HomeMy WebLinkAboutCM Housing Advisory Services; 2024AGREEMENT FOR PROFESSIONAL SERVICES
BY AND BETWEEN
THE CITY OF SAN RAFAEL
AND
SEIFEL CONSULTING, INC.
FOR HOUSING ADVISORY SERVICES
This Agreement is made and entered into as of April 4, 2024 (the "Effective
Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation
(hereinafter "CITY"), and SEIFEL CONSULTING, INC., a California corporation (hereinafter
"CONSULTANT"). CITY and CONSULTANT may be referred to individually as a "Party" or
collectively as the "Parties" or the "Parties to this Agreement."
RECITALS
A. CITY desires to secure professional services more fully described in this
Agreement, at Exhibit A, entitled "SCOPE OF SERVICES"; and
B. CONSULTANT represents that it, and its subcontractors, if any, have the
professional qualifications, expertise, and necessary licenses and desire to provide certain goods
and/or required services of the quality and type which meet objectives and requirements of CITY;
and
C. The Parties have specified herein the terms and conditions under which such
services will be provided and paid for.
NOW, THEREFORE, the parties hereby agree as follows:
AGREEMENT
SERVICES TO BE PROVIDED.
Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall
furnish all technical and professional services, including labor, material, equipment,
transportation, supervision and expertise (collectively referred to as "Services") to satisfactorily
complete the work required by CITY at its sole risk and expense. Services to be provided to CITY
are more fully described in Exhibit A entitled "SCOPE OF SERVICES." CONSULTANT
acknowledges that the execution of this Agreement by CITY is predicated upon representations
made by CONSULTANT in that certain proposal ("Proposal") set forth in Exhibit A, which
constitutes the basis for this Agreement.
2. COMPENSATION.
In consideration for CONSULTANT's complete performance of Services, CITY shall pay
CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit
rates and rates per hour for labor, as set forth in Fxhibit A, for a total amount not to exceed
Rev 0822
$10,000.
CONSULTANT will bill City on a monthly basis for Services provided by
CONSULTANT during the preceding month, subject to verification by CITY. CITY will pay
CONSULTANT within thirty (30) days of City's receipt of invoice.
TERM OF AGREEMENT.
Unless otherwise set forth in this Agreement or unless this paragraph is subsequently
modified by a written amendment to this Agreement, the term of this Agreement shall begin on
the Effective Date of this Agreement and terminate on June 30, 2024.
4. PROJECT COORDINATION.
A. CITY'S Project Manager. Chris Hess 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. Libby Seifel 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.
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 parry'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.
voszz 2
6. 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.
7. 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.
8. 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.
9. INSURANCE REQUIREMENTS.
During the term of this Agreement, and for any time period set forth in Exhibit B,
CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance
policies with respect to employees and vehicles assigned to the performance of Services under this
Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage
verifications as defined in Exhibit B.
10. 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,
v 08 22
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
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.
11. 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.
12. 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.
13. 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.
v 08 22 4
14. 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:
Chris Hess
1400 Fifth Avenue
San Rafael, CA 94901
15. INDEPENDENT CONTRACTOR.
To CONSULTANT's Project Director:
Libby Seifel
5214F Diamond Hts Blvd., #221
San Francisco CA 94131
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.
16. 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.
17. 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,
v 08 22
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
18. 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.
19. 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.
20. 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).
21. 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.
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
23. 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.
v 08 22 6
[Signatures are on the following page.]
v 08.22
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL: CONSULTANT:
law a S"immal• A� A 102410.0 P07
Laura Simpson, Interim Community
Development Director By: Elizabeth (Libby) Seifel
Name: „ Eliza*41011
APPROVED AS TO FORM: Title: President
Office of the City Attorney
[If CONSULTANT is a corporation, add
signature of second corporate officer]
By: GENEVIEVE COYLE,
Assistant City Attorney
By: Elizabeth (Libby) Seifel
ATTEST: Name:6izab2fk Sew
City Clerk Title: Tresurer
Epvma Nwwti o`)
Brenna Nurmi (for) Am 9.202408: BPD l
LINDSAY LARA, City Clerk
09.22 8
EXHIBIT A
SCOPE OF SERVICES
The Services to be performed for CITY by CONSULTANT under this Agreement are more fully
described in CONSULTANT's proposal, which is attached to this Exhibit A.
Housing Advisory Services for City of San Rafael — Seifel Consulting, Inc.
The purpose of this work program is to advise the City of San Rafael (City) regarding the evaluation of
three developer proposals that the City received for a proposed affordable housing development in
downtown San Rafael at 519 4`' Street. Seifel Consulting, Inc. (Seifel) proposes to perform an
independent analysis of the financial pro forma and associated financial information in these proposals.
The following proposed tasks are presented based on our initial understanding of the work to be
performed. These tasks may be refined upon project initiation.
A. Scope of Services
The first step in our work program will be a kickoff conference call to review the proposed work tasks
and discuss how they can most efficiently and effectively be implemented. During this meeting, we will
review information that City staff has prepared regarding its initial evaluation of the three proposals.
