HomeMy WebLinkAboutCM SB 1383 Planning and Implementation AssistanceAGREEMENT FOR PROFESSIONAL SERVICES
FOR SB 1383 PLANNING AND IMPLEMENTATION ASSISTANCE
This Agreement is made and entered into this _ day of 7A OP1 � , 2021, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and R3 CONSULTING GROUP,
INC. (hereinafter "CONTRACTOR").
RECTTALIS
WHEREAS, the City of Larkspur, the City of San Rafael, the Town of Ross, Ross Valley -
South (County of Marin), the Las Gallinas Valley Sanitary District, the Town of San Anselmo, and
the Town of Fairfax (hereinafter "FRANCHISORS") have similar franchise agreements with Marin
Sanitary Services; and
WHEREAS, the FRANCHISORS utilize jointly sponsored programs to achieve financial
and staff time savings through collaborative analyses such as the annual reviews of Marin Sanitary
Services operations and expenses pursuant to the franchise agreements; and
WHEREAS, the FRANCHISORS desire to utilize the services of the CONTRACTOR to
conduct SB 1383 planning work; and
WHEREAS, the CITY has in the past acted as the contracting agency on behalf of the
FRANCHISORS, and has agreed to do so in this instance as well; and
WHEREAS, the FRANCHISORS entities (each a "Participating Entity" and collectively,
"the Participating Entities") have agreed to share equally in the cost of the analysis, to be paid for by
Mann Sanitary Service and allocated through each city/town's annual rate setting review as set forth
below;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION
A. CITY. The City Manager shall be the representative of the CITY for all purposes
under this Agreement. Sustainability Program Manager Cory Bmf 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. CONTRACTOR shall assign a single PROJECT DIRECTOR to
have overall responsibility for the progress and execution of this Agreement for CONTRACTOR.
Garth Schultz is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should
circumstances or conditions subsequent to the execution of this Agreement require a substitute
Rev. Date: 1130114
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/or provide services as described in
CONTRACTOR's Proposal for SB 1383 Planning and Implementation Assistance, dated April 21,
2021, attached hereto as Exhibit "A" and incorporated herein.
3. DUTIES OF CITY
CITY shall cooperate with CONTRACTOR in its performance under this agreement and
shall compensate CONTRACTOR as provided herein.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR,
CONTRACTOR shall be compensated on a time and materials basis as described in Exhibit "A" in
a total contract amount not to exceed $155,096.00. It is understood and agreed by the parties that
payment of compensation hereunder for the SB 1383 Planning and Implementation Assistance project
shall be made as follows: CONTRACTOR shall submit monthly invoices to CITY for review and
approval, then CITY shall forward CONTRACTOR's approved invoices to Marin Sanitary
Services, which shall remit payment on each invoice directly to CONTRACTOR within thirty (30)
of receipt thereof.
5. TERM OF AGREEMENT
The term of this Agreement shall commence upon the date of execution of this Agreement
and shall end on March 31, 2022.
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
Rev. date: 1/30/14
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. 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
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.
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
Rev. date: 1/30/14 3
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.
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
Rev. date: 1130114
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
Rev. date: U30114 5
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:
Rev. date: 1130i 14
TO CITY: Cory Bytof
Sustainability Program Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR: Garth Schultz
Principal
R3 Consulting Group, Inc.
1512 Eureka Rd., Ste. 220
Roseville, CA 94661
16. INDEPENDENT CONTRACTOR.
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
Rev. date: 1130114
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.
Rev. date: 1130114
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
ATTEST:
'e&'./Va44,H,w
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
k,O\ ROBERT F. EPSTEIN, Ci Attorney
Rev. date: 1130114
CONTRACTOR
By:
Name: Garth Schultz
Title: Principal and Secretary
[If Contractor is a corporation, add signature of second
corporate officer]
Name: Richard Tagore-Erwin
Title: Principal and President
Z3 CONSULTING GROUP, INC.
RESOURCE5-RESPECT- RESPONSIBILITY
April 21, 2021
Cory Bytof
Sustainability Program Manager, City of San Rafael
1400 Fifth Avenue, San Rafael, CA 94901
submitted via email: Cory. Bytof(cDcityofsanrafael.org
SUBJECT: Proposal for SB 1383 Planning and Implementation Assistance
Dear Mr. Bytof (on behalf of the MSS Franchisors),
R3 Consulting Group, Inc. (R3) is pleased to submit this proposal to provide the City of San Rafael
(City) — serving as the lead agency on behalf of the Franchisors of Marin Sanitary Service (MSS),
comprised of the City, the Towns of Ross, Fairfax and San Anselmo, the City of Larkspur, County of
Marin, and Las Gallinas Valley Sanitary District (collectively "MSS Franchisors") — in Senate Bill (SB)
1383 planning assistance and initial implementation. We are well positioned to provide the requested
services to the Franchisors, having worked with you and MSS since 2017 while also simultaneously
gaining experience assisting other clients throughout California in planning for SB 1383 compliance.
R3 has been actively tracking the development of SB 1383 regulations and has participated in the
associated rule-making process up through the law's finalization as of November 3, 2020. We have
gained a thorough understanding of the regulations and are helping clients prepare for implementation.
SB 1383 has complex requirements which affect many aspects of solid waste collection and post -
collection systems. While haulers can assist in implementation of many aspects of the law, agencies
ultimately bear responsibility for its implementation. Via this project, we will work with you to establish a
coordinated approach for all MSS Franchisors, thus facilitating a cost-effective and smooth transition into
implementation for the MSS, each of your agencies, and, of course, for your solid waste customers.
While a coordinated MSS -area -wide approach will result in greater economies of scale for the City and
the other MSS Franchisors, certain tasks (in particular ordinance revision and procurement policy
development) will require agency -specific efforts. As such, this proposal includes tasks that will be
completed for all MSS Franchisors as well as specific tasks that will be customized for each agency as
appropriate. Please note that this proposal, and its costs, assume that all MSS Franchisors will elect to
participate in the project.
Rose Radford will serve as Project Manager and primary point of contact for this engagement. Garth
Schultz will serve as Principal -in -Charge and will work with Rose throughout the project. We appreciate
the opportunity to submit our proposal to the City. Should you have questions regarding our proposal or
need additional information, please do not hesitate to reach out directly.
Sincerely,
Rose Radford I Project Manager
R3 Consulting Group, Inc.
415 347.9536 1 rradford@r3cgi.com
Garth Schultz I Principal -in -Charge
R3 Consulting Group, Inc.
510.292 0853 1 gschultz@r3cgi.com
1512 Eureka Road. Suite 220 Roseville. CA 95661 p 916 782 7821 f 1. . r3cgi
1. SCOPE OF WORK
Task 1 — Project Kick-off and Coordination
Task 1.1 Kick-off Meeting
Upon City authorization to proceed, R3 will facilitate a project kick-off meeting with designated
representatives of the MSS Franchisors. The meeting will provide an opportunity to review the project
objectives, R3's project approach, schedule, and data availability. The kick-off meeting will serve to set
the expectations and timeline for the Scope of Work and establish the best means for ongoing
communication and collaboration between R3 and the MSS Franchisors for the duration of this
engagement.
One item of importance for discussion during the kick-off meeting will be how R3, the City, the
Franchisors and MSS will work collaboratively to ensure that this project provides the best possible
outcomes for customers and ratepayers, while still achieving meaningful compliance with the law. R3
understands that the City and the Franchisors do not intend for this SB 1383 planning and implementation
exercise to be a "check -the -box" exercise that results in compliance without due consideration of how to
ensure the resultant outcomes are good for customers, good for the environment, and good for the
economy. R3 whole-heartedly embraces this intention and has the on -the -ground experience working
with commercial business and other parties in Marin County on organics collection programs and other
similar policies. We will bring best practices gleaned from these experiences to bear in working with the
Franchisors throughout the course of the project.
Please note that we have budgeted for all meetings to be virtual, including check-in meetings with agency
staff, MSS, as well as presentations to Councils/Boards, and other bodies. Additional costs will be
incurred for required attendance at in-person meetings; R3 will seek City approval of additional costs
before they are incurred.
Task 1.2 Information Request
Upon authorization to proceed, R3 will provide the MSS Franchisors and MSS with a preliminary list of
documents in support of this Scope of Work.
Requested documents may include, but will not necessarily be limited to, the following:
Customer rate sheets;
Education and outreach information provided by MSS to customers;
Copies of most recent monthly and annual reports, including tonnage reporting; and
Other relevant data.
The provided information and materials, along with the documents already in R3's files, will assist with our
analysis and ultimate drafting of our Final Analysis Report and Findings.
Task 2 — Analysis of Current Programs and Implementation Pathways
There are aspects of the law, such as procurement policy, that would benefit from in-depth research,
engagement with industry and public -sector partners, and a detailed cost/benefit analysis. Planning for
requirements such as edible food recovery and reporting necessitates engagement with other agencies in
Marin County. Options for enforcement, which is required to begin in 2024, should be explored in concert
with interagency departments and other agencies in the County. Other aspects of the law, such as
municipal code updates, are self-contained and could be easily accomplished by each agency without
coordination with other agencies, though there are benefits to regional coordination.
R3 has been following SB 1383 regulations closely on behalf of many clients and has developed a user-
friendly SB 1383 action plan that we will customize according to the MSS Franchisors' needs. SB 1383
touches upon many aspects of solid waste management, many of which are currently the responsibility of
City of San Rafael I SB 1383 Planning Assistance 1 IL3
the franchised haulers via agreements, while others are jurisdictional responsibilities, and some may
already be the responsibility of either the County or Zero Waste Marin.
R3 will assess SB 1383 preparedness by beginning with our action plan template, and for
each requirement:
1. Determining if there is a similar existing requirement via another legislation such as Assembly Bill
(AB) 1826, and indicating which party(ies) are responsible for the similar requirement;
2. If there is a similar existing requirement, assessing current compliance activities conducted by the
party responsible against the upcoming requirements of the law and identifying changes that need to
be made, assuming no changes in responsible party; and
3. If there is no similar requirement (such as for edible food recovery), R3 will assess current conditions
and make recommendations that provide a pathway to compliance.
Gaps in compliance will be identified through this process, along with opportunities for program
improvements.
SB 1383 jurisdiction responsibilities can be broken up into five major compliance areas, described
in more detail in sub -tasks 2.1 - 2.5:
Education and Outreach;
Inspection and Enforcement, including the assessment of penalties and contamination monitoring;
Edible Food Recovery Programs;
Purchasing Policy Changes; and
Collection Service Adjustments.
Based on similar reviews for other jurisdictions, pathways are likely to include the following:
Implementing universal roll-out by providing organic waste collection services (including food waste)
to all residents and businesses;
Establishing a food recovery program in coordination with Marin County and/or other agencies as
appropriate;
Providing enhanced education and outreach to the community, which involves potential changes to
content and frequency of mailers and on-site outreach as appropriate;
Hiring a dedicated officer for enforcement of the law's requirements;
Procuring more recyclable and recovered organic products;
Gathering a significant amount of information for reporting to CalRecycle, both during the initial
planning and reporting process, and on an ongoing basis as a part of Electronic Annual Reports to
CalRecycle (reporting is currently completed by Zero Waste Marin); and
Monitoring and enforcing compliance through the agencies' municipal codes.
It should be noted that the tracking and reporting requirements of SB 1383 are substantial. We are aware
that MSS has already engaged Recyclist, which is a data management system designed to facilitate
tracking of outreach and education efforts and associated collateral such as photos and exemption forms.
While Recyclist may be effective for ongoing reporting for SB 1383, the agencies may need to coordinate
reporting activities with Zero Waste Marin (currently the designated AB 939 reporting entity for
jurisdictions in Marin County). Reporting is built in to all the programmatic implementation steps outlined
in this task, and recommendations on reporting will be included as a part of all sub -tasks listed below.
It should also be noted that many of these tasks would benefit from a coordinated regional approach. As
a part of some of these tasks, R3 proposes to engage various agencies active in Marin County in order to
facilitate collaboration. However, this scope of work is specifically designed to facilitate the MSS
City of San Rafael I SI3 1383 Planning Assistance 2 P,J
Franchisors' implementation of SB 1383, and as such, engagement with regional actors and the County is
focused on specific topic areas.
Task 2.1 Education and Outreach
Data shows that on -the -ground technical assistance is key to effective program implementation, from
signing businesses up for organics service to reduce contamination by more effective sorting. We are
aware that low contamination is a key requirement of the MSS Food to Energy program and that
contamination monitoring via route audits is also a requirement of SB 1383 (see Task 2.5, Collection
Service Adjustments).
SB 1383 requires education and outreach activities — generally in alignment with AB 1826
education and outreach — including the following:
Monitoring of businesses that generate 2 or more cubic yards of solid waste per week;
Conducting site visits to encourage correct participation and sign-up for non-compliant accounts;
Waste assessments, especially in the case of exemption requests or reported self -haul or back -haul
activities;
Annual mailers, which will need to include the new requirements of SB 1383 such as multi -family
recycling instructional materials provided to new tenants on move -in, front -of -house sorting containers
including recycling and organics containers with labels and correct color coding; and
Education and outreach targeted at Tier I and Tier II covered generators under the edible food
recovery requirements, which differ from the organics recycling requirements of AB 1826 and will
likely require staff to facilitate relationship -building between covered generators and recovery
organizations.
