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HomeMy WebLinkAboutPW Windward Way Gas Monitoring ServicesAGREEMENT FOR PROFESSIONAL SERVICES This Agreement is made and entered into on Aug 26, 2024 . by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Haley & Aldrich, Inc., a California corporation (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY has determined that professional services are required to provide monitoring of the landfill gas monitoring wells installed at City owned Bellam Blvd Landfill aka San Rafael Landfill aka Windward Way lot; 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. Ryan Montes 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. Omer Uppal 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 December 9, 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 $68,800. 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 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 parry may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either parry may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other parry, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the parry giving such notice, within such fifteen (15) day time period or such other time period as the parties may agree upon in writing. 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. CITY agrees to compensate CONSULTANT for all services performed and commitments made prior to the effective date of the termination, together with reimbursable expenses, including those of subcontractors, subconsultants, and vendors. 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; provided that CONSULTANT may retain one (1) copy of its work product for archival purposes. 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, subject to payment of all amounts owing therefor. CITY may use said property for any purpose, including projects not contemplated by this Agreement; provided that any reuse or modification of CONSULTANT's written documents and materials without written verification or adaption by CONSULTANT for the specific purpose intended shall be at CITY's and/or any third party's sole risk and without liability or legal exposure to CONSULTANT. Revised 1/29/2020 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 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 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 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 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 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. INDEMNIFICATION. A. Except as otherwise provided in subparagraph B and C 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' 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. Notwithstanding anything to the contrary contained herein, for CLAIMS arising out of CONSULTANT's professional services, to the fullest extent permitted by law, CONSULTANT will indemnify, release, defend, and hold harmless City Indemnitees from and against any and all CLAIMS to the extent caused by the negligence, recklessness, or willful misconduct in the performance or non-performance of services under this Agreement by CONSULTANT, its employees, agents, or subconsultants, either as a sole or contributory cause. Further, CONSULTANT's defense obligation under this indemnification clause means only the reimbursement of reasonable defense costs to the extent of CONSULTANT's actual indemnification obligation under this subsection I I .B. C. Where the services to be provided by CONSULTANT under this Agreement are Revised 1/29/2020 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. D. 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. 14. \O 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: Revised 1/29/2020 TO CITY's Project Manager: TO CONSULTANT's Project Director: 16. INDEPENDENT CONTRACTOR. Ryan Montes City of San Rafael I I I Morphew Street San Rafael, CA 94901 Scott Bodensteiner Haley & Aldrich, Inc. 2033 N. Main Street, Ste 309 Walnut Creek, CA 94596 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. Revised 1/29/2020 The waiver by either parry 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 parry 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). 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 ON NEXT 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 Cris-ft o fllilo✓ioh Cristine Ahlovich (Aug 26, 2024 20:25 PDT) CRISTINE ALILOVICH, City Manager ATTEST: l32alua� it/uas�%�.