Leveraging information and analysis that City staff has already undertaken, we will evaluate each
proposal and provide a summary matrix of observations regarding each proposal and identify questions to
be asked of the developers to help the City further evaluate what developer to select. The evaluation is
proposed to include the following:
• Review and summarize the developer's pro forma projections of development costs, rental
income, operating expenses and cash flow, as well as their proposed sources and uses of funds.
• Evaluate the reasonableness of their approach to developing and funding the project, including a
high level review of their proposed funding program and identification of any potential issues that
might prevent project success.
• Prepare a list of follow up questions and/or data requests based on this evaluation.
• Prepare for and attend up to 3 calls with City staff.
If needed, additional work will be completed under Task 2 Additional Services, described below.
Work Product: We will provide a summary offindings that will include a matrix comparison of the
proposals based on the due diligence review performed in Task 1.
Task 2. Additional Services
This scope of services is based on our initial understanding of our role and the tasks to be performed
under this assignment. Seifel will provide additional services upon City staffs approval, which may
include, but are not limited to:
• Assist staff in the preparation of staff reports or other documents that are not described above.
• Prepare presentations and/or participate in public meetings or preparatory in -person meetings.
• Review other related issues and/or documents and advise City staff regarding how best to
accomplish this development as it moves forward.
Rev 08 22 A-1
• Prepare written products or additional analyses, as mutually agreed upon.
• Provide additional advisory services, as mutually agreed upon.
These additional services will be billed on a time and expenses basis based on the billing rates below.
B. Schedule
Seifel anticipates completing Task 1 within 2-3 weeks of contract notification from the City, with the
schedule subject to refinement based on input from City staff as the work program progresses.
C. Compensation
Given the nature of the assignment, it is difficult to precisely identify the hours required to accomplish
our work program. Based on our initial understanding of the scope of work, the Task 1 budget is proposed
to be $6,000, which assumes that we promptly and efficiently receive the relevant information from City
staff and can schedule timely calls to review key findings.
Seifel will bill its consulting services monthly up to an agreed -upon budget on a time and material basis
based on the following 2023 hourly rates, which will be maintained through FY 2023/24. Seifel will keep
City staff informed regarding the budget status for Task 1. If necessary and requested by City staff, Seifel
will provide additional services as described in Task 2 up to a mutually agreed upon budget.
2023 Hourly Rates (Time)
President $275
Senior Managing Consultant $200
Consultant $135
Administrative Support $90
Expenses (Materials)
Seifel Consulting Inc. bills expenses as follows:
• Photocopying/report reproduction charges with a combined total exceeding $25 per month will be
billed at 10 cents per black & white single -sided letter page (20 cents for a ledger -sized page) and one
dollar per color single -sided letter page (two dollars for a ledger -sized page), except for bulk
reproduction of reports, which is charged on a direct reimbursable basis.
• Delivery service charges above $25 per month will be billed at cost.
• Travel costs will be billed on a direct reimbursable basis. Automobile mileage charges will be billed
based on the Internal Revenue Service Optional Standard Mileage Rate. Other travel and per diem
expenses, including airfare, automobile rental and hotel (if necessary) are charged at actual cost.
• Interest on all outstanding invoices that are past 30 days will be calculated based on a 10% yearly rate
or a daily rate of .0274%.
Project Delays
While we attempt to provide staffing arrangements for projects based on current conditions, projects that
are put on hold by the Client may require an adjustment of team members based upon the date the project
resumes. In accordance with that date, additional hours will be required to familiarize and educate team
members and will be billed as additional services. Further, if the Client's key staff member(s) originally
assigned to the project are no longer able to work on the project in the future, the budget may need to be
revised to reflect training and education of new staff assigned to this project.
08.22 2
If the project is put on hold by the Client for a term of six (6) months or more, the contractual fee
arrangement may be adjusted to reflect appropriate fee scales.
Payment Terms
Seifel shall invoice Client on a monthly basis for all hourly services performed and all reimbursable
expenses incurred by Seifel during the preceding month. Invoices are due and payable by Client within
thirty (30) days of invoice date.
Limitation of Liability
It is expressly understood and agreed that under no circumstances shall Seifel be liable to Client for any
errors or omissions in Seifel's work product caused by Client or Developer's furnishing erroneous,
incomplete or misleading data, information, figures, and/or assumptions to Seifel. Client acknowledges
that Seifel's fee structure and other charges have been based upon the inclusion of the immediately
preceding sentence.
08.22
EXHIBIT B
INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth below,
CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance
policies with respect to employees and vehicles assigned to the performance of Services under this
Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage
verifications as defined in this Exhibit B.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. Commercial general liability. 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. Automobile liability. 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. Professional liability. 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. Workers' compensation. 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:
I. 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
"primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as
Rev 0822 B-I
ISO form CG20 01 04 13.
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or workers' compensation
in their text or by endorsement, coverage for
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 applie's 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.
9. CONSULTANT agrees to ensure that subcontractors, and any other party
involved with the Services, who is brought onto or involved in the performance of the Services by
CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT,
except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage
and assumes all responsibility for ensuring that such coverage is provided in conformity with the
requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all
agreements with, and insurance compliance documents provided by, such subcontractors and
others engaged in the performance of Services will be submitted to CITY for review.
10. CONSULTANT agrees to be responsible for ensuring that no contract used
by any party involved in any way with the Services reserves the right to charge CITY or
CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any
v 08 22 B-2
such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse
any third party for the cost of complying with these requirements. There shall be no recourse
against CITY for payment of premiums or other amounts with respect thereto.
C. Deductibles and SIR's. Any deductibles or self -insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the CITY 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
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 the CITY.
hD11(
� RA F�
WITH P''
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: Community Development/ Housing
Project Manager: Chris Hess Extension: 5017
Contractor Name: Seifel Consulting, Inc.
Contractor's Contact: Libby Seifel Contact's Email: Click here to enter text.
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
FDEPARTMENT
DESCRIPTION
COMPLETED
REVIEWER
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
n/a
N
2/27/2024
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
NCH
2
City Attorney
a. Review, revise, and comment on draft agreement
3/8/2024
and return to Project Manager
3/8/2024
® NT
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
4/2/2024
® NT
N _LS_
3
Department Director
Approval of final agreement form to send to
contractor
4-2-24
4
Project Manager
Forward three (3) originals of final agreement to
4/2/2024
N
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
N 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 $17S,000
Click here to
PRINT
Date of City Council approval
enter a date.
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
4/8/24
City Attorney
Attorney with printed copy of this routing form
CH
7
Review and approve hard copy of signed
agreement
8
City Attorney
Review and approve insurance in PINS , and bonds
Ins. Complete
X
(for Public Works Contracts)
4/8/2024
9
City Manager / Mayor
Agreement executed by City Council authorized
official
Attest signatures, retains original agreement and
10
City Clerk
forwards copies to Project Manager
AGREEMENT FOR
Final Audit Report
Created: 2024-04-04
By: Erin Cipriani(erin.cipdani@cityofsanrafael.org)
Status: Signed
Transaction ID: CBJCHBCAABAA4jat2fyN04Qfe5hkOr4XBLN24RyYMEn
"AGREEMENT FOR
Document created by Erin Cipriani(erin.cipriani@cityofsanrafael.org)
2024-04-04 - 5:23:28 PM GMT
2024-04-04
" History
P-► Document emailed to Laura Simpson (laura.simpson@cityofsanrafael.org) for signature
2024-04-04 - 5:23:34 PM GMT
E74 Document emailed to Libby Seifel (libby@seifel.com) for signature
2024-04-04 - 5:23:34 PM GMT
Email viewed by Laura Simpson (laura.simpson@cityofsanrafael.org)
2024-04-04 - 5:24:01 PM GMT
(cS0 Document e-signed by Laura Simpson (laura.simpson@cityofsanrafael.org)
Signature Date: 2024-04-04 - 5:24:27 PM GMT - Time Source: server
Email viewed by Libby Seifel (libby@seifel.com)
2024-04-04 - 6:51:37 PM GMT
&D Signer Libby Seifel (libby@seifel.com) entered name at signing as Elizabeth Seifel
2024-04-04 - 6:53:06 PM GMT
da Document e-signed by Elizabeth Seifel (libby@seifel.com)
Signature Date: 2024-04-04 - 6:53:08 PM GMT - Time Source: server
fs Agreement completed.
2024-04-04 - 6:53:08 PM GMT
0 Adobe Acrobat Sign
Seifel Consulting, Inc.-PSA for Housing
Advisory Services
Final Audit Report
Created:
2024-04-08
By:
Laraine Gittens (laraine.gittens@cityofsanrafael.org)
Status:
Signed
Transaction ID:
CBJCHBCAABAATaO_d358Z9pC5UmgsO_ESIfFwOZT5CgF
2024-04-09
"Seifel Consulting, Inc.-PSA for Housing Advisory Services" Hist
ory
Document created by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
2024-04-08 - 10:12:48 PM GMT- IP address: 199.88.113.8
P+ Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature
2024-04-08 - 10:13:44 PM GMT
Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org)
2024-04-09 - 2:38:03 AM GMT- IP address: 104.47.65.254
6® Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org)
Signature Date: 2024-04-09 - 2:38:59 AM GMT - Time Source: server- IP address: 23.125.134.244
Py Document emailed to Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) for signature
2024-04-09 - 2:39:01 AM GMT
f� Email viewed by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org)
2024-04-09 - 3:27:57 PM GMT- IP address: 104.47.64.254
6Q Signer Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) entered name at signing as Brenna Nurmi (for)
2024-04-09 - 3:28:10 PM GMT- IP address: 199.88.113.8
b0 Document e-signed by Brenna Nurmi (for) (brenna.nurmi@cityofsanrafael.org)
Signature Date: 2024-04-09 - 3:28:12 PM GMT - Time Source: server- IP address: 199.88.113.8
°U Agreement completed.
2024-04-09 - 3:28:12 PM GMT
Q Adobe Acrobat Sign