While these activities are familiar to MSS and MSS Franchisors and ramping up to AB 1826 covered
generator thresholds will likely facilitate most education and outreach activities required under the new
regulations, R3 anticipates additional staff effort related to education and outreach. This will likely require
increased staffing for the party(ies) identified as responsible for these requirements, including MSS and
the Franchisors' staff.
This Education and Outreach task will be completed for MSS Franchisors as a whole, and not
substantially customized for each MSS Franchisor.
Task 2.2 Inspection and Enforcement
Inspection and enforcement requirements included in SB 1383 represent a departure from the AB 1826
requirements in that penalties are required to be assessed on businesses not in compliance with
the recycling requirements, including: signing up, participating, placing containers for recycling and
organics in the front- and back -of -house, and self/back-hauling in compliance with the state's
requirements.
In summary, SB 1383 introduces:
Penalties for non-compliant businesses (under the organics recycling requirements, the requirement
to right -size containers, and the requirements to provide educational material as well as the edible
food recovery requirements described in Task 2.3) in alignment with the SB 1383 penalty structure
introduced in the regulations;
Penalties for haulers, including franchised haulers and the self -haul sector for not diverting organic
material according to the requirements;
Penalties for regulated entities for not providing adequate reporting (this includes edible food recovery
organizations);
Investigation of complaints of non-compliance by members of the public or other entities;
City of San Rafael I SB 1383 Planning Assistance 3 Q ��>
Contamination monitoring via periodic (current regulations require annual) route audits for every route
and a representative portion of customers; or via monitoring at post -collection facilities;
A defined "waiver" system similar to the exemption system for AB 1826, except that organics
generation thresholds are lower (10 gallons or less for customers below 2 cubic yards of solid waste
service, and 20 gallons or less for customers at or above 2 cubic yards), inspection of businesses
subject to waiver and adequate documentation is required, and re -inspection on a prescribed basis
(now every 5 years). Note that physical space limitations are included as a possible waiver rationale.
R3 generally recommends that exemption/waiver authority resides in jurisdiction or authority staff and
not the hauler; and
Required reporting to CalRecycle on all site visits, penalties, waivers.
Via this task, R3 will further refine our staffing impact analysis, and research compliance fee mechanisms
and alternative options for enforcement.
While the inspections required by the regulations can reasonably be performed by the hauler, others
(such as the edible food recovery enforcement and the front -of -house container placement) are not
appropriate to include in hauler responsibilities. Moreover, the regulations clearly state that authority for
enforcement cannot be delegated to a private entity. Based upon the SB 1383 planning assistance R3
has conducted for other agencies, R3 anticipates at this time that at least one part-time enforcement staff
with the ability to issue citations will be needed for the City of San Rafael; and some level of additional
enforcement staff will be needed for the other agencies.
This Inspection and Enforcement task will be completed separately for each MSS Franchisor.
Task 2.3 Edible Food Recovery Programs
Establishing and implementing food recovery programs can be challenging, but R3 is aware of a number
of edible food recovery organizations that are already operating in Marin County.
The County is responsible for a number of the key aspects of planning for SB 1383, including:
Inspection of all food -serving businesses via Environmental Health for enforcement of state minimum
standards; and
Planning for edible food capacity in the County, including identification of edible food recovery
organizations and assessment of those organizations' capacity, as well as any need for additional
capacity in the County.
As such, R3 proposes to initially engage the County and request available information about the County's
current edible food recovery planning efforts, as well as current activities conducted by County
Environmental Health inspectors and collateral already developed by the County. We will assist the
agencies in exploring opportunities for regional coordination and interagency collaboration related to
edible food recovery, with an eye toward going "above and beyond" basic requirements to design a
program that effectively captures edible food that was previously disposed, and provides it to people in
need.
After engaging with the County, R3 will then prepare a list of strategies appropriate for the agencies to
implement or support. These could include:
Connecting potential donors to potential recipients;
Providing small grants to food recovery organizations for refrigerators or vehicles;
City of San Rafael I SB 1383 Planning Assistance 4 P 3
Distributing model food recovery agreements to surplus food generators, based upon CalRecycle's
model agreement;
Coordinating efforts with County Environmental Health for distribution of food recovery information to
commercial food generators or training of food recovery organizations in safe food handling
procedures; and
Coordinating efforts with the County to ensure that food -insecure recipients are matched with food
distribution organizations.
The Edible Food Recovery Programs task will be completed for MSS Franchisors as a whole, and not
substantially customized for each MSS Franchisor.
Task 2.4 Purchasing Policy Changes
SB 1383 requires changes to each agency's purchasing policies, including procurement of recycled -
content paper, compost and/or mulch product from post -collection facilities, use of natural gas from post -
collection facilities, and use of electricity from qualifying post -collection sources.
Via this task, R3 will calculate the required amounts of product for each agency and will assist the
agencies as necessary in gathering information about current purchasing quantities of qualifying materials
from the various agency departments involved. Informational interviews with up to four related industry
and public sector partners will be arranged, including:
Central Marin Sanitation Agency, the agency that receives processed food scraps from MSS and
introduces those food scraps into its digesters for conversion into natural gas;
Marin Community Choice Energy, a non-profit renewable electricity provider that the agencies partner
with, and which has already obtained energy from some qualifying sources;
Marin Carbon Project or other solutions -based collaboratives that focus on the use of compost,
mulch, and biosolids, including strategic spreading of recovered organic content in open space; and
The Wildfire Prevention Authority or another public agency partner to explore the existing generation
of woody matter and the highest and best use of that matter for environmental purposes.
R3 will also conduct limited research to gather information on the use of the products required for
procurement to assist the MSS Franchisors in determining the most beneficial procurement strategy that
will align with the requirements of SB 1383.
This Purchasing Policy Changes task will be completed for MSS Franchisors as a whole, and not
substantially customized for each MSS Franchisor; although R3 will calculate recovered organics
procurement targets separately for each agency.
Task 2.5 Collection Service Adjustments
Although MSS is currently conducting a range of activities for AB 1826 compliance, R3 initially expects
that these activities will need to be expanded and adjusted to facilitate compliance with SB 1383.
Specifically, the Franchisors and MSS will need to explore the following types of adjustments in
collection programs:
Establishment or expansion of recycling and composting collection services to all customers to
address SB 1383 requirements;
Route audits for contamination monitoring;
Edible food recovery outreach and education and designation of responsibilities between hauler,
agencies, and County staff;
City of San Rafael I SB 1383 Planning Assistance 5 Z��>
Diversion and program monitoring and reporting;
Coordination and task designation between the agencies and the hauler; and
Collection container labeling adjustment to align with SB 1383 requirements for all new carts and bins
placed into service. These labels may be printed and not include graphics, but they must include a list
of allowed and dis-allowed materials. While commercial bin labels may be compliant, it is possible
that CalRecycle will require labels to be placed on all residential carts as well. Moreover, if MSS is
currently using black containers for the Food to Energy program, those carts will need to have their
lids changed to the yellow color to be compliant.
R3 will prepare a list of the adjustments that the MSS Franchisors may consider requesting MSS to make,
and present that list to MSS during one virtual meeting to discuss operational feasibility, benchmarking,
and costs, with universal service for all businesses as a significant point of discussion.
The information gathered during that meeting will be synthesized, analyzed, and provided as guidance to
the MSS Franchisors. This will identify which activities are best suited for MSS to perform, as well as
determining marginal activities that may benefit from MSS's assistance or involvement. We will provide
the analysis and recommendations in our final report to the MSS Franchisors, as a part of Task 4, and will
be available to assist the MSS Franchisors in negotiations for an amendment to the MSS agreement, or a
mutually agreed-upon letter of understanding (see optional Task 5).
This Collection Service Adjustments task will be completed for MSS Franchisors as a whole, and not
substantially customized for each MSS Franchisor. With this task, R3 will also provide an estimate of
initial costs of implementation for implementation of the SB 1383 requirements by the MSS Franchisors
based upon our recommended implementation approach. This cost estimate may be further adjusted
depending upon agency interests and the final implementation strategy during rate -setting in late 2021.
Task 2.6 Ongoing Coordination
R3 will arrange regular check -ins (approximately five meetings) by conference call with agency staff
throughout the duration of the project. R3 will advise agency staff of upcoming interviews and coordinate
agency staff availability to join in these meetings, with the ultimate goal of positioning staff to proceed with
implementation of the programmatic requirements after the planning process is complete. This task
includes regular check -ins with the MSS Franchisor staff as a whole, as well as individual meetings with
each agency (up to two per agency, in addition to the combined meetings with all Franchisors).
Task 3 — Municipal Code Update
R3 proposes to provide limited implementation assistance to the MSS Franchisors in preparing a
municipal or district code update in alignment with SB 1383 requirements.
SB 1383 requires updates to the municipal or district codes of every jurisdiction in California,
aligning with the following requirements in the regulations:
Universal service for organic waste diversion;
Other business and hauler requirements under the regulations, described more fully in Task 2, above;
Penalties for non-compliance and the mechanism for assessing such penalties;
Enforcement of CALGreen construction and demolition debris recycling requirements and container
design requirements; and the Model Water Efficient Landscape Ordinance, Title 23, Division 2,
Chapter 2.7 of the California Code of Regulations.
