HomeMy WebLinkAboutFD Fire Smart Demonstration GardenAGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF SAN RAFAEL AND BASE LANDSCAPE ARCHITECTURE
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This Agreement is made and entered into this � J day of M :ter J) , 20 ? 1 , by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BASE LANDSCAPE
ARCHITECTURE, INC., a corporation authorized to do business in California (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the CITY requires assistance with designing a fire smart demonstration garden;
and
WHEREAS, CONTRACTOR is a full-service landscape architecture firm with experience
designing fire smart gardens for public agencies;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. Gavin Albertoli, Vegetation Management Specialist, 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. Patricia Algara 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.
DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and/or provide services as set forth in the Proposal
for Pollinator/Fire Safe Demonstration Landscape and Irrigation Design at the San Rafael Community
Center dated March 4, 2021, attached hereto as Exhibit A and incorporated herein by reference.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties set forth
in the Proposal for Pollinator/Fire Safe Demonstration Landscape and Irrigation Design At The San
Rafael Community Center document attached hereto as Exhibit A and incorporated herein by
reference.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR a fixed fee of $8,000 as set forth in Exhibit A.
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 commence upon the date of the agreement and end on
December 31, 2021.
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.
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.
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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. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
perfonned 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.
4. 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 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 CONTRACTOR'S policies shall be at least as broad as
ISO form CG20 0104 13.
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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
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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 subcontractors, 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.
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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 harrnless 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.
Gavin Albertoli
City of San Rafael
1375 Fifth Avenue
San Rafael, CA 94901
Patricia Algara, President
145 A Lower Terrace
San Francisco, CA 94114
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
rel
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 tem1, 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.
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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 by electronic signature and 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 CONTRACTOR
r By: BASE Landscape Architecture Inc.
DARIN WHITE, Fire Chief
Name: Patricia Algara o
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Title: President
APPROVED AS TO FORM: [If CONTRACTOR is a corporation, add signature of
second corporate officer]
La AaA; By.
6�ROBERT F. EPSTEIN, Ci Attorney Name:
Title:
Exhibit A
BASE LANDSCAPE ARCHITECTURE
March 4, 2021
Gavin Albertoli
City of San Rafael
Vegetation Management Specialist
1375 Fifth Avenue
San Rafael, CA 94901
PROPOSAL FOR POLLINATOR/FIRE SAFE DEMOSNTRATION LANDSCPE AND IRRIGATION
DESIGN AT THE SAN RAFAEL COMMUNITY CENTER
Dear Mr. A'bertoli,
Thank you for the invitation to submit a proposal for the design of the pollinator/fire safe
demonstration garden landscape and irrigation improvement at the San Rafael Community Center
The San Rafaei Community Center is located at 618 B St, San Rafael, CA 94901. The scope of
work covered in th s proposal includes designing a pollinator/fire safe demonstration garden
landscape and irrigation plan for the planting areas indicated in Exhibit A.
I have begun by outlining our understanding of the project basis and parameters and then continue
on to the specific dellverables of each phase.
CONTRACTING PARTIES:
A. Client: City of San Rafael
Contact: Gavin Albertoli
City of San Rafael
Vegetation Management Specialist
1375 Fifth Avenue
San Rafael, CA 94901
Gavin.Albertoli@cityofsanrafael.org
OFFICE: (415) 485-3457
CELL: (628) 269-8516
B. Consu tant: BASE Landscape Architecture
Contact: Patricia Algara, President
145 A Lower Terrace
San Francisco, CA 94114
Tel: (415) 509-3728
Email: patricia@baselandscape.com
UNDERSTANDING OF PROJECT / BASIS OF PROPOSAL
The extent of planting areas is approximately indicated in Exhibit A. Minor changes or
adjustments to the area are included in this scope, but changes to the project area
indicated that exceed 10% of the area will require additional design fee.
The planting areas within the scope area wi I include pollinator/fire safe demonstration
garden planting areas with compatible plants and irrigation systems.
We assume there is an existing irrigation system in place to tie into. The design of the
irrigation system will be designed as a new system, which will include a new controller, new
BASE LANDSCAPE ARCHITECTURE
SAN FRANCISCO PORTLAND - BASE_ANDSCAPECOM
BASE LANDSCAPE ARCHITECTURE
values, new boxes, and new components. Survey should indicate the existing location of
the Point Of Connection (POC) for water, electrical connection, backflow preventer.
• This project will not use recycled water.
• Review of this project will be performed by fire department and it might require city
permitting. Client will be responsible for getting approval on the plans from Planning and
Public Works Departments.
• Survey and CAD files will be provided in AutoCAD format with the extent of planting areas
clearly indicated.
• If the owner has a preference for irrigation components of any kind, they will be indicated to
BASE prior to the commencement of work.
III. DESCRIPTION OF SERVICES AND DELIVERABLES
35% Construction Documents
Our Scope will include:
A. Creation of a preliminary illustrative plan showing planting area by type, water demand
B. Preliminary plant list by type
C. Preliminary plant, soil, and mulch specification
D. Water pressure verification and demand analysis
E. Identify stub -out locations and water pressure -irrigation
F. Preliminary equipment legend describing the components of the design and genera: notes.
G. Preliminary irrigation equipment details for instructions on proper installation.
H. Preliminary irrigation specifications.
60% Construction Documentation:
Our scope of work will include:
A. Planting Plan and Legend, quantities, types, and water use
B. Preliminary irrigation plan
C. Refine legend, notes, and details.
D. Preliminary specifications
E. Preliminary water use calculations per local and state ordinance.
100% Construction Documentation/Bid Set:
Our scope of work will include:
A. Revise planting plan to conform to any minor changes
B. Finalize Planting schedule, legend, quantities, species
C. Finalize mulch type and specs
D. Revise irrigation drawings to conform to any minor changes.
E. Finalize legend, notes, and details.
F. Finalize specifications.
G. Finalize water use calculations per local and state ordinance.
100% Specifications
Our scope of work will include:
A. Develop technical specification for project elements including import topsoil, soil
amendments, plant material, organic fertilizer, fire safe mulch, irrigation components.
IV. BASIS OF COMPENSATION
BASE will provide design and consulting services listed above on a fixed -fee compensation model.
BASE LANDSCAPE A'*RCH ITECTURE
SAN FRANCISCO PORTLAND BASELANDSCAPF COM
BASE LANDSCAPE ARCHITECTURE
35% Construction Documents $2,800
60% Construction Documents $3,600
100% Construction Documents $1,600
Total
V. PROFESSIONAL RATES
$8,000
2021 Houry Rates
If work is required beyond the scope of this proposal, such as requested peer review or other tasks,
BASE is available to work at our current hourly rates as follows:
Principal $185
Project Manager $155
Landscape Designer $110
VI. TERMS AND CONDITIONS
A. BASE acknowledges that it is responsible for coordinating all work and activities of the
consultants it may choose to hire pursuant to this Agreement and in addition is responsible
for all payments and legal obligations to those consultants pursuant to this Agreement.
B. Should the project Scope or Client's design directive change materially, or the project
schedule or budget change significantly, BASE will notify the client of the additional time
required to adjust the design to new parameters and provide an estimate for added
services. Any mark up fee received by BASE as part of retaining third party contractor
consultants will be considered before increase of BASE Fee's for standard activities
proposed in this agreement.
C. Additional services requested by client but not outlined herein will be compensated for on a
Time and Material basis according to BASE standard hourly rates. Written approval will be
sought prior to any such work.
D. Meetings not specifically listed in the Scope of Services section of the proposal will be
considered additional services and be compensated for on a Time and Material basis
accord ng to BASE standard hourly rates.
E. BASE's maximum liability is limited to the extent of our fees for services rendered for the
element of service under dispute.
F. Payments due BASE and unpaid beyond 30 days of the due date of invoice will bear finance
charges compounded at 1.5% per month.
G. OWNERSHIP: All documents and data prepared by BASE are solely for use in performing the
work intended under this Contract, at the address indicated herein. BASE shall be
designated the author of these documents, maintain sole ownership, and shall retain all
copyright, common law, statutory and other rights. BASE specifically and inherently allows
the Client to retain duplicate copies and use drawings, specifications, and all other
documents and data prepared by BASE for design review, permit application, cost
estimation, bidding, construction activities etc. as appropriate and consistent with intended
use descr bed herein.
H. TERMINATION: This agreement may only be terminated upon written notification by one of
the undersigned, and BASE shall receive payment for authorized services performed prior to
the termination date.
I. INDEMNIFICATION: The undersigned hereby indemnify and hold each other harmless from
all damages, liabilities, or costs, including attorney fees and defense, with respect to this
Agreement and to the extent of each party's responsibility on a comparative fault basis. Al
BASE LAN DSCAPE ARC H ITECTU R E
SAN FRANCISCO - PORTLAND BASF. ANDSCAPE COM
BASE LANDSCAPE ARCHITECTURE
disputes will be subject to third party mediation prior to litigation, and both parties agree to
pursue a mediation solution in good faith should a dispute occur.
VII. PARTIES
Payment may be sent via check to:
BASE Landscape Architecture
EIN: 45-5154215
145 A Lower Terrace
San Francisco, CA 94114
Faithfully Submitted by: Approved by:
BASE Landscape Architecture, Inc. Date and Sign
Patricia Algara
Cc Founder & Principal
March 4th, 2021
BASE LANDSCAPE ARCHITECTURE
SAN FRANCISCO PORTLAND BASELANDSCAPE COM
BASE LANDSCAPE ARCHITECTURE
Exhibit A
Blue highlight areas indicate approximate scope of new planting area
BASE LANDSCAPE ARCHITECTURE
SAN FRANCISCO PORTLAND EIASE�ANDSCAPE COM
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 Manager: Gavin Albertoli Extension: 3457
Contractor Name: Base Landscape Architecture
Contractor's Contact: Patricia Algara Contact's Email: patricia@baselandscape.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION T COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Clicl•
❑
enter
GA
b. Email contract (in Word) and attachments to City
3/12/2021
Attorney c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
3/12/2021
❑x LG
and return to Project Manager
3/12/2021
❑x LG
b. Confirm insurance requirements, create Job on
Department Director
PINS, send PINS insurance notice to contractor
3/12/2021
3
Approval of final agreement form to send to
❑X GA
Project Manager
contractor
❑x GA
4
Forward three (3) originals of final agreement to
3/12/2021
contractor for their signature
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
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
City Attorney
Attorney with printed copy of this routing form
7
Review and approve hard copy of signed
agreement
8
City Attorney
Review and approve insurance in PINS , and bonds
(for Public Works Contracts)
mi
9
City Manager/ Mayor
Agreement executed by City Council authorized
official
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager