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HomeMy WebLinkAboutFD Fire Copier-Printer LeaseDocuSign Envelope ID: 1E2D3B3E-BC9F-4000-BBA3-9F1COC1DO670 Afte .State cit Local Government APPLICATION NOF AGREEMEN Ray MorgannCompany Value Rental Lease Agreement Company The words User, Lessee, you and your refer to Customer. The words Owner, Lessor, we, us and our refer to Ray A. Morgan Company. FULL LEGAL NAME City of San Rafael DBA San Rafael Fire Department STREET ADDRESS 1600 Los Gamos Drive Suite 345 CITY STATE ZIP San Rafael CA 94903 PHONE SAX (415) 485-3304 (415) 453-1627 BILLING NAME (IF DIFFERENT FROM ABOVEI BILLING STREET ADDRESS CITY STATE ZIP E-MAIL EQUIPMENT LOCATION (IF 0 FFERENT FROM ABOVE) MAKE/MODEUACCESSOR ES SER,AL NO STARTING METER 1 Canon imageRUNNER ADVANCE C5535i III ❑ See the attached Schedule A ❑ See the attached Billing Schedule TERM AND PAYMENT SCHEDULE 60 Payments' of $ $400.00 The rent contract payment ( Payment") period is monthly unless othermse indicated 'plus applicable taxes Payment includes 3,500 B&W Images per month Payment includes 2,000 Office Color Images per month Payment includes 0 Pro Color Images per month Please check one Meter Readings verified: ❑ Monthly ® Quarterly ❑ Other. OWNER ACCEPTANCE Ray A. Morgan Company OWNER SIGNATURE By signing below you certify that you have reviewed and do agree to all terms and conditions of this. City San Rafael DBA San Rafael Fire C UU005, ed y� Deparr tment !� 94-6000424 Overages billed at $ $0.0080 per B&W image' Overages billed at $ $00550 per Office Color image' Overages billed at $ 0 per Pro Color image' (If nothing is selected, then Quarterly will be your Meter Reading option-) lei ri s Gray chief 8/5/2019 You certify tnat all the Equipment listed above has been turmshed that del very and i alfa n has been fully completed a d is satlsfaClary Upon you signing below, your promises herein will be irrevocable and unconditional in all respects You understand that we have purchased the Equ pma from Supp an ou m cont the supplier for a full descnpbon of any warranty rights under the supply contract which we h assign to you for the tens of th s Agreement (or until you default) X � ` s6/ I �1/ CUSTOMER (as referen ed above) SIGNATURE TITLE DATE OF DI<LIVERY 1 AGREEMENT: You agree to rent from us for essential governmental purposes only, the personal property described under'EQUIPMENT DESCRIPTION' on the attached Schedule and as modified by supplements to this Agreement from time to time signed by you and us (such property and any upgrades, replacements parts, accessions, repairs and additions all referred herein as 'Equipment') and/orto finance certain licensed software and services ('Financed Items', which are included in the word'Equipmenr unless separately stated). You agree to all of the terms and conditions contained in th is Agreement and any supplement, which (with the acceptance certification) together represent the entire agreement regarding the Equipment ('Agreement') and which supersedes any purchase order, invoice request for proposal. response, proposal or other document You authorize us to correct or insert missing Equipment denbfication information and to make corrections to your proper legal name and address as it may be needed This Agreement becomes val d upon execution by us and begins on the delivery date and acceptance of the Equipment n order to provide for an orderly transaction and a uniform billing cycle, and unless olherw se specified, the 'Effective Date' of this Agreement will be the 20th day of the month fallowing the installation (for example, if the Equipment is installed an June 5th the Effective Dale will be June 20th). You agree to pay a prorated rental amount for the period between the installation and the Effective Date ( Transition Billing') based on the m n mum usage payment prorated an a (30) thirty day calendar month which will be added to your first month invoice In addition, should this Agreement replace a previous Ray A. Morgan Company generated equipment lease, a CLOSING BILL an the agreement being replaced, up to the insta lalion date of the new equipment, will be sent approximately (10) days after delivery of the new equipment You agree to pay this CLOSING BILL charges as they represent valid charges for product and services provided under the prior agreement up to the installation date of the new equipment Unless otherwise staled in an addendum hereto, this Agreement will renew for month-to-month basis unless you send us written notice at least 30 days before the end of the scheduled term that you want to return the Equipment. If any provision of this Agreement s declared unenforceable, the other provisions herein shall remain in full force and effect to the fullest extent permitted by law. 2 REPRESENTATIONS AND WARRANTIES: CUSTOMER: You hereby represent and warrant that (a) you have been duly authorized under the