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HomeMy WebLinkAboutFD Mapping ServicesAGREEMENT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND CLAUDINE JAENICHEN FOR MAPPING SERVICES This Agreement is made and entered into as of October 23, 2024 (the "Effective Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and CLAUDINE JAENICHEN, a sole proprietor (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, dated November 2023 ("Proposal") set forth in Exhibit A, which constitutes the basis for this Agreement. 2. COMPENSATION. In consideration for CONSULTANT's complete performance of Services under Option A, 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 Exhibit A, for a total Rev. 08.22 amount not to exceed $11,985. 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. 3. 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, 2025. 4. PROJECT COORDINATION. A. CITY'S Project Manager. Quinn Gardner 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. Claudine Jaenichen 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. 5. 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 parry may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other parry, 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. 08.22 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. 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 3 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 LA 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. 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: Quinn Gardner, Deputy Director of EM 1375 Fifth Avenue San Rafael, CA 94901 15. INDEPENDENT CONTRACTOR. To CONSULTANT's Project Director: Claudine Jaenichen, Owner 72 Radiance Lane Rancho Santa Margarita, CA 92688 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, 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: CRISTINE ALILOVICH, City Manager APPROVED AS TO FORM: Office of the City Attorney Robert E E�siein By: ROBERT EPSTEIN, City Attorney ATTEST: City Clerk B�enna Ncr�rHi (�o`lNcr�rHi (�o`l Mrm�fU✓n. ;4u0�1 )1 NH1i LINDSAY LARA, City Clerk 08.22 8 By. Claudine J... ichen(Olt 17 2D24 9707 POT) Name: Claudine Jaenichen Title: Sole Proprietor [If CONSULTANT is a corporation, add signature of second corporate officer] By: Name: Title: 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. Rev. 08.22 A-1 PROJECT QUOTE 1 OF 2 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.oaenichendesign.com 1 626-590-7721 1laenichenstudioC�yahoo.com San Rafael Fire Department Revised FireClear Mapping: Zone Haven Zones DESIGNER Claudine Jaenichen CLIENT Manny Albano, 415-256-5508 DATE November, 2023 EMAIL manny.albano@cityofsanrafael.org JOB NUMBER $R.003 PROJECT Zone Haven Mapping and Flyers Project Scope The purpose this information campaign is to: 1) convey the importance of spatial awareness and risk literacy in hazard areas; 2) to encourage accurate cognitive recall of hazard evacuation information for residents, tourists, students, commuters, and employees in fire risk areas; 3) and to create and distribute hazard evacuation and preparedness that is coherent, cohesive, and memorable. Deliverable This project will apply mapping and visual standards developed by Claudine Jaenichen to update FireClear with Zone Haven individual zones, including: (47) Individual Neighborhood Zone Maps and Flyer Layout (1) City-wide Map (1) City-wide Zone Haven Identification (1) City-wide Poster Layout Design and layouts incorporate low visions standards when possible. QR Codes provide individuals the option to download maps on devices. This option also gives users the ability to magnify maps and use screen readers for information provided on the flyers and posters (maps are not currently accessible for screen reading technology). This quote includes time for meetings, fact-finding sessions, the design and digital high -resolution PDFs for web, social media, and other digital platform applications as well as print -ready files for printing. Although Claudine Jaenichen retains copyright of FireClear visual standards, this quote includes the right for the Client to use any visual materials produced and described in this proposal with unlimited use, application, and purpose without an expiration. Design style and standards of the map and flyers cannot be reproduced or copied by another designer or agency without signed permission from Claudine Jaenichen. PROJECT QUOTE 2 OF 2 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.iaenichendesign.com 1 626-590-7721 