HomeMy WebLinkAboutPW Kerner Pump Station Trash Capture Device Project CEQA ServicesAGREEMENT FOR PROFESSIONAL SERVICES
FOR KERNER PUMP STATION TRASH CAPTURE DEVICE PROJECT CEQA
SERVICES
This Agreement is made and entered into this all day of V �he , 20��y
and between the CITY OF SAN RAFAEL (hereinafter "CITY'), and Environmental Science
Associates, Inc., a corporation authorized to do business in California (hereinafter
"CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional services are required to complete
the California Environmental Quality Act ("CEQA") documentation in connection with the Kerner
Pump Station Trash Capture Device project; and
WHEREAS, the CONSULTANT has agreed to render such services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. Theo Sanchez is hereby designated the PROJECT
MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress
and execution of this Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Alisa Moore is hereby designated as the PROJECT DIRECTOR
for CONSULTANT. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall
notify the CITY within ten (10) business days of the substitution. -
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services as outlined in
CONSULTANT's proposal, dated May 5, 2022, marked as Exhibit A, attached hereto and
incorporated herein.
3. DUTIES OF CITY.
CITY shall cooperate with CONSULTANT in performance of its duties under this
Agreement and shall pay the compensation as provided in Paragraph 4,.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT on a time and materials basis for services rendered in accordance with the rates
described in Exhibit A, for a total amount not -to -exceed of $50,000.00.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
TERM OF AGREEMENT.
The term of this Agreement shall be for one year commencing upon date of execution of this
Agreement. Upon mutual agreement of the parties, and subject to the approval of the City Manager
the term of this Agreement may be extended for an additional period of up to one year.
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 CONSULTANT and any and all of CONSULTANT's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement. The CITY
acknowledges that its use of documents on projects not contemplated by this Agreement is at its sole
risk and without liability to CONSULTANT.
Revised 1/29/2020
INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall
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) 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 CONSULTANT's performance of services under this Agreement.
Where CONSULTANT is a professional not required to have a professional license, CITY reserves
the right to require CONSULTANT to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONSULTANT shall maintain workers'
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. CONSULTANT's workers' compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONSULTANT in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or workers' 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
Revised 1/29/2020
operations) under the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as
ISO form CG20 0104 13.
3. Except for professional liability insurance or workers' compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation, but this
provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than 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
CONSULTANT under this Agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
Revised 1/29/2020
CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in this
Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from CONSULTANT. 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. INDEMNIFICATI
A. Except as otherwise provided in subparagraph B of this section, CONSULTANT
shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by
CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the
"City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or
expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and
fees of litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the active
negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification
obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active
negligence or willful misconduct. In addition, the acceptance or approval of the
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in
defense of such claims.
B. Where the services to be provided by CONSULTANT under this Agreement are
design professional services to be performed by a design professional as that term is defined under
Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
Revised 1/29/2020
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.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS,
CONSULTANT shall 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. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT 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 CONSULTANT do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager: Theo Sanchez
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
TO CONSULTANT's Project Director: Alisa Moore
550 Kearny St, Suite 800
San Francisco, CA 94108
Revised 1/29/2020
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
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 tern, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
Revised 1/29/2020
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code, and CONSULTANT shall pay any
and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for
any work performed under this Agreement, until CONSULTANT has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern 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.
Revised 1/29/2020
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
QWX C4, to
ROBER ' F. EPSTEIN, Ci Attorney
Revised 1/29/2020
CONSULTANT
141ita AI Me
By: Alisa Moore (Jun 7, 202212:43 PDT)
Name: Atisa Moore
Title: Vice President, NorCal Water Group Director
[If CONSULTANT is a corporation, add signature of
second corporate officer]
By:
Name: Catherine McEfee
Title:Vice President
The City of San Rafael's Trash Capture Device Project
Scope of Work for CEQA Initial Study and
Mitigated Negative Declaration
May 5, 2022
Project Summary:
The City of San Rafael (City) is designing and installing a new trash capture device for the
Kerner Street Pump Station at the northwest corner of Pickleweed Park. The trash capture
device will be located within the footprint of the proposed setback levee being planned under the
Tiscornia Marsh Project. Environmental Science Associates (ESA) is proposing to assist the
City with preparation of CEQA documentation for the Trash Capture Device Project, utilizing
data as appropriate from the recent Environmental Impact Report (EIR) for the Tiscornia Marsh
Project.
Project Roles:
• The City is the project sponsor for the Trash Capture Device Project and the CEQA lead
agency.
• The Trash Capture Device Project is being designed under a separate contract by the City's
consultant team.
• ESA is assisting the City with CEQA documentation under this direct contract with the City.
■ The Project relies on receiving dredged sediments from a third -party source. Permitting and
design of the separate dredging project are independent of this Project and not included in
this contract.
Scope and Budget Proposal:
Scope of ESA will assist the City with preparing an Initial Study/Mitigated Negative
Work: Declaration (IS/MND) for the Trash Capture Device Project. The IS/MND will
substantially rely on information found within the Tiscornia Marsh Habitat
Restoration and Sea Level Rise Adaptation Project EIR. The EIR will be
used as the basis of the IS/MND and the IS/MND will incorporate pertinent
environmental information, such that the discussion in the IS/MND will be
limited to new effects which have not been considered in the Tiscornia EIR.
The IS/MND will include a description of the proposed Trash Capture Device
Project, a description of the existing environmental setting, an analysis of the
potential environmental impacts of the Trash Capture Device Project, and
mitigation measures required to avoid or reduce potentially significant
impacts. It is anticipated that new environmental analyses would
predominantly be related to construction -related impacts associated with
transportation, air quality, and noise.
Deliverables: . Administrative Draft IS/MND
• Draft and Final Notice of Intent to Adopt
Page 1 of 2
Deliverables • Public Review Draft IS/MND
(cont.) • Administrative Draft Response to Comments Memo
• Final IS/MND
• Draft and Final Notice of Determination
Scope Y The City and its design consultant will provide ESA with all project
Assumptions: information for the Trash Capture Device required to complete the
analyses in a timely manner.
• CEQA documentation will not include future upgrades to the Kerner
Street Pump Station.
• Up to four (4) one-hour project management conference calls.
• Revisions to the Trash Capture Device Project after initiation of analyses
may cause schedule delays and require additional budget.
• Additional field surveys will not be required to prepare the IS/MND.
• It is assumed for this task that the Trash Capture Device Project would
result in impacts at the less -than -significant level. (We will immediately
notify the City if we identify one or more new and significant impacts.)
• The project team will provide one set of consolidated, non -contradictory
comments in a timely manner for each review cycle.
• ESA shall prepare responses to up to five (5) comment letters (up to 10
hours of effort) received on the Public Review Draft IS/MND.
• All draft and final deliverables will be submitted electronically.
• The Section 106 process has been satisfied in the Tiscornia EIR and no
additional NHPA documentation is needed.
• ESA will be reimbursed for document filing fees.
Budget: As it is difficult to estimate the level of effort required for this scope, we
recommend compensation on a time and materials basis, not to exceed the
total estimate budget of $50,000 without prior authorization. ESA will invoice
monthly for actual time and materials according to our contract rate schedule.
See Table 1: Cost Proposal for detailed information on ESA's proposed labor
and expenses.
Schedule: ESA assumes that this work will be completed by December 2022.
Page 2 of 2
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PSA - Kerner Trash Capture CEQA (Revised)
Final Audit Report 2022-06-07
Created: 2022-06-07
By: Logan Sakai (Isakai@esassoc.com)
Status: Signed
Transaction ID: CBJCHBCAABAAoliGGFDhEE18Ctgy4K918pTvnIXZIGi7
"PSA - Kerner Trash Capture CEQA (Revised)"
History
Document created by Logan Sakai (Isakai@esassoc.com)
2022-06-07 - 4:16:35 PM GMT
Document emailed to Alisa Moore (amoore@esassoc.com) for signature
2022-06-07 - 4:18:24 PM GMT
Email viewed by Alisa Moore (amoore@esassoc.com)
2022-06-07 - 7:42:37 PM GMT
6o Document e-signed by Alisa Moore (amoore@esassoc.com)
Signature Date: 2022-06-07 - 7:43:11 PM GMT -Time Source: server
Document emailed to Catherine McEfee (cmcefee@esassoc.com) for signature
2022-06-07 - 7:43:13 PM GMT
Email viewed by Catherine McEfee (cmcefee@esassoc.com)
2022-06-07 - 7:59:58 PM GMT
do Document e-signed by Catherine McEfee (cmcefee@esassoc.com)
Signature Date: 2022-06-07 - 8:06:38 PM GMT - Time Source: server
® Agreement completed.
2022-06-07 - 8:06:38 PM GMT
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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: Public Works
Project Manager: Theo Sanchez Extension: 3352
Contractor Name: Environmental Science Associates
Contractor's Contact: Alisa Moore Contact's Email: Amoore@esassoc.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
1
RESPONSIBLE
DEPARTMENT
Project Manager
2 City Attorney
3
4
5
Department Directo
vroJeci manager
Project Manager
DESCRIPTION
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
r Approval of final agreement form to send to
contractor
Forward three (3) originals of final agreement to
contractor for their signature
When necessary, contractor -signed agreement
agendized for City Council approval
*City Council approval required for Professional Services
Agreements and purchases of goods and services that exceed
$75,000; and for Public Works Contracts that exceed $175,000
PRINT
6 Project Manager
7 City Attorney
8 City Attorney
9 City Manager/ Mayor
Date of City 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
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
Agreement executed by City Council authorized
official
10 I City Clerk i Attest signatures, retains original agreement and
forwards copies to Project Manager
COMPLETED REVIEWER
DATE Check/Initial
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enter a date.
5/17/2022
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5/18/2022
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6/14/2022 1 AD
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