Constitution and aws of the applicable jurisdiction and by a reso ubon of your governing body to execute and deliver this Agreement and to carryout your oblgafions hereunder, (b) all legal requirements have been met, and procedures have been followed. including public bidding :n order to ensure the enforceability of this Agreement, (c) this Agreement is in compliance with a I laws applicable to you, including any debt limitations or limitations on interest rates or finance charges, (d) the Equ pment will be used only for your essential governmental or proprietary functions consistent with the scope of your authority, will not be used in a trade or business of any person or entity, by the federal government or for any personal, family or household use, and your need for the Equ'pment is not a xpecled to diminish during the term of this Agreement, (e) you have funds available to pay Payments until the end of your current appropriation period, and you intend to request funds to make Payments in each appropriation period from now until the end of the tern of this Agreement; and (1) your exact legal name is as set forth on page one of this Agreement 3 RENT, TAXES AND FEES: Subject to paragraph 4 you will pay the monthly Payment (as adjusted) when due, plus any applicable sales, use and property taxes. The base Payment will be adjusted proportionately upward or downward (1) by up to 10% to accommodate changes in the actual Equipment cost; (2) if the shipping charges or taxes differ from the estimate given to you; and (3) to comply with the tax laws of the state in which the Equipment is located If we pay any taxes, insurance or other expenses that you owe hereunder, you agree to reimburse us when we request and to pay us a processi ng fee for each expense or charge we pay on your behalf. We may charge you for any filing fees required by the Uniform Commercial Code (UCC) or other aws, which fees vary state -to -state. By the date the first Payment is due, you agree to pay us an origination fee, as shown on our invoice or addendum, to cover us for all closing costs We w I have the right to apply all sums received from you to any amounts due and owed to us under the terns of this Agreement If for any reason your check is returned for nonpayment, you will pay us a bad check charge of 520 or, if less the maximum charge allowed by law We may make a profit on any fees, estimated tax payments and other charges paid under this Agreement. (Continued on Page 1) 30361 (SLG) Page 1 of 2 Rev 05/09/2017 y -3-'6q% DocuSig9n Envelope ID: 1 E2D3l33E-BC9F-4000-B8A3-9F1 COC1 D0670 4 NUN•AYPKUPKIAI PUN UK KhNMAl-: it enner sumcient tunas are not appropnatea to mare Payments a any other amounts due under this Agreement or (to the extent requ red by app' cable law) this Agreement is not renewed this Agreement shall terminate and you shall not be obligated to make Payments under this Agreement beyond the then -current fiscal year for which funds have been appropriated. Upon such an event, you shall, no later than the end of the fiscal year for which Payments have been appropriated, deliver possession of the Equipment to us. If you fail to deliver possession of the Equipment to us, the termnabon shall nevertheless be effective but you shall be responsible, to the extent permitted bylaw and legally available funds, for the payment of damages in an amount equal to the portion of Payments thereafter coming due that is attributable to the number of days after the termination during which you fail to de iver possession and for any other loss suffered by us as a result of your failure to deliver possession as required. You shall notify us in writing with n seven days after your failure to appropriate funds sufficient for the payment of the Payments a (lo the extent required by applicable law) this Agreement is not renewed, but failure to provide such notice shall not operate to extend the Agreement term ar result in any liability to you. 5 MAINTENANCE AND LOCATION OF EQUIPMENT; SECURITY INTEREST: At your expense, you agree to keep the Equipment: in good repair, condition and working order, in compliance with applicable manufacturers' and regulatory standards, free and clear of all liens and claims, and only at your address shown on page 1, and you agree not to move it unless we agree As long as you have g'ven us the written notice as required in paragraph 1 prior to the expiration a termination of this Agreement's term, you will return all but not less than all of the Equipment and all related manuals and use and maintenance records to a location we specify, at your expense, in relai re -saleable condition, full working order and complete repair You are -solely responsible for removing any data that may reside in the Equipment you return (and all expenses associated with its removal), including but not limited to hard drives, disk drives or any other farts of memory We awn the Equipment excluding any Financed Items. We do not awn the Financed Items and cannot transfer any interest in it to you If this Agreement is deemed to be a secured transaction, to the extent permitted by law, you grant us a security interest n the Equipment to secure all amounts you owe us under any agreement with us, and you authorize us to file a UCC financing statement. 