% Brenni Nurmi (furl (Aug 27.2U2 34 PDT( LINDSAY LARA, City Clerk APPROVED AS TO FORM: bbe?t T Evkel' Robert F. Epstein (Aug 23, 02415:50 PDT) ROBERT F. EPSTEIN, City Attorney Revised 1/29/2020 CONSULTANT By: Name: Scott Zorn Title: General Manager [If CONSULTANT is a corporation, add signature of second corporate officer] Tat'f-icla Mckee By: Patricia Mckee (Aug 14, 2024 16:00 PDT) Name: Patricia Mckee Title: Sr. Legal Counsel Exhibit A Haley & Aldrich, Inc. 2033 N. Main Street 'CH Suite 309 Walnut Creek, CA 94596 925.949.1012 9 December 2022 City of San Rafael, California Department of Public Works 111 Morphew Street San Rafael, CA 94901 Attention: Ms. April Miller Director, Department of Public Works, City of San Rafael VIA EMAIL: april.miller@cityofsanrafael.org Subject: Proposal for Landfill Gas Monitoring Services Bellam Blvd. Landfill aka San Rafael Landfill 31 Windward Way San Rafael, California 94901 Haley & Aldrich, Inc. Proposal No. P205949-000 Dear Mr. Guerin: Haley & Aldrich, Inc. (Haley & Aldrich) has prepared this proposal for the City of San Rafael (City) to provide monitoring of the landfill gas monitoring wells installed at the Bellam Blvd. Landfill aka San Rafael Landfill located in the City of San Rafael, California (Site). State of California regulations (Title 27 of the California Code of Regulations [CCR]) require monitoring of landfill gas (LFG) to determine if it is migrating beyond the permitted landfill facility boundary. The scope of services included in this proposal includes necessary effort to address the regulatory requirements for performing the perimeter LFG monitoring as requested by the Marin County (County) Environmental Health Services Division (local enforcement agency [LEA]) and the California Department of Resources Recycling and Recovery (CalRecycle) for the Site in their recent correspondence with the City. Based on the recent correspondence between the County, CalRecycle, and the City, it is our understanding that the Site perimeter LFG monitoring activities are required to be performed monthly for the first six months and quarterly thereafter, depending upon the results of the initial six months of LFG monitoring. City of San Rafael, California 9 December 2022 Page 2 Scope of Work Haley & Aldrich has identified the following scope of work to complete the requested services. The proposed scope of work has been divided into the following tasks: v Task 1— LFG Monitoring (For One Year) • Task 2 — Reporting • Task 3 — Meetings, Communication, and Project Management A description of each task is provided below: TASK 1— LFG MONITORING (FOR ONE YEAR) Haley & Aldrich will perform monthly LFG monitoring and sampling of up to 6 landfill Site perimeter nested LFG monitoring wells. The LFG monitoring and sampling will be performed monthly for the first 6 months and quarterly thereafter depending upon the results of the initial 6 months of monitoring. For the purposes of this proposal, we assumed a total of 8 LFG monitoring and sampling events over the duration of one year. During each LFG monitoring and sampling event, field LFG parameters will be recorded using a hand-held four -gas meter field instrument (e.g., GEM 5000 PlusTM or equivalent) from up to 6 monitoring wells (a total of 12 nested well screens). An explosion -proof gas sampling pump will be utilized for sample collection. In addition to the field monitoring, up to 6 soil gas samples will be collected from select nested LFG monitoring well screens (with elevated methane gas concentrations detected by the field instrument) for the following laboratory analyses: Laboratory analysis for Fixed Gases (including methane) by ASTM Method D1946; Laboratory analysis for Hydrogen Sulfide by EPA Method 15/16; and o Laboratory analysis for Volatile Organic Compounds (VOCs) by EPA Method TO-15. Each LFG monitoring and sampling event is anticipated to be completed in approximately 1 field workday by a Haley & Aldrich's staff. TASK 2 — REPORTING Haley & Aldrich will prepare and submit letter reports to the City, County, and CalRecycle for each of the LFG monitoring and sampling events planned for the next one year (a total of 8 letter reports). The LFG monitoring reports will include the field monitoring parameters tabulated data as well as the laboratory analytical tabulated data and complete laboratory reports. TASK 3 — MEETINGS, COMMUNICATION, AND PROJECT MANAGEMENT We will routinely coordinate with the project team including the City, County, and CalRecycle regarding the field work and deliverables status updates throughout the scoping timeframe of this proposal (one year from the approval of this proposal), as needed. A budgetary estimate is included in this task to allow for routine communication and project management and assuming an allowance for a principal consultant and a senior technical expert attending up to three, one -hour duration, coordination virtual meetings or conference calls with the project team and/or regulatory agencies. HALcu aLDRICH City of San Rafael, California 9 December 2022 Page 3 Cost and Schedule Services for Tasks No. 1 through 3 will be conducted on a time and materials (T&M) basis for fee not to exceed $68,800. The scope of work is itemized below: Task No. Task Description Budget Duration Each LFG monitoring event will take approximately 1 1 LFG Monitoring (For One Year) $47,800 field workday, a total of 8 events (One year total duration). 2 Reporting $15,300 As Needed 3 Meetings, Communication, and $5,700 As Needed Project Management Total T&M Budget: $68,800 We reserve the right to negotiate adjustments to the T&M fee amount should the assumptions, information, schedule, or authorized scope change from those noted herein. Closing We appreciate the opportunity to submit our proposal and look forward to working with you on this project. This proposal is valid for a period of 60 days from the date of this letter. If acceptance and authorization to proceed are not received within that period, we reserve the right to renegotiate the estimated costs, schedule for completion, and scope of services. If the above arrangements are satisfactory to you and you would like to proceed, we will look forward to reviewing the City's Professional Services Agreement. In the meantime, please contact the undersigned if you wish to discuss this proposal or any aspect of the project. Sincerely yours, HALEY & ALDRICH, INC. Scott Bodensteiner Program Manager, Client Leader Attachments: Figure 1—Site Layout Map om,�, oyt,� Omer Uppal Project Manager, Senior Engineer oogle Maps Wndward LVay Monitoring Wells /� City of San Rafael - Modified Standard Fee Schedule ■ ■ALEY _ _ _ _ 2024 RS2 FEES FOR SERVICES Fees for services will be based on the time worked on the project by staff personnel plus reimbursable expenses. The fee will be computed as follows. 1. Labor related fees will be computed based on personnel billing rates in effect at the time the services are performed. Personnel billing rates are subject to revision on, or about, 1 January and 1 July of each year. The hourly rates are fully inclusive of fringe benefits, burden, and fee. Current rates are provided in the table below. Classification Hourly Rate Project Support $118 Technician $118 $130 Project Technician Senior Technician $142 Project Controls $143 Staff Professional 1 $155 Staff Professional 2 $172 Project Professional $191 Technical Specialist $200 Project Manager/Senior Technical Specialist $219 Senior Project Manager/Technical Expert $262 Program Manager/Senior Technical Expert $335 Principal $355 Senior Principal $375 2. Pre-trial conferences, depositions, and expert testimony will be billed atone and one-half (1.5) times the rates quoted above. 3. Second and Third Shift, Weekend, and Holiday hours will be billed at $40/hour premium. Second and Third Shifts are those starting between 4 PM and 4 AM. 4. Field visits will be billed at 4-hour minimum; night shifts will be billed at 8-hour minimum. Cancellation of scheduled night shift within 24 hours will be charged the full 8 hours. 5. Direct non -salary expenses will be billed at our cost plus ten (10) percent, except for employee vehicle use which will be billed at IRS allowed mileage rates. 6. Subcontractors will be billed at our cost plus ten (10) percent. PSA - Haley & Aldrich - Windward Way Gas Monitoring Final Audit Report Created: 2024-08-08 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAwG9rdmWtTKCzG-e9eH-EjCpdnCk9KvKq 2024-08-14 "PSA - Haley & Aldrich - Windward Way Gas Monitoring" History Document created by Shannon Mackle (shannon.mackle@cityofsanrafael.org) 2024-08-08 - 3:14:56 PM GMT- IP address: 199.88.89.34 �'y Document emailed to Scott Zorn (szorn@haleyaldrich.com) for signature 2024-08-08 - 3:17:52 PM GMT Email viewed by Scott Zorn (szorn@haleyaldrich.com) 2024-08-14 - 9:55:43 PM GMT- IP address: 103.30.15.100 GSa Document e-signed by Scott Zorn (szorn@haleyaldrich.com) Signature Date: 2024-08-14 - 9:56:27 PM GMT - Time Source: server- IP address: 209.244.105.10 P-► Document emailed to Patricia Mckee (pmckee@haleyaldrich.com) for signature 2024-08-14 - 9:56:32 PM GMT in Email viewed by Patricia Mckee (pmckee@haleyaldrich.com) 2024-08-14 - 11:00:00 PM GMT- IP address: 195.158.209.21 60Document e-signed by Patricia Mckee (pmckee@haleyaldrich.com) Signature Date: 2024-08-14 - 11:00:31 PM GMT - Time Source: server- IP address: 23.93.177.208 ® Agreement completed. 2024-08-14 - 11:00:31 PM GMT g �, SAN RAFAEL Powered Acrobat Sign RAFq�` 1 F4 i 2 ,lywlTH p.�y CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Shannon Mackle (for Ryan Montes) Contractor Name: Haley & Aldrich, Inc. Contractor's Contact: Scott Bodensteiner ❑ FPPC: Check if Contractor/Consultant must file Form 700 Extension: 3353 Contact's Email: sbodensteiner@haleyaldrich.com Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 7/25/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X SM 2 City Attorney a. Review, revise, and comment on draft agreement 8/6/2024 and return to Project Manager 8/6/2024 ❑X NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor C NT AM 3 Department Director Approval of final agreement form to send to 8/6/2024 contractor Forward three (3) originals of final agreement to 8/8/2024 4 Project Manager L� contractor for their signature 5 Project Manager When necessary, contractor -signed agreement _ N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 8/15/24 SM Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager PSA - Haley & Aldrich - Windward Way Gas Monitoring Final Audit Report Created: 2024-08-23 By: Nataly Torres(nataly.torres@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAA8YshJWbKWTsDhFe9U1K65053 ZLCGMOh 2024-08-27 "PSA - Haley & Aldrich - Windward Way Gas Monitoring" History Document created by Nataly Torres (nataly.torres@cityofsanrafael.org) 2024-08-23 - 5:54:48 PM GMT- IP address: 99.145.194.25 P+ Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-08-23 - 5:57:34 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-08-23 - 10:50:25 PM GMT- IP address: 104.28.123.164 6Q Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-08-23 - 10:50:44 PM GMT- IP address: 104.28.123.164 69Document e-signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org) Signature Date: 2024-08-23 - 10:50:46 PM GMT - Time Source: server- IP address: 104.28.123.164 F"+ Document emailed to city.clerk@cityofsanrafael.org for approval 2024-08-23 - 10:50:50 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-08-26 - 3:44:56 PM GMT- IP address: 67.169.52.201 40 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-08-26 - 4:40:06 PM GMT- IP address: 199.88.113.8 Je- Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2024-08-26 - 4:40:08 PM GMT - Time Source: server- IP address: 199.88.113.8 C'► Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-08-26 - 4:40:12 PM GMT SAN RAFAEL I Powered Adobe y �&, Adobe �''". ' Acrobat Sign Email viewed by cristine.alilovich@cityofsanrafael.org 2024-08-27 - 3:24:49 AM GMT- IP address: 104.47.64.254 d© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-08-27 - 3:25:24 AM GMT- IP address: 76.103.109.159 Gym Document e-signed by Cristine Alilovich(cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-08-27 - 3:25:26 AM GMT - Time Source: server- IP address: 76.103.109.159 E-4' Document emailed to city.clerk@cityofsanrafael.org for signature 2024-08-27 - 3:25:30 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-08-27 - 2:33:43 PM GMT- IP address: 104.47.64.254 6© Signer city. clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-08-27 - 2:34:15 PM GMT- IP address: 199.88.113.8 GS© Document e-signed by Brenna Nurmi (for) (city.clerk@cityofsanrafael.org) Signature Date: 2024-08-27 - 2:34:17 PM GMT - Time Source: server- IP address: 199.88.113.8 Agreement completed. 2024-08-27 - 2:34:17 PM GMT ��� "SAN RAFAEL I Adobe " "' "s` Acrobat Sign