1 jaenichenstudio(a)vahoo.com San Rafael Fire Department ju Revised FireClear Mapping: Zone Haven Zones DESIGNER Claudine Jaenichen CLIENT Manny Albano, 415-256-5508 DATE November, 2023 EMAIL manny.albano@cityofsanrafael.org JOB NUMBER SR.003 PROJECT Zone Haven Mapping and Flyers Quote Summary w $ 0.00 City-wide Evacuation Updates Included revisions on citywide map as requested by the Client. Layout will include legend and apply mapping and layout visual standards. Citywide map will be included in 2-sided poster layout with QR Code. Revisions after approval will be billed hourly. $ 0.00 City-wide Zone Haven Based on the reference provided on Zone Haven boundaries, the citywide zone map included all 47 zones using a numbering and labeling system provided by the Client. Citywide zone map will be included in the 2-sided poster layout with QR Code. Revisions after approval will be billed hourly. TWO OPTIONS (47) Individual Neighborhood Zone Maps + Flyer Layout: Based on the approved Citywide Maps, ndividual Neighborhood Zone Maps will be created to include a 2-sided flyer layout with QR Code. Up to (4) rounds of revisions are included —thereafter, revisions will be billed hourly. $ 11,985.00 Opt. A: Flyer is quoted at 3 hours x $85/hr = $255/zone PDFs will be coded for screen readers accessability. $ 7,990.00 Opt. B: Flyer is quoted at 2 hours x $85/hr = $170/zone PDFs will not coded for screen readers accessability. ** Individual zone maps are based on final and approved City -Area Maps. Any changes that happen after the citywide maps are completed during the making of individual zone maps may incur additional time to go back and make changes on the city-wide maps as well. DESIGNER DATE JOB NUMBER AGREEMENT 1 OF 2 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.jaenichendesign.com 1 626-590-7721 1 jaenichenstudio(gyahoo.com San Rafael Fire Department Revised FireClear Mapping: Zone Haven Zones Claudine Jaenichen CLIENT Manny Albano, 415-256-5508 November, 2023 EMAIL manny.albano@cityofsanrafael.org SR.003 PROJECT Zone Haven Mapping and Flyers Agreement Summary This agreement will be deemed legal and binding to both parties of signature. All additional changes, revisions, and modifications will require an addendum, or revised agreement and quote prior to additional work. This quote does not include any outside purchases or expenses which are not specifically listed. Please sign and date on line above Projects will not begin unless both pages of the agreement has been signed and returned. AGREEMENT 2 OF 2 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.maenichendesign.com 1 626-590-7721 1 iaenichenstudioCgyahoo.com San Rafael Fire Department "a Revised FireClear Mapping: Zone Haven Zones DESIGNER Claudine Jaenichen CLIENT Manny Albano, 415-256-5508 DATE November, 2023 EMAIL manny.albano@cityofsanrafael.org JOB NUMBER SR.003 PROJECT Zone Haven Mapping and Flyers Agreement Terms Payment Balance due net 15 days upon submission of final invoice. A 1.5% monthly service charge will be added to all overdue balances. Final digital files may be withheld until all invoices are paid. Timing Client is responsible to meet the designated response time for revision cycles and final approval in order to meet the deadline and production schedule as described in the proposal. Start date is based on when reference materials and data are fully provided. Cancellation In the event of cancellation of this project, a cancellation fee for work completed, based on the contract price and expenses already incurred, shall be paid by the Client. Disputes Any disputes in excess of $2,000.00 arising out of this Agreement shall be submitted to binding arbitration before the Joint Ethics Committee or a mutually agreed upon arbitrator pursuant to the rules of the American Arbitration Association. The Arbitrators award shall be final, and judgment may be entered in any court having jurisdiction thereof. The Client shall pay all arbitration and court costs, reasonable attorney's fees, and legal interest on any award of judgment in favor of Claudine Jaenichen. Ownership The Client retains ownership of the final selected design for purposes stated in this agreement. Although Claudine Jaenichen retains ownership and copyright of FireClear Visual Standards, this quote grants permission for the Client to use any digital or printed visual materials produced in this proposal unlimited use, application, and purpose without an expiration. Content Client is responsible for all