HomeMy WebLinkAboutED Strategic Consulting ServicesAGREEMENT FOR PROFESSIONAL SERVICES
FOR ECONOMIC DEVELOPMENT STRATEGIC CONSULTING SERVICES
This Agreement is made and entered into this 'S day of 20��y
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and K094ONT & ASSOCIATES,
INC., a California corporation (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY is in need of economic development services for the City of San
Rafael's economic development strategic plan; and
WHEREAS, the CONSULTANT has the experience and capabilities to provide consulting
and analytical services including economic market analyses and strategic recommendations.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Economic Development Director, or her designee,
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. Ken Hira 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 June 13, 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 time and materials basis for services rendered in accordance with the rates
described in Exhibit A, for a total amount not -to -exceed $157,590.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for one (1) year(s) 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 (1) year(s).
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.
7. 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.
8. 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
Revised 1/29/2020
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, 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
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
Revised 1/29/2020
"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
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
Revised 1/29/2020
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. INDEMNIFICATION.
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. 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 of, expiration of or completion of work (Scope
Exhibit A) under this Agreement for the full period of time allowed by law, subject to any
applicable statute of limitations.
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
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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:
TO CONSULTANT's Project Director:
16. 1NDEPEIVDENT CONTRACTOR.
Economic Development Director
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Ken Hira
Kosmont & Associates, Inc.
1601 N Sepulveda Blvd. , #382
Manhattan Beach, CA 90266
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.
Revised 1/29/2020
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 term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code, 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).
Revised 1/29/2020
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.
[Signatures are on the following page.]
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
(IZ40 4 S5
]I UTZ, City Manager
ATTEST:
�•■ V A
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
ROBER F. EPSTEIN Ci A �
tY orneY
Revised 1/29/2020
CONSULTANT
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(�a�m Lan -VT
T atrho
Title: CX al rota ?
[If CONSULTANT is a corporation, add signature of
second corporate officer]
By:
Name: fi G`A7 vi All,
Title: 1 err L/
kos`on
companies
since 1986
Exhibit A
San Rafael Economic Development Strategy
Kosmont Companies Scope and Budget
Kosmont Companies ("Kosmont" or "Consultant") is pleased to provide the following Scope of Work and
Budget for an Economic Development Strategy ("Strategy") for the City of San Rafael ("City" or "Client").
Kosmont will prepare the Strategy based on the following tasks to address existing economic conditions,
regional real estate trends and opportunities and provide tactical recommendations on business
attraction, expansion, and retention through place -making recommendations and community feedback,
with emphasis on both mall revitalization and needs for small business support in the City.
SCOPE:
Approach to Tasks: The prospective assignment and consulting services that Kosmont will provide will
be of a relatively limited scope and duration, and advisory in nature. Kosmont will be making
recommendations only, which advise the Client and jurisdictions, including its elected officials, appointed
officials and staff, which they can accept or reject. None of Kosmont's staff will act in a capacity as an
elected official, nor appointed official, nor as staff, nor as serving in a "designated" position.
Task 1: Kickoff Meeting
Kick-off meeting with City staff to establish communication protocols, review scope and schedule, take a
tour of the City commercial and employment areas, and review key planning, budget and economic
documents.
Task 2: Group Meetings
City staff / Council member / business group meetings (list to be provided by City and agreed upon by
Kosmont), coordinated to be efficiently part of the kick-off meeting, to gain an overview of City goals,
objectives, opportunities and challenges facing the City, its residents and business community.
Task 3: Demographic and Economic Conditions
Assessment of current demographic and economic conditions for the City and its commercial / industrial
and employment districts.
Task 4: Market Assessment
Research Retail, Office, Hotel, Industrial and Apartment market data and identify site specific
opportunities in the City. The market assessment will include a Strength, Weakness, Opportunities and
Threat ("SWOT") analysis of commercial districts and sites. Kosmont will work with City to identify 2-3
key districts or key sites and suggest development strategy options based on high level financial analysis.
Task 5: Community Workshops (2)
An initial community workshop to solicit feedback and public insights as to the challenges and
opportunities facing residents and the business community, and provide initial overview of economic
Kosmont Companies
Mailing Address: 1601 N. Sepulveda Blvd., #382 (424) 297-1070 Physical Address: 1230 Rosecrans Ave., #630
Manhattan Beach, CA 90266 www.kosmont.com Manhattan Beach, CA 90266
kosmon
C0111pallks
City of San Rafael
Economic Development Strategy
6/13/2022
trends and existing market conditions. Kosmont will participate in an additional workshop following further
research and analysis to present preliminary findings, opportunity sites and potential recommendations
and solicit feedback.
Task 6: Zoning / Policy Review
High level review of zoning and permit policies and regulations and their impact on business attraction /
retention / expansion. Kosmont will consider workforce attraction / development strategies and assess
marketing efforts / special events programming / social media platforms in the context of increasing
daytime and overnight visitation.
Task 7: Northgate Mall
During the Strategy process, Kosmont will provide site specific market, financial and fiscal analysis
related to the Northgate Mall redevelopment planned by Merlone Geier Partners. Kosmont will do case
study research of successful mall revitalization strategies to provide City with options to consider for
Northgate Mall revitalization.
Task 8: Economic Development Tools
Overview and feasibility analysis of key economic development / implementation tools for the City to use
(e.g., Development Opportunity Reserve D.O.R ®, Sales Tax Assessment Revenue STAR*®, Community
Facilities District CFD, Enhanced Infrastructure Financing District EIFD).
Task 9: Strategy
Prepare a draft Strategy in PowerPoint format within five to six months from start of assignment and make
presentation to Economic Development Committee via Zoom (or alternative group as directed by City).
Kosmont will recommend a near-term and long-term action plan and establish metrics for City to measure
success of the strategies. Following receipt of comments from City, Kosmont will prepare the final
Strategy and make a presentation to the City Council.
It is important to note that the tasks outlined are in approximate order of completion. Kosmont will
accelerate or delay certain tasks based on the outcome of community meetings and staff priorities.
Kosmont and City will mutually agree on format of meetings whether in person (up to 4) or via Zoom in
consideration of available budget and expenses.
Following the completion of the Strategy, Kosmont will be available for additional contract services to
assist City in evaluating development opportunities and implementation.
BUDGET
Compensation for above Tasks is not to exceed $150,090 based on Kosmont professional services
(hourly) fees at Consultant's billing rates as shown on Attachment A. Additional expenses 1) and 2) on
Attachment A are estimated at $5,000 to $7,500 for a maximum total of $157,590. Future increases in
budget will require approval by Client in advance. Budget may be increased by Client at any time.
Kosmont Companies
(424)297-1070
www.kosmont.com
2 1 P a g e
kosmon .
companies
ATTACHMENT A
Kosmont 2022 Public Agency Fee Schedule
Professional Services
Chairman & CEO
President
Senior Vice President/Senior Advisor
Vice President/Project Advisor
Senior Project Analyst
Project Analyst/Project Research
Assistant Project Analyst/Assistant Project Manager
Project Promotion/Graphics/GIS Mapping Services
Clerical Support
Additional Expenses
City of San Rafael
Economic Development Strategy
6/13/2022
$395.00/hour
$365.00/hour
$325.00/hour
$225.00/hour
$195.00/hour
$165.00/hour
$125.00/hour
$ 95.00/hour
$ 70.00/hour
In addition to professional services (labor fees):
1) Out-of-pocket expenditures, such as travel and mileage, professional printing, and delivery
charges for messenger and overnight packages will be charged at cost.
2) Project/Market data sources for support of evaluation and analysis e.g., ESRI, Placer.ai,
CoStar/STR, IMPLAN and other based on quoted project cost.
3) If Kosmont retains Third Party Vendor(s) for Client (with Client's advance approval), fees and
cost will be billed to Client at 1.1X (times) fees and costs.
4) Consultant's attendance or participation at any public meeting, whether such participation is
in person, digital, video and/or telephonic (e.g., City Council, Planning Commission,
Public Agency Board, other) requested by Client and are beyond those specifically identified in
the Scope of Work will be billed at the professional services (hourly) fees as shown on this
Attachment A.
• Charges for Court/Deposition/Expert Witness -Related Appearances
Court -related (non -preparation) activities, such as court appearances, depositions, mediation,
arbitration, dispute resolution and other expert witness activities, will be charged at a court rate of 1.5
times scheduled rates, with a 4 -hour minimum.
Rates shall remain in effect until December 31, 2022.
Kosmont Companies 3 1 P a g e
(424)297-1070
www.kosmont.com
kOSA01,
compottics
since 1986
TASKS
Task 1: Kick off Meeting and
Document Review
Task 2: Group Meetings
Task 3: Demographic / Economic
Trends
Task 4: Market Assessment
Task 5: Community Workshops (2)
Task 6: Zoning / Policy Review
Task 7: Northgate Mall
Task 8: Economic Development
Tools
Task 9: Strategy Report / CC
Presentation
TOTAL BUDGET
Reimbursable Expenses
Maximum TOTAL
Exhibit A
cost /
Task
Hours /
Task
`President
$365
SVP/Senior ` Vice
Advisor President
$325 $225
$14,980
52
12
16
24
$9,150
30
10
10
10
$13,600
48
10
14
24
$19,380
68
I
12
24
32
$19,710
62
24
24
14
$13,180
44
12
16
16
$19,320
64
18
24
22
$16,040
56
16
12
28
$24,730
82
22
32
28
$150,090
506
136
172
198
$5,000-
$7,500
$157,590
Task budgets can be reallocated as deemed appropriate by Consultant
Kosmont Companies
Mailing Address: 1601 N. Sepulveda Blvd., #382 (424) 297-1070 Physical Address: 1230 Rosecrans Ave., #630
Manhattan Beach, CA 90266 www.kosmont.com Manhattan Beach, CA 90266
RAP
7
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TY WITH Ply
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: Economic Development & Innovation
Project Manager: Danielle O'Leary Extension: 3460
Contractor Name: Kosmont & Associates
Contractor's Contact: Ken Hira Contact's Email: khira@kosmont.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
n/a
X❑
b. Email contract (in Word) and attachments to City
6/13/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
a. Review, revise, and comment on draft agreement
❑X
2
City Attorney
6/13/2022
and return to Project Manager
6/13/2022
❑X GC
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
Rev. 7/19/22
❑X GC
3 Department Director
Approval of final agreement form to send to
contractor
4 Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
5
Project Manager
When necessary, contractor -Signed agreementX❑
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
6/21/2022
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6 Project Manager
Forward signed original agreements to City
7/29/2022
Attorney with printed copy of this routing form
I
7
City Attorney
Review and approve hard copy of signed
agreement
Review and approve insurance in PINS , and bonds
d
8
City Attorney
for Public Works Contracts
9
City Manager/ Mayor
Agreement executed by City Council authorized
�)
official
Z
10
City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager