HomeMy WebLinkAboutHR ADA Interactive Process IssuesAGREEMENT FOR PROFESSIONAL and LEGAL SERVICES
BETWEEN THE CITY OF SAN RAFAEL AND
SLOAN SAKAI YEUNG & WONG LLP
This Agreement is made and entered into this ~ day of A e Y i \ , 2018, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Sloan Sakai Yeung & Wong
LLP (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the City is in need of professional legal and consulting services to assist in
managing employee requests for accommodation under the Americans with Disablities Act and
related California Fair Employment and Housing Act; and
WHEREAS, CONTRACTOR has expertise in providing such services and is able
and willing to provide such services for the City for a limited period of time;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Human Resources Director 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. Genevieve Ng 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 paragraph
1. Scope of Engagement in the attached April 2, 2018 letter detailing Engagement of Consulting
Services (Exhibit A). The scope of services may be expanded by mutual written agreement.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4.
ORIGINAL
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR as described in Exhibit A at paragraghs 2 & 3 and Attachment 1 In an
amount not to exceed $15,000.00.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for 6 months commencing on April 9, 2018. 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 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
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
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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 any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount
of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's performance of services under this
Agreement. Where CONTRACTOR is a professional not required to have a professional license,
CITY reserves the right to require CONTRACTOR to provide professional liability insurance
pursuant to this section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. 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. Except for professional liability insurance or worker's compensation
insurance, 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
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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 01 04 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against
CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation, but this
provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement)
before CITY'S own insurance or self-insurance shall be called upon to protect it as a named
insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements
and/or limits shall be available to CITY or any other additional insured party. Furthermore, the
requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this
Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or
proceeds available to the named insured; whichever is greater.
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
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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., 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. In
no event shall the cost to defend charged to the design professional exceed the design
professional's proportionate percentage of fault.
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
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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:
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Stacey Peterson
Human Resources Director
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Genevieve N g
Partner
Sloan Sakai Yeung & Wong LLP
1220 7th Street, Suite 300
Berkeley, CA 94710
16. INDEPENDENT CONTRACTOR.
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.
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20. COSTS AND A TIURNEY'S FEES.
The prevailing party in any action brought to enforce the tenns and conditions of this
Agreement, or arising out of the perfonnance 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 perfonned under this Agreement, until CONTRACTOR has provided CITY with a
completed Internal Revenue Service Fonn 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
ATTEST:
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CONTRACTOR
By: CuuJr
Name: b 14../1' IA./-f A,
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Title: A/r(} y Y1-I 'I
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Sioan Sakai
ATTORNEYS AT LAW
EXHIBIT A TO PROFESIONAL SERVICES AGREEMENT
Jim Schutz
City Manager
City of San Rafael
1400 Fifth Avenue, Room 203
San Rafael, California 94901
April 3, 2018
Re: Engagement of Consulting Services
Dear Mr. Schutz:
GE'IEVIEVE NG
T ELEPHO NE: (415) 378-3830
gng@sloansakai .com
Via Electronic and U.S. Mail
Thank you for retaining Sloan Sakai Yeung & Wong LLP ("SSYW") and Public Management
Group to perform consulting services to provide assistance and training on ADA and interactive process
issues. We appreciate the opportunity to serve as your consultants and look forward to working with you
on this matter.
This letter sets forth our agreement concerning the services we will provide and our fee and
expense reimbursement arrangements for those services. Please read this entire agreement before signing
and returning it to us.
1. Scope of Engagement. The City's Human Resources and Risk Management require
assistance for the City of San Rafael with specific focus on ADA and the interactive process. The intent
would be for the consultant to manage any interactive processes alongside Senior Human Resources staff
with the consultant being the lead. The consultant would work with Human Resources, the City
Attorney's Office, and the individual departments to engage with the employee and draft interactive
process letters to include memorializing the interactive process and accommodation requests. In addition:
consultant will provide informal training of Sr. Human Resources staff during this process; meet onsite
with employees for interactive process meetings; and develop template letters and processes for Human
Resources staff to utilize at end of engagement. The goal is that at the end of six months, Human
Resources staff will be comfortable handling ADA process alone, and will consult with the Firm on an as
needed basis. Consulting services will be provided on site, when necessary, but not to exceed an
average of 3 to 5 hours per week, or virtually (phone or email).
2. Fees and Personnel. As compensation for our services, our fees will be based on our
current standard billing rate for the personnel performing services under this agreement at the time such
services are rendered . Our standard public sector billing rates for this matter for attorneys, paralegals and
legal assistants are attached as Attachment I. This agreement is for an amount not to exceed $15,000, but
that amount may be increased by mutual agreement.
Sloan Sakai Yeung & Wong LLP
555 Capitol Mall, SUite 600 Sacramento, CA 95814 0 916 258 8800 F 916.258.8801 www sloansakai.com
Sloan Sakai
ATTORI'JEYS AT LAW
Jim Schutz
April 3, 2018
Page 2
Genevieve Ng will be the partner in charge of your matter. Her hourly rate is $305. Bonnie
Kolesar is the consultant providing the services under the scope of this engagement. Her hourly rate is
$185. This agreement retains the consulting and legal services of our firm and not of a particular
attorney. If other attorneys and/or paralegals are assigned to work on your matter, then current hourly
rates of those individuals will be utilized. Hourly rates are subject to reasonable change, usually in
January of each year.
3. Billing and Payment Responsibilities. We will send monthly statements which are due
within 30 days of receipt. If you have any questions about an invoice, please promptly telephone or write
me so that we may discuss these matters. Billing is done in 111 Oths of an hour increments.
In addition, the Firm charges separately for certain costs incurred in the representation, as well as
for any disbursements to third parties made on a client's behalf. Such costs and disbursements include,
for example, the following: travel (at the IRS rate in effect at the time the travel occurs) between our
Berkeley office and San Rafael, computer-assisted research, transcription, overnight delivery and
messenger services. For major disbursements to third parties, invoices may be sent directly to you for
payment. The Firm also bills for time spent traveling on a client's behalf at our normal hourly rates.
4. Termination of Services. You may terminate our services at any time by written notice.
After receiving such notice, we will cease providing services. We will cooperate with you in the orderly
transfer of all related files and records to your new counsel.
We may terminate our services at any time with your consent of for good cause. Good cause
exists if (a) any statement is not paid within 60 days of its date; (b) you fail to meet any other obligation
under this agreement and continue in that failure for IS days after we send written notice to you; (c) you
have misrepresented or failed to disclose materials facts to us, refused to cooperate with us, refused to
follow our advice on a material matter, or otherwise made our representation unreasonably difficult; or (d)
any other circumstance exists in which ethical rules of the legal profession mandate or permit termination,
including situations where a conflict of interest arises. If we terminate our services, you agree to execute
a substitution of attorneys promptly and otherwise cooperate in effecting that termination.
Termination of our services, whether by you or by us, will not relieve the obligation to pay for
services rendered and costs incurred before our services formally ceased.
5. Insurance. During the term of this agreement, this law firm shall take out and maintain
general liability and property damage insurance in the amount of $1,000,000; professional errors and
omissions insurance, in an amount of $2,000,000 per occurrence; and $4,000,000 aggregate, which
insurance may not be canceled or reduced in required limits of liability unless at least ten days advance
written notice be given to you.
6. No Guarantee of Outcome. Any comments made by us about the potential outcome of
this matter are expressions of opinion only and are not guarantees or promises about any outcome or
results.
7. Government Law; Venue. This agreement shall be governed by and construed In
accordance with the laws of the State of California without regard to principles of conflicts oflaws.
Sloan Sakai
ATTORNEYS AT LAW
Jim Schutz
April 3, 2018
Page 3
8. Entire Agreement; Full Understanding; Modifications in Writing. This letter
contains our entire agreement about our representation. Any modifications or additions to this letter
agreement must be made in writing .
9. Use of "Of Counsel" Independent ContractorslLaw Firms. Our firm maintains
agreements with "Of Counsel" attorneys who are not employees of SSYW, but are rather considered
independent contractors. These Of Counsel attorneys may also practice law separate and apart from
SSYW. Of Counsel attorneys are billed at the same rate as comparable attorneys employed by SSYW and
a client's cost is not increased solely due to the use of an Of Counsel attorney. By signing this letter, you
are consenting to SSYW's use of Of Counsel attorneys, if necessary for your representation.
Enclosures
cc: Billing Department
Genevieve Ng
Partner
Sloan Sakai
ATTORI'JEYS AT LAW
Jim Schutz
April 3, 2018
Page 4
A TT ACHMENT 1
2018 PUBLIC SECTOR FEE SCHEDULE
Public Sector Fee Schedule
Effective January 1,2018 to December 31,2018
Partners: $300 -$450
Of Counsel : $265 -$385
Senior Counsel: $275 -$375
Associates: $215-$275
Law Clerks: $145
Paralegals: $105-$175
Consultants: $160 -$275
These rates are reviewed and may be adjusted annually, generally in January of each year.
Sloan Sakai
ATTORf\JEYS AT LAW
Jim Schutz
April 3, 2018
Page 5
A TT ACHMENT 2
STATEMENT OF FEE AND BILLING INFORMATION
The following is a general description of our fee and billing policies. These general policies may
be modified by the specific engagement letter or agreement to which this summary is attached.
Professional Fees. Our fees for professional services are based on the fair value of the services
rendered. To help us determine the value of our services, our attorneys and paralegals maintain time
records for each client and matter. Our attorneys and paralegals are assigned hourly rates which are based
on years of experience, specialization, training and level of professional attainment. We adjust our rates
periodically (usually at the beginning of each year) to take into account inflation and the increased
experience of our professional personnel.
To keep professional fees at a minimum, legal work that does not require more experienced
attorneys will be performed, where feasible, by attorneys with lower billing rates. Of course, the quality
of the work is paramount, and we do not sacrifice quality to economy.
Before undertaking a particular assignment, we will, if requested, provide you with a fee estimate
to the extent possible. Estimates are not possible for some matters, however, and cannot be relied on in
many others because the scope of our work will not be clear at the outset. When a fee estimate is given, it
is only an estimate; it is not a maximum or minimum fee quotation. The actual fee may be more or less
than the quoted estimate .
Billing and Payment Procedures. Unless other arrangements are made at the time of the
engagement, invoices will be sent monthly. Invoices for outside services exceeding $100 may be billed
separately. Occasionally, however, we may defer billing for a given month or months if the accrued fees
and costs do not warrant current billing or if other circumstances would make it appropriate to defer
billing.
Our invoices contain a brief narrative description of the work performed; if requested, the initials
of the attorney who performed the work will appear on the statement. The invoice will include a line item
reflecting in-house administrative costs . The firm's in-house administrative costs include duplicating,
facsimile charges, telephone charges, e-mail, postage, mileage and other administrative expenses.
In addition, the Firm charges separately for certain costs incurred in the representation, as well as
for any disbursements to third parties made on a client's behalf. Such costs and disbursements include,
for example, the following: travel (at the IRS rate in effect at the time the travel occurs), computer-
assisted research, transcription, overnight delivery and messenger services. For major disbursements to
third parties, invoices may be sent directly to you for payment. The Firm also bills for time spent
traveling on a client's behalf at our normal hourly rates .
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: Human Resources
Project Manager: Stacey Peterson
Extension: 3069
Contractor Name: Sloan Sakai Yeung & Wong LLP
Contractors Contact: Genevieve Ng
Contact's Email: gnglsloansakai.com
D FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE DESCRIPTION
DEPARTMENT
1 Project Manager a. Email PINS Introductory Notice to Contractor
,
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
2 City Attorney 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
3 Project Manager Forward three (3) originals of final agreement to
contractor for their signature
4 Project Manager When necessary, * contractor-signed agreement
agendized for Council approval
*PSA> $20,000; or Purchase> $35,000 ; or
Public Works Contract> $125 ,000
Date of Council approval
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
agreement
7 City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8 City Manager / Mayor Agreement executed by Council authorized official
9 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
COMPLETED
DATE
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4/3/2018
4/3/2018
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