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HomeMy WebLinkAboutHR Diversity, Equity and Inclusion TrainingAGREEMENT FOR PROFESSIONAL SERVICES FOR A DIVERSITY, EQUITY AND INCLUSION WORKSHOP FOR CITY EMPLOYEES WITH BILL SAY This Agreement is made and entered into this 4 day of JQvte, 2019, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BILL SAY (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the City is need of a Diversity, Equity and Inclusion Training workshop that will be made available to various Manager and Executive level employees; and WHEREAS, CONTRACTOR, Bill Say is qualified to provide the needed training workshop. 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. Bill Say 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 the "Proposal For City of San Rafael, Human Resources" dated May 20, 2019, created by Bill Say, a copy of which is attached hereto as Exhibit A and incorporated herein by reference. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in the Fees section on page 10 of Exhibit A, and shall provide CONTRACTOR with access to designated staff as determined by the City's Project Manager, meeting facilities and/or such other materials as may assist CONTRACTOR in 0RiGiWAL the performance of services provided pursuant to this Agreement. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR at the rates and in the amounts specified in Exhibit A, in an amount not to exceed $2100.00. Payment will be made in full upon receipt by PROJECT MANAGER of itemized invoices for work performed submitted by CONTRACTOR. In the event that the compensation payable under this Agreement reaches a total of $2100.00, and the parties mutually agree to extend the term of this Agreement as described in paragraph 5, then thereafter CONTRACTOR and PROJECT MANAGER shall be required to obtain advance written approval from the City Manager for additional compensation for services under this Agreement. In no event shall the maximum amount of this Agreement, including any extension, exceed $10,000.00. 5. TERM OF AGREEMENT. The term of this Agreement shall commence as of June 1, 2019 and shall terminate on June 28, 2019. 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 up to 1 year. 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 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. Q 3. 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 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 3 CG20 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or worker's compensation in their text or by endorsement, coverage for 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 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 of time allowed by law. 5 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. Shibani Nag, Human Resources Director City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 Bill Say 1904 Virginia Street Berkeley, CA 94709 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. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL N- JI"HUTZ, anager CONTRACTOR Name: BILL SAY Title: Owner ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: � r ROBERT F. EPSTEI " Cit f ttome Y Y EXHIBIT A — Agreement with City of San Rafael Bill Say, M.A., Consulting Proposal for City of San Rafael Human Resources Prepared by Bill Say May 20, 2019 Shibani Nag Director of Employee Experience and Culture Dear Shibani, It has been a pleasure speaking with you about the City of San Rafael's Human Resource department's interest in holding a pilot training workshop addressing Diversity and Inclusion with a special focus on gender equity and power dynamics. Based on our communication to date, I understand that your organization is seeking an engaging workshop that will help build general awareness of D&I issues and focus specifically on gender equity and gender-based issues for an audience that possesses mixed levels of experience with D&I work, represents different city departments, and generations. The workshop also aims to move towards a greater understanding of power dynamics associated with gender and will constitute an important step towards creating a more healthy organizational culture. This proposal outlines a potential consulting structure to meet your needs. Please review this proposal. I'm more than happy to discuss any aspect of it so this consultation truly meets the needs of your group. Warm wishes, Bill Say For this project I will work with your organization to provide the highest level of service. I have extensive experience in the areas of diversity awareness, gender- based issues and equity, communication, team building, and organizational change management, which I will draw upon to address your needs. Bill Say brings over twenty years of experience to the intersection of diversity awareness, conflict resolution and community building including work in Asia, Europe, and the Middle East. His consulting and training experience is with organizations and community groups in the US and abroad including with Alameda County Human Resources, City of Berkeley, City of Richmond, Highlander Research and Education Center, UC Berkeley School of Engineering, and UN refugee health organizations in the Middle East (UNRWA). He is a faculty member of the California Institute of Integral Studies in San Francisco and a former faculty member of the UC Berkeley Extension School of Professional Communication. Bill is a Mindell Process Work Diplomate. His website is: www.bilisay.com Philosophy of Diversity As an introduction to this proposal I would like to briefly describe my philosophy of diversity. For me, diversity is simply the many manifestations of life. In my consulting practice, I focus upon the human diversity factors of: gender, race, ethnicity, sexual orientation, age, socio-economic class, nationality, religion/ spirituality, physical and mental ability, education, as well as differences in communication and relational style, perspective, and other vital factors. Diversity awareness is the individual and collective process of becoming aware of differences, the varied experiences and views associated with differences, embracing these differences and supporting their collaboration. In my view, diversity awareness is intimately linked to more healthy, sustainable, and inclusive organizational environments. The vision that I aim for is teams, communities and organizations that are more sustainable, resourceful, fluid, adaptive, inclusive, and healthy because their various members are open to sharing the gifts, knowledge, challenges, responsibilities, perspectives, and awareness that are associated with the diversity present within our various environments. My overall goal is the co - creation, with my clients, of these kinds of inclusive and healthy environments. GOALS AND OBJECTIVES The overarching goal of this consultation is to help enhance awareness of Diversity and Inclusion issues with a specific focus on gender and gender equity. The objectives that would meet this larger goal are: a brief discovery phase consisting of interviews with organizational members and a company -wide survey; a 3 hour Diversity & Inclusion workshop; a workshop evaluation and debriefing with Director of Employee Experience and Culture. SCOPE OF WORK AND FEES DISCOVERY PHASE Company wide survey: offer a simple, 4-6 question survey that gathers information and perceptions about organizational culture, diversity and inclusion, gender and power dynamics, strengths and challenges associated with diversity that are encountered within the organization, and help clarify training needs and issues of most relevance. Interviews: consultant will conduct 3 X 20 minute interviews of employees selected to help clarify organizational issues related to gender issues and equity, generational differences, and rank and privilege dynamics, The interviews will help identify training needs, appropriate modalities, areas of interest and topic focus. PREPARATION Based on communication with Director of Employee Experience and Culture and interviewees, consultant will prepare a pilot training workshop structure and design training materials and activities. The structure, activities and materials will be presented to Director for feedback and adjustments. TRAINING Consultant will offer a three hour pilot training workshop to City of San Rafael employees. Here is a potential agenda: 1) Ice breaker 2) Welcome and introduction 3) What is Diversity? Equity? Inclusion? Group activity that helps define these terms based on the participants' experience and knowledge with consultant assistance, framing, additions and facilitation. 4) DE&I mini -vision: taking one or two words that stand out to participants from each category, form a DE&I 'mini -vision' of what DE&I could be in their team, department or the larger organization. Plus, what is one of their gifts or 'superpowers' that they could use to help enable this vision? Optionally, write it on a post -it to share with the group. 5) Talk: gender equity and rank awareness in the workplace. Consultant offers an interactive lecture and discussion on gender equity, generational differences, and rank/privilege awareness in the workplace. Main points from this discussion may be used as discussion points for breakout small group discussions. 6) Breakout small group discussions. In small groups of 4-6, participants will discuss points of interest that arose from the large group discussion and share their findings in a large group `report back.' Alternately, consultant, utilizing information from the survey and interviews, will offer small group members discussion prompts that focus upon gender equity in the workplace. Potential questions might include: a) How do you see gender influencing communication in your department or team meetings? b) How does relative rank and privilege help or hinder communication and/or teamwork in your department? What dynamics do you observe or experience? c) Do gender and gender dynamics influence the expressions of rank and privilege? In what ways, positively or negatively? d) Do generational differences between team members significantly impact the expression of gender and/or power in the organization? Might generational differences influence how these expressions are interpreted by your team members? e) Is your gender respected and supported well enough in your day-to-day work, communications, leadership and team work? 6) Report back. Small group representatives offer a brief report of the main findings and themes from their discussions. Alternately, reports are written on large post -its and placed anonymously on the wall for others to read. 7) Head, Heart and Hands triad and post it exercise. Participants gather in groups of three to discuss `head,' or what they intellectually learned; `heart,' to share what they found meaningful or were touched by; and `hands,' to say what action or next step they feel inspired to enact. These are written on post - its and placed on a section of the wall for each category. 8) Tour of head, heart and hands. Group members have the opportunity to read what others have learned, found meaningful, or plan to do. 9) Closing. Evaluation Participants are encouraged to fill out a brief evaluation/ feedback form. DEBRIEF Director of Employee Experience and Culture and consultant debrief the training workshop and review the evaluations, discuss potential next steps. FEES Discovery: Interviews: 1 hours X $100 = $100 Survey: 2 hours X $100 = $200 Preparation: 9 hours X $100 = $900 Training: 3 hours X $300 = $900 Total: $2100 Bill Say will require a retainer of 50% delivered with a signed contract to secure consultant time. Balance payment will be due within 30 days of the last contracted training date(s). Alternative payment arrangements can be made. What I expect from my clients Successful consulting engagements depend upon each party being clear and specific as to mutual expectations and responsibilities. I ask for: Clear communication about project needs, timelines, and fees. Availability of key board/staff; prioritization of project within the organization; timely delivery of agreed upon activities and documents; and ready access to information and personnel. Concerns about the project to be communicated to me in clear and timely ways. Unless made explicitly so, I consider the organization and its mission to be my ultimate client. Thus, while I support the leadership development and effective strategic action of individuals and teams, I am always holding the mission and larger organization as the ultimate guide for the best course of action. My commitment to quality I understand that training and organizational development are a work in progress; there is always space for learning, improvement and change. As part of this understanding I communicate with my clients on a regular basis throughout a project to ensure that expectations are being met and that services are delivered that are of the highest quality. My commitment to confidentiality I recognize that much of the information I receive on clients is privileged and confidential. No confidential information, paper or electronic documents are ever shared with other parties outside of your organization. Unless notified in writing otherwise, Bill Say will list your organization name as a client for his website and in related communications. Modifying the agreement Bill Say and City of San Rafael's Human Resource recognize that: City of San Rafael's Human Resource may desire a mid -project change in Bill Say's services that would add time and cost to the project. Other provisions of this Agreement may be difficult to carry out due to unforeseen circumstances. If any intended changes or any other events beyond the parties' control require adjustments to this Agreement, the parties shall make a good faith effort to agree on all necessary particulars. Such agreements shall be put in writing, signed by all parties, and added to this Agreement. Cancellation policy Bill Say recognizes that my client's consulting needs may change over time. If a client chooses to cancel a contract they must do so in writing. All fees and expenses accrued to date as well as already issued invoices will be due in full. Bill Say reserves the right to cancel this contract if he believes the consultant/client relationship is not occurring in good faith or if there are irresolvable philosophical differences. Should Bill Say not be able to successfully complete the scope of work, Bill Say will make every effort to find an appropriate replacement in a timely manner. Conclusion Dear Shibani, It is exciting to me the steps that City of San Rafael's Human Resource is taking with regard to gender equity, inclusion, and diversity awareness. I feel quite privileged that you are considering me to help you in this venture. Please review this proposal and let me know how it looks to you. I'm more than happy to discuss any and all aspects of it so that this proposed consultation and pilot training workshop can truly be relevant and helpful and meet the needs of your organization. Warm wishes, Bin Say Bill Say Agreed to and accepted by: Name Sign and send to: Bill Say 1904 Virginia Street Title Date Berkeley CA 94709 Please include the best person and contact information to send invoices and follow up on payables: Name Title/Role Phone Email 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: Shibani Nag Extension: 3069 Contractor Name: Bill Say Contractor's Contact: Bill Say Contact's Email: bill@bilIsay.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Click here to Check/Initial ❑ 1 Project Manager enter a date. b. Email contract (in Word) and attachments to City 5/28/2019 Attorney c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 5/29/2019 and return to Project Manager 5/29/2019 N LMM b. Confirm insurance requirements, create Job on Department Director PINS, send PINS insurance notice to contractor 5/29/2019 N LMM 3 Approval of final agreement form to send to N _SN_ Project Manager contractor Forward three (3) originals of final agreement to 4 5/31/2019 N contractor for their signature N N/A 5 Project Manager When necessary, contractor -signed agreement agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to PRINT Project Manager Date of City Council approval enter a date. CONTINUE ROUTING PROCESS WITH HARD COPY 6 Forward signed original agreements to City City Attorney Attorney with printed copy of this routing form 03 Iq 7 Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds 8 City Attorney (for Public Works Contracts) —I 1 9 City Manager/ Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager