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HomeMy WebLinkAboutCD Process Mapping for Permit Management SystemAGREEMENT FOR PROFESSIONAL SERVICES FOR PROCESS MAPPING FOR PERMIT MANAGEMENT SYSTEM This Agreement is made and entered into this 22nd day of April 20 20 , by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and LALO CONSULTING, LLC (hereinafter "CONTRACTOR"). RECITALS WHEREAS, on October 30, 2019, the City of San Rafael was awarded a Senate Bill 2 Planning Grant in the amount $310,000 and $175,000 of the total grant amount was allocated for the development of a "Permit Management System" including a Phase 1 scope of work focused on creating process maps of existing permit business processes; WHEREAS, the CONTRACTOR has extensive experience facilitating process mapping exercises and developing recommendations for public agencies looking to streamline existing business processes; WHEREAS, the CITY has sufficient grant funding to cover all expenses related to this Agreement; and AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. The Community Development Department Principal Analyst, Ethan Guy, 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. David Huebner 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 provide process mapping services as described in Exhibit A attached and incorporated herein by reference. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and shall provide CONTRACTOR with access to staff and information necessary for CONTRACTOR to perform the services required by this Agreement. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a "time and materials" basis at a billing rate of $150/hr as presented in Exhibit A hereto, provided that in no event shall the total compensation paid to CONTRACTOR pursuant to this Agreement exceed Forty -Five Thousand Dollars ($45,000). Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for one (1) year commencing on April 15th, 2020 and ending on April 14th, 2021. 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 six (6) months(s). 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. 2. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 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 additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and non contributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 01 04 13. 3. Except for professional liability insurance or worker's compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. By execution of this Agreement, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the CONTRACTOR under this agreement. 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, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. 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. 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. Ethan Guy City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 David Huebner 457 Anderson Street San Francisco, CA 94110 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 JIM SCH TZ, NXM Hager ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, Cit Attom y 9 CONTRACTOR By: ' �. VjA, Name: David Huebner Title: Founder and Principal [If Contractor is a corporation, add signature of second corporate officer] By:. Name: Title: Exhibit A Statement of Work Process Mapping for Permit Management System Prepared by Lalo Consulting Version 1.3 April 2nd, 2020 W Introduction More about the team Our approach User -centered research Data -driven Iterative Phases and timeline Phase 1: Discovery and user experience research Phase 2: Iterative documentation development Phase 3: Process refinement/design and wrap-up All phases: Project management Price proposal Budget Introduction Dear Ethan and Rebecca, Lalo Consulting is pleased to present this statement of work to the City of San Rafael to lead the process mapping phase for the permit management system project. Our enclosed proposal provides an overview as to how we would approach this project and support the City of San Rafael in meeting the following goals: • Developing a permit inventory and prioritization report • Process mapping existing permit categories, including workflow and journey maps, for use during development sprints • Making recommendations for streamlining permit category processes Lalo Consulting is a small agile development and design research agency with extensive experience implementing user -centered, data -driven, and iterative approaches to redesigning systems and services. One of our areas of expertise is researching, building, and implementing solutions to reimagine the way mission -driven organizations, namely governments, are delivering services to their constituents. As an example, we have spent the last two years working with the City and County of San Francisco (CCSF) on their Hiring Modernization Project (HMP). The first phase of that work had four key components: • Carrying out a comprehensive set of workshops to understand the current hiring process and existing pain points as well documenting opportunities for improvement across systems, processes, and rule changes • Supporting and implementing the Department of Human Resources stakeholder engagement strategy • Identifying and establishing recommendations for the redesign of the hiring process based on testing and prototyping • Developing a procurement strategy for the technology that will support the redesigned hiring process and stress -testing the market by publishing a Request for Information (RFI) and analyzing vendor responses 3 We think this recent experience with CCSF coupled with our firms' deep experiences working with organizations to understand and reimagine existing services positions us incredibly well for this project. We hope to have the opportunity to work with the City of San Rafael and thank you for considering our proposal. Sincerely, va� David Huebner Founder and Principal, Lalo Consulting 0 More about the team The work outlined in this statement of work will be completed by David Huebner and Denise Sauerteig. They provide a wide range of skill sets to successfully complete the work. Denise Sauerteig is a design researcher with over 15 years experience partnering with government agencies around the US, Latin America, and the Middle East. She leverages research methods and user -centered design to support partners in providing more equitable access to government services. Her expertise allows clients to better understand, transform, and scale their services for all citizens, residents, and stakeholders. Denise recently led design research for educational technology and media initiatives at KQED (an NPR/PBS affiliate) and provided research consulting for PBS Education and PBS affiliate stations. Prior to KQED, Denise spent several years as a social science researcher at SRI International. Here she conducted research and evaluation on educational initiatives in the U.S. and Latin America with funding from the National Science Foundation, the U.S. Department of Education, and various private philanthropies. Denise holds a BA in Psychology from Emory University and an MA in International Comparative Education from Stanford University. David Huebner is a product strategist and project manager specializing in data analytics and organizational management. In addition to founding and leading Lalo Consulting, he recently worked at Code for America where he led a Talent Initiative partnering with governments to improve their people practices to ensure they can hire and retain technologists to deliver services most effectively. Previously, David worked at Google as a Manager on a strategy, analytics and effectiveness team focusing on hiring and people services. Before that, David was a founder and chief product officer for a venture -backed startup and currently is an advisor to a number of other startups and not-for-profit organizations. David holds a BA in Social Studies from Harvard University and an MBA and MA from Wharton and the University of Pennsylvania. Though we are confident this team has the skill sets needed to meet the goals outlined above, we strongly believe that this project will be most successful if there is strong support on the City of San Rafael's side as well. Based on our previous work, we know how critical it is to have 1) strong leadership providing direction and air cover, 2) an internal point -of -contact serving as a liaison between us as consultants and key stakeholders at other departments, and 3) subject matter experts to understand the processes and systems that govern permitting. Our approach We structure our work around three core themes: • User -centered research • Data -driven • Iterative User -centered research Research is at the core of all our engagements. This ensures that we have accurate problem definition, are delivering solutions that actually meet user needs, and understand the trade-offs that come with every solution. We use a wide range of methods since our clients have varying levels of comfort and familiarity with research methods. Some of our most effective methods have included: participatory design workshops, ideation workshops, focus groups, one-on-one interviews, policy and rule analysis, and lightweight prototyping. Data -driven Our work is grounded in the information and data (qualitative and quantitative) collected during the discovery phase as well subsequent phases of the work. It is key for us to understand/define metrics of success and build upon those to benchmark our work. Iterative As one analyzes the data described previously, it is important to ensure new processes and tools are structured in a way where they can be tweaked and iterated upon easily. We deliver our work in short iterative cycles adapting each delivery to the feedback from the last cycle. These cycles allow for maximum feedback from stakeholders and to course correct as needed. Phases and timeline With these concepts in mind, we foresee three main phases needed for the work being outlined here: • Phase 1: Discovery and user experience research o Initial discovery to finalize engagement strategy including identifying key stakeholders, partners, and primary user groups, and solidifying logistics Information collection through workshops, interviews, shadowing sessions, and usability studies • Phase 2: Iterative document development o Iteration on documentation including process maps • Phase 3: Process refinement/design and wrap-up o Development of recommendations for process improvement o Wrap-up D Please note that we usually break up our work into two-week sprints which allows for quick iterations and to easily_ course -correct as needed. Also, we assume that when all is said and done (e.g. accounting for administrative work, etc.) our team members end up averaging 30-35 billable hours per week and that is factored into our estimates below. Phase 1: Discovery and user experience research Estimated time: Two -and -a -half (five weeks) - approx. 105 hours (-.7 resource) Resources: • Strategy advisor (.2) • Researcher/Service designer (.5) Goals: • Development of an engagement strategy that includes the following: o Overview of the strategy o Resource requirements for engagements (including facilities, staffing, etc.) • Facilitation guide • Facilitator notes • Scheduling and facilitation of stakeholder engagements including proper documentation and analysis of these engagements to be used for subsequent work. Methods: Workshops, shadowing, interviews, usability studies Deliverables: • Stakeholder engagement agenda and facilitation notes • Stakeholder engagement notes and analysis • Permit inventory and draft of prioritization report Phase 2- Iterative documentation development Estimated time: Two sprints (4 weeks) - approx. 90 hours (-.75 resource) Resources: • Strategy advisor (.25) • Service designer/designer (.5) 7 Goals: • Production of reliable journey maps incorporating stakeholder feedback • Deeper understanding of Camino platform including structure, user types and flexibility of platform Methods: Frequently sharing drafts and collecting feedback from key stakeholders; working sessions with Camino potentially including beta testing existing platform Deliverables: • Process mapping existing permit categories, including workflow and journey maps for primary user groups (as defined during discovery phase). Phase 3 Process refinement/design and wrap-up Estimated time: Two -and -a -half sprints (5 weeks) - approx. 105 hours (—.7 resource) Resources: • Strategy advisor (.2) • Service designer/designer (.5) Goals: • Dive deeper on specific parts of the process to document specific changes that would allow the City to solve for low -hanging fruit solutions versus more involved solutions • Prototype and test process changes so that we can measure the impact and make recommendations for longer term changes Methods: Ideation sessions, prototyping workshops, working sessions with Camino to ensure recommended process improvements are understood within their platform Deliverables: • Output from ideation sessions and/or prototyping workshops Illustrations of process maps and/or journey maps of existing permit categories as identified in Phase 2 Illustrations of process maps and/or journey maps documenting specific changes identified in Phase 3 8 Final report that summarizes the work conducted, outlines major findings, and includes recommendations for process improvement Documentation of specific municipal code or policy changes identified in Phase 3 which would require City Council or voter approval * Documentation of technical recommendations necessary for a permit management system for the specific changes identified in Phase 3 o Recommendations for performance metrics to measure effectiveness of a new permit management system o Recommendations of additional technology solutions to supplement a permit management system * Recommendations for prioritization and evaluation acceptance metrics of technology build -out sprints All phases Project management Throughout this process it will of course be critical that we provide strong project management support and very structured and consistent stakeholder management. In order to do this effectively we recognize the importance of well -coordinated communication between all parties involved, timely delivery of deliverables (service blueprints, process improvement recommendations) and nuanced guidance on how to influence and get further buy -in on this methodology and approach. This project management work has been assumed in the estimates for each phase outlined above. Deliverables: • Project Status Document — to be updated weekly for internal and external meetings Price proposal The work for the project will be billed time and materials with a target number of hours per phase as outlined above. The City of San Rafael will be notified if work exceeds the target and further hours will only be billable if authorized in writing by the City of San Rafael. All services will be billed at a discounted rate of $150 per hour. Lalo Consulting's standard hourly rate for private sector clients is between $175 and $200 depending on the length of project. Because of 9 our strong belief in the importance of doing this work for governments we want to offer this discounted rate. Budget In summary, the approximate budget for the project would be $45,000. 10 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: Community Development Project Manager: Ethan Guy Extension: x2392 Contractor Name: Lalo Consulting, LLC Contractor's Contact: David Huebner Contact's Email: david@laloconsulting.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 4/6/2020 ®EBG b. Email contract (in Word) & attachments to City 4/6/2020 6 City Attorney City Attorney Atty c/o Laraine.Gittens@cityofsanrafael.org ©EBG 2 a. Review, revise, and comment on draft agreement 4/14/2020 © LG 9A and return to Project Manager 4/14/2020 © LG -U( 2eg11 b. Confirm insurance requirements, create Job on (N/A) PINS, send PINS insurance notice to contractor Forward two (2) originals of final agreement to 4/14/2020 3 Project Manager ❑x EBG contractor for their signature When necessary, * contractor -signed agreement '- N/A 4 Project Manager agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or ®EBG Public Works Contract > $175,000 9 City Clerk Attest signatures, retains original agreement and b�/�6/� forwards copies to Project Manager [.'� � Date of Council approval Click here toenter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreements to City 4/23/20 5 Project Manager EBG Attorney with printed copy of this routing form Review and approve hard copy of signed y/212d7' 6 City Attorney agreement 7 City Attorney Review and approve insurance in PINS, and bonds 9A City Manager / Mayor (for Public Works Contracts) _ Agreement executed by Council authorized official -U( 2eg11 8 9 City Clerk Attest signatures, retains original agreement and b�/�6/� forwards copies to Project Manager [.'