HomeMy WebLinkAboutCM Marin Sanitary Service Rate Review 2024AGREEMENT FOR PROFESSIONAL SERVICES
BY AND BETWEEN
THE CITY OF SAN RAFAEL
AND
R3 CONSULTING GROUP INC.
FOR MARIN SANITARY SERVICE RATE REVIEW FOR 2024
This Agreement is made and entered into as of (the "Effective
Date"), by and between the CITY OF SAN RAFAEL, a chari6red California municipal corporation
(hereinafter "CITY"), and R3 CONSULTING GROUP INC., a California corporation (hereinafter
"CONSULTANT"). CITY and CONSULTANT may be referred to individually as a "Party" or
collectively as the "Parties" or the "Parties to this Agreement."
RFC1TALS
A. WHEREAS, the City of Larkspur, the City of San Rafael, the Town of Ross, Ross Valley -
South (County of Marin), the Las Gallinas Valley Sanitary District, the Town of San
Anselmo, and the Town of Fairfax (hereinafter "FRANCHISORS") have similar
franchise agreements with Marin Sanitary Services; and
B. WHEREAS, the FRANCHISORS utilize jointly sponsored programs to achieve
financial and staff time savings through collaborative analyses such as the annual reviews
of Marin Sanitary Services operations and expenses pursuant to the franchise agreements;
and
C. WHEREAS, the FRANCHISORS desire to utilize the services of the CONSULTANT
to conduct this review; and
D. WHEREAS, the CITY has in the past acted as the contracting agency on behalf of the
FRANCHISORS, and has agreed to do so in this instance as well; and
E. WHEREAS, the FRANCHISORS entities (each a "Participating Entity" and
collectively, "the Participating Entities") agree to share equally in the cost of the analysis,
to be paid for by Marin Sanitary Service and allocated through each city/town's annual
rate setting review as set forth below;
NOW, THEREFORE, the parties hereby agree as follows:
AGREEMENT
SERVICES TO BE PROVIDED.
Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall
furnish all technical and professional services, including labor, material, equipment,
transportation, supervision and expertise (collectively referred to as "Services") to satisfactorily
complete the work required by CITY at its sole risk and expense. Services to be provided to CITY
Rev. 08.22
are more fully described in Exhibit A entitled "SCOPE OF SERVICES." CONSULTANT
acknowledges that the execution of this Agreement by CITY is predicated upon representations
made by CONSULTANT in that certain proposal, dated June 2, 2023 ("Proposal") set forth in
Exhibit ,k, which constitutes the basis for this Agreement.
2. COMPENSATION.
In consideration for CONSULTANT's complete performance of Services, CITY shall pay
CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit
rates and rates per hour for labor, as set forth in Exhibit A, for a total amount not to exceed
$30,000.
It is understood and agreed by the parties that payment of compensation hereunder for the
2024 Rate Review shall be made as follows: CONSULTANT shall submit monthly invoices to
CITY for review and approval, then CITY shall forward CONSULTANT's approved invoices to
Marin Sanitary Service, which shall remit payment on each invoice directly to CONSULTANT
within thirty (30) of receipt thereof.
3. TERM OF AGREEMENT.
Unless otherwise set forth in this Agreement or unless this paragraph is subsequently
modified by a written amendment to this Agreement, the term of this Agreement shall begin on
the Effective Date of this Agreement and terminate on June 30, 2024.
4. PROJECT COORDINATION.
A. CITY'S Project Manager. The Sustainability Program Manager Cory Bytof 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. Principal Garth Schultz 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.
5. 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,
v 08.22 2
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.
6. 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.
7. 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.
8. 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.
9. INSURANCE REQUIREMENTS.
During the term of this Agreement, and for any time period set forth in Exhibit B,
CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance
policies with respect to employees and vehicles assigned to the performance of Services under this
Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage
verifications as defined in Exhibit B.
10. INDEMNIFICATION.
A. Except as otherwise provided in subparagraph B of this section, 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
08.22
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.
11. 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.
12. 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
08.22 4
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.
13. 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.
14. 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:
Cory Bytof, Sustainability Program Manager Garth Schultz, President
City of San Rafael R3 Consulting Group, Inc.
