HomeMy WebLinkAboutPW 1039 C Street Historic Building ReportAGREEMENT FOR PROFESSIONAL SERVICES WITH
LAURA A. ACKLEY
This Agreement is made and entered into this I U-ro day of ►'` g"l , 2017, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and LAURA A. ACKLEY (hereinafter
"CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional consulting services are required in
connection with preparation of an Historic American Buildings Survey (NABS) Level III Report for Fire
Station #51, 1039 C St., San Rafael, CA 94901; and
WHEREAS, the CONSULTANT has agreed to render such services;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Director of Public Works is hereby designated the
PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the
progress and execution of this Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONSULTANT. Laura A. Ackley is hereby designated as the PROJECT DIRECTOR for
CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require
a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten
(I 0) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide the services as set forth in
CONSULTANT's proposals dated March 31, 2017, attached hereto as Exhibit #1 — "Fire Station #51"
and incorporated herein by reference. In addition, CONSULTANT shall provide CITY with five (5) 4" x
6" copies of each photograph documenting the survey that is the subject of the Report to be prepared
under this Agreement Fire Station #51. Photographs shall be printed on Kodak Endura Paper.
DUTIES OF CITY.
CITY shall compensate CONSULTANT as provided in Paragraph 4, and shall cooperate with
CONSULTANT as necessary for performance of the CONSULTANT's duties hereunder.
L4-5, U44 E
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall pay
CONSULTANT as follows:
A. For services described in Exhibit #2 hereto, CITY shall pay CONSULTANT the fees for
specific tasks as shown on the schedule included in Exhibit #2, in a not -to -exceed amount of
$14,790, plus the sum of $500 to compensate CONSULTANT for photographs provided to
CITY as described in Section 2 above.
B.Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
TERM OF AGREEMENT.
The term of this Agreement shall commence upon the date first herinabove written and shall end on
June 30, 2017 when the work shall have been completed, unless the parties agree to extend this Agreement
for another 90 days, as approved in writing by the City Manager.
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 CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or
relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as
possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
Upon completion of all work under this Agreement, ownership and title to all reports, documents,
plans, specifications, and estimates produced as part of this Agreement will automatically be vested in the
CITY; and no further agreement will be necessary to transfer ownership to the CITY. CONSULTANT
shall furnish to CITY all necessary copies of data needed to complete the review and approval process.
INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection
and audit, all documents and materials maintained by CONSULTANT in connection with its performance of
its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such
audit or inspection.
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.
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 insurance policies shall be specifically endorsed to include the CITY, its
officers, agents, employees, and volunteers, as additionally named insureds (for both ongoing and
completed 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
3
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 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., CONSULTANT shall, to the fullest
extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless
CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and
against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited
to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising
out of CONSULTANT'S performance of its obligations or conduct of its operations under this
Agreement. The CONSULTANT's obligations apply regardless of whether or not a liability is caused or
contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that
liability is caused by the active negligence or willful misconduct of the City Indemnitees, the
CONSULTANT's indemnification obligation shall be reduced in proportion to the City Indemnitees'
share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval
of the CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the
City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from
CONSULTANT'S performance of or operations under this Agreement, CONSULTANT shall provide a
4
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. 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.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex,
race, color, religion, ancestry, national origin or disability in connection with or related to the performance of
its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement.
CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances,
codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its
officers, agents and employees from any and all damages, liabilities, penalties, fines and all other
consequences from any noncompliance or violation of any laws, ordinances, codes or regulations.
14. NO THIRD.PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third
party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other
party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or deposited
with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified.
Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with
the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager:
TO CONSULTANT's Project Director:
Bill Guerin
Director of Public Works
City of San Rafael
I 11 Morphew Street
San Rafael, CA 94901
Laura A. Ackley
248 Laurel Place
San Rafael, CA 94901
16, INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and
employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY.
CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers,
agents and employees be that of an Independent Contractor and not that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject
matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject matter of
this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except by a
written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and
conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and
conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under
this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract
or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of this
Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term,
covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or
other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of
any fee, performance, or other consideration which may become due or owing under this Agreement, shall
not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition,
covenant of this Agreement or any applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or
arising out of the performance of this Agreement, may recover its reasonable costs (including claims
administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business
license as required by the San Rafael Municipal Code CONSULTANT shall pay any and all state and
federal taxes and any other applicable tares. CITY shall not be required to pay for any work performed
under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service
Form W-9 (Request for Taxpayer Identification Number and Certification).
22. 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
JI SC TZ, CiM nager
ATTEST:
�z a . A?.Q-e Z. -A
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
L a t&;t, ;20�g r -o
ROBERT F. EPSTEIN, Cif Atto e
CONSULTANT
LA A. ACKL
HISTORIC AMERICAN BUILDINGS
SURVEY REPORT
Fire Station #51
1039 C St., San Rafael, CA 94901
Historic American Buildings Survey (HAGS) Level III Proposal
• h �t11 �1��� ��I�R
EX ;s� I
LauraA.Ackley • 2017
Architectural Historian - Research -Cultural Resources Management
Laura A. Ackley, Architectural Historian, Author
Research a Design a Cultural Resources a Management
415.456. 2327
ladesign@41915.com
HlstoricAmerican Buildings Survey Report
Fire Station 1151
1039 C St., San Rafael 94901
Attn: Cindy Ray
Project Manager, City of San Rafael
1.11 Morpliew Street
San Rafael, CA 94901
Proposal
At die request of the City of San Rafael, arcllitectural historian Laura A. Ackley
(Consultant) will prepare a Historic Amcrican Buildings Survey (NABS) Level
III Report for the "Dire Station ff-51," located at 1313 5th Ave., San Rafael
911901. The report will document the historic home prior to its demolition.
The consultant has received the latest versions of NABS documentation
requirements directly from Christltie Avery, the Pacific Region National Park
Service (NPS) iIABS coordinator. These newest standards can be found at:
haps://sirvw.nps.l>_ov/hdp/starsdards/h,lhsl;uidciines,hlm
JMs. Avery stated the above link was the most up -to --elate. She also said that
I IABS Level III requirements are quite flexible unless the report is being sent
to the Library of Congress, ll1 which case rhe photographic requirements
become very stringent. She stated that more economical photo processes be
used in HA13S reports to be distributed locally or regionally.
It is my urlclerstatuling that the I11kBS reports for the I" e Station 4-51 and
"Tile Blue House' will be used by Marin County and/or Bay Area
organizations to assure our civic and History organizadolls have a strong
record of these Historical builduigs.
Laura A. Adley a 2017
Architectural Historian a Research a Cultural Resources Management
Fire Station 1151, 1039 C Sl., San Rafael 94901 HAMS Level III Report
San Rafael, CA
The City of San Rafael can achieve this record without the extremely
expensive photographic standards for inclusion in the Library of Congress
(LOC).
Deliverables
The local I-IABS Level III report will include:
• A short historical description of each building
o Floor plans of the ext-atit state of both (Lwo) main floors of Firehouse
#51, plus sketch plans of its ancillary levels.
® These cltawings will be supplemented with photo dOCutnellt'atioll
e Drafted elevations are not included in a HABS Level III report, but
photographs of the elevations will be pact of the package.
® A location map.
'1'hc above bullet points fulfill all the national standards for Level III I LABS,
except for the extremely expensive large -format negatives, processing, printing
and transtnitt'al process required for iticlusioti in the LOC.
The Photographs
Digital photographs will follow NPS IIABS 1- cvel III guidelines and
document the architectural features described in the "HAGS/I-IALR/HATS
Photography Guidelines" mctltionecl above. Only the taking of photographs is
irtcluclecl with this proposal and fee estimate. Processing and printing will be
charged directly.
The consultant is attempting to obtain accutate pricing information for Five
sets of 4"x6" prints, each printed with archival inks onto archival paper.
Digital flies of the photographs will be provided to the processor and printer,
and these charges reimbursed directly by the City of San Rafael.
The total estimated fee for this project without the photo ptocessing and
printing is detailed following this proposal. Any changes to the scope or
LauraA.Ackley • 2017
Architectural Historian o Research • Cultural Resources Management
Fire Station 1151, 1039C St., San Rafael 94901
San Rafael, CA
HAGS Level III Report
deliverables of the project that may impact the fee will be discussed and agreed
upon by both parties (the Consultant and the City of San Rafael). This fee will
be payable upon receipt of invoice, which will be sent upon subiriissioti of the
deliverables.
Laura A. Ackley • 2017
Architectural Historian a Research a Cultural Resources Management
Lure Station 1151, 1039 C St., San Rafael 94901
San Rafael, CA
Consultant Qualifications:
HAGS Level III Report
Laura Ackley is a gUalfled architectural historian as defined in the Code of Federal
Regulations, 36 CPR Part C 1.1 Also Appendix 2 of the California I Iistorical Resources
Information System.' Ms. Acidcy's qualifications include:
Master of Design Studies degree in Atchitectival I listory fiom the Harvard Graduate School of
Design
Master of Science degree in Am UIcctlltal I Ilstoty ancl'111coty from the University of California at
Bei keley
Bachelor of Arts degree in Architectute, with a minor in Atchitecl u•al I Iistory from lite University of
California at Berkeley
I ler additional scholarly work satisfies die second portion of the qualifications, namely
``substantial contributions through research and publication to the body of scholarly
knowledge in the Field of American architectural history."
Ackley's recent book, .Stir Firumi t -o s*Jewel Cily.� /he Pemtmi(i-Pm#k Inlenuiliomil Exj�os ou o/'
/9/5, is regarded as the definitive work on the subject. This book has garnered several
Bay Area, state Gild national awards for its contributions to the field of architectural mid
cultural history. These awards include:
o Gold Medal at the 2015 California Book Awards, sponsored by die Co11U11onwealill Club
o 'Ilse National Independent Publisher Book Awards Brome Vtedal for United States I listol),
o The Oscar Lewis Award from the Califoinin History Association
o finalist for the Nouliem California Book Award for General Nonfiction
o finalist for the Notthcin California Independent Booksellers Association Book of the Year Award
She has contributed chapters and articles to several books and magazines in the field,
ilicluding all essay ill the recent book Jeive/C!Iy, published by die deYoung MUseum.
I US. National lark Service,Secretary of lite Interlois Qualif scat lonsSiandardsand GuldelineslAs Amended anti Annotatall Archaeology
andilistoricl'resetvalionlittlr//www.nP3gov/history/local•lasv/arch studs 9htniaccessed2/10/2016
Z Appencllx 2oft lieGilIlonrla tIIstorical Resources tnfornim[onSysteni scicorg/docs/InteriorStandatdslxlf,ncce.w(I May 20,2016
Laura A. Ackley a 2017
Architectural Historian o Research o Cultural Resources Management
Fire Station 1151, 1039 C Sl., San Rafael 94901 HAGS Level III Report
San Rafael, CA
Acceptance:
This proposal is accepted and forms an agreement between the City of Sate
Rafael (you) and Laura Ackley (Consultant) as represented by Laura Addey,
For Consultant (Laura Ackley), For the city of San Rafael
Laura Addc , C011SUlt�!t
S�gnaturc / ..c�,wu��,c i �, Si`>11atUrC
V
IDatc: March 31. 2017 Datc:
5 Laura A. Ackley • 2017
Architectural Historian • Research • Cultural Resources Management
WMA 10:;
�N Laura A. Ackley, Historic Consultant
Fee Estimate: Local NPS NABS Level III Report, Fire Station 1151, 1039 C. St., San Rafael
Laura A. Ackley
Architectural Photo Costs As
DrafTeclt CAD as-
TASI(S Historian Cultural built Drawings Defined by City Subtotals
Resources Requirements
Management
Task 1: Dolernlfnallonof Scope, Investigatory Walklhrougiland Full Dala
Collection
1.1 Derine Scope vr,lh Pro:tc l M an
1.21niIIaI vianlhrough off Ire Station A51,1039 C St. Ssn Rafac1921501. identity
nese a ary archilecluol diaaaings aryl photographs. Sketch basic I ayout and define
high resolution photolocallons. Write Field notes.
1.2.1 Includes first and Second Floors, plus ancillary levels
1.3 full Site Osla Co!lcclfon, Measurements, and Phologuphy of fire Station RSI.
Include s NO high quAty d'git al photos bated on locations defined In Item 1 2. Does
not Include aichful harJ(opyprinls of photographs dircclly relmbunab!e Ly City
noted In Task 4. Includes ru!I later measurements for creation of archdtectvul plans of
ealanl conddlons.
1.3.1 Includes first and Second fleets, plus ancillarylevels
Total (lours Task 1:
Task 2: Proparallon of Dratvingt as defined by National Palk Service
Illttodc Arnarican Oulldings Survey love) III Guidelines
2.1 Specifications for requ'red lIPS NABS level III Dulled Elements (Consultant)
2.2 full Drafting (Draltsmsn) of file Station 1151 as required by IIPS (NOS Level 111
2.3 Creation of location Map par IIPS NABS level III
Total flours Task 2:
Task 3:llesearch and Write Ilislodcal Ooporls
3 1 Illstmiul Research, Fire Station PSI, Including libraries, visits to Assessor-
Recoidei's Olfice, discovery of pub!Iuhed documents relating to Iho structure,
procurement of hhloilul dmdngs,other bsks as needed
3.2 Prepnallon of Ilisloi lcal Report IIPS f1ABS Level III, fire Station 1151
Total Ifouts Task 3'
(Task 4: Prepare and Submit Daliverabtes
4.1 Cost of Photo piocening and printing accord ng to City Specifications.
Relmbuumenl Ly City (or Malelals and Time, 100
4.2 Photo Corretllon
4.3 Mhcellsneout Relrnbunsblet
4.4 Delivery ofrive full -shed copies Inprinted form ofall mater) liand one copy In
digital formal.
4.5 Project hhnsgemenl
4.6 Wrile Captions, correhale Wth photos and locstlom per UPS IIABS level III
Total flours Task 4:
Total Fees for local NPS IIADS Laval 111 Do(unlenlalioll, excluding pholo
production, fire StationOSl
$2,100.00 $1,010.00 leo , $3,11000
14 12
$20000 $2.61000 Ten $3,16000 f
2 32
$6,00000 $000 IBD $6,0D00
0
40 0
$2,250.00 $19000 foo $1,41000
70D
IOD
15 2
$10,65000 $4,14000 1111) $14,19000
Total: Local NPS IIADS level III flesearch,
Invesllgallon,111610rlcRepoll, Drafting and $14,79000
Photography Costs, Phntographlf: production
T0D
Photographic Reproduction according to City
of San Rafael Specifications: Direct TDD
Rabnbursement
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: Department of Public Works
Project Manager: Cindy Ray
Extension: x5326
Project Name: Historic Assessment -FS #51
Contractor Name: LaDesign
Contractor's Contact: Laura Ackley
Contact's Email: ladesign@sf1915.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
1
RESPONSIBLE
DEPARTMENT
Project Manager
2 City Attorney
3
4
Project Manager
Project Manager
PRINT
5 Project Manager
6 City Attorney
7 City Attorney
8 City Manager/ Mayor
9 City Clerk
DESCRIPTION
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
Forward three (3) originals of final agreement to
contractor for their signature
When necessary, * contractor -signed agreement
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Public Works Contract > $125,000
COMPLETED
DATE
4/5/2017
4/5/2017
REVIEWER
Check/Initial
10
4/26/2017 ® ETD
4/26/2017 ® ETD
® CR
lZ N/A
Or ® CR
Date of Council approval
Click here to
enter a date.
CONTINUE ROUTING PROCESS WITH HARD COPY
Forward signed original agreements to City
5/1/17
Attorney with printed copy of this routing form
Review and approve hard copy of signed
/
agreement
Review and approve insurance in PINS, and bonds
S-1—JI
(for Public Works Contracts)
Agreement executed by Council authorized official
I
Attest signatures, retains original agreement and
forwards copies to Project Manager
s• �6. 17 .
15