approved work, including spelling, grammar, text, map accuracies, as well as copyright of images and illustrations provided by the Client. Client accepts full responsibility when Client provides final approval on design work for distribution, whether digital or print. Any financial costs for errors after approval was provided, is the Client's responsibility. Force Majeure In the event either party is unable to perform its obligations under the terms of this Agreement arising out of or caused by, directly or indirectly, forces beyond its reasonable control due to extraordinary, unpredictable, or unavoidable events including without limitation to accidents, acts of war or terrorism, civil or military disturbances, nuclear or natural catastrophes, or communications or computer (software or hardware) services, such party shall not be liable for damages to the other for any damages resulting from such failure to perform or otherwise from such causes. Please sign and date on line above Projects will not begin unless both pages of the agreement has been signed and returned. EXPERT PROFILE 1 OF 6 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.jaenichendesign.com 1 626-590-7721 I iaenichenstudioC�yahoo.com San Rafael Fire Department Revised FireClear Mapping: Zone Haven Zones DESIGNER Claudine Jaenichen CLIENT Manny Albano, 415-256-5508 DATE November, 2023 EMAIL manny.albano@cityofsanrafael.org J013 NUMBER SR.003 PROJECT Zone Haven Mapping and Flyers Experience and Professional Profile Experience, publications, and invited talks: jaenichendesign.com/about Professional website: iaenichendesi n, com FireClear: Visual standards for public -facing wildfire maps to improve spatial knowledge and risk literacy for those living in fire hazard communities FireClear maps transform data -driven and content -heavy maps traditionally used for internal planning and zoning into public -facing maps that are useful and memorable for community members to plan for a wildfire and identify potential alternative evacuation routes. FireClear maps are not adequate for use at the time of a wildfire, instead these maps help develop a person's cognitive map of their environment retaining evacuation route options when they are not in crisis, and therefore improve recall of evacuation route directives that differ from those taken during everyday routines. The development of a recognizable, strong, consistent, and coherent visual language gave rise to a visual voice that is available in 24 cities in California. Still, FireClear is flexible enough to be explicitly designed to meet the needs of individual communities, such as decisions on what is appropriate to include on the maps. FireClear improves transparency and communication between the public and emergency management, to improve risk literacy and contribute to community resilience. FireClear maps transform data -driven and content -heavy GIS maps that are traditionally used for internal decision -making into evidence - supported public -facing maps that are useful and memorable for community members to plan, identify alternative evacuation routes, and discover routes that are not part of their everyday routine. FireClear considers how design supports cognitive variables including collective behavior, tunnel vision, and issues in temporary cognitive paralysis. FireClear improves transparency and communication between the public and emergency management. Applying research -based visual standards, these maps create information and promote awareness that is coherent, cohesive, and memorable. EXPERT PROFILE 2 OF 6 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.*aenichendesign.com 1 626-590-7721 1 jaenichenstudioCayahoo.com Experience and Professional Profile (continued) FireClear maps are currently in 33 cities in the State of California Orange County: Aliso Viejo, Laguna Beach, Irvine, Dana Point, Laguna Hills, Laguna Woods, Laguna Niguel, San Clemente, San Juan Capistrano Marin County: Novato, Town of Fairfax, Kentfield, Ross Valley, Central Marin, Greenbrae, East Corte Madera, San Rafael, Mill Valley, San Geronimo, Point Reyes/ Inverness, Mill Valley, Nicasio, Panoramic, Southern Marin Sacramento County: Elk Grove, Galt, Folsom, Citrus Heights, Elk Grove, City of Sacramento, Iselton, and Rancho Cordova Other current endorsed work TsunamiClear Maas: Public -facing tsunami evacuation mapping funded by the California Office of Emergency Services and supported by the National Weather Service and California Geological Survey �EAiHF L OES 9 California G� -'• fb�---'J Department of conservation y • . • �' FEMA Shelter -in -Place Pictogram Guidance: FEMA re envisioned and assessed public -facing knowledge of protective action guidance for 10 hazards in three building types. The revised guidance was reproduced as infographics of recommended interior locations by hazard, additional protective actions, and duration. O�f��.YO 5�`Ji �ESA�`E w �' FEMA City Ready Guides: The Ready Guides —so far in English and Spanish —includes information to prepare the communities before, during, and after emergencies. The objective of this project is to improve risk literacy and protective action guidelines that are communicated to the public. The organization and format of content are visually consistent with one another and they meet low -vision standards. Ready Guides are currently being used in California cities including Ontario, Newport Beach, Laguna Beach, and Carson City, as well as the City of Sedona in Arizona. Emergency Services Coordinator, Katie Eing, and Life Safety Specialist, Matt Brisbois, created a 41-page guide covers everything Newport Beach residents need to do to be prepared, utilizing internationally recognized icons in an easy to print or download format. EXPERT PROFILE 3 OF 6 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.oaenichendesign.com 1 626-590-7721 1 iaenichenstudio@yahoo.com Selected Expert Publication and Invited Talks Publications Book: Design for Emergency Management. Edited by C. Jaenichen, S. van Manen, R. Ramirez, K. Kremer and T. Lin. Routledge. 2023 Chapter: "FireClear: Applying visual standards for public -facing wildfire maps" in Design for Emergency Management, edited by Claudine Jaenichen, Saskia van Manen, Rodrigo Ramirez, Klaus Kremer and Tingi Lin. Routledge. 2023 Feature: "TsunamiClear public -facing evacuation maps" featured case study in Information Design Workbook, 2nd edition. Kim Baer. Rockport Publishers (September 2021) Peer -Review Paper: "Let's Talk About Animals." S. van Manen, C. Jaenichen, K Kremer, T Lin, and R. Ramirez. Australian Journal of Emergency Management (July 2021) Peer -Review Paper: Ross, J. and C. Jaenichen. 2021. Visual Infrastructures of COVID-19 Messaging in Inmaterial. Diseno, Arte ySociedad, volume 6, issue 12 (2021) Design for Emergency Management: Workshop Proceedings. Jaenichen, C, S. van Manen, K. Kremer, T. Lin, and R. Ramirez (2019) Peer -Review Paper: "Visual Communication and Cognition in Everyday Decision -Making" IEEE C&G, 37(6), pp.10-18.0272-1716/17 (2017) Peer -Review Paper: "Visual Standards for Southern California Tsunami Evacuation Information: Applications of Information Design in Disaster Risk Management" Jaenichen, C. and Dr. Steven Schandler. Design, User Experience, and Usability: Understanding Users and Contexts, pp.645-663 (2017) Peer -Review Poster: "Usability and Visual Communication for Southern California Tsunami Evacuation Information" American Geophysical Union, Fall Meeting 2015. Jaenichen, C., Dr. Steven Schandler, Melissa Wilcox and Thomas Danielson. Abstract #PA21A-2149 (2015) Feature: `Tsunami Evacuation Information: Creating Continuity and Visual Standards for Southern California" Jaenichen, C., Dr. Steven Schandler, Wilcox, M. 2+3d Grafika Plus Produkt(Polish Design Quarterly) NR (11/2014): 13 ISSN 1642-7602 (2014) EXPERT PROFILE 4 OF 6 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.iaenichendesign.com 1 626-590-7721 1 jaenichenstudiog)ahoo.com Selected Expert Publication and Invited Talks (continued) Feature: "Santa Barbara Tsunami Evacuation Campaign" in Wayshowing > Wayfinding: Basics and Interactive by Per Mollerup. bis Publishers. ISBN: 9789063693237 (2013) Feature: "Santa Barbara Tsunami Evacuation Information Project" International Institute of Information Design (IIID) Awards. IIID Award Book, Axis Magazine (Japan Design Magazine) and the Information Design Journal (2011) Peer -Review Paper: "Design for Evacuation: Improving City Evacuation Instructions." Parsons Institute for Information Mapping, 3:2 (2011) Peer -Review Paper: "From Evacuation Orders to Evacuation Instructions: Assessing Public Evacuation Documents" Design Principles and Practices: An International Journal (2010) Peer -Review Paper: "The Taxonomy of Urgent Wayfinding: Assessing Graphic Variables, Components and Rules of Legibility in City Evacuation Maps" The International Journal of Interdisciplinary Social Sciences (2009) Peer -Review Proceedings: "The Taxonomy of Urgent Wayfinding: Assessing Graphic Variables, Components and Rules of Legibility in City Evacuation Maps" in Applications of Information Design 2008: Selected Papers from the international conference at Malardalen University in Eskilstuna, Sweden, edited by T. Porathe. Malardalen University Press. ISBN: 978-91-86135-31-7 (2008) Invited Expert Talks Design4Emergemcies, Invited Speaker for international "Roundtable Series" hosted at the University of Norte Dame, 2022 The Information Systems for Crisis Response and Management Community, Invited Workshop "Design, Disability, and Inclusion," 2022 Bay Area Mass Notification Seminar for the Bay Area Urban Areas Security Initiatives Public Safety Preparedness Summit, Invited Speaker, 2022 Lead Organizer and Facilitator, Disability, Accessibility, and Design for Emergency Management Workshop; Design for Emergency Management, 2022 Session Facilitator: Maps, Stats, and Design: Leveraging cartographic concepts to improve decision -making Workshop for the Innovation Summit for Preparedness and Resilience (National Alliance for Public Safety GIS), 2022 Innovation Summit for Preparedness and Resilience (National Alliance for Public Safety GIS). Keynote speaker, 2022 EXPERT PROFILE 5 OF 6 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.jaenichendesign.com 1 626-590-7721 1 iaenichenstudioPyahoo.com Selected Expert Publication and Invited Talks (continued) National Flood Council. Invited talk in "Understanding Effective Communication Before, During, and After Emergencies," 2022 Iowa Flood Center. Invited talk in "Understanding Effective Communication Before, During, and After Emergencies," 2022 FEMA Alert and Warning Webinar. Invited talk in "Understanding Effective Communication Before, During, and After Emergencies," 2022 National Science Foundation: Bringing Land, Ocean, Atmosphere, and Ionosphere Data to the Community for Hazard Alerts. Invited talk in "Forest Fire" Session, 2021 "New Wildfire Tactic: Help People Flee," Scientific American. Interviewed by Anne C. Mulkern, August 16, 2021 FEMA First Bi-annual Alert and Warning National Integration Center Series. Invited talk, "Understanding effective application of visual language: Clarity, Consistency, and Repetition," 2021 John Maeda, MIT Media Lab, podcast "World leaders' insights on navigating safety matters through design, technology, engineering, and computer science." Invited interview, 2021 National Science Foundation: Bringing Land, Ocean, Atmosphere, and Ionosphere Data to the Community for Hazard Alerts. Invited talk in "Forest Fire" Session, 2021 FEMA PrepTalk. Invited research talk and proposal for the standardization of emergency information to the public in the United States, 2019 Center for Homeland Defense and Security, Naval Postgraduate Academy. Invited research talk and proposal for visual communication best practices of national public -facing emergency actionable information, 2019 Lead Organizer and Facilitator, Design for Emergency Management Workshop; Chapman University, 2019 Re -Designing Health: Transforming Systems, Practices and Care, at the Academy for Design Innovation Management, London. Co -Chaired conference session, 2019 FEMA National Advisory Council. Invited research talk and proposal for the standardization of emergency information to the public in the United States, 2018 World Design Summit (Montreal, Canada). Invited talk in "Design for Extremes: Crisis and Resilience" Session, 2017 College of Art Association (CAA). Invited talk in "Worst -Case scenario" Session, 2017 EXPERT PROFILE 6 OF 6 Claudine Jaenichen 72 Radiance Lane, Rancho Santa Margarita, Ca. 92688 www.*aenichendesign.com 1 626-590-7721 1 iaenichenstudioPyahoo.com Selected Expert Publication and Invited Talks (continued) Human -Computer Interaction International Conference. Invited talk in "Design, User Experience, and Usability: Understanding Users and Contexts," 2017 The User Experience and the Design of Healthcare Information. Conference Review Committee and Session Co -Chair for this session at Human -Computer Interaction International Conference, 2017 Information + Conference. Emily Carr, Vancouver. Program Committee and Chair of Health and Science Visualization Session, 2016 American Geophysical Union. Art and Science Steering Group, 2016 American Geophysical Union. San Francisco. Project and paper presentation, 2015 Information Design Association. London. Project presentation, 2014 Design Principles and Practices. Vancouver. Project presentation, 2014 Western Psychological Association. Co-authored project presentation, 2013 California Emergency Management Conference. Project presentation, 2012 National Evacuation Conference. New Orleans, Louisiana. Project presentation, 2012 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: 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 "primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as Rev. 08.22 B-1 ISO form CG20 0104 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 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. 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 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. 08.22 B-3 't RAP ►1, ti o F � WITH t, 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: Fire Project Manager: Thomas Wong Extension: 5360 Contractor Name: Claudine Jaenichen Contractor's Contact: N/A Contact's Email: jaenichenstudio@yahoo.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 ❑ 3/1/2024 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑x 2 City Attorney a. Review, revise, and comment on draft agreement 3/11/2024 and return to Project Manager _3/11/2024 ® NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ® NT 3 Department Director Approval of final agreement form to send to Click or tap ❑ contractor to enter a date. 4 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date. ❑ N/A 5 Project Manager When necessary, contractor -signed agreement agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date, PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form Review and approve hard copy of signed 7 City Attorney agreement Review and approve insurance in PINS , and bonds 8 City Attorney (for Public Works Contracts) Agreement executed by City Council authorized 9 City Manager / Mayor City Clerk I official Attest signatures, retains original agreement and 10 forwards copies to Project Manager AGREEMENT FOR EMERGENCY MAPPING SERVICES Final Audit Report. Created: 2024-10-16 By: Thomas Wong (Thomas.Wong@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAEdAxB-yWXU2MooYKwWt5d5CefJT67tgy 2024-10-23 "AGREEMENT FOR EMERGENCY MAPPING SERVICES" Hist &I Document created by Thomas Wong (Thomas.Wong@cityofsanrafael.org) 2024-10-16 - 7:47:32 PM GMT 24 Document emailed to jaenichenstudio@yahoo.com for signature 2024-10-16 - 7:47:45 PM GMT Email viewed by jaenichenstudio@yahoo.com 2024-10-17 - 4:05:40 PM GMT 60 Signer jaenichenstudio@yahoo.com entered name at signing as Claudine Jaenichen 2024-10-17 - 4:07:10 PM GMT &Q, Document e-signed by Claudine Jaenichen (jaenichenstudio@yahoo.com) Signature Date: 2024-10-17 - 4:07:12 PM GMT - Time Source: server 24 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-10-17 - 4:07:14 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-10-17 - 4:12:04 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-10-21 - 5:52:17 PM GMT b© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-10-22 - 6:41:10 PM GMT - Time Source: server 17- Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-10-22 - 6:41:12 PM GMT [a Adobe Acrobat Sign Email viewed by rob.epstein@cityofsanrafael.org 2024-10-22 - 10:19:49 PM GMT d© Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-10-22 - 10:20:05 PM GMT d© Document e-signed by Robert F. Epstein(rob.epstein@cityofsanrafael.org) Signature Date: 2024-10-22 - 10:20:07 PM GMT - Time Source: server C-. Document emailed to city.clerk@cityofsanrafael.org for approval 2024-10-22 - 10:20:09 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-10-22 - 10:20:39 PM GMT 0o Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-10-22 - 10:20:48 PM GMT 6© Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-10-22 - 10:20:50 PM GMT - Time Source: server P- 4 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-10-22 - 10:20:51 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-10-23 - 3:37:29 AM GMT 6© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-10-23 - 4:56:30 PM GMT 6© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-10-23 - 4:56:32 PM GMT - Time Source: server P-► Document emailed to city.clerk@cityofsanrafael.org for signature 2024-10-23 - 4:56:34 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-10-23 - 5:03:52 PM GMT i�© Signer city. clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-10-23 - 5:04:56 PM GMT &a Document e-signed by Brenna Nurmi (for) (city.clerk@cityofsanrafael.org) Signature Date: 2024-10-23 - 5:04:58 PM GMT - Time Source: server Agreement completed. 2024-10-23 - 5:04:58 PM GMT a Adobe Acrobat Sign