6 COLLATERAL PROTECTION; INSURANCE; INDEMNITY; LOSS OR DAMAGE: You agree (a) to keep the Equipment fully insured through a caner acceptable to us against loss in an amount not less than the original cost of the Equipment, with us named as lender's loss payee; (b) to ma ntain comprehensive public liability insurance acceptable to us and to inc ude us as additional insured on the policy; (c) to provide proof of insurance satisfactory to us no later than thirty (30) days fo lowing the start of this Agreement and thereafter upon our written request and to provide us with 10 days advance wriben notice of any modification or cancellation of your insurance policy(s); (d) if you fail to obtain and maintain property ass insurance satisfactory to us and/or you fail to provide proof of such insurance to us within th.rty (30) days of the start of this Agreement, we have the option, but not the obligation, to do as provided in either (A) or (B) as follows of the fat lowing paragraphs as determined in our discretion (A) We may secure property 'ass insurance on the Equipment from a carrier of ourchoosing in such forms and amounts as we deem reasonable to protect our interests. If we place insurance on the Equipment, we will not name you as an insured and your interests may not be fully protected. If we secure insurance on the Equipment, you will pay us an amount for the premium which may be higher than the premium that you would pay if you placed the insurance ndependently and an insurance fee which may result in a profit to us through an investment in reinsurance; or (B) We may charge you a monthly property damage surcharge of up to 0035 of the Equ pment cost as a result of our credit risk and administrative and other costs, as would be further described on a letter from us to you We may make a profit on this program. NOTH NG IN THIS PARAGRAPH WILL RELIEVE YOU OF RESPONSIBILITY FOR LIABILITY INSURANCE ON THE EQUIPMENT. We are not responsible for, and you agree to hold us harmless and re'mburse us for and to defend on our beha f against, any claim for any loss, expense, liability or-njury caused byar in anyway related to de'ivery, installation, possession, ownership,use,condition,inspection,removal, return orstorage ofthe Equipment You are responsible fortherisk oflossorfor any destruc6onofordamage to the Equipment You agree to promptly notify us in writing of any loss or damage. If the Equipment is destroyed and we have not otherwise agreed in writing, you will pay to us the unpaid balance of this Agreement including any future rent to the end of the tens plus the anticipated residual va ue of the Equipment (both discounted at 2%). Any proceeds of'.nsurance will be paid to us and credited, at our option, against any loss or damage. You authorize us to sign on your behalf and appoint us as your attomey-in-fact to endorse in your name any insurance drafts or checks issued due to loss or damage to the Equ pment. 7 ASSIGNMENT: YOU HAVE NO RIGHT TO SELL, TRANSFER, ASSIGNOR SUBLEASE THE EQUIPMENT OR THIS AGREEMENT, without our prior written consent. Without our prior written consent you shal not reorganize or merge with any other entity or transfer a I or a substantial part of your ownership nterests or assets. We may sell, assign, or transfer this Agreement without notice to or consent from you, and you waive any right you may have to such notice or consent You agree that Jwe sell, assignor transfer this Agreement, our assignee wit have the same rights and benefits that we have now and will not have to perforin any of our oblgations. You agree that the new owner will not be subject to any claims defenses, or offsets that you may have against us You shall cooperate with us in executing any documentation reasonably required by us or our assignee to effectuate any such assignment This Agreement shal. be binding on and inure to the benefit of the parties hereto and their respective successors and ass gns. 8 DEFAULT AND REMEDIES: You wil be in defau't if (a) you do not pay any Payment or other sum due to us or any other person when due or if you fa Ito perform in accordance with the covenants, terns and condit ons of this Agreement, (b) you make or have made any fa se statement or m srepresentadon to us, (c) you file bankruptcy, or (d) there has been a materia adverse change in your financial, business or operating condition. If any part of a Payment is more than 5 days late you agree to pay a late charge of 10% of the Payment wh ch s 'ale, or if less, the maximum charge a towed by law. If you are ever in default, at our option, we can terminate this Agreement and requ,re that you pay the unpaid balance of this Agreement, including any future Payments to the end of the tern p us the anticipated residual value of the Equipment (both discounted at 2%). We may recover default interest on any unpaid amount at the rate of 12% per year Concurentiy and cumulatively, we may also use any or all of the remedies avai-able to us under Articles 2A and 9 of the UCC and any other law, including requiring that you (1) return the Equipment to us to a location we specify; and (2) immediately slap using any Financed Items. In addition, we will have the right, immediately and without notice or other action, to set-off against any of your liabilities to us any money including depository account balances, owed by us to you whether or not due. In the event of any enforcement of our rights under this Agreement or any related agreement, you agree to pay our reasonable attorneys fees (including any incurred before or al trial, on appeal or in any other proceeding), actual court costs and any other collection casts, including any collection agency fee. if we have to take possession of the Equipment, you agree to pay the costs of repossession, moving storage, repair and sale The net proceeds of the sale of any Equipment will be credited against what you awe us under this Agreement. YOU AGREE THAT WE WILL NOT BE RESPONSIBLE TO PAY YOU ANY CONSEQUENTIAL, INDIRECT OR INCIDENTAL DAMAGES FOR ANY DEFAULT ACTOR OM SS'ON BY ANYONE. Any delay or fa lure to enforce our rights under this Agreement will not prevent us from enforcing any rights at a later time. You agree that this Agreement Is a "Finance Lease' as defined by Artic a 2A of the UCC and your rights and remedies are governed exclusively by this Agreement. You waive all rights under sections 2A-508 through 522 of the UCC. If interest is charged or collected in excess of the maximum awful rate, we w,ll not be subject to any penalties. In the event that legal proceedings relating to this Agreement (other than our enforcement of this Agreement after a default by you) are commenced in any court or before any other tribunal of competentjunsdidon, the legal fees and other reasonable costs and expenses of the prevailing party shall be paid by the non -prevailing party an demand of the prevail ng party. 9 INSPECTIONS AND REPORTS: We wi!I have the right, at any reasonable t me, to inspect the Equipment and any documents relating to its use, maintenance and repair You agree to provide updated annua: and?or quarterly financial statements to us upon request 10 FAXED OR SCANNED DOCUMENTS, MISC.: You agree to submit the original duly -signed documents to us via overnight cour'erthe same day of the facsimile or scanned transmission of the documents The origma! of th's Agreement shall be that copy which bears your facsimi a or origina' signature, and which bears our original signature. You waive the right to cha.lenge in court the authenticity or binding effect of any fazed or scanned copy or signature thereon. You agree to execute any further documents that we may request to carry out the intents and purposes of this Agreement All notices shall be mailed or delivered by facsimile transmission or overnight courier to the respective parties at the addresses shown on this Agreement or such other address as a party may provide in writing from time to time 11 WARRANTY DISCLAIMERS: YOU AGREE THAT YOU HAVE SELECTED THE SUPPLIER AND EACH ITEM OF EQUIPMENT BASED UPON YOUR OWN JUDGMENT AND YOU DISCLAIM ANY RELIANCE UPON ANY STATEMENTS OR REPRESENTATIONS MADE BY US. WE DO NOT TAKE RESPONSIBILITY FOR THE INSTALLATION OR PERFORMANCE OF THE EQUIPMENT. THE SUPPLIER IS NOT AN AGENT OF OURS AND WE ARE NOT AN AGENT OF THE SUPPLIER, AND NOTHING THE SUPPLIER STATES OR DOES CAN AFFECT YOUR OBLIGATION UNDER THIS AGREEMENT. YOU WILL CONTINUE TO MAKE ALL PAYMENTS UNDER THIS AGREEMENT REGARDLESS OF ANY CLAIM OR COMPLAINT AGAINST ANY SUPPLIER, LICENSOR OR MANUFACTURER, AND ANY FAILURE OF A SERVICE PROVIDER TO PROVIDE SERVICES WILL NOT EXCUSE YOUR OBLIGATIONS TO US UNDER THIS AGREEMENT. WE MAKE NO WARRANTIES, EXPRESS OR IMPLIED, OF, AND TAKE ABSOLUTELY NO RESPONSIBILITY FOR, MERCHANTABILITY, FITNESS FOR ANY PARTICULAR PURPOSE, CONDITION, QUALITY, ADEQUACY, TITLE, DATA ACCURACY, SYSTEM INTEGRATION, FUNCTION, DEFECTS, OR ANY OTHER ISSUE IN REGARD TO THE EQUIPMENT, ANY ASSOCIATED SOFTWARE AND ANY FINANCED ITEMS. 12 LAW, JURY WAIVER: Agreements, promises and commitments made by us, concerning loans and other credit extensions must be to writing, express consideration and be signed by us to be enforceable. This Agreement may be modified only by written agreement and not by course of performance. This Agreement will be governed by and construed in accordance with the law of the stale in which you are located You consent to jurisdiction and venue of any state or federal court in such state. For any action arising out of or relating to this Agreement or the Equipment YOU AND WE WAIVE ALL RIGHTS TO A TRIAL BY JURY. 13. MAINTENANCE AND SUPPLIES: The charges established by this Agreement include payment far the use of the designated Equipment, accessories, maintenance by supplier during normal business hours, nspecton, adjustment pads replacement, drums and cleaning material required for the properaperabon as well as black toner, color toner and developer as defined by the Manufacturers Published Yield per Container. Additional toner wi I be billed separately Paper, media, staples and clear loner, if any is required by your particular equipment model, must be separately purchased by the customer. If necessary the service and supply portion of this Agreement maybe assigned by us We may charge you a supply freight fee to cover our costs of shipping supplies to you Customer has been informed that a surge protector's recommended to protect their a ectronic investment from harmful h`.gh voltage power disturbances Said surge protectors should have network protection when connected in a network environment Un is that provide network protection are available through Ray A Margan Company Customer respons b'e for pmviding manufacturer recommended adequate power supply Check one of the following: []purchased ❑ Has existing ❑ Decl'ned and w 1 be responsible for damage caused by not having a surge protector. 14. OVERAGES AND COST ADJUSTMENTS: You agree to comply with our baling procedures includ:ng, but not lim ted to, providing us with periodic meter readings on the Equipment At the end of the first 12 months after commencement of this Agreement, and once each successive 12 -month period thereafter, we may ncrease the maintenance and supplies portion of the Payment and the per image charge over the base minimum by a m'nirnum of 5 % over the charges of the previous year In addition, we may assess an additional fuel and/or freight surcharge to offset higher than normal sery ce costs as a result of adverse economic conditions If the supplier is providing maintenance and supplies to you for equipment that is not leased from us, but the charges for such maintenance and supplies are inc uded in this Agreement you agree that if you retire, replace and/or add new non -leased equipment to the Agreement, you grant us the abi illy to reflect these additions or deletions of said non -leased equipment to the Agreement and your payments under this Agreement may be adjusted accordingly. 15. UPGRADE AND DOWNGRADE PROVISION: AFTER COMMENCEMENT OF THE AGREEMENT AND UPON YOUR WRITTEN REQUEST, AT OUR SOLE 0 SCRET ON. WE MAY REVIEW YOUR IMAGE/SCAN VOLUME AND PROPOSE OPTIONS FOR UPGRADING OR DOWNGRAD NG THE EQUIPMENT TO ACCOMMODATE YOUR BUSINESS NEEDS. 16. TRANSITION BILLING: In order to facilitate an orderly transition, ncluding installation and training, and to provide a uniform biting cycle, the start date of this Agreement (the 'Effective Dale') w Il be a date after the cedificat on of acceptance of the Equipment as shown on the first invoice The payment for this transition period wi I be based on the base minimum usage payment, prorated on a 30 -day calendar month, and will be added to your first monthly Payment 17. CALIFORNIA JUDICIAL REFERENCE AGREEMENT: The parties agree that any and all d sputes, claims and controversies arising out of this Agreement (including, but not limited to, actions arising in contract or tort and any clams by a party against us related in any way to the financing) (individually a'Dispute') that are brought before a forum in which pre -dispute waivers of the right to trial by jury are invalid under applicable law shall be subject to the terms of this Section in lieu of the jury trial waiver(s) otherwise provided in this Agreement. Any and all Disputes shall be heard by a referee and resolved by judicial reference pursuant to Cal'fornia Code of Civil Procedure Sections 638 et seq The referee shall be a retired California state court judge or an attorney licensed to practice law in the State of California with at least ten (10) years' experience practicing commercial law. The parties shall not seek to appoint a referee that maybe disqualified pursuant to Ca ifornia Code of Civil Procedure Section 641 or 6412 wihout the prior written consent of all partes. If the parties are unable to agree upon a referee within len (10) calendar days after one party serves a written notice of'ntenl for judicial reference upon the other party or parties, then the referee w !1 be selected by the court in accordance with California Code of Crvil Procedure Section 640(b). The referee shall render a written statement of decision and sha: conduct the proceed ngs n accordance with the Ca domia Code of Civ I Procedure, the Rules of Court and California Evidence Code, except as otherwise specifically agreed by the parties and approved by the referee. The referee's statement of decision sha I set forth findings of fact and conclusions of law The decis on of the referee shall be entered as a judgment in the court in accordance with the provis ons of California Cade of Civi' Procedure Sections 644 and 645. The decision of the referee sha I be appealable to the same extent and n the same manner that such decision would be appealable if rendered by a judge of the superior court. Nothing in this Section shall be deemed to apply to or limit our rights (a) to exercise self help remedies such as (but not I united to) setoff (b) to foreclose judicially or nonjudicially aga'nst any real or personal property cat atera or to exercise judicial or nonjudicial power of sale rights, (c) to obtain from a court provisional or ancillary remedies (including, but not limited to injunctive relief, a writ of possession, prejudgment attachment, apmtectiveorder orthe apponbmentofareceiver), or (d) to pursue rights against a party in a third -party proceeding in any action brought against us (including actions in bankruptcy court). We may exercise the rights set forth in the foregoing clauses (a) through (d) inclusive before, during or after the pendency of any judicial reference proceeding. Neither the exerc se of self help remed'es nor the institution or maintenance of an action for foreclosure or provisiona or ancillary remedies or the apposition to any such provis ona! remedies shall constitute a waiver of the right of any party, including, but not limited to, the claimant in any such action, to require submission to judicial reference the merits of the D spine occasioning resort to such remedies No provis ion in this Agreement regarding submission to jurisdiction and/or venue in any court is intended or shal' be construed to be in derogation of the provisions in this Agreement for judicial reference of any 0 spute If a Dispute includes multiple claims, some of which are found not subject to this Section, the parties shall stay the proceedings of the Disputes or part or parts thereof not subject to this Section until all other Disputes or parts thereof are resolved in accordance with this Section. If there are Disputes by or against multiple parties, some of which are not subject to this Section, the parties shall sever the Disputes subject to this Section and resolve them in accordance with this Section. During the pendency of any Dispute which is submitted to judicial reference in accordance with this Section, each of the parties to such Dispute shall bear equal shares of the fees charged and costs incurred by the referee in performing the services described in this Section. The compensation of the referee sha'. not exceed the prevailing rate for tike services. The prevailing party shall be entitled to reasonable court costs and legal fees including customary attorneys' fees, expert witness fees, paralegal fees, the fees of the referee and other reasonable costs and disbursements charged to the Party by its counsel, in such amount as is determined by the referee. In the event of any challenge to the legality or enforceability of this Section, the prevailing party shall be entitled to recover the costs and expenses from the non -prevailing party, including reasonable attorneys' fees, incurred by it in connection therewith THIS SECTION CONSTITUTES A 'REFERENCE AGREEMENT' BETWEEN OR AMONG THE PARTIES WITH.N THE MEANING OF AND FOR PURPOSES OF CALIFORNIA CODE OF CIVIL PROCEDURE SECT ON 638. 30361 (SLG) Page 2 of 2 Rev. 05;09+2017 RAFq�` 2 yo ,rYWIT H Ply 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: Fire Department Project: Copiers Project Manager: Diana Giorgi Extension: 3307 Contractor Name: Ray Morgan Company Contractor's Contact: Kerri Schultze Contact's Email: kschultze@raymorgan.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor N/A ❑ Click here to b. Email contract (in Word) and attachments to City enter a date, Attorney c/o Laraine.Gittens@cityofsanrafael.org 8/5/2019 2 City Attorney a. Review, revise, and comment on draft agreement Click here to ❑ and return to Project Manager enter a date. ❑ b. Confirm insurance requirements, create Job on :'lick here to (N/A) PINS, send PINS insurance notice to contractor enter a date. Approval of final agreement form to send to 8/5/2019 ❑ 3 Department Director contractor Forward three (3) originals of final agreement to Click here to ❑ 4 Project Manager contractor for their signature enter a elate 5 Project Manager 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 Click here to Date of City Council approval =nter a dan 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 hardcopy of signed �' 31l agreement 8 City Attorney Review and approve insurance in PINS, and bonds pr I D ! (for Public Works Contracts) 1 9 City Manager/ Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and forwards 10 City Clerk E copies to Project Manager