1400 Fifth Avenue 405 14th Street, Suite 350
San Rafael, CA 94901 Oakland, CA 94612
15. INDEPENDENT CONTRACTOR.
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
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
16. 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.
v 08.22 5
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.
17. 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.
18. 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.
19. 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.
20. 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, and 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).
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.
08.22 6
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.
[Signatures are on the following page.]
08.22 7
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL:
r'�i
C R I S E LILOVICH, City Manager
APPROVED AS TO FORM. -
Office of the City Attorney
By: GENIVIAt COYLE,
Assistant City Attorney
ATTEST:
City Clerk
LINDSAY LARA, City Clerk
v 08.22
CONSULTANT:
By:
Name: Garth Schultz
Title: President
[If CONSULTANT is a corporation, add
signature of second corporate officer]
By
Name: Janet Barile
Title: Vice President - Secretary
EXHIBIT A
SCOPE OF SERVICES
The Services to be performed for CITY by CONSULTANT under this Agreement are more fully
described in CONSULTANT's proposal, which is attached to this Exhibit A.
Rev. 08.22 A-1
Exhibit A
Z3CONSULTING GROUP, INC.
RESOURCES • RESPECT- RESPONSIBILITY
June 2, 2023
Mr. Cory Bytof
Sustainability Program Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
submitted via email: cory.bytof@cityofsanrafael.org
SUBJECT: 2024 Rate Setting and Associated Consulting Services — R3 Proposal
Dear Mr. Bytof and the Member Agencies of Marin Franchisor's Group,
R3 Consulting Group, Inc. (R3) is pleased to submit this proposal to provide the City of San Rafael
(City) — serving as the lead agency on behalf of the City, the Town of Ross, City of Larkspur, County of
Marin, and Las Gallinas Valley Sanitary District, Town of Fairfax and the Town of San Anselmo
(altogether "Agencies") — with consulting services for the 2024 Solid Waste Rate Setting process.
Scope of Work
1. Review Marin Sanitary Service's 2024 Indexed Rate Application
R3 will conduct a thorough review of the completeness and accuracy of Marin Sanitary Services'
(MSS) 2024 Rate Application for the Agencies per the terms and conditions of Exhibit B to the
Franchise Agreements, via the following subtasks:
A. Review MSS Operating Expenses Calculation
R3 will review MSS's calculation of 2024 MSS Operating Expenses using the approved
2022 Operating Expenses and the applicable CPI Index (WST) Per Exhibit B. This
includes review of MSS's 2024 interest calculation.
B. Review MSS Tipping Fee Expenses Calculation
R3 will review MSS's calculation of 2024 tipping fees using the 2024 rate per ton
calculated in accordance with Exhibit B, including confirmation of the 2024 projected
tonnages and verification of the 2024 tipping fees. This Review includes calculation of the
net recycling expense per ton.
C. Review Government Fees Pass Through Expense Calculations
R3 will review MSS's calculation of 2024 government fees expenses, which are a
pass -through to MSS but affect the size of allowable rate increase.
D. Review Extraordinary Cost Proposals
R3 will review MSS's proposed extraordinary costs for potential inclusion in the rate
application, subject to review and approval by the Agencies.
E. Review MSS's 2024 Profit Calculation
R3 will review MSS's profit calculation for 2024, in accordance with Exhibit B.
F. Review Total MSS 2024 Rate Adjustment Calculation
R3 will review MSS's calculation of 2024 Indexed Rate Adjustment per Exhibit B and
will recommend appropriate adjustments to the calculation (if any elements require
adjustment).
G. Report and Presentations
R3 will prepare one (1) draft letter report and one (1) final letter report for review by each
of the Agencies. R3 will be available to present (remotely via Zoom or in person if
desired) as requested, at one (1) public rate hearing per agency to present the results of
the 2024 indexed rate review.
Project Team
Jim Howison, Sr. Managing Consultant, will serve as Project Lead and primary point of contact for this
engagement. As President of R3, Garth Schultz is authorized to contractually obligate R3 and negotiate
contracts on behalf of the organization.
Project Budget
This effort will be on behalf of the Agencies for a total cost of $30,000, and will be payable by MSS.
