HomeMy WebLinkAboutCM Branding & Website Design; AfstudioAGREEMENT FOR PROFESSIONAL SERVICES
FOR BRANDING AND WEBSITE DESIGN SERVICES
(Phase II)
This Agreement is made and entered into as of the 1" day of July, 2016, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and Afstudio Design, a Sole Proprietorship
(hereinafter "CONTRACTOR").
RECITALS
WHEREAS, CITY and CONTRACTOR entered into a Professional Services Agreement
dated February 1, 2016 pursuant to which CONTRACTOR has provided to CITY professional
design services to assist the CITY in refreshing the look and feel of its branding in conjunction with
an effort to replace the CITY website; and
WHEREAS, CITY now wishes to obtain additional services from CONTRACTOR in
connection with the design of the new CITY website;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Senior Management Analyst 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. Andrew Faulkner 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 services, as described in
CONTRACTOR'S proposal dated July 1, 2016, attached hereto as Exhibit "A" and incorporated
herein.
Rev. Date: T30.15
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3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit "A."
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR as described in Exhibit "A."
Payment will be made upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR. One-third of total costs will be billed as an initial retainer and due
within 14 days of commencing work. The balance due for each phase of the project, as described in
Exhibit "A," will be billed upon completion of that phase. Total fee billings will be within the price
range as indicated in Exhibit "A," and shall not exceed $7,800.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for six (6) months commencing on July 25, 2016 and
ending on January 25, 2017. Upon mutual agreement of the parties, and subject to the approval of
the City Manager the term of this Agreement may be extended in writing for an additional period of
up to six (6) months.
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
Rev. date: 7/30/15
use said property for any purpose, including projects not contemplated by this Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
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. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following
requirements:
1. The commercial general liability insurance policy shall be specifically
endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally
named insureds under the policy.
2. The additional insured coverage under CONTRACTOR'S insurance policy
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
Rev. date: 7 30 15 3
noncontributory" coverage in CONTRACTOR'S policy shall be at least as broad as ISO form
CG20 0104 13.
3. The commercial general liability insurance policy shall include, in its 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,
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 policy language or specific endorsements
evidencing the other insurance requirements set forth in this Agreement. CITY reserves the
Rev. date: 7/30/15 4
right to obtain a full certified copy of any insurance policy and endorsements from
CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to
exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., regarding bodily injury or property
damage only. CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release,
defend with counsel approved by CITY, and hold harmless CITY, its officers, agents,
employees and volunteers (collectively, the "City Indemnitees"), from and against any claim,
demand, suit, judgment, loss, liability or expense of any kind, including but not limited to
attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"),
arising out of CONTRACTOR'S performance of its obligations or conduct of its operations
under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a
liability is caused or contributed to by the active or passive negligence of the City Indemnitees.
However, to the extent that liability is caused by the active negligence or willful misconduct of
the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in
proportion to the City Indemnitees' share of liability for the active negligence or willful
misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work
product by the CITY or any of its directors, officers or employees shall not relieve or reduce the
CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a
party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S
performance of or operations under this Agreement, CONTRACTOR shall provide a defense to
the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of
defense, including reasonable attorneys' fees, incurred in defense of such claims.
B. Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that term is defined
under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law,
indemnify, release, defend and hold harmless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
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.
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.
Rev. date: 7 30 15 5
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.
Rebecca Woodbury
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Andrew Faulkner
Afstudio Design
1010 B Street, Suite 215
San Rafael, CA 94901
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.
Rev. date: 7/3011
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.
Rev. date: 7 30 15 7
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code. CONTRACTOR shall pay any
and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for
any work performed under this Agreement, until CONTRACTOR has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
22. 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 first above written.
CITY OF SAN RAFAEL
JIM C UTZ, City ager
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, ity A ey
Rev. date: 7/30/15
CONTRACTOR
I
By: � � "lj
Name: Andrew Faulkner
Title: Owner, Afstudio Design
EXHIBIT A
PROPOSAL
Project: City of San Rafael Website Design, Art Direction & Guidelines
Presented to: Rebecca Woodbury
Date: July 1, 2016
1010 B STREET
SUITE 215
;AN RAFAF! C,
949 01
T 415 459 4300
F 415 213 4919
AFSTUDIO COM
EXHIBIT A
Ju y 1, 2016
Rebecca Woodbury
Sen or Management Ana',yst
C ty of San Rafael
P.O. Box 151560
1400 F fth Avenue, Room 203
San Rafae , CA 94915.1560
Dear Rebecca,
Thank you for the opportunity to continue our work together and provide a revised proposal for the
design work on the City of San Rafae.'s website (phase 2).
The Foow ng p-oposa s for the website des gn, art d rection and guidelines work for the City of San
Rafae webs to to be performed in co laborat'on with Proud City and using their existing template.
S•ncere'y,
Andrew Faulkner
rr B S REE;
SUITE 215
J A A C .,
9490"i
T 4'5 459 4300
F 4'5 _2.. 4919
A FSTU DI O.0 0M
EXHIBIT A
AFSTUDI0
S 1 G N
// OUR STUDIO
TWENTY YEARS OF CREATIVE SOLUTIONS
We believe that a successful design must be constructed to be visually engaging and perform
= ry e<, `�- 7i✓ ,2:'S, .%,e -le 2'�3'�J �_ �--e t�-` "'-c!, ^ilCv:.= Sd� Area C�'�-'�-,p3�11'S t0
�, _ _ t- _ — P ' ed _ICI"',,o t! Cost 9 _ e i ort Ci _ •—,: e•' Cr _ =`_ e rQJeC S.
,tai „ .,�_ -ro-, ..road ;v-�I� , �, � r
Over the past ten years, AFstudio has won three ADA Awards for "Design Excellence" For web
design and seven American Graphic Design Awards for print and web design from Graphic
Design USA Magazine.
AFstudio works within a broad network of professional designers, illustrators, and photographers,
all of whom have collaborated together on many projects over many years. This allows us to
g:
1,,soc i`=` ';lltri 1.17ge 30enc , Jet ?t a coy? -�resbie C-D,i_ For =he ie --,t. OV" ct_Id o s'<nc
,r IJ in�7 fpr _ ii :C:o -9 `.i er o'ts t ? = mora _ 1 :ii ble, _orrlC' e' - i,nt 1'-v 5: i 's t
produce creative solutions.
ANDREW FAULKNER
Andrew Fauikner is the creative guru at Afsiudio. He's a veteran of demanding design and
production environments, and as senior designer For \Aacworld Magazine he gained his
reputation For always displaying grace under Pressure Following his creative passions, Andrew
launched AFstudio in 1993, and has built a solid reputat-on For making complicated projects ook
easy When Andrew's not at the studio, he's probably hunting down rare vinyl at one of the Bay
Area's vintage record SEores (if you don't reach him at the studio, try Amoeba Records). Some
of h s clients include Adobe, Intuit, eBay, Oracle, and Deloitte.
EXHIBIT A
/ CLIENT GOALS
Website Concept Design and Architecture
• Work with ProudCity to develop graph,cs using their template to extend brand identity we
have developed
i^rage use.
S,te Objective: Have a better online presence that provides a digital space where everyone
n fy site architecture. C,,r-er t y a l the departments are very separated Mich -as warranted
-,congruent web design across t7e Board.
Photography Procurement for Brand Library
• Andrew has suggested he wi l c-eate a'lorary of 1.5 20 copyright Free mages that represent
San RaFael .
get approva on general style tie city and Afstudio s after and will then seek out a
photograprer ariii stoc,< i-nages.
2
EXHIBIT A
AFSTU710
r N
// PROJECT OVERVIEW
Discovery. The Discovery Phase uncovers all the necessary information needed to best align
with the brand we have developed and that separates you from the competition. We will meet
_evc -,■ spe�i�ic e:ign go:: ;
Web Development & Design. We'll begin working with Proud City on the design of your website
as part of the Discovery Phase. Discussions to understand precisely what you want the site to
accomplish, how many pages, functionality, security functions, log -in, etc. After Functionality,
comes content.
Design and art direction include the following tasks and will be in alignment with approved brand
guidelines:
General Items
photography
tonography (creating new iconset)
typography
co or pa ette
New page ayout option (Full screen/Full page image)
Background with mountains example: http://www.cityoFmiliva;ley.org
S'J C _ e I--,-
'D
homepage featured content
sticky section news
sticky section events
government text layout
homepage box restructure
3
EXHIBIT A
// ESTIMATED COSTS
Afstudio w li provide the following deliverables for the website design work for the City of San
RaFgel. Our process ani estimated Fees are sur -,mar zed below his s ca cll:tted as fl -It "project
phase fees" which includes work on all aspects of the project.
Project Management & Presentation $800
r"is !i a crucial part of ,.c because It Insures an e'Fcle' t wo'kflow a -)d e -on -"Ical
use of everyone's time. This includes all meeting time for the entire project and creating and
overseeing a schedule to Follow that includes presentation (on boards as well as online), and
review cycles. This phase is also concerned with gathering and establishing design criteria for the
project. Schedule TBD.
Design Development for Web/Digital $57200
T s phase wll cr'- I oresentatlon to cl e t w t� -e`ne 7 Ippl cation;. Arj .h nges to
budget and schedule are agreed upon at this point. This Fee includes 2-3 rounds of revisions.
Additional revisions will be billed at studio rate of $125/hour. All applications will be presented
n I asps v
Photo Research and Procurement
$1,800
Designer will develop an approved library of photos that can be reasonably purchased by the
city for ongoing use to support the brand. We will establish criteria with client and procure 15-
25 images (cost of buyout usage rights additional unless designer provides his own photography
which would be included in research fee)
TOTAL: Includes all Phases $71800
EXHIBIT A
// WEB SAMPLES
LOGIN VSI LOGIN PI -ie our
proaucts fo%
rcrt/4: �1ts/,t :«.I.Y.y,ar Cyrlc>=.cr«
!rurvla r.+u:_..�• s•iwv'tu>y,atae .
Client: Login VSI
URL: www.looinvsi.com
Tj .0
L -w
AdElis Education solutions
_._�. _
trcr.-earn �^'
a
r
Client: Adobe Education
From blue sky
feet on the gra = un
:'17N�. Tlr:! Rlr{C USC
�,y, rnpan n•iliL141�.r�il.•: �','�
Client: The Leap Group
URL: ww.leapgroup.com
M•�v �.: ,_+ .. � .,c _ _..mal Tt•'x- .v
Client: Winter and Ross (Law Firm)
URL: www.winterandross.com
i
�.e[�iM�trnll�II. rc.r'.rs[ !
`rrrrrr.ti[r ' I .�
•.(•w; �rrx:•
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Client: Trilogy Integrated Resources
URL: www.triloa
SAlES1035
-1 1 • n
MAM
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Client: SalesJobs
URL: www.sa.esiobs.com
5
EXHIBIT A
Terms and Conditions
1. Professional Fees quoted do not include out-of-pocket expenses for such things as legal
searches, typography, computer resources, photostats, photography, photographic slides, or
any othe Specific maite als nd supplie, which may be reiquired to demo- ;trate or execute
our recommendations. Out-of-pocket costs will be billed at cost plus ten percent (10%) for
administration. Any travel expenses will be billed at cost.
2. Billing procedures For AFstudio are as follows: One-third (1/3) of tota•. costs per project will
be billed as an initial retainer, and due within 14 days of commencing work. The balance due will
be billed upon completion of each phase of the project. Total Fee billings will be within the price
r.nge`- ted propo,a le-; -g- ;c,=e oFwoo -e ; refined a
agreed to in the form of Addenda to this Proposal.
3. The initial retainer is due within 14 days, and balances are due within 30 days of .nvoice.
An interest charge of 1.5% per month is charge For invoices outstanding after 30 days. If it is
necessary for the client to cancel any project during its course, the client will be billed for work
completed up to the pont of cancellation.
4. To the extent that the designs, names, marks, and materials created by AFstudio and used by
City of San Rafael are copyright able, it shall be the property of City of San Rafael. Any rights
AFstud o may possess in any of the designs, names, marks, and materials created by AFstudio and
used by City of San Rafael are herby assigned to City of San Rafael.
5. The designs, names, marks, and materials created by AFstudio are believed not to infringe upon
the rights of others However, Afstudio cannot warrant that its clients will be immune from the
claims of others du- to the complexity of the laws and regulations governing such rights and the
virtual impossibility of searching names and designs worldwide. It is recommended that clients
consult their own legal counsel as to both availability and register -ability of the proposed designs,
names, marks and other materials as soon at those items are approved.
Consented and agreed to by:
Andrew Faulkner, Afstudio design date Rebecca Woodbury, City of San Rafael - date
5
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's office
Project Manager: Rebecca Woodbury
Extension: 3076
Contractor Name: Afstudio Design
Contractor's Contact: Andrew Faulkner
Contact's Email: Andrew@afstudio.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
❑
enter a date.
b. Email contract (in Word) & attachments to City
7/13/2016
Atty c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
7/14/2016
and return to Project Manager
® LAG
b. Confirm insurance requirements, create Job on
® LAG —
PINS, send PINS insurance notice to contractor
7/14/2016
hard copy on
file
3
Project Manager
Forward three (3) originals of final agreement to
Click here to
contractor for their signature
enter a date
4
Project Manager
When necessary, * contractor -signed agreement
® N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑
Public Works Contract > $125,000
Click here to
Date of Council approval
enter a date
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
77/2,1 /� /
V
agreement
7
City Attorney
Review and approve insurance in PINS, and bonds
rI
(for Public Works Contracts)
8
City Manager/ Mayor
Agreement executed by Council authorized official
a J
9
City Clerk
Attest signatures, retains original agreement and
gI ��
forwards copies to Project Manager