus on working with SSA
residents to ensure they are linked into Mental Health Services. The MHC will
stay connected to SSA residents when they discharge (housing or otherwise)
from the SSA and keep them linked to mental wellness services. Both roles, are
focused on assisting SSA residents to exit homelessness.
The services which are to be delivered include:
Assess (VISPIDAT) the client continually along the following
822 B Street PO Box 150527 San Rafael CA 94915 p 415.454.303 f 415.454.3406 vinnies.org
Exhibit A
client strengths and resources, housing needs, Cultural Identity,
Behavioral Health,Medical, Social, Family Support, Education and
Employment History.
6 Work in partnership with the client to create an individualized plan that
articulates the client's goals for housing, treatment, and documents (in case
notes and HMIS systems) the specific interventions planned to assist the
client to achieve these goals.
i Develop and provide (or connect to) high quality interventions and services in
support of wellness and recovery.
• Provide strength -based case management, skills development, medication
support, therapy, crisis intervention, and peer and family support.
Y Provide the type and intensity of service that the client needs to have the best
opportunity for success exiting homelessness. This can mean frequent check -ins,
transportation to services, addressing issues related to mental illness and/or
substanceuse, enlisting stabilization and/or crisis services.
• Provide Intensive case management services tailored to the individual needs and
preferences of the client.
• Provide Housing location services which include, but are not limited to, determining
the characteristics of a unit appropriate for a client (geographic location, community
ties, safety, unit accessibility, etc.); locating potential units near public transportation
and other amenities; networking and maintaining relationships with landlords; and
accompanying client to open houses and housing application appointments.
Screen available units to determine the potential for a unit to pass Housing
Quality Inspections (HQS) performed by the MHA.
• Assist client in securing necessary personal documentation and completing
required paperwork, including "reasonable accommodation" to qualify for a
MHA, or other, rental subsidy/housing voucher,
Directly assist and work in partnership with clients to help them move into
housing. This may include arranging for or directly helping the client move their
items to the unit and ensuring the client is set up with basic items.
Provide housing stabilization services, such as ensuring the client can maintain a
space clean enough to pass inspection, can manage their finances or is
connected to a representative payee, and can navigate transportation if
necessary to reach appointments related to health and benefits; and intervening
with landlords if needed.
Work collaboratively with client to mitigate tenancy issues early to help retain
housing (e.g., resolving roommate or community disputes, setting boundaries
around guest behavior, submitting timely rental payments, maintaining cleanliness
in and around the unit, avoiding lease violations, etc.). At move -in, make attempts
to meet with client weekly. Meet 60-90 days after move -in to housing to discuss
client successes and any challenges. At least one of these meetings per month will
be a home visit in the client's home if client permits.
Continue to meet with the client frequently after housing stabilization (likely after 60-
90 days of tenancy), as determined by their needs for clinical and housing support.
There will be home visits at least one time per month.
• Maintain contact at least once per month with the client's housing property
manager to provide an opportunity to be informed of any housing challenges.
Provide client with skills training to understand their tenancy rights and fulfill
their tenancy responsibilities as articulated in their lease.
• Document all housing and clinical services in the client file (HMIS) within 72 hours.
• Survey SSA residents at 90 -day intervals to evaluate quality of services. The
survey will include frequency/quality of contacts, and satisfaction. Results will be
reviewed quarterly, and adjustments made swiftly.
• Provider is committed to the Housing First Principles identified below.
• Provider uses a trauma -informed approach.
• Provider does not require treatment or sobriety to enter or conduct drug testing.
• Provider does not prohibit program entry based on mental illness diagnosis and
does not have a policy requiring medication or treatment compliance to enter.
• Provider does not bar clients based on past (non-violent) rule infractions.
• Provider accepts all clients regardless of sexual orientation or gender
identification and follows all fair housing laws.
• Provider does not exclude persons with zero income or limited to no work history.
• Provider does not terminate participants for low or no income, current or past
substance use, history of domestic violence, failure to participate in supportive
services, failure to make progress on a service plan, and criminal records,
with the exceptions of restrictions imposed by federal, state, or local law or
ordinance.
IF
Staffing Requirement
SSA Intensive Case Manager (FTE 1.0) Provides direct service to SSA residents.
Develops individualized housing treatment goals_ Interfaces with SSA partnerships to
ensure the delivery of services in a safe, efficient, and consistent manner.
SSA Mental Health Intensive Case Manager -Mental Health focus (FTE 1.0) Provides
direct service to SSA residents to ensure that their mental wellness and treatment
needs are addressed. Collaborates with Marin County Behavioral Health and Recovery
team to ensure the residents have on -demand access to Mental Health Services.
Maintains connection with SSA residents as they get housed to ensure mental wellness
is addressed in an ongoing fashion.
City of San Rafael Mental Health Liaison (in-kind) Responsible for managing the
provider and its partnership efforts related to the SSA.
Homeless Services Department City of San Rafael (in-kind) Responsible for ensuring
contractual obligations are achieved and provides support to Provider in an on-going
fashion.
Measurable objectives of Project:
By date of:
Objective
As measured by:
Notes
8/31/2022
Monthly meetings
Meeting minutes
Measured at month
occur to discuss
end, ongoing
progress of
through 6/30/2024
encampment
resolution
9/30/2022
Ninety percent of all
HMIS/CES
Measured at month
SSA residents are
end, ongoing
CES assessed and
through 6/30/2024
have a documented
Housing Plan
9/30/2022
Ninety percent of
HMIS-Case
Measured at month
SSA residents with
Management
end, ongoing
a Mental Health
reports and
through 6/30/2024
diagnosis are linked
documentation
to Mental Health
services
7/1/2024
Provider in
Meeting minutes
By Agenda and list
conjunction with
and presentation
of participants
CSR presents to at
least three cities to
share outcomes
_
10/31/2022
Seventy-five
Case management
Measured at month
percent of all SSA
documentation
end, ongoing
residents are
through 6/30/2024
document -read
4/30/2023
Seventy-five
HMIS/CES
Measured at month
percent of residents
end, ongoing
awarded vouchers
through 6/30/2024
are housed
6/30/2024
Ninety percent of
HMIS
Measured quarterly
SSA residents
ongoing through
housed, stay
6/30/2024
housed
6/30/2024
Ninety percent of
Case Management
prioritized for
residents who
reports and
conversation at BN
become unhoused
documentation
meetings
are reengaged
within 7 days
Budget for Encampment Resolution Funding - APPROXIMATE TIME FRAME 6/1/2022-6/1/2024
Provider Salaries and Fringe
Intensive Case Manager
Mental Health Intensive Case Manager
Fringe (maximum 28%)
Total Salaries and Fringe
140000
164920
96080
401,000
($70,000 annually)
($82,460 annually)
(-24% fringe)
Provider Operational Expenses
Client Transportation
4,800
Client Hygiene
14,400
Computers ( 2)
4,000
Internet connectivity
2,400
Printer( 1)
1,000
Subtotal
26,600
Maxium Two Year Provider Funding
427,600
City of San Rafael
Security
70,133
Administrative Expense
24,886
Subtotal
95,019
TOTAL MAXIMUM TWO YEAR FUNDING
522,619
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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: City Manager
Project Manager: Marc Sabin Extension: 650-333-9581
Contractor Name: St. Vincent De Paul Society
Contractor's Contact: Christine Paquette Contact's Email: cpaquette@vinnies.org
❑ 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
6/20/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
NO
2
City Attorney
a. Review, revise, and comment on draft agreement
Click here to
and return to Project Manager
enter a date.
❑
b. Confirm insurance requirements, create Job on
Click here to
PINS, send PINS insurance notice to contractor
enter a date.
❑
3
Department Director
Approval of final agreement form to send to
9/2/2022
❑X MS
contractor
4
Project Manager
Forward three (3) originals of final agreement to
9/2/2022
❑X MS
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
x❑ MS
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
6/21/2022
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
9/12/2022
Attorney with printed copy of this routing form
WG for MS
7
City Attorney
Review and approve hard copy of signed
C
agreement
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8
City Attorney
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
112�
/
9
City Manager/ Mayor
Agreement executed by City Council authorized
official
IAll
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
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