This task is limited to updates on municipal code language to align with SB 1383 and does not include
other revisions such as modernizing code language or alignment with franchise agreement language.
City of San Rafael I SB 1383 Planning Assistance 6 P,3
We are aware that the self -haul requirements of SB 1383 are of particular interest to the City of San
Rafael. Via this task, we will also prepare one short memorandum that describes the requirements of SB
1383 and how they are enacted in the model municipal code as well as the proposed municipal code. We
will provide an explanation on how self -haul regulation is envisioned in SB 1383, how it might be
implemented, and benefits/drawbacks to the proposed approach.
We recommend that the MSS Franchisors develop municipal/district code updates using the model
municipal code provided by CalRecycle as a basis and adapt that municipal code in accordance with
legal counsel's preference and R3's professional judgement. Via this task, R3 will work directly with legal
counsel and City staff to prepare an ordinance for adoption by each agency, will be available to present
and introduce the proposed ordinances at one virtual Council/Board meeting, and will attend one
additional virtual Council/Board meeting to answer questions for final adoption, per agency.
Please note that ordinance revisions outside of SB 1383 requirements may require additional effort than
is anticipated herein. Should the City or the agencies wish to explore other solid waste -related municipal
code changes, R3 would be happy to assist pending approval of additional contract expenses for work
outside of SB 1383.
Task 4 — Training, Reporting, and Presentations
R3 will arrange a combined SB 1383 training meeting to provide MSS Franchisor staff with additional
information about the law and suggests that agency management be engaged if not already for that
meeting. This training will be conducted virtually, and a copy of the presentation and an associated
handout will be provided beforehand to participants. We will present our findings to date and our
recommendations for next steps during that meeting and gather information from agency staff on
feasibility and preferences.
R3 will prepare a draft analysis report for City of San Rafael review which includes the following
key elements:
A summary update of recent legislation, including AB 341, AB 1826, AB 901, AB 1594 and SB 1383,
all of which should be addressed in the City's new Agreement(s);
A summary of the research, interviews, recommendations and outcomes from Tasks 2 and 3;
Suggested best practices to include as part of the Agreement(s) updates and/or letters of
understanding with the hauler.
As part of this task, we will provide an electronic version of the draft analysis report to the City of San
Rafael for comments. At the City staffs preference, we will be available for one additional meeting to
review findings and address the City's comments on the draft report.
Following discussion with the City, R3 will revise our draft report and provide the MSS Franchisors with a
second interim draft analysis report. We will be available to meet with each MSS Franchisor staff one
additional time to provide revisions and address comments, and thereafter will compile our final draft
report.
R3 will also be available to provide one virtual presentation to each Council/Board with findings and
recommendations resulting from the tasks above.
City of San Rafael I SB 1383 Planning Assistance 7 P,3
Optional Task 5 — Negotiations with MSS
The role of the hauler is key in designing an effective SB 1383 implementation plan. We will already have
identified roles for the hauler to fill and met with MSS to explore options on those roles as a part of Task
2.5. After resolution of those conversations, R3 expects that MSS will either propose an amendment to
their Agreement with the MSS Franchisors, or request that a letter of understanding or other less formal
agreement be agreed upon and signed.
Regardless of the mechanism, we expect that implementation of the SB 1383 requirements will involve
changes to the MSS costs of operation likely to impact rates. If the MSS Franchisors so desire, R3 can
assist the Franchisors in negotiating the rate impacts and finalize the language on program requirements
and design for those elements of implementation for which each chooses to engage MSS. In this
proposal, we have provided for up to five additional meetings with MSS, and the drafting of an
amendment or letter of understanding as an optional task.
Deliverables
Two (2) Draft Analysis and Findings Reports, including an SB 1383 preparedness matrix;
One (1) municipal code update for each agency;
Two (2) virtual Council/Board meetings [one (1) presentation and one (1) to answer questions] prior
to adoption of each municipal code update;
One (1) Final Analysis Report and Findings in electronic format;
One (1) virtual presentation, per agency, to Council or Board on findings and recommendations;
(Optional) Amendment or letter of understanding with MSS.
City of San Rafael I SB 1383 Planning Assistance 8 Z�
j
R3 is available to begin work on this project as soon as indicated by the City. R3 proposes the following
schedule for work completion, with the project beginning in May 2021 and completing by the end of
December 2021.
This schedule provides ample time to complete the required project effort, achieve compliance with SB
1383 starting May 2021 (pending appropriate agency action), and incorporate project results into the
regularly scheduled MSS 2022 rate adjustment and setting process.
