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Date of Memo: Tuesday, June 11, 2019
Subject: Renew Camino Contract for Online Cannabis Licensing
System for 2019
Reference: Camino Inc. Software Services Agreement
Scope of Agreement:
If renewed, Camino will continue to provide the City of San Rafael with a hosted
version of its Permit Guide product for use as an Online Cannabis Licensing System.
The system will include:
O An online portal (available 24/7 during the application window) where
public users can create an account, fill out a series of customizable fields, and
submit an application for a Cannabis License with the City.
O The ability to accept fee payment by credit card when submitting the
application.
o The ability for the applicant to upload and attach relevant documents to their
submission. A management panel will be available where City users can view
and print submissions and related content.
o Camino will assist with all implementation and configuration required
leading to the target launch date of July 8th, 2019.
Fees:
The City of San Rafael agrees to pay Camino $25,000 per year for the 2019 scope outlined
above ($25,000 has been paid to Camino for services rendered in 2018). In addition, the
City agrees that there will be a 3% fee subtracted from each payment. This fee will be
passed on to Camino's payment processor.
Term:
The first term of the Agreement was effective May 30, 2018 and continued for a period of
twelve (12) months, terminating on May 30, 2019 unless the contract is renewed.
Request:
Staff is requesting to renew the contract for an additional twelve (12) months, which would
terminate the agreement on May 30, 2020. The City would pay Camino an additional
$25,000 for services in 2019, which include continuing the buildout of the Online Cannabis
Licensing System, intake of additional license applications, upping the application fee
amount, renewal of existing licensees, application tracking, and other features. The entirety
of the original agreement would remain in place as is, except with a prolonged term.
I � --
CITY OF SAN RAFAEL 1 1400 FIFTH AVENUE, SAN RAFAEL, CALIFORNIA 94901 1 CITYOFSANRAFAEL.ORG
Gary 0 Phillips Mayor • Andrew Cuyugan McCullough, Vice Mayor • Kate Colin. Councilmember • Maribeth Bushey, Councilmember • John Gamblin, Councilmember
X�\ RAF 14,
1
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r�ry WITH
Applicant response to the Online Cannabis Permitting System developed by Camino has
been overwhelmingly positive, and staff anticipates the ease with which to use the online
system will encourage additional applicants to apply and submit application fees for the
2019 licensing round.
The original executed agreement is also attached for your reference. If the City Manager
approves of the contract renewal, please sign and date below and return to the Economic
Development Department. If there are any questions regarding the contract renewal or
changes requested, please contact Danielle O'Leary x3460 or Simon Vuong at x3134.
Thank you.
Approved on J"^� I I- ?"o ( j
Month, Date, Year
Enclosed:
1. Camino Inc. Software Services Agreement
IM CHUTZ
City Manager
*Return to Economic Development*
When Completed
CITY OF SAN RAFAEL 1 1400 FIFTH AVENUE, SAN RAFAEL, CALIFORNIA 94901 j CITYOFSANRAFAEL.ORG
Gary 0 Phillips Mayor • Andrew Cuyugan McCullough, Vice Mayor • Kate Colin, Councilmember • Maribeth Bushey, Councilmember • John Gamblin. Councilmember
Camino
CAMINO INC. SOFTWARE SERVICES AGREEMENT
Organization Contact Billing Contact (If Different)
Customer Name: City of San Rafael, CA
Contact Name: Danielle O'Leary
Address: 1125 B St
San Rafael, CA 94901
Telephone:
Email:
Effective Date: May 30, 2018
Scope of Agreement:
• Camino will provide the City of San Rafael with a hosted version of its Permit Guide product for use as an
Online Cannabis Licensing System. The system will include:
• An online portal (available 24/7) where public users can create an account, fill out a series of
customizable fields, and submit an application for a Cannabis License with the City.
• The ability to accept fee payment by credit card when submitting the Application.
• The ability for the applicant to upload and attach relevant documents to their submission. o A
management panel where City users can view and print submissions and related content.
• Camino will assist with all implementation and configuration required leading to the target launch date
of June 15L, 2018.
Fees: The City of San Rafael agrees to pay Camino $25,000 per year for the scope outlined above. In addition, the City
agrees that there will be a 3% fee subtracted from each payment. This fee will be passed on to Camino's payment
processor.
Welcome to Camino! Thanks for using our software. This Software Agreement ("Agreement") is entered between
Camino, Inc., with its principal place of business at 134 Carroll Street, #102, Sunnyvale, CA 94086 ("Camino"}, and you,
the entity identified above ("Customer"}, as of the Effective Date. This Agreement includes and incorporates the
Camino Terms and Conditions attached as Appendix A and the Customer's Terms and Conditions attached as Appendix
B. By signing this Agreement, Customer acknowledges that it has reviewed, and agrees to be legally bound by, the
Camino Terms and
Conditions.
Camino
Customer 12,
Signature:
Printed Name:
Title:
City Manager
Date:
✓ I J
1. SOFTWARE SERVICES
Camino
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Appendix A
Camino Terms and Conditions
DUPLICATE
1.1 Subject to the terms and conditions of these Camino Terms and Conditions (the "Agreement"), Camino will use
commercially reasonable efforts to perform the software services (the "Software Services") identified in the
applicable Software Agreement entered into by Camino and Customer ("Software Agreement")
1.2 Customer understands that Camino's performance depends on Customer timely providing Camino with relevant
data, feedback and configuration assistance. Any dates or time periods relevant to Camino I s Performance will be
extended appropriately and equitably to reflect any delays caused by Customer's failure to timely deliver any such
materials. Camino shall not be liable for any delays in performance under this Agreement resulting from Customer's
failure to meet these obligations.
2. RESTRICTIONS AND RESPONSIBILITIES
2.1 This is a contract for access to the Software Services and Customer agrees not to, directly or indirectly: reverse
engineer, decompile, disassemble, or otherwise attempt to discover the source code, object code, or underlying
structure, ideas, or algorithms of the Software Services, documentation or data related to the Software Services,
except to the extent such a restriction is limited by applicable law; modify, translate, or create derivative works
based on the Software Services; or copy, rent, lease, distribute, assign, sell, or otherwise commercially exploit,
transfer, or encumber rights to the Software Services; or remove any proprietary notices,
2.2 Customer will use the Software Services only in compliance with all applicable laws and regulations (including, but
not limited to, any export restrictions).
2.3 Customer shall be responsible for obtaining and maintaining any equipment and other services needed to connect
to, access or otherwise use the Software Services and Customer shall also be responsible for (a) ensuring that such
equipment is compatible with the Software Services, (b) maintaining the security of such equipment, user accounts,
passwords and files, and (c) for all uses of Customer user accounts with or without Customer's knowledge or
consent.
3. OWNERSHIP. Camino retains all right, title, and interest in the Software Services and all intellectual property rights
(including all past, present, and future rights associated with works of authorship, including exclusive exploitation
Camino
rights, copyrights, and moral rights, trademark and trade name rights and similar rights, trade secret rights, patent
rights, and any other proprietary rights in intellectual property of every I<ind and nature) therein.
3.1 Camino warrants that Camino is the owner of the Software Services and has the right to license it to third parties.
Camino will defend, at its expense, any action brought against Customer based on a claim that the Software Services
infringe upon a United States patent, copyright, trade secret, or other proprietary right of a third party. Camino
agrees to indemnify Customer and hold Customer harmless against damages and costs, including attorney's fees,
finally awarded against Customer in such actions. CAMINO'S COMBINED LIABILITY UNDER THIS SECTION AND
UNDER SECTION 9 SHALL NOT EXCEED $25,000.
4. CONFIDENTIALITY. Each party (the "Receiving Party") agrees not to disclose (except as permitted herein) any
Confidential Information of the other party (the "Disclosing Party") without the Disclosing Party's prior written consent.
"Confidential Information" means all confidential business, technical, and financial information of the disclosing party
that is marked as "Confidential" or an equivalent designation or that should reasonably be understood to be confidential
given the nature of the information and/or the circumstances surrounding the disclosure (including the terms of the
pg. 2
applicable Software Agreement). Camino's Confidential Information includes, without limitation, the software underlying
the Software Services and all documentation relating to the Software Services. "Confidential Information" does not
include "Public Data," which is data that the Customer has previously released or would be required to release according
to applicable federal, state, or local public records laws. The Receiving Party agrees: (i) to use and disclose the
Confidential Information only in connection with this Agreement; and (ii) to protect such Confidential Information using
the measures that Receiving Party employs with respect to its own Confidential Information of a similar nature, but in no
event with less than reasonable care. Notwithstanding the foregoing, Confidential Information does not include
information that: (i) has become publicly known through no breach by the receiving party; (ii) was rightfully received by
the receiving party from a third party without restriction on use or disclosure; or (iii) is independently developed by the
Receiving Party without access to such Confidential Information. Notwithstanding the above, the Receiving Party may
disclose Confidential Information to the extent required by law or court order, provided that prior written notice of such
required disclosure and an opportunity to oppose or limit disclosure is given to the Disclosing Party.
5. PAYMENT OF FEES. The fees for the Software Services ("Fees") are set forth in the applicable Software Agreement.
Customer shall pay all Fees within thirty (30) days after the date of Camino's invoice (which Camino typically sends 45
days after the Effective Date).
6. TERM & TERMINATION
6.1 Subject to compliance with all terms and conditions, the first term of this Agreement shall be from the Effective
Date and shall continue for a period of twelve (12) months. The Customer will have the option to renew this
agreement for a subsequent term. The customer will be billed on an annual basis for each twelve (12) month term,
and either party may terminate this Agreement at the end of the applicable term, without penalty, with thirty (30)
days prior written notice. If either party materially breaches any term of this Agreement and fails to cure such
breach within thirty (30) days after notice by the non -breaching party (ten (10) days in the case of non-payment),
the non -breaching party may terminate this Agreement immediately upon notice. -
6.2 Upon termination, Customer will pay in full for all Software Services performed up to and including the effective
date of termination. Upon any termination of this Agreement: (a) all Software Services provided to Customer
hereunder shall immediately terminate; and (b) each party shall return to the other party or, at the other party's
option, destroy all Confidential Information of the other party in its possession.
Camino
6.3 All sections of this Agreement which by their nature should survive termination will survive termination, including,
without limitation, accrued rights to payment, confidentiality obligations, warranty disclaimers, and limitations of
liability.
7. WARRANTY AND DISCLAIMER
7.1 Camino represents and warrants that: (i) it has all right and authority necessary to enter into and perform this
Agreement; and (ii) the Software Services shall be performed in a professional and workmanlike manner in
accordance with generally prevailing industry standards.
7.2 Customer represents and warrants that (i) it has all right and authority necessary to enter into and perform this
Agreement; (ii) it owns all right, title, and interest in and to all data provided to Camino for use in and in connection
with this Agreement, or possesses the necessary authorization thereto; and (iii) Camino's use of such materials in
connection with the Software Services" will not violate the rights of any third party.
7.3 CAMINO DOES NOT WARRANT THAT THE SOFTWARE SERVICES WILL BE UNINTERRUPTED OR ERROR FREE; NOR
DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE OF THE SOFTWARE SERVICES.
EXCEPT AS SET FORTH IN THIS SECTION 8, THE SOFTWARE SERVICES ARE PROVIDED "AS IS" AND CAMINO DISCLAIMS ALL
Camino
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY,
TITLE, FITNESS FOR A PARTICULAR PURPOSE, AND NON -INFRINGEMENT.
8. LIMITATION OF LIABILITY. NEITHER PARTY, NOR ITS SUPPLIERS, OFFICERS, AFFILIATES, REPRESENTATIVES,
CONTRACTORS AND EMPLOYEES, SHALL BE RESPONSIBLE OR LIABLE WITH RESPECT TO ANY SUBJECT MATTER OF THIS
AGREEMENT OR RELATED TERMS AND CONDITIONS UNDER ANY CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER
THEORY: (A) FOR ERROR OR INTERRUPTION OF USE OR FOR Loss OR INACCURACY OF DATA OR COST OF PROCUREMENT
OF SUBSTITUTE GOODS OR SERVICES OR LOSS OF BUSINESS; (B) FOR ANY INDIRECT, EXEMPLARY, PUNITIVE,
INCIDENTAL,
SPECIAL, OR CONSEQUENTIAL DAMAGES; OR (C) FOR ANY MATTER BEYOND SUCH PARTY'S REASONABLE CONTROL,
EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE. IN NO EVENT SHALL EITHER
PARTY'S AGGREGATE, CUMULATIVE LIABILITY FOR ANY CLAIMS ARISING OUT OF OR IN ANY WAY RELATED TO THIS
AGREEMENT EXCEED $25,000.
9. MISCELLANEOUS. Capitalized terms not otherwise defined in these Terms and Conditions have the meaning set forth
in the applicable Software Agreement. Neither party shall be held responsible or liable for any losses arising out of
any delay or failure in performance of any part of this Agreement, other than payment obligations, due to any act of
god, act of governmental authority, or due to war, riot, labor difficulty, failure of performance by any third -party
service, utilities, or equipment provider, or any other cause beyond the reasonable control of the party delayed or
prevented from performing. Camino shall have the right to use and display Customer's logos and trade names for
marketing and promotional purposes in connection with Camino's website and marketing materials, subject to
Customer's trademark usage guidelines (as provided to Camino). If any provision of this Agreement is found to be
unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that this
Agreement will otherwise remain in full force and effect and enforceable. This Agreement is not assignable or
transferable by either party without the other party's prior written consent, provided however that either party may
assign this Agreement to a successor to all or substantially all of its business or assets. This Agreement (including the
Software Agreement) is the complete and exclusive statement of the mutual understanding of the parties and
supersedes and cancels all previous written and oral agreements, communications, and other understandings
relating to the subject matter of this Agreement, and that all waivers and modifications must be in a writing signed
by both parties. No agency, partnership, joint venture, or employment is created as a result of this Agreement and
neither party has any authority of any kind to bind the other party in any respect. In any action or proceeding to
enforce rights under this Agreement, the prevailing party will be entitled to recover costs and attorneys' fees. All
notices under this Agreement will be in writing and will be deemed to have been duly given when received, if
personally delivered; when receipt is electronically confirmed, if transmitted by facsimile or e-mail; the day after it is
sent, if sent for next day delivery by recognized overnight delivery service; and upon receipt, if sent by certified or
registered mail, return receipt requested. This Agreement shall be governed by the laws of the State of California
without regard to its conflict of laws provisions. Jurisdiction of any litigation arising from the Agreement will be in
Santa Clara County, California.
10. INSURANCE. Camino shall maintain for the duration of this Agreement the following insurance:
10.1 Commercial General Liability including coverage for premises, products -and completed operations, independent
contractors/vendors, personal injury and contractual obligations with combined single limits of coverage of at least
$1,000,000 per occurrence.
10.2 Automobile Liability, including owned, non -owned and hired vehicles, with at least the following limits of liability:
(1) Primary Bodily Injury with limits of at least $500,000 per person, $1,000,000 per occurrence; and (2) Primary
Property Damage of at least $250,000 per occurrence; or (3) Combined single limits of $1,000,000 per occurrence.
Camino
10.3 Workers Compensation on a state -approved policy form providing statutory benefits as required by law with
employer's liability limits no less than $1,000,000 per accident or disease.
PSa �
Appendix B
City of San Rafael Additional Terms
Notes — Section Recommended Wording
Camino
Definitions "Hosted" as a description of the services provided shall be defined as a
software delivery method where Camino owns and/or oversees the
infrastructure, hardware, software and administrative tasks and makes the
system available to Customer over the Internet.
"Non -Public Data" shall be defined as information that has not been lawfully
made available to the general public from federal, state, or local government
records.
"Personally Identifiable Information" shall be defined as information
containing an individual's first name (or first initial) and last name, in
combination with any one or more of the following data elements:
a. Social Security number;
b. Driver's license number or California identification card number;
C. Account number, credit or debit card number, in combination with any
required security code, access code, or password that would permit access to
an individual's financial account;
d. Medical information, consisting of any information regarding an
individual's medical history, mental or physical condition, or medical
treatment or diagnosis by a health care professional; and/or
e. Health insurance information, consisting of an individual's health
insurance policy number or subscriber identification number, any unique
identifier used by a health insurer to identify the individual, or any
information in an individual's application and claims history, including any
appeals records;
f. A user name or email address, in combination with a password or
security question and answer that would permit access to an online account.
Personally Identifiable Information does not include publicly available
information that is lawfully made available to the general public from federal,
state, or local government records.
"PCI Data" shall be defined as Cardholder Data (including, without limitation,
primary account number, cardholder name, expiration date, and service code)
and Sensitive Authentication Data (including without limitation full magnetic
stripe data or the equivalent on a chip, CAV2/CVC2/CW2/CID, PINS/PIN
block), as such terms are defined by the PCI Security Standards Council.
"Data Breach" shall be defined as an incident in which Personally Identifiable
Information has potentially been viewed, stolen or used by an individual
unauthorized to do so.
"Security Incident" shall be defined as a violation or imminent threat of
violation of computer security policies, acceptable use policies, or standard
security practices which may lead to a Data Breach.
pg. 5
Camino
Data Protection, possibly Protection of personal privacy and data shall be an integral part of Camino's
section 4.1 if included as business activities to ensure there is no inappropriate or unauthorized use of
part of Appendix A. Customer information at any time. To this end, Camino shall safeguard the
confidentiality, integrity and availability of Personally Identifiable Information
and comply with the following conditions:
a. Camino shall implement and maintain appropriate administrative, technical
and organizational security measures to safeguard against unauthorized access,
disclosure or theft of Personally Identifiable
Information. Such security measures shall be in accordance with recognized
industry practice and not less stringent than the measures Camino applies to its
own Personally Identifiable Information and Non -Public Data of similar kind.
b. Customer will own and retain all right, title and interest to all data obtained
by Camino in the performance of this Agreement. Camino shall not access
Customer accounts or data, except (1) in the course of data center operations,
(2) in response to service or technical issues, (3) as required by the express
terms of this Agreement, or (4) at Customer's written request.
c. Camino shall ensure hard drive encryption consistent with validated
cryptography standards as referenced in FIPS 140-2, Security Requirements
for Cryptographic Modules for all Personally Identifiable Information.
Personally Identifiable Information shall be encrypted at rest and in transit
with controlled access. Unless otherwise stipulated, Camino is responsible for
encryption of the Personally Identifiable Information. Any stipulation of
responsibilities will identify specific roles and responsibilities and shall be
included in a service level agreement (SLA), or otherwise made a part of this
Agreement.
e. At no time shall any data or processes — that either belong to or are
intended for the use of Customer or its officers, agents or employees — be
copied, disclosed or retained by Camino or any party related to Camino for
subsequent use in any transaction that does not include Customer.
f. Camino shall not use any information collected in connection with the
service issued from this Agreement for any purpose other than fulfilling the
service.
g. At any time, Customer may request a full export of its data. Camino
will provide an export electronically within 72 hours of the request.
Data Location, possibly Camino shall provide its services to Customer and its end users solely from
section 4.2 if included as data centers in the U.S. Storage of Customer data at rest shall be located solely
part of Appendix A. in data centers in the U.S. Camino shall not allow its personnel or contractors
to store Customer data on portable devices, including personal computers,
except for devices that are used and kept only at its U.S. data centers. Camino
shall permit its personnel and contractors to access Customer data remotely
only as required to provide technical support. Camino will provide technical
user su ort from 8am-6 m M -F.
Camino
Security Incident or Data Camino shall notify Customer of any Security Incident or Data Breach.
Breach Notification, a. Security Incident Response: Both parties acknowledge that Camino
possibly section 4.3 if may need to communicate with outside parties regarding a Security Incident,
included as part of which may include contacting law enforcement, fielding media inquiries and
Appendix A. seeking external expertise as mutually agreed upon, defined by law or
contained in this Agreement.
b. Security Incident Reporting Requirements: Camino shall report any
Security Incident involving the Software Service, including a potential Data
Breach, to
Camino
Data Breach
Responsibilities,
possibly section
included as I
Appendix A.
Customer within two (2) business days of Camino becoming aware of such
Security Incident.
c. Data Breach Reporting Requirements: If Camino has actual knowledge of a
confirmed Data Breach, or reasonably believes that there has been a Data
Breach, that affects the security of Customer data, Camino shall promptly
notify Customer in writing within 48 hours or sooner, unless shorter time is
required by applicable law.
This section only applies when a Data Breach occurs with respect to
Personally Identifiable Information within Camino's possession or control.
4.4 if a. Following notification as specified above, Camino shall (1) take
art of commercially reasonable measures to address the Data Breach in a timely
manner, (2) cooperate with Customer as reasonably requested by Customer to
investigate and resolve the Data Breach, (3) promptly implement necessary
remedial measures, if necessary, and (4) document responsive actions taken
related to the Data Breach, including any post -incident review of events and
actions taken to make changes in business practices in providing the services,
if necessary.
c. Unless otherwise stipulated, if a Data Breach is a direct result of Camino's
breach of its obligation to encrypt Personally Identifiable Information or
otherwise prevent its release, Camino shall bear the costs associated with (1) the
investigation and resolution of the Data Breach; (2) notifications to individuals,
regulators or others required by state law; (3) a credit monitoring service
required by state (or federal) law; (4) a website or a toll-free number and call
center for affected individuals required by state law — all not to exceed the
average per record per person cost calculated for data breaches in the United
States (currently $201 per record/ person) in the most recent Cost of Data
Breach Study: Global Analysis published by the Ponemon Institute34 at the time
of the data breach; and (5) complete all corrective actions as reasonably
determined by Camino based on root cause; all [(1) through subject to this
Agreement's limitation of liability or insurance coverage, whichever is greater.
Notification of Legal Camino shall contact Customer upon receipt of any electronic discovery,
Requests, possibly section litigation holds, discovery searches and expert testimonies related to
4.5 if included as part of Customer's data under this Agreement, or which in any way might reasonably
Appendix A. require access to Customer's data. Camino shall not respond to subpoenas,
service of process and other legal requests related to Customer without first
notifying Customer, unless prohibited by law from providing such notice.
Camino
Data Handling in the a. In the event of a termination of the Agreement, Camino shall
Event of Termination or implement an orderly return of Customer data in a CSV or another mutually
Suspension, possibly agreeable format at a time agreed to by the parties and the subsequent secure
section 6.4 if included as disposal of Customer data.
part of Appendix A. b. During any period of service suspension, Camino shall not take any
action to intentionally erase any Customer data.
C. In the event of termination of any services or agreement in entirety,
Camino shall not take any action to intentionally erase any Customer data for
a period of-
- 10 days after the effective date of termination, if the termination is in
accordance with the contract period.
- 30 days after the effective date of termination, if the termination is for
convenience.
- 60 days after the effective date of termination, if the termination is for
cause.
After such period, Camino shall have no obligation to maintain or provide any
Customer data and shall thereafter, unless legally prohibited, delete all
Customer data in its systems or otherwise in its possession or under its control.
d. Customer shall be entitled to any post -termination assistance
generally made available with respect to the services, unless a unique data
retrieval arrangement has been established as part of an SLA.
e. Camino shall securely dispose of all requested data in all of its forms,
such as disk, CD/DVD, backup tape and paper, when requested by
Customer. Data shall be permanently deleted and shall not be recoverable,
according to NISTa proved methods. Certificates of destruction shall be
provided to Customer.
PCI Compliance and Data
a. Camino warrants that, during the term of this Agreement, (1) all
Center Audits, possibly
system components, people, processes, and the cardholder data
section 4.6 if included as
environment that are used in Camino's collection, transmittal, or other
part of Appendix A.
processing of PCI Data on behalf of Customer are and shall remain
compliant with the applicable provisions of PCI DSS; and (2) Camino's
payment application, is and shall remain compliant with PA -DSS.
b. On an annual basis or upon Customer's request, Camino shall
provide Customer with an Attestation of Compliance or Attestation of
Validation confirming such compliance.
Accessibility Standards,
_
Camino shall comply with and adhere to Accessibility Standards of Section 508
possibly section 2.4 if
Amendment to the Rehabilitation Act of 1973.
included as part of
Appendix A.
Camino
Cybersecurity Insurance,
possibly section 10.4 if
included as part of
Appendix A.
During the term of this Agreement, Camino shall maintain, at no expense to
Customer, a cyber/data breach liability insurance policy in the minimum
amount of one million dollars ($ I per occurrence/two million dollars
($2,000,000) aggregate.
P� RAFq�
CONTRACT
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: Economic Development
Project Manager: Simon Vuong Extension: 3134
Contractor Name: Camino Inc.
Contractor's Contact: Nate Levine Contact's Email: nate@camino.ai
® FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
❑
1
Project Manager
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
N/A
Attorney c/o Laraine.Gittens@cityofsanrafael.ore
❑
c. Check with City Attorney re Insurance
Requirements for extra small or large projects
a. Review, revise, and comment on draft agreement
CiIc j117 .1'�
2
City Attorney
and return to Project Manager
e 7t`i �ii.c.
b. Confirm insurance requirements, create Job onc�
PINS, send PINS insurance notice to contractor
en �i CClatc.
Click or tap
❑ _
3
Department Director
Approval of final agreement form to send to
contractor
to enter a
Project Manager
Forward three (3) originals of final agreement to
elute.
4
❑
Project Manager
contractor for their signature
5
When necessary, contractor -signed agreement
❑ N/A
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
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
% /}
agreement
Review and approve insurance in PINS, and bonds
8
City Attorney
City Manager/ Mayor
(for Public Works Contracts)
Agreement executed by City Council authorized
N
9
official
10
City Clerk
Attest signatures, retains original agreement and
A(�
forwards copies to Project Manager