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Agenda Item No: 3.c
Meeting Date: October 3, 2016
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community Development
Prepared by: City Manager Approval:
Raffi Boloyan, Planning Manager (RB)
SUBJECT: Resolution Authorizing the City Manager to execute Agreement for Professional Services
with M -Group to Provide Contract Planner Staffing Services to fill a vacancy during the recruitment
process. (Term of Agreement: up to 7 months, with a total budget amount not to exceed $105,000)
RECOMMENDATION: Staff recommends that the City Council adopt the attached Resolution.
BACKGROUND: The current budget authorizes staffing in the Current Planning Division of the
Community Development Department to include seven (7) funded positions, including: one (1) Planning
Manager (split time in managing Current Planning and Code Enforcement Divisions), one (1) Senior
Planner, (3) Assistant/Associate Planners, one (1) Planning Technician and one (1) Administrative
Assistant. The Division has recently experienced the loss of a Senior Planner who left the City for a
position with another community. Therefore, the Division is short the Senior Planner position. As a
temporary measure, one of the Associate Planners has been promoted to Interim Senior Planner, as a
trial, and during this trial period and upcoming recruitment process for the vacancy, it is necessary to seek
outside professional planning assistance for the day-to-day functions of the Current Planning Division in
order to keep up with the heavy workload.
ANALYSIS: From time to time, the City enlists the aid of contract planners to supplement the existing in-
house staff. Typically, consultants are placed under contract to process specific planning applications
and/or to work on special projects when the workload of the Current Planning Division demands
additional support. In this instance, however, the staffing need is much broader. Assistance is needed to
supplement in-house staff in conducting the day-to-day activities of the Division, including: processing
planning project applications, reviewing building permits, working the public counter, meeting with
potential applicants, processing requests for Planning entitlements, attendance at Design Review Board
and Planning Commission meetings, and other general duties performed by all professional planners
within the Division. The current workload in the Division is already challenging and the loss of the Senior
Planner further impacts the Division's ability to process all the tasks expected of the Division in a timely
and thorough manner.
Therefore, the services of Metropolitan Planning Group (M -Group) have been solicited to assist the
Division during the recruitment for the vacant position. M -Group has an existing relationship with the City,
as they provide contract services for long range planning services, and recently completed the 10 year
update to the General Plan 2020 and City's Housing Element update in 2015. M -Group has now agreed
to assign an Associate/Senior-level Planner to the Current Planning Division during the on-going
recruitment for the vacant position. The cost for the individual assigned to the City is $125/hour. It is
anticipated that interim staffing will be needed for a period not to exceed 7 months (through the
FOR CITY CLERK ONLY
File No.: 4-3-623
Council Meeting: 10/03/2016
Disposition: Resolution 14200
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
conclusion of the pending recruitment). The total budget for the agreement, if approved, would be up to
$105,000, for 7 months of contract staffing (at 4 days/week).
Specifically, M -Group has offered the services of Alicia Giudice, to serve as the contract Senior Planner.
Ms. Giudice has a great deal of familiarity with San Rafael and Marin County as a whole. She previously
worked for the City of San Rafael in the late 1990's as a full time staff planner and later served as a
contract planner for the City in the mid 2000's (during two stints). In addition, she has also performed
contract work for the County of Marin these past couple of years. M -Group has offered the services of Ms.
Giudice who is a Senior Planner, at a rate that is in more in line with an Associate Planner's fully
burdened hourly rate, resulting in a great value for the City.
Having providing such an experienced person, particularly with experience and knowledge of San Rafael,
at a lower rate than the industry standards for a Senior Planner, is a significant benefit to the City. It will
allow a planner with knowledge of the community and experience in the intricacies of San Rafael and
Marin County to step into the role and function immediately, with minimal training and ramp up time.
FISCAL IMPACT: The Agreement for Professional Planning Services will be supported by funds
appropriated in the adopted fiscal year 2016-2017 Community Development general fund budget. Salary
savings from the vacant position will cover the charges by M -Group. The contract Planner will also be
assigned projects subject to cost recovery; therefore, a portion of the cost will be also be covered by
charges against these projects, fees for which are paid by the project applicants. Should the City fill the
permanent position before 7 months, the contract with M -Group will be terminated at that time.
OPTIONS: The following options may be considered by the City Council:
1. Authorize the City manager to execute an Agreement for Professional Planning Services with
Metropolitan Planning Group (M -Group); or
2. Delay the execution of the Agreement for Professional Services, and provide direction to staff.
ACTION REQUIRED: It is recommended that the City Council adopt the attached resolution.
ATTACHMENTS:
1. Resolution
2. Attachment 1 to Resolution --Professional Services Agreement
3. Attachment 1.A - Scope of Work — M Group Proposal for Senior Planner Staffing
Assignment, September 7, 2016
RESOLUTION NO. 14200
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR
PROFESSIONAL PLANNING SERVICES WITH METROPOLITAN PLANNING GROUP (M -
GROUP) TO PROVIDE CONTRACT PLANNER SERVICES
(Agreement Term: October 3, 2016 through June 30, 2017, amount not -to -exceed $105,000)
WHEREAS, the City of San Rafael has determined that interim professional planning services
are needed to provide support to the Current Planning Division of the Community Development
Department during the current vacancy of a Senior Planner and upcoming recruitment for the vacant
position within the Division; and
WHEREAS, at the City's request, Metropolitan Planning Group (M -Group), has submitted a
scope of work and proposal for providing day-to-day current planning assistance to the City, including a
list of anticipated activities/tasks and the hourly rate for performance of these services, and said proposal
is attached to the Agreement for Professional Services; and
WHEREAS, the costs associated with the Consultant's interim professional planning services
will be recouped from salary savings from vacant positions within the Planning Division and budgeted in
the Community Development Department (General Fund), as well as through application and permit
processing fees collected from the project developers for cases assigned to contact planner as "assigned
planning staff'.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael does
hereby authorize the City Manager to execute, on behalf of the City of San Rafael, an Agreement for
Professional Planning Services with Metropolitan Planning Group (M -Group), in the form attached
hereto as Attachment 1.
BE IT FURTHER RESOLVED, the Agreement is subject to approval as to form by the City
Attorney.
I, 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 City Council of said City held on
Monday, the 3`d day of October 2016 by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
Bushey, Gamblin, McCullough and Mayor Phillips
None
Colin
ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR
PROFESSIONAL PLANNING SERVICES
This Agreement is made and entered into as of the .9-174 day of dLioZO%Z 2016,
by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and the METROPOLITAN
PLANNING GROUP, a California Corporation also known as the "M -GROUP" (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the recent departure of a Senior Planner in the Community Development
Department has left a vacancy in the Planning Division of the Community Development
Department; and
WHEREAS, the Planning Division is in the process of recruiting to fill this vacancy with a
an Associate or Senior Planner, however this process will take up to 6 months to complete; and
WHEREAS, with the recent vacancy in the Planning Division and given the current
workload of staff and the pace of planning services, the CITY has determined that a temporary
Contract Planner is needed to supplement existing staffing during the timeframe necessary to
complete the recruitment for the vacant position within the Planning Division of the Community
Development Department; and
WHEREAS, at the City's request, CONTRACTOR has submitted a proposal dated
September 7, 2016 to provide Contract Planner services to the City, and said proposal is
attached to this Agreement marked "Attachment LA" and incorporated herein by reference; and
WHEREAS, CONTRACTOR has demonstrated through its statement of qualifications
and prior work for the City of San Rafael, as well as other Cities, on other similar projects that it
would be able to take on the responsibilities of Senior Planner for the CITY.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Planning 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. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Heather Hines is hereby designated as the PROJECT
DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the
execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the
CONTRACTOR shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and/or provide professional services to fill in for
the vacant Senior Planner position while the CITY advertises, recruits and selects a permanent
replacement for this position, as more particularly described in "Attachment LA" hereto.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
follows: CITY shall provide CONTRACTOR with a work space and materials and information
necessary for CONTRACTOR to perform the services required by this Agreement.