City of San Rafael I SB 1383 Planning Assistance 9 [ZJ
Project Kick -Off and Coordination
May 2021
May 2021
2. Analysis of Current Programs and Pathways
June 2021
July 2021
Municipal Code Update
July 2021
September 2021
Final Analysis, Reporting, and Presentations
September 2021
December 2021
5. (Optional) Negotiations with MSS
July 2021
October 2021
City of San Rafael I SB 1383 Planning Assistance 9 [ZJ
3, PROJECT BUDGET
R3 proposes a contract with the City of San Rafael as the lead agency, providing for the scope of
services for all MSS Franchisors. Payment for work performed under this scope of services is
rate -recoverable MSS as a pass -through -cost. The proposed contract amount of $155,096 is a not -to
exceed amount based on time and materials for all Franchisors.
City of San Rafael I SB 1383 Planning Assistance 10 Q 3
TASK
7 -Agency Total
1
Project Kick-off and Coordination
$2,674
Education and Outreach
$5,462
Inspection and Enforcement
$16,819
Edible Food Recovery Programs
$7,762
2
Purchasing Policy Changes
$9,056
Collection Service Adjustments
$7,906
Ongoing Coordination and Cost Estimates
$8,481
3
Municipal Code Update
$38,467
4
Training, Reporting, and Presentations
Subtotal Tasks 1-4
$14,087
$110,716
5
(Optional) Negotiations with MSS
Total Tasks 1-5
$24,150
$134,866
15% Contingency
-. Grand Total
$20,230
$155,096
City of San Rafael I SB 1383 Planning Assistance 10 Q 3
Billing Rates
In the table below, we have provided our hourly billing rates for R3 that may be involved in providing the
City solid waste consultant services.
Z3CONSULTING GROUP, INC.
RESOURCES • RESPECT- RESPONSIBILITY
Principal
$225 per hour
Project Director
$215 per hour
Senior Project Manager
$190 per hour
Project Manager
$185 per hour
Senior Project Analyst
$165 per hour
Senior Administrative Support
$160 per hour
Project Analyst
$155 per hour
Associate Analyst
$145 per hour
Administrative Support
$125 per hour
Consultants/Subcontractors Cost plus 10%
Lodging and meals Direct cost
Travel - Private or company car At Current Federal Rate
Travel - Other Direct cost
Delivery and other expenses Direct cost
Payments
Unless otherwise agreed in writing, fees for work completed will be billed monthly at the first of each
month for the preceding month and will be payable within 30 days of the invoice date.
City of San Rafael 1 SB 1383 Planning Assistance 11 P'3
4. FIRM C, �UALIFICATICIMS
About R3
Incorporated in California in 2002, R3 is a California Certified Small Business with offices in Roseville and
Davis, California. Our firm is led by two principals, Richard Tagore-Erwin and Garth Schultz, who have
40+ years of combined solid waste expertise.
We specialize in providing a diverse range of solid waste management consulting services exclusively to
public agencies, including rate and financial reviews, competitive procurement and/or extension
negotiations of collection, processing and disposal services; development, implementation and monitoring
of service contracts and franchise agreements; and legislative compliance.
R3 works exclusively for public agencies and does not work for any private solid waste management
companies. We do, however, have very good professional working relationships with private sector
service providers - which is valuable in negotiations.
Food Waste Reduction Planning / Food Recovery
R3 assists clients with the development, implementation, and evaluation of their organics and food waste
reduction programs. Our extensive experience has allowed R3 to address a variety of issues that typically
confront our municipal clients during the implementation of their various programs and facilities, including
inter -jurisdictional coordination, planning requirements, diversion mandates, regulatory compliance,
community outreach, and public education.
Our organics -related services include the following:
Developing and evaluating existing organics programs;
Analyzing options for program improvement and potential new programs to implement;
Identifying businesses subject to compliance with SB 1383;
Monitoring and tracking covered generator compliance;
Designing and assessing public education and outreach materials and methods for notifying
businesses of their requirements and compliance options;
Developing franchised hauler tracking methods for necessary reporting, public education and
outreach, and compliance monitoring requirements;
Performing on-site waste assessments and material characterizations and providing hands-on
technical assistance to regulated businesses to support their compliance;
Facilitating private sector diversion opportunities, including food donations and recycle/reuse
vendors; and
Planning for end-use markets for compost product and SB 1383 implementation.
Legislative Compliance
R3 provides a full range of planning, design, implementation, monitoring, and administrative services in
support of regulatory compliance with AB 1826 (Mandatory Commercial Organics Recycling), SB 1383
(Short -Lived Climate Pollutants), AB 341 (Mandatory Commercial Recycling), AB 1594 (Ban on Green
Material ADC Diversion Credit), as well as new legislation such as AB 1669 (Displaced Employees), AB
901 (Solid Waste Reporting Requirements), and AB 876 (Organics Management Infrastructure Planning).
California has adopted aggressive legislation to reduce waste sent to the landfill and many jurisdictions
are not fully prepared to meet their requirements under AB 341, AB 1594 and AB 1826. Our
understanding of these legislative requirements and our hands-on experience assisting our clients with
implementing effective AB 341 and AB 1826 programs and preparing for the requirements of AB 1594,
AB 1669, SB 1383, and AB 901 has helped us to develop effective compliance strategies and
implementation plans that leverage existing franchised hauler resources and contractual requirements.
City of San Rafael I SB 1383 Planning Assistance 12 [Z3
We ensure that all regulatory requirements are being met and that our clients are taking the necessary
steps to remain in compliance with the law. We assist jurisdictions with meeting these requirements by
providing a coordinated approach that is logical and cost-effective, and draws upon our operational,
public policy, and public education and outreach capabilities.
Relevant Experience
R3's project team brings a unique level of relevant experience and knowledge of solid waste solutions
that can help you deliver the organics programs and policy that your community needs.
In the past 3 years alone, R3 has assisted 30+ clients with legislative compliance plans. Our work,
with a sampling shown below, covers everything from agreement negotiations, policy and ordinances
development, legislative compliance, to stakeholder engagement.
Project Team Qualifications
Below is a brief summary of roles and responsibilities for each project team member. More
information on their qualifications can be found within their resumes, located in the following pages.
City of San Rafael I SB 1383 Planning Assistance 13 P3
Name / Role
Specialty Responsibilities
Garth Schultz
Legislative Compliance,
Garth will provide project oversight as Principal,
Principal -4n -Charge
Rate Analysis; Strategic
as well as analytical support as needed. He will
Analysis, Project
contribute his expertise developing strategies
Leadership
for straightforward legislative compliance and
}r `]
organics planning.
a Rose Radford
Legislative Compliance
Rose will be the Project Manager and will be the
_ Project Manager
Guidance, Ordinance
rima int of contact. She will be responsible
primary Po Pons
Revisions, Capacity
for overseeing the team, providing analytical
Analysis, Pmfect
review, and leading stakeholder engagement
dig, Ah
Management
and presentations. Throughout the entire
engagement, she will be ensuring all the City
services are being met for the project.
Came Baxter
Legislative CoWiance
Carrie will bring her thorough understanding
- Analytical Support
Gridance, Collection
of SB 1383 and AB 827, AB 341, and AB 1826
Agreement Negotiations
and provide key analytical support to assist
and Ptomiement
in analyzing capacity needs and guidance on
Assistance, Orntnance
regulatory requirements.
Revisions, Rate Anatysis,
Project Management
Claire Wilson
Legislative Compliance
Claire will provide analytical support to assist in
- Analytical Support
Gddance, Reporting,
providing guidance on regulatory requirements
Ordinance Revision4
She will assist in the strateg¢ing and
Edible Food Recovery,
development of outreach materials.
Education and Outreach
Kristy Dalay
Legislative Compliance
Kristy will provide support for record keeping and
Analytical Support
Guidance, Rate and Data
reporting, as required under SB 1383, and assist
cAnalysis,
Education and
in creating outreach materials for ongoing
Outreach
educational purposes.
City of San Rafael I SB 1383 Planning Assistance 14 �3
RAF`
A
2
yo
wITH P`l`y
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: City Manager
Project Manager: Cory Bytof
Extension: 3407
Contractor Name: R3 Consulting Group, Inc.
Contractor's Contact: Garth Shultz
Contact's Email: gschultz@r3cgi.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE
DEPARTMENT
1 Project Manager
2 City Attorney
3 Project Manager
-t -
4 J Project Manager
PRINT
5 Project Manager
6 City Attorney
7
8
VJ
DESCRIPTION
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
COMPLETED REVIEWER
DATE Check/Initial
n/a
4/19/2021
a. Review, revise, and comment on draft agreement
and return to Project Manager 4/21/2021
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
Forward three (3) originals of final agreement to
contractor for their signature
When necessary, * contractor -signed agreement ❑ N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or Or
Public Works Contract > $125,000
Date of Council approval
CONTINUE ROUTING PROCESS WITH HARD COPY
Forward signed original agreements to City
Attorney with printed copy of this routing form
Review and approve hard copy of signed
agreement
City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
City Manager/ Mayor Agreement executed by Council authorized official
City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
5/3/2021
6/3/21
❑x