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HomeMy WebLinkAboutCC Resolution 13316 (Examine TUT Records)RESOLUTION NO. 13316 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING EXAMINATION OF SALES OR TRANSACTIONS AND USE TAX RECORDS WHEREAS, the City Council has approved by resolution an agreement with Hinderliter, de Llamas and Associates, to provide the City with sales or transaction and use tax audit and information services; and WHEREAS, pursuant to Ordinance No. 1122, the City of San Rafael entered into a contract with the State Board of Equalization to perform all functions incident to the administration and collection of local sales and use taxes; and WHEREAS, pursuant to Resolution No. 11874, the City of San Rafael entered into a contract with the State Board of Equalization to perform all functions incident to the administration and collection of local transactions and use taxes, and WHEREAS, the City Council of the City of San Rafael deems it necessary for authorized representatives of the City to examine confidential sales and transactions and use tax records of the State Board of Equalization pertaining to sales and transactions and use taxes collected by the Board for the City; and WHEREAS, Section 7056 of the California Revenue and Taxation Code sets forth certain requirements and conditions for the disclosure of Board records and establishes criminal penalties for the unlawful disclosure of information contained in, or derived from sales or transactions and use tax records of the Board, and WHEREAS, Section 7056 of the California Revenue and Taxation Code requires that any person designated by the City shall have an existing contract to examine the City's sales and use tax records. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL HEREBY RESOLVES AS FOLLOWS: Section 1. That the City Manager or other officer or employee of the City (hereafter referred to as City) designated in writing by the City Manager to the State Board of Equalization (hereafter referred to as Board), is hereby appointed to represent the City with authority to examine all of the sales or transactions and use tax records of the Board pertaining to sales or transactions and use taxes collected for the City by the Board pursuant to the contract between the City and the Board under the Bradley -Bums Uniform Local Sales and Use Tax Law or the Transaction and Use Tax Law. The information obtained by examination of Board records shall be used only for purposes related to the collection of City sales or transactions and use taxes by the Board pursuant to that contract. Section 2. That Hinderliter, de Llamas and Associates is hereby designated to examine the sales or transactions and use tax records of the City pertaining to sales or transactions and use taxes collected for the City by the Board. The entity designated by this section meets all of the following conditions: (a) Has an existing contract with the City to examine those sales and use tax records. (b) Is required by that contract to disclose information contained in, or derived from, those sales or transactions and use tax records only to the officer(s) or employee(s) authorized under Section 1 of this resolution to examine the information. (c) Is prohibited by that contract from performing consulting services for a retailer during the term of that contract. (d) Is prohibited by that contract from retaining the information contained in, or derived from those transactions and use tax records, after that contract has expired. The information obtained by examination of Board records shall be used only for purposes related to the collection of City sales or transactions and use taxes by the Board pursuant to the contract between the City and the Board. Section 3. The City Clerk of the City is hereby directed to certify adoption of this Resolution and to send a copy to: State Board of Equalization Local Tax Section MIC:27 P O Box 942879 Sacramento, CA 94279-0001 1, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on the I9`h day of March, 2012, by the following vote to wit: AYES: Councilmembers: Connolly, Heller, Levine, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None 2 4 .� �a t,� a� L- tom-•'. r { Fac ESTHER C. BEIRNE, City Clerk AGREEMENT BETWEEN THE CITY OF SAN RAFAEL This Agreement is made and entered into the '-i ,day of March, 2012, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and HINDERLITER, DE LLAMAS AND ASSOCIATES, a California Corporation. (hereinafter "CONTRACTOR"). wiffum WHEREAS, the City of San Rafael entered into an agreement with Hinderliter, de Llamas and Associates to provide the CITY with sales tax audit and transaction and use tax audit and information services; and WHEREAS, sales, transaction and use tax revenues can be increased through a system of continuous monitoring, identification and correction of allocation errors; and WHEREAS, an effective program of sales and use tax management will improve identification of economic opportunities; provide for more accurate sales and use tax forecasting, assist in related revenue collections; and WHEREAS, CONTRACTOR has the programs, equipment and personnel required to deliver the sales and use tax related services referenced herein. A. CITY. The City Manager shall be the representative of the CITY for all purposes under this Agreement. The CITY's Finance Director is hereby designated the PROJECT Z:) MANAGER for the CITY. and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Lloyd de Llamas is herebN 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 notiA the CITY within ten (10) business da,,, s of the substitution. The term "sales tax", wherever that term is used in this Agreement, shall mean both the City's Sales and Use tax and the City's Transactions and Use tax. 3. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or services as follows: A. Sales Tax and Economic Analysis. I ) CONTRACTOR shall establish a special database that identifies the name, address and quarterly allocations of the all sales tax producers within the CITY for the most current and previous eight quarters back, or earlier. if the CITY has prior historical sales tax data available on computer readable magnetic media. A second database covering the same period will be established showing total sales tax receipts for each business category identified by the State Board of Equalization (BOE). These databases will be utilized to generate special reports to the CITY on major sales tax producers by rank and category, analysis of sales tax activity by category, business district or redevelopment area specified by CITY, analysis or reporting aberrations and per capita and outlet comparisons with state-wide sales. 2) CONTRACTOR shall provide updated reports each quarter identifying changes in sales by individual businesses, business groups and categories and by geographic area; and current graphics. tables and top 100 listings. Quarterly aberrations due to State audits, fund transfers and receivables along with late or double payments will be identified. Quarterly reconciliation worksheets to assist Finance Officers with budget forecasting will be included. 3.) CONTRACTOR shall additionally provide a quarterly summary analysis for the CITY or its Redevelopment Agency to share with Chambers of Commerce and other economic development interest groups that analyze CITY's sales tax trends by major groups and geographic areas without disclosing confidential information. 4) CONTRACTOR shall provide annual reports for the Administrator and City- Council ityCouncil identifying historical growth comparisons with state. county, selectcd city averages and C.P.I. indices; top producer listings and composition and -volatility of the economic base. Annual reconciliation work -sheets to assist Finance Officers with budget forecasting shall also be provided. Z-1 2 5) CONTRACTOR shall make available to CITY staff the CONTRACTOR's sales tax computer software program and database containing sellers' permit information for all in -City business outlets registered with the BOE. In addition, CONTRACTOR shall process for CITY the monthly registration and allocation files provided by the BOE in magnetic media. Printouts of registration changes and dollars allocated by business name and number shall be provided from these files on a monthly basis. B. Allocation Audit and Recovery. I ) CONTRACTOR shall conduct an initial and on-going sales tax audit in order to identify and correct "point-of-sale" distribution errors and thereby generate previously unrealized sales tax income for CITY. Common errors that will be monitored and corrected include transposition error resulting in misallocations; erroneous consolidation of multiple outlets; misreporting of "point-of-sale" to the wrong location.; delays in reporting new outlets: misallocating use tax payments to the allocation pools or wrong jurisdictions; and erroneous fund transfers and adjustments. 2) CONTRACTOR shall initiate contacts with the appropriate sales management and accounting officials in companies that have businesses where a probability of error exists to verify whether current tax receipts accurately reflect the local sales activity. Such contacts will be conducted in a professional and courteous manner so as to enhance City's relations with the business community. 3) CONTRACTOR shall prepare and submit to the BOE all information necessary to correct any allocation errors that are identified and shall follow-up with the individual businesses and the BOE to ensure that all back quarter payments due the CITY are recovered. 4) If during the course of its audit CONTRACTOR finds businesses located within CITY that are properly reporting sales tax but have the potential for modifying their operation to provide an ever greater share to the CITY, CONTRACTOR shall so advise City upon request, shall work with those businesses and CITY to encourage such changes. C. Ongoing Consultation. CONTRACTOR shall work with CITY and Redevelopment Agency staffs on questions related to tenant mix alternatives for maximum sales tax returns: advise CITY business license staff on utilization of reports to enhance business license collection efforts; provide sales tax projections for economic development projects and budget planning: and provide sample reports, letters and programs to enhance the sales tax base through improved economic development efforts: and provide general information and support on sales and use tax related questions. D. Confidentiality. I ) Section 7056 of the California Revenue and Taxation Code specifically limits the disclosure of confidential taxpayer information contained in the records of the BOE. This section specifies the conditions under which a City may authorize persons other than CITY officers and employees to examine State Sales and Use Tax records. The following conditions specified in California Revenue and Taxation Code section 7056 (b)(1) are hereby made part of this Agreement. 2) CONTRACTOR is authorized by this Agreement to examine sales or transactions and use tax records of the BOE provided to CITY pursuant to contract under the Bradley -Bums Uniform Sales and Use Tax Law. 3) CONTRACTOR is required to disclose information contained in, or derived from. those sales or transactions and use tax records only to an officer or employee of CITY who is authorized by resolution to examine the information. I 4) CONTRACTOR is prohibited from performing consulting services for a retailer as defined in California revenue and Taxation Code section 6015, during the term of this Agreement. 5) CONTRACTOR is prohibited from retaining the information contained in, or derived from those sales or transactions and use tax records, after this Agreement has expired. Information obtained by examination of BOE records shall be used only for purposes related to the collection of local sales and use tax or for other governmental functions of CITY as set forth by resolution adopted pursuant to California Revenue and Taxation Code section 7056 (b). The resolution shall designate CONTRACTOR as a person authorized to examine sales and use tax records and certify that this Agreement meets the requirements set forth above and in California Revenue and Taxation Code section 7056 (b)(1). 4. CONTRACTOR'S PROFESSIONAL STANDARDS. CONTRACTOR shall maintain or exceed the level of competency presently maintained by other similar practitioners in the State of California. for professional and technical soundness, accuracy and adequacy of all work, advice and materials provided to CITY under the term of this Agreement. 11 DUTIES OF CITY. CITY shall adopt a resolution in a form acceptable to the BOE and in compliance with California Revenue and Taxation Code section 7056, authorizing CONTRACTOR to examine the confidential sales tax records of CITY. CITY further agrees to provide any information or assistance that may be readily available such as business license records within CITY and to provide CONTRACTOR with proper identification for contacting businesses. CITY further agrees to continue CONTRACTOR's authorization to examine the confidential sales tax records of the CITY by maintaining CONTRACTOR's name on the CITY Resolution or by providing copies of future allocation reports on computer readable magnetic media until such time as all audit adjustments have been completed by the BOE and percentage reimbursements due the CONTRACTOR have been paid. 6. CONSIDERATION. A. CITY shall pay CONTRACTOR six hundred, fifty dollars ($650.00) per month for CONTRACTOR's 1) establishment of the sales and transactions tax databases, 2) provision of the ongoing reports and 3) the provision of the computer software program and databases referenced herein. This amount shall be referred to as the "monthly fee". B. In addition to the monthly fee, CITY shall pay CONTRACTOR 15% of all new sales, transactions and/or use tax revenue received by CITY as a result of audit and recovery work performed by CONTRACTOR including any reimbursement from the Sales and Use Tax Compensation Fund as outlined in California Revenue and Taxation Code section 97.68. This amount shall be referred to as the "audit fee". New sales, transactions and/or use tax revenue shall not include any amounts determined by CITY or CONTRACTOR to be increment attributable to causes other than CONTRACTOR's work pursuant to this Agreement. In the event that CONTRACTOR is responsible for an increase in the tax reported by businesses already properly making tax payments to CITY, it shall be CONTRACTOR's responsibility to separate and support the incremental amount attributable to its efforts prior to the computation of the audit fee. Said audit fees will apply to State Fund Transfers received for back quarter reallocations and monies received in the first eight consecutive reporting quarters following completion of the audit by CONTRACTOR and confirmation of corrections by the BOE. CONTRACTOR shall provide CITY with an itemized quarterly invoice showing all formula calculations and amounts due for audit fees. C. CONTRACTOR shall obtain CITY approval prior to beginning the work of correcting tax reporting methodology or "point-of-sale- for specific businesses -where said payment of the audit fee will be expected. Said approval shall be deemed given when the City Manager or his designated representative. signs a Sales Tax Audit Authorization form. a copy of which is attached as Exhibit -A". CITY shall pay audit fees upon CONTRACTOR's submittal of evidence of State Fund Transfers and payments to CITY from businesses identified in the audit and approved by the CITY. a D. The above sum shall constitute ffill reimbursement to CONTRACTOR for all direct and indirect expenses incurred by CONTRACTOR in performing audits including salaries of CONTRACTOR's employees and travel expenses in connection with contacting local and out of - state businesses and BOE representatives. In performing its duties under this Agreement, CONTRACTOR will produce reports, technical information and other compilations of data to CITY. These reports, technical information and compilations of data, are derived by CONTRACTOR using methodologies, formulae, programs, techniques and other processes designed and developed by CONTRACTOR at a substantial expense. CONTRACTOR's reports. technical infannation, compilations of data, methodologies, formulae, programs, techniques and other processes designed and developed by CONTRACTOR shall be referred to as Proprietary Information. CONTRACTOR's Proprietary Information is not generally known by the entities with which CONTRACTOR competes. CONTRACTOR desires to protect its Proprietary Information. Accordingly, to the extent permitted by law, CITY agrees that neither it nor any of its employees, agents, independent contractors or other persons organizations over which it has control, will at any time during the or after the term of this Agreement, directly or indirectly use any of CONTRACTOR's Proprietary Information for any purpose not associated with CONTRACTOR's activities. Further, to the extent permitted by law, CITY agrees that neither it nor any of its employees, agents, independent contractors or other persons organizations over which it has control, will disseminate or disclose any of CONTRACTOR's Proprietary Information to any person or organization not connected with CONTRACTOR, without the express written consent of CONTRACTOR. The CITY also agrees, to the extent permitted by law., that it will undertake all necessary and appropriate steps to maintain the proprietary nature of CONTRACTOR's Proprietary Information. TERM OF AGREEMENT. The term of this Agreement shall be for three (3) years commencing on January 1, 2012, and ending on December 31, 2014. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. A. Discretioriary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. I I - B. Cause. Either party may terminate this A- cement 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 terminatioii, to the reasonable satisfaction of the party giving such notice. �N ithin 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 including but not limited to, data, surveys and reports, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination and upon CITY's payment of remaining consideration pursuant to section 7E, below. E. Payment of Compensation Upon termination. Upon the presentation of such notice, CONTRACTOR may continue to work through the date of termination. Upon termination as provided herein, CONTRACTOR shall be paid the value of all tax analysis and reporting work performed to date less any payments previously made by CITY. In ascertaining the value of the work performed up to the date of termination, consideration shall be given to amounts due for any unpaid invoices, and to businesses identified by CONTRACTOR which make tax payments after termination of this Agreement as a result of CONTRACTOR's work. After CITY receives said tax payments for such businesses, CONTRACTOR shall be paid the audit fee resulting from tax payments made by the business for back quarter reallocations and the first eight consecutive reporting quarters following completion of the audit by CONTRACTOR and confirmation of corrections by the BOE. Compensation for any audit work previously authorized and satisfactorily performed shall be made at the times provided in the preceding section 6 ("Consideration") of this Agreement. 10. 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. 11. 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. 11. 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 N oid and of no effect. N 13. INSURANCE. A. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1) A comprehensive general liability insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence 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 ($1,000,000) dollars per occurrence. B. The insurance coverage required of the CONTRACTOR by section 11. A., shall also meet the following requirements: 1) The insurance shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution. 2) The insurance policies shall be endorsed for contractual liability and personal injury. 3) The insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 4) CONTRACTOR shall provide to CITY, (a) Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific endorsements naming CITY, its officers, agents. employees, and volunteers, as additional named insureds under the policies. 5. The insurance policies shall provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon thirty (30) days written notice to CITY. 6. If the insurance is written on a Claims Made Forrn, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 7. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 8. The insurance shall be approved as to form and sufficiency by PROjECT ,VIA1\*,AGER and the City Attorney. 11 C. If it employs any person, CONTRACTOR shall maintain worker's compensation and employees liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. D. Any deductibles or self-insured retentions in CONTRACTOR!s insurance policies must be declared to and approved by the City's Risk Manager and the City Attorney. 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. 14. INDEMNIFICATION. CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its officers, agents, employees, and volunteers, against any claim, demand, suit. judgment, loss, liability or expense of any kind, including attorney's fees and administrative costs, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR'S officers, agents and employees in the performance of their duties and obligations under this Agreement. 15. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin, sexual orientation or disability in connection with or related to the performance of its duties and obligations under this Agreement. 16. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 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. R 18. 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: Van Bach, Accounting Supervisor Project Manager City of San Rafael 1400 Fifth Ave. (P.O. Box 151560) San Rafael, CA 944915-1560 TO CONTRACTOR: Lloyd de Llamas (Project Director) Hinderliten De Llamas and Associates, Inc. 1340 Valley Vista Drive, Suite 200 Diamond Bar, CA 91765 For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers. agents and employees shall act in the capacity of an Independent Contractor. and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 20. 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 bv a written amendment to this Agreement signed b� the CONTRACTOR and the CITY. 1C 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. 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. 22. 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 tert'n, 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. 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. 24. 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. CONTRACTOR's taxpayer identification number is 33-0008507, and CONTRACTOR certifies under penalty of perjury that said taxpayer identification number is correct. The laws of the State of California shall govern the rights. obligations. duties and liabilities L - of the parties to this Agreement and shall also govern the interpretation of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL NANCY MACKLE, City Manager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROB EPSTElN, City Attorney WIN CONTRACTOR By: - ------ s Name: Title: CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA/SRCC AGENDA ITEM NO. DATE OF MEETING: March 19, 2012 FROM: Van Bach DEPARTMENT: Finance DATE: March 7, 2012 TITLE OF DOCUMENT: Agreement with HdL for Sales Tax and Transaction and Use Tax Audits and Information Services Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL AGENCY AGENDA ITEM: City Manager (signature) NOT APPROVED 11\EMARKS: APPROVED AS TO FORM: City Attorney (signature) PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services aLireements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date 1 City Attorney Review, revise, and comment on draft agreement. 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). 4 City Attorney Review and approve form of agreement;§ ` bonds, and insurance certificates and endorsements., ° 5 City Manager / Mayor ! or Agreement'executed by Council authorized Department Head official. 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. To be completed by Contracting Department: Project Manager: Project Name: /J-f- Agendized for City Council Meeting of (if necessary): ca, �.r KirA.r If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis.