HomeMy WebLinkAboutLib New Library Project Tracking SurveyAGREEMENT FOR PROFESSIONAL SERVICES
FOR TRACKING SURVEY
FOR THE NEW LIBRARY PROJECT
This Agreement is made and entered into this /I day of bl7rl . 2022, by
and between the CITY OF SAN RAFAEL (hereinafter "C(TY"), and GODBE
CORPORATION dba GODBE RESEARCH (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, CITY operates the San Rafael Public Library ("LIBRARY");
and
WHEREAS, CITY has a need for a tracking survey in connection with the New
Library Project; and
WHEREAS, CONTRACTOR has the expertise required in tracking surveys and is
willing to provide the required services on the terms and conditions set forth in this
Agreement;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Assistant Library and Recreation Director/City
Librarian 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. Bryan Godbe 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 described in the
"Tracking Survey Agreement" contained in CONTRACTOR's proposal dated March 23,
2022, marked Exhibit "A" attached hereto and incorporated herein by this reference. The
length of the survey to be conducted by CONTRACTOR shall be as directed by CITY'S
PROJECT MANAGER in writing.
3. DUTIES OF CITY,
CITY shall pay the compensation as provided in Section 4 of this Agreement and
shall otherwise cooperate as necessary for the performance of CONTRACTOR's services
described herein.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY
shall pay CONTRACTOR as follows,
CITY shall pay CONTRACTOR as set forth in the "Project Cost Options" section set
forth in Exhibit "A". The total payment made for any individual work task will not exceed the
amounts shown in Exhibit "A" for the survey length directed by CITY'S PROJECT
MANAGER. The total contract amount shall not exceed $24,900, including costs and
expenses.
CITY will pay fifty percent (50%) of project fees upon invoicing from CONTRACTOR
at completion of the project kick-off meeting or start of work on a draft survey questionnaire,
whichever happens first, with that amount due Net 30. CITY will pay the remaining fifty
percent (50%) upon invoicing from CONTRACTOR after fieldling of the voter survey, with
that amount also due Net 30.
5. TERM OF AGREEMENT
The term of this Agreement shall be (12) months commencing on the date of this
Agreement. Upon mutual written 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
six (6) months.
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 noted party's
failure to cure or correct the cause of the termination, to the reasonable satisfaction of the
party giving such notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party
shall incur additional obligations under any provision of this Agreement without the prior
written consent of the other,
D. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall
be delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection
with the performance of its duties under this Agreement, shall be the sole property of CITY.
CITY may use said property for any purpose, including projects not contemplated by this
Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent,
for inspection and audit, all documents and materials maintained by CONTRACTOR in
connection with its performance of its duties under this Agreement. CONTRACTOR shall
fully cooperate with CITY or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement
nor the performance of any of their respective obligations hereunder, without the prior written
consent of the other party, and any attempt to so assign this Agreement or any rights, duties
or obligations arising hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR
shall maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount
of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000)
aggregate, for death, bodily injury, personal injury, or property damage.
2. 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/one million dollars ($1,000,000)
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.
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.
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8. It shall be a requirement under this Agreement that any available
insurance proceeds broader than or in excess of the specified minimum insurance coverage
requirements and/or limits shall be available to CITY or any other additional insured party.
Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage
and limits specified in this Agreement; or (2) the broader coverage and maximum limits of
coverage of any insurance policy or proceeds available to the named insured; whichever is
greater. No representation is made that the minimum Insurance requirements of this
agreement are sufficient to cover the obligations of the CONTRACTOR under this
agreement.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing
any self-insured retention (SIR) provision shall provide or be endorsed to provide that the
SIR may be satisfied by either the named insured or CITY or other additional insured party.
At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be
reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond
guaranteeing payment of losses and related investigations, claims administration, attorney's
fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT
MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance
evidencing the insurance coverage required in this Agreement; (2) a copy of the policy
declaration page and/or endorsement page listing all policy endorsements for the
commercial general liability policy, and (3) excerpts of policy language or speck
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. 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. The defense and indemnification obligations of this Agreement are
undertaken in addition to, and shall not in anyway 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 performancePof 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 parry.
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:
4
Department of Library & Recreation
Attn: Henry Bankhead, Project Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
TO CONTRACTOR's Project Director:
Godbe Research
Attn: Bryan Godbe
California/Corporate Offices
1220 Howard Avenue
Suite 250
Burlingame, CA 94010
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
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CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY
under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses,
assessments, unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or
condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to
be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any
subsequent breach or violation of the same or other term, covenant, condition, ordinance,
law or regulation. The subsequent acceptance by either party of any fee, performance, or
other consideration which may become due or owing under this Agreement, shall not be
deemed to be a waiver of any preceding breach or violation by the other party of any term,
condition, covenant of this Agreement or any applicable law, ordinance or regulation.
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 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
ATTEST:' /
Y r LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPS T ffi �Cltylta—r—ncey
CONTRACTOR
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N�����
[If CONTRACTOR is a corporation, add
signature of second corporate officer]
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Title: e 0
GODBE RESEARCH
Gain Insight
March 23, 2022
Ms. Susan Andrade -Wax
Director of Library and Recreation Services
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Ms. Andrade -Wax,
Godbe Research is pleased to be working with the City of San Rafael (San Rafael or City) on a
tracking survey of voters to evaluate, analyze, and track issues and topics of importance to the
City. The survey will be conducted via a hybrid Internet and telephone survey process, and this
letter (pages 1 and 2), the attached standard business terms (page 3), and project cost options
(page 4) will serve as the agreement for services outlined in this document for the project, once
signed by both parties.
1. Conducting a project kick-off meeting and additional conference calls as needed with the
City of San Rafael to discuss the research objectives, questionnaire design, and other
related topics for this tracking survey of voters.
2. Drafting, refining, and pre -testing a survey instrument of between 8 and 12 -minutes in
length to accomplish the goals of this tracking survey of voters, including ensuring that
the survey is compatible for both Internet and telephone survey formats. Please note
that the City will only be charged the total amount from page 4 that reflects the final time -
tested survey length for this specific tracking survey.
3. Purchasing a listed voter sample and developing a sampling design of registered voters,
which could include voters likely to vote in November 2022 and other potential election
cycles of interest to the City of San Rafael. The sample will be developed to leverage
Internet and telephone survey modalities.
4. Programming, testing & hosting the Internet version of the voter survey with known email
addresses in the State voter file.
5. Computer Aided Telephone Interviewing (CATI) programming the telephone version of
the survey instrument for efficient data collection.
6. Recruitment of voters in our sampling design via an email to Internet recruitment
process as well as a text to Internet recruitment process for voters with known emails
addresses and/or cell phone numbers in the voter file, respectively.
7. Conducting Internet and telephone interviews with up to 400 (n=400) total City of San
Rafael registered voters in our City approved sampling frame. Interviews will be between
8 and 12 -minutes in length, on average, and the City will only be charged the total
amount from the cost options on page 4 of this agreement that reflects the final time -
tested survey length for this specific tracking survey project.
8. Merging the Internet and phone data files, processing the data collected according to
strict quality control standards.
9. Providing the City of San Rafael with a topline report of initial findings for the revenue
measure feasibility survey and meeting with the City to review those findings similar to
past surveys conducted for the City.
Godbe 6?. --
San Rafael
Exhibit A
GODBE RESEARCH a 1220 Howard Avenue, Suite 250 Burlingame, CA 94010 office: 650.288.3020 = fax: 866.388.8510
C
GODBE RESEARCH
Gain Insight
10. Producing a written report of findings for the tracking survey of voters, with complete
crosstabulations for the City of San Rafael in Power Point format similar to past surveys
conducted for the City.
11. Developing a presentation of survey findings and presenting the results of the tracking
survey of voters to City of San Rafael staff/administration and the San Rafael City
Council.
12. On-going post project consulting with the City and any other project consultants and
stakeholders regarding results and recommendations from the tracking survey of voters,
as needed and directed by the City of San Rafael.
As with each our voter polling projects, fifty percent (50%) of project fees will be billed upon
completion of the project kick-off meeting or we begin working on a draft survey questionnaire,
whichever happens first, with that amount due Net 30. The remaining fifty percent (50%) will be
billed upon fieldling of the voter survey, with that amount also due Net 30. Finally, as previously
stated, the City of San Rafael will only be charged the total amount from the cost options on page
4 of this agreement that reflects the final time -tested survey length for this specific tracking survey
of voters.
Sincerely:
Charles Hester
Vice President
Godbe Research
Date
Agreed and Accepted By:
Mr. Jim Schutz
City Manager
City of San Rafael
Date
GODBE RESEARCH
Gain Insight
STANDARD BUSINESS TERMS AND CONDITIONS
GODBE RESEARCH
Contracts and agreements between Godbe Research and its clients include the following general terms and conditions
unless otherwise specified in a contract or agreement.
Flat Fees. Unless otherwise specified, Godbe Research charges a flat fee for all or a portion of its services to a client in
lieu of hourly charge.
Hourly Rates. The firm may opt to bill its staff time at specified hourly rates for each staff member. When estimated hours
are noted these are our best estimates of how long a job will take. Actual hours incurred are logged on employee time
sheets and final billings to clients are based on these actual figures. Hourly charges apply to all firm staff working for the
client with the exception of general clerical support. Work on specifically clerical projects is billed at normal hourly rates.
Advance Payment. In order to finance the client's work, the firm's policy is to require advance payment for telephone
interviewing. Advance payment of fees or hourly charges is normally required, particularly in the case of new clients.
Subcontractors' Fees. Should the firm retain a special employee solely for the purpose of providing services to a client, a
fee equal to 15 percent of the costs of such person will be charged to cover the firm's payroll costs.
Late Charges. Invoice terms are 30 days net unless otherwise specified in the agreement. A late charge of 1.5 percent
per month will apply on any amounts not paid within thirty (30) days of the date of an invoice.
Indemnity. All copy will be approved by the client in advance of production. Each party shall indemnify, defend and hold
harmless the other party from and against any loss, claim, action, course of action (including without limitation any
defamation action), judgment, damage, cost or expense (including attomeys' fees and costs) arising out of any actions of,
or materials written by, or information supplied by the other party.
Actinq as Agent. In compliance with California sales tax regulation, Godbe Research is designated as an Agent for the
acquisition of tangible personal property and services as they apply to its clients' advertising and sales promotion
activities.
awnershIn of Final Work Product Materials. In producing finished products, it is expressly understood that ownership of
all materials purchased by Godbe Research to complete the property to be produced passes to its clients once finalized
and paid for. Drafts and notes are to be owned by Godbe Research.
Independent Contractor. The agency shall perform the services as an independent contractor and shall not be treated as
an employee of the client for federal, state or local tax purposes or for any other purpose.
Entire Agreement. This agreement constitutes the entire agreement among the parties with respect to the subject matter
and supersedes any prior negotiations, understanding or agreement.
Successors. Any agreement between the agency and a client shall be binding upon, the heirs, successors and assignors
of the parties.
Termination. Any termination of this agreement by the client, after being signed, shall be of mutual consent. If the
agreement is terminated, Godbe Research will bill the client for all work completed to date (including subcontractors'
work) plus a 15% termination fee.
Attorneys' Fees. Should any action be brought by one party against the other party to enforce any agreement, the
prevailing party shall be entitled to recover from the other party its reasonable attorneys' fees, costs and expenses.
Governing Law; Venue. Any agreement between the agency and a client shall be governed by California law and any
action arising out of it shall be instituted and prosecuted only in the Municipal or Superior Court of the County of San
Mateo.
Godbe ee- San Rafael
GODBE RESEARCH
Gain Insight
PROJECT COST OPTIONS
The following cost options are associated with conducting an 8 to 12 -minute hybrid (Internet and
telephone) survey of up to 400 (n=400) total City of San Rafael voters as part of this tracking
survey project. The costs outlined below will not change provided that the scope of work
conforms to this letter of agreement. Should project parameters or City of San Rafael needs
change, we will be happy to provide amended costs prior to proceeding. Finally, the City will only
be charged the total amount from the options below that reflects the final time -tested and City -
approved survey length for this specific tracking survey of voters.
Hybrid Tracking Survey of up to 400 (n=400) San Rafael Voters
Project Task
8 -min.
10 -min.
12 -min.
Listed Voter Telephone Sample
$800.00
$800.00
$800.00
Listed Voter Email Sample
$600.00
$600.00
$600.00
Third -Party Email/Cell Phone Matching
$600.00
$600.00
$600.00
CATI Programming Telephone Version
$750.00
$900.00
$1,050.00
Internet Version Programming /Testing
$4,000.00
$4,125.00
$4,250.00
Internet Survey Recruitment/Hosting
$750.00
$750.00
$750.00
Telephone Interviewing
$5,800.00
$6,800.00
$7,800.00
Data Processing and File Merge
$800.00
$800.00
$800.00
Research Fee
$6,000.00
$6,000.00
$6,000.00
Project Management
$2,000.00
$2,000.00
$2,000.00
Miscellaneous E)Pense
$250.00
$250.00
$250.00
Voter Tracking Survey Total
$22,350.00
$23,625.00
$24,900.00
Agreed: Agreed and Accepted By:
Charles Hester Mr. Jim Schutz
Vice President City Manager
Godbe Research City of San Rafael
Date Date
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41
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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: Library & Recreation, Library Division
Project Manager: Henry Bankhead Extension: 3436
Contractor Name: Godbe Research
Contractor's Contact: Bryan Godbe Contact's Email: wbgodbe@godberesearch.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
a. Email PINS Introductory Notice to Contractor
DATE
Check/initial
1
Project Manager
n/a
❑
3/28/2022
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑
2
City Attorney
a. Review, revise, and comment on draft agreement
3/29/2022
® LG
and return to Project Manager
3/29/2022
® LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
4/12/2022
3
Department Director
Approval of final agreement form to send to
0 SLAW
contractor
4
Project Manager
_
Forward three (3) originals of final agreement to
�licl< here to
❑
Project Manager
contractor for their signature
enter a date.
5
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
Attorney with printed copy of this routing form
7
City Attorney Review and approve hard copy of signed
_agreement
City Attorney Review and approve insurance in PINS, and bonds
8
Ll J13'Z�ZZ
(for Public Works Contracts)
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