Please see the following page for our current hourly billing rates. Unless otherwise agreed in writing, fees
for work completed will be billed monthly at the first of each month for the preceding month and will be
payable within 30 days of the invoice date.
We appreciate the opportunity to submit our proposal to the City on behalf of the Agencies. Should you
have any questions regarding our proposal or need any additional information, please don't hesitate to
reach out directly.
Sincerely,
; A-e�
Jim Howison, Sr. Managing Consultant
R3 Consulting Group, Inc.
925.768.7244 1 jhowison@r3cgi.com
Garth Schultz I Principal
R3 Consulting Group, Inc.
510.292.0853 1 gschultz@r3cgi.com
405 14"' Street, Oakland, CA 94612 1 p 916.782.7821 1 f 916.782.7824 1 www.r3cgi.com
HOURLY BILLING RATES
In the table below, we have provided the hourly billing rates for the R3 Project Team that may be involved
in providing solid waste consulting services.
Z3CONSULTING GROUP, INC.
RESOURCES • RESPECT- RESPONSIBILITY
Principal
Sr. Director
Director
Sr. Managing Consultant
Managing Consultant
Sr. Consultant
Consultant
i
Associate Consultant
Consultants/Subcontractors
Lodging and meals
Travel - Private or company car
Travel - Other
Delivery and other expenses
$ 285 per hour
$ 285 per hour
$ 240 per hour
$ 220 per hour
$ 200 per hour
$ 190 per hour
$ 170 per hour
$ 155 per hour
Cost plus 10%
i Direct cost
At Current Federal Rate
Direct cost
Direct cost
City of San Rafael 12024 Rate Setting & Associated Consulting Services P3
EXHIBIT B
INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth below,
CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance
policies with respect to employees and vehicles assigned to the performance of Services under this
Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage
verifications as defined in this Exhibit B.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. Commercial general liability. 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. Automobile liability. 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. Professional liability. 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. Workers' compensation. If it employs any person, CONSULTANT shall
maintain workers' 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 workers' 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 workers' 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
Rev. 08.22 B-1
ISO form CG20 0104 13.
3. Except for professional liability insurance or workers' 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, 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.
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
CONSULTANT under this Agreement.
9. CONSULTANT agrees to ensure that subcontractors, and any other party
involved with the Services, who is brought onto or involved in the performance of the Services by
CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT,
except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage
and assumes all responsibility for ensuring that such coverage is provided in conformity with the
requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all
agreements with, and insurance compliance documents provided by, such subcontractors and
others engaged in the performance of Services will be submitted to CITY for review.
10. CONSULTANT agrees to be responsible for ensuring that no contract used
by any party involved in any way with the Services reserves the right to charge CITY or
CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any
08.22 B-2
such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse
any third party for the cost of complying with these requirements. There shall be no recourse
against CITY for payment of premiums or other amounts with respect thereto.
C. Deductibles and SIR's. Any deductibles or self -insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the CITY 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
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
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 the CITY.
08.22 B-3
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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: Cory Bytof
Extension: 3407
Contractor Name: R3 Consulting Group, Inc.
Contractor's Contact: Garth Shultz
Contact's Email: gschultz@r3cgi.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
b. Email contract (in Word) & attachments to City
enter a date.
Atty c/o Laraine.Gittens@cityofsanrafael.org
X❑CB
2
City Attorney
a. Review, revise, and comment on draft agreement
ixl NT
and return to Project Manager
7/17/2023
NT
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
Forward three (3) originals of final agreement to
7/17/2023
C-1
3
Project Manager
contractor for their signature
4
Project Manager
When necessary, * contractor -signed agreement
0 N/A
agendized for Council approval
*City Council approval required for Professional Services
Or
❑
Agreements and purchases of goods and services that exceed
$75,000; and for Public Works Contracts that exceed $175,000
Date of Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
CB 7/27/23
City Attorney
Attorney with printed copy of this routing form
6
Review and approve hard copy of signed
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City Attorney
agreement
Review and approve insurance in PINS , and bonds
7
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(for Public Works Contracts)
8
City Manager / Mayor
Agreement executed by Council authorized official
City Clerk
9
Attest signatures, retains original agreement andI
6
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forwards copies to Project Manager
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