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HomeMy WebLinkAboutPW Permitting Coordination for Creek DredgingAGREEMENT FOR PROFESSIONAL SERVICES FOR UMBRELLA PERMITTING COORDINATION FOR PRIVATE PROPERTY SAN RAFAEL CREEK DREDGING A ,, This Agreement is made and entered into this day of ��� , 20� '! by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and HALEY & ALDRICH, INC. (hereinafter "CONSULTANT"). RECITALS WHEREAS, the City of San Rafael is preparing for the U.S. Army Corps of Engineers dredging of the Federal Channel along the San Rafael Creek; and WHEREAS, private property owners along the Creek shall be responsible for the permitting and dredging of their private docks adjacent to the San Rafael Channel; and WHEREAS, the CITY intends to retain CONSULTANT, which has specialized knowledge, to coordinate the permitting process for private property owners such that they can be combined under a singular umbrella permit, saving costs and time for property owners; and WHEREAS, private property owners who choose to participate in the grouped effort will be ultimately responsible for reimbursing the CITY for the cost of retaining CONSULTANT for the umbrella permitting process; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Bill Guerin 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. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Scott Bodensteiner is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties and/or provide services outlined in the CONSULTANT's September 16. 2020 proposal marked as Exhibit A attached hereto and incorporated herein. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as described in Exhibit A attached hereto and incorporated herein. 4. COMPENSATION. For the full performance of the services described herein by CONSULTANT, CITY shall pay CONSULTANT as follows: A total not -to -exceed -amount of $74,700.00, as detailed in CONSULTANT's Schedule and Fee included in Exhibit A, attached hereto, and incorporated herein. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. 5. TERM OF AGREEMENT. The term of this Agreement shall be for 2 years commencing on the date of execution of flus Agreement and ending two years later. 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 2 years. 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 or such other time period as the parties may agree in writing. C. Effect of Termination. Upon receipt of notice ofterniination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. CITY agrees to compensate CONSULTANT for all services performed and commitments made prior to the effective date of the termination, together with reimbursable expenses, including those of subcontractors, subconsultants, and vendors. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT'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; provided that CONSULTANT may retain one (1) copy of its work product for archival purposes. Revised 1/3912020 OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole property of CITY, subject to all amounts owing therefor. CITY may use said property for any pin -pose, including projects not contemplated by this Agreement; provided that any reuse or modification of CONSULTANT's written documents and materials without written verification or adaption by CONSULTANT for the specific purpose intended shall be at CITY's and/or any third party's sole risk and without liability or legal exposure to CONSULTANT. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all docurnents and materials maintained by CONSULTANT in connection with its performance of its duties tinder this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. 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, CONSULTANT shall zD maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injuty, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the amount of one million dollars ($1,000,000) dollars peroccurrence. I If any licensed professional performs any of the services required to be perfonned under this Agreement, a professional liability insurance policy in the 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 CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONSULTANT shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability- insurance with limits of one million dollars ($1,000,000) per accident for Re%ised 1I29i2020 bodily- injury or disease. CONSULTANT'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 CONSULTANT 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 CONSULTANT'S insurance policies shall be "primary and noncontributory" 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 CONSULTANT'S policies shall be at least as broad as ISO form CG20 0104 1-3. 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, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT 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 frveyears. 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 unnbrella 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. S. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimunn 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 Revised 1/29/2020 CONSULTANT under this agreement. C. Deductibles and SIR's. Any deductibles or 'self-insured retentions in CONSULTANT'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 CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONSULTANT 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 fiill certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise flus right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to fonn and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B and C., CONSULTANT 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 CONSULTANT'S performance of its obligations or conduct of its operations under this Agreement. The CONSULTANT'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 CONSULTANT'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 CONSULTANT's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or operations under this Agreement, CONSULTANT 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. Notwithstanding anything to the contrary contained herein, for CLAIMS arising out of CONSULTANT's professional services, to the fullest extent permitted by law, CONSULTANT will indemnify, release, defend, and hold harmless City Indemnitees from and against any and all CLAIMS to the extent caused by the negligence, recklessness, or willfid misconduct in the performance or non-performance of services under thus Agreement by Revised Ii2912020 CONSULTANT. its employees, agents or subconsultants, either as a sole or contributory cause. Further, CONSULT_ANT's defense obligation under this indemnification clause means only the reimbursement of reasonable defense costs to the extent of CONSULTANT's actual indemnification obligation under this subsection 11.B. C. Where the services to be provided by CONSULTANT 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, CONSULTANT 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 CONSULTANT, 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. D. 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. CONSULTANT 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. CONSULTANT shall obseive 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. CONSULTANT shall perform all services uuider this Agreement in accordance with these laws, ordinances, codes and regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, tinder 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 Revised 1/29/2020 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 CONSULTANT's Project Director: 16. INDEPENDENT CONTRACTOR. Bill Guerin City of San Rafael 111 Morphew Street San Rafael, CA 94901 Scott Bodensteiner 2033 North Main Street Suite 309 Walnut Creek, CA 94596 For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, 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 CONSULTANT 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 terns and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT 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 terns and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. Revised 1/39/2020 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. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONSULTANT 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 CONSULTANT 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 thus Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed by electronic signature and in any number ofcounterparts, 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. Revised 1/29/2020 CITY OF SAN RAFAEL ;TZ,JI SCI Ci 'Nana er ATTEST: LINDSAY LARA, City Cleric APPROVED AS TO FORM: ROBERT . EPS EIN, C y Attorney Revised 1/29/2020 CONSULTANT By: Cies—.- f. )`P-1— Name: ?6,—i <<<a 9. 1k, Re�-- Title:, g ----_c zri-atL6 [If CONSULTANT is a corporation, add signature of second corporate officer] By:� Name: Lizette Fennes Title: VP- GM B & I Exhibit A "%DRICH 16 September 2020 City of San Rafael Department of Public Works VIA EMAIL: bill.guerrin@cityofsanrafael.org Attention: Mr. Bill Guerrin Director of Public Works, City of San Rafael Haley & Aldrich, Inc. 2033 N. Main Street Suite 309 Walnut Creek, CA 94596 925.949.1012 Subject: Scope of Services for Acquiring Umbrella Permits to Dredge Residential Docks along the San Rafael Creek Dear Mr. Guerrin: Haley & Aldrich, Inc. (Haley & Aldrich) has prepared this proposal for the City of San Rafael (City) to provide services necessary to obtain umbrella maintenance dredging permits and approvals for the residential dock owners and tenants residing along the federally maintained San Rafael Creek. Project Understanding and Background The City seeks to ensure that any resident with a dock adjacent to the federally maintained San Rafael Creek navigation channel that wishes to have maintenance dredging performed in conjunction with the U.S. Army Corps of Engineers' (USACE) plan to dredge the federal channel will have the regulatory authorization to do so. Meeting this objective will allow the participating dock owners the potential to realize significant savings related to construction costs by 'piggybacking' on the USACE dredging effort. The scope of services necessary to achieve this objective involves completing a consolidated dredging and disposal application in order to obtain 10 -year 'umbrella' permits from the USACE and the San Francisco Bay Conservation and Development Commission (BCDC) and Water Quality Certification from the Regional Water Quality Control Board (RWQCB) for all of the dock owners wishing to participate. In addition to the permits and certifications issued by the USACE, BCDC and RWQCB, the dock owners will need to obtain a Streambed Alteration Agreement from the California Department of Fish and Wildlife (CDFW) and encroachment and tidelands permits from the City. As a condition of the maintenance dredging permits, the dock owners will also need to demonstrate that the quality of the sediments to be dredged from their docks will not elicit adverse effects in the in -Bay disposal site environment. A sediment quality evaluation based on the results of the USACE federal channel sediment sample analysis will be performed for the participating dock owners. For docks adjacent to Creek sediments shown to be suitable for unconfined aquatic disposal (SUAD) in the Bay, a simple "Tier I" document referencing the USACE sediment testing results will be sufficient. For docks adjacent to Creek sediments determined to have elevated contaminant concentration, sediment samples may need to be collected and analyzed to determine whether the dock sediments are less contaminated. www.haleyaldrich.com Proposed Scope of Services The Haley & Aldrich team's proposed scope of services includes performing the following four tasks: 1) Project Coordination, 2) Permit Acquisition, 3) Tier I Sediment Quality Evaluation, 4) Pre -Construction Support. The scope of services does NOT include the following: 1. Hydrographic surveys. Hydrographic surveys will not be included under the assumption that the USACE survey will capture the entire width of channel, and that the USACE will share this information with the City. 2. Sediment Sampling and Testing. Sampling and testing may need to be conducted for docks adjacent to the federal channel where it is expected the USACE will find elevated levels of contaminants. The scope of work can be expanded if this becomes necessary. Contractor Solicitation & Construction Management. Haley & Aldrich can perform these services, but this scope of services does not include them. A detailed description of our proposed scope of services is provided below. TASK 1— PROJECT COORDINATION Haley & Aldrich will coordinate with the City and the San Rafael Channel Association (SRCA) to review and respond to correspondence with the dock owners. This will include development of a list of frequently asked questions, and participating in online meetings with the dock owners, the City and SRCA. One in person meeting is also included. TASK 2 — PERMIT ACQUISITION A consolidated Dredged Material Management Office (DMMO) application for dredging and disposal of sediments will be completed in order to obtain 10 -year permits from the USACE and BCDC, and Water Quality Certification from the RWQCB. This process will involve cataloguing all participating properties, preparation of plan view drawings for each property, GIS map overlays for those drawings, description of property dredge area dimensions, identification of all adjacent properties, and an analysis of available sediment disposal options. The umbrella permitting process will also include acquisition of a Streambed Alteration Agreement (SAA) from the CDFW as well as tidelands and encroachment permits from the City. Haley & Aldrich will conduct informal consultation with CDFW and respond to additional information requests from all permitting agencies. TASK 3 — TIER I SEDIMENT QUALITY EVALUATION A Tier I Sediment Quality Evaluation will be necessary to obtain approval for the proposed dredging as a condition of the USACE and BCDC permits. Haley & Aldrich will coordinate with the City, the SRCA and the USACE to import the USACE hydrographic data onto maps developed with the permit application. We will then use the data to estimate dredge volumes for the individual docks. The estimated dredge volume will be included in the Tier I document along with the sediment quality data to be generated for the federally maintained portion of the Creek as part of the USACE's Tier III Sediment Quality Evaluation. The document will include disposal recommendations for each of the docks based on USACE Tier III data from samples collected in closest proximity. Haley & Aldrich will present the report and our recommendations at a regularly scheduled DMMO meeting. TASK 4 — PRE -CONSTRUCTION SUPPORT �ALDAI H Haley & Aldrich will work with the City and SRCA to track the USACE funding, approval and solicitation process to identify their selected contractor. Based on the USACE schedule, estimated volumes and sediment contaminants, updates will be provided to elucidate potential construction cost and schedule. One in person meeting is also included. If necessary, Haley & Aldrich can expand this scope to include services necessary for contractor solicitation (e.g. plans and specification, bid documents, etc.) and construction management. Schedule and Fee TASK TASK ID COST 1 Project Coordination $7,300 2 Permit Acquisition $38,700 3 Tier I Sediment Quality Evaluation $22,400 4 Pre -Construction Support $6,300 TOTAL $74,700 Authorization This proposal is valid through December 31, 2020. If acceptance and authorization to proceed are not received within that period, we reserve the right to renegotiate the estimated costs, schedule for completion, and scope of services. We appreciate the opportunity to submit this proposal and look forward to working with you, the SRCA and the dock owners on this project. Please don't hesitate to contact me if you wish to discuss the proposal or any aspect of the project. Sincerely yours, 1 c Scott IBodensteiner Haley & Aldrich, Inc. RAP. ►1 641�, 5 2 � �o ly WITH Pel 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: Public Works Project Manager: TS for Bill Guerin Extension: 3354 Contractor Name: Haley Aldrich Contractor's Contact: Scott Bodensteiner Contact's Email: SBodensteiner@haleyaldrich.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 StepRESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 Project Manager Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 9/25/2020 Attorney c/o Laraine.Gittens@cityofsanrafael.org ©TS 2 City Attorney a. Review, revise, and comment on draft agreement 9/25/2020 ❑x LG and return to Project Manager 9/25/2020 © LG b. Confirm insurance requirements, create Job on Department Director PINS, send PINS insurance notice to contractor ®BG 3 Approval of final agreement form to send to 10/20/2020 contractor 4 Project Manager Forward three (3) originals of final agreement to 10/19/2020 ®TS contractor for their signature When necessary, contractor -signed agreement 5 Project Manager ❑ 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 enter a date. PRINT Project Manager CONTINUE ROUTING PROCESS WITH HARD COPY 6 Forward signed original agreements to City 10/20/20 TS Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed )I Ih Ph 044 City Attorney agreement (� kdl - 8 Review and approve insurance in PINS, and bonds �t //-7Da (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized�� �f D u+' official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager �U d"