4. COMPENSATION.
CONTRACTOR shall perform duties and bill for services on a "time and material" basis,
as work is needed by CITY, at the billing rate of $125/hr as presented in Exhibit "A" hereto,
provided that in no event shall the total compensation paid to CONTRACTOR pursuant to this
Agreement exceed ONE HUNDRED FIVE THOUSAND DOLLARS ($105,000).
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
3
The services to be performed under this Agreement shall commence on October yr 2016
and shall continue through June 30, 2017, unless earlier terminated as provided in Section 6 of
this Agreement. Upon mutual agreement of the parties, and subject to the approval of the City
Manager, the term of this Agreement may be extended for an additional period of six months,
provided that such extension shall not increase the total compensation authorized in Section 4 of this
Agreement.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon
thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to
cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such
notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS,.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of
the other party, and any attempt to so assign this Agreement or any rights, duties or obligations
arising hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for
death, bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If it employs any person, CONTRACTOR shall maintain worker's
compensation and employer's 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. CONTRACTOR'S
worker's compensation insurance shall be specifically endorsed to waive any right of subrogation
against CITY.
B. Other Insurance Requirements. Except for worker's compensation and
employer's liability insurance, the insurance coverage required of the CONTRACTOR in
subparagraph A of this section above shall also meet the following requirements:
1. The insurance policies shall be specifically endorsed to include the CITY, its
officers, agents, employees, and volunteers, as additionally named insureds (for ongoing operations)
under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be primary with respect to any insurance or coverage maintained by CITY and shall
not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and
noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form
CG20 0104 13.
3. The insurance policies shall include, in their text or by endorsement,
coverage for contractual liability and personal injury.
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
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.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
4
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT
MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance
evidencing the insurance coverage required in this Agreement; (2) a copy of the policy
declaration page and/or endorsement page listing all policy endorsements for the commercial
general liability policy, and (3) excerpts of nolicv laneuaze or specific endorsements
evidencine the other insurance requirements set forth in this Aureement. CITY reserves the
right to obtain a full certified copy of any insurance policy and endorsements from
CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to
exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its
officers, and employees, against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including attorney's fees, 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.
B. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or
if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as
follows:
TO CITY's Project Manager:
TO CONTRACTOR's Project Director:
16. INDEPENDENT CONTRACTOR.
Raffi Boloyan, Planning Manager
Project Manager
City of San Rafael
1400 Fifth Ave
San Rafael, CA 94915-1560
Heather Hines
M -Group
499 Humbolt St
Santa Rosa, CA 95404
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees
of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments,
unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONTRACTOR has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year fust above written.
CITY OF SAN RAFAEL CONT TOR
By
JIM TZ, City na r
Nan e:
Title: FA N ('A
ATTEST:
en - W -e -e,2 -.'c
ESTHER C. BERNE, City Clerk
APPROVED AS TO FORM:
Fe
ROBERT F. EPSTEIN, Ci Attorn
Attachmentl.A: M -Group Proposal for Senior Planner Staffing Assignment, September 7, 2016
8 ATTACHMENT 1
11—group a new design on urban planning
r,
P. u u r. policy planning • urban design • environmental review • historic preservation • community engagement • staffing solutions
September 7, 2016
Mr. Raffi Boyolan, Planning Manager
City of San Rafael
1400 5th Avenue
San Rafael, CA 94901
RE: Senior Planner Staffing Assignment
Dear Mr. Boyolan,
Thank you for the opportunity to provide a short term staffing solution for the City of San
Rafael. My understanding from our conversation is that the City's immediate need is for a
Senior Planner on a part time to full time basis for approximately six months to help the City
meet demand while recruiting for a permanent staff member.
As we have discussed, M -Group Senior Planner Alicia Giudice is an ideal candidate for the
assignment. Alicia has more than 17 years of experience in the planning field, including both
private and public sector assignments and in a variety of jurisdictions in Sonoma and Marin
counties. As you will see from Alicia's resume she has a broad range of experience, brings
local planning knowledge of the North Bay, and is proficient in the broad range of skills
essential to a senior planner. Alicia has previously worked in San Rafael so will be equipped
to hit the ground running and provide assistance to the Planning Division immediately.
Alicia is available to begin staffing for San Rafael two days per week starting on September
13th and increasing to four days per week by the first week of October. Alicia is available to
commit to the six month duration as discussed. Additional flexibility in hours per week and
contract duration are negotiable to best meet San Rafael's staffing needs. Based on M -
Group's continued working relationship with the City we are offering a reduced hourly rate of
$125 per hour for this assignment.
I will look for contract documents and insurance certificate needs from you at your earliest
convenience. Please let me know if you need anything additional from me to move forward
with the necessary contract.
Sincerely,
=11
HEATHER HINES
Principal
hhines@m-group.us
ATTACHMENT 1.A
m-group.us 499 humboldt street, santa rola, CA 95404 707.540.0723
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: CDD
Project Manager: Raffi Boloyan
Extension: x3095
Contractor Name: M -Group
Contractor's Contact: Heather Hines
Contact's Email: 707.540.0723 x 206 or hhines@m-group.us
O FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
CONTINUE ROUTING PROCESS WITH HARD COPY
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
9/7/2016
6 City Attorney
Review and approve hard copy of signed
9/7/2016
agreement
b. Email contract (in Word) & attachments to City
7 City Attorney
I Review and approve insurance in PINS , and bonds
Atty c/o Laraine.Gittens@cityofsanrafael.org
j
(for Public Works Contracts)
2
City Attorney
a. Review, revise, and comment on draft agreement
9/19/2016
LAG
9 City Clerk
and return to Project Manager
9/19/2016
LAG
forwards copies to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Project Manager
Forward three (3) originals of final agreement to
9/19/2016
Z
contractor for their signature
4
Project Manager
When necessary, *contractor -sinned agreement
El N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
Public Works Contract > $125,000
Date of Council approval
10/3/2016
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager
Forward signed original agreements to City
10/4/2016
Attorney with printed copy of this routing form
6 City Attorney
Review and approve hard copy of signed
/011fib
agreement
7 City Attorney
I Review and approve insurance in PINS , and bonds
j
(for Public Works Contracts)
8 City Manager/ Mayor
Agreement executed by Council authorized official
r olsll6
9 City Clerk
i
Attest signatures, retains original agreement and
I
forwards copies to Project Manager
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) —> CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS —> [DEPT -
AGENDA TOPIC]
Agenda Item # -� - C
Date of Meeting: 10/3/2016
From: Raffi Boloyan, Planning Manager
Department: Community Development
Date: 9/22/2016
Topic: Professional Services with Metropolitan Planning Group (M -Group) to Provide Contract
Planner Services
Subject: Resolution of the San Rafael City Council Authorizing the City Manager to Execute an
Agreement for Professional Services with Metropolitan Planning Group (M -Group) to Provide Contract
Planner Services (Term Of Agreement: From October 3, 2016 to June 30, 2017, for an Amount Not -To -
Exceed $105,000)
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other: Staff Report
APPROVALS
® Finance Director
Remarks: MM - Approved with minor edits - 9 24,16
® City Attorney
Remarks: Approved with minor changes. ETD. 9/23/16
® Author, review and accept City Attorney / Finance changes
Remarks: All edits accepted and comments addressed. Saved and informed CM that ready for
review. 9126/17
