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HomeMy WebLinkAboutCED Planning and Environmental Analysis ServicesAGREEMENT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND JAYNI ALLSEP DBA ALLSEP PLANNING FOR CURRENT PLANNING AND ENVIRONMENTAL ANALYSIS SERVICES This Agreement is made and entered into as of May 8, 2025 (the "Effective Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and JAYNI ALLSEP DBA ALLSEP PLANNING, a California 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 1. 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 January 13, 2025 ("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 Exhibit A, for a total amount not to exceed Rev 08 22 $75,000. 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. 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 December 31, 2026. 4. PROJECT COORDINATION. A. CITY'S Project Manager. Margaret Kavanaugh -Lynch 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. Jayni Allsep 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 party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. v 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. 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 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: Margaret Kavanaugh -Lynch Planning Manager 1400 Fifth Avenue San Rafael, CA 94901 15. INDEPENDENT CONTRACTOR. To CONSULTANT's Project Director: Jayni Allsep Owner and Principal 70 Village Circle San Rafael, CA 94903 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 terns 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. v 08 22 5 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, 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 ofthis 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 LICI 'INS 1: / 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, v 08 22 6 each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. [Signatures are on the following page.] 7 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL: CONSULTANT: G^i,;� Awov(�'& I 1 r , I CristineAlilovich (May B, 2025 L':57 PDT) / / ?�{� P i.�I l� /�ry 6 CRISTINE ALILOVICH, City Manager LL / // V Iv„VVV'lll��i By: APPROVED AS TO FORM: Name: Office of the City Attorney Title: 8210LNI Aiii 8a Visyeshwa -a By: ANDREA VISVESHWARA, Chief Assistant City Attorney ATTEST: City Clerk Bronna Nurmi (for) 8"— u.— lfaI i11110..025:2.A pD l LINDSAY LARA, City Clerk v 08.22 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 ALLSEP PLANNING 70 Village Circle • San Rafael, CA 94903 • Phone: 415.706.0443 E-Mail: jayni@allsep-planning.com • www.allsep-planning.com January 13, 2025 Micah Hinkle, Community & Economic Development Director City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 Subject: Planning Services for the City of San Rafael Community Development Department Dear Micah At your request, I am pleased to submit the attached statement of qualifications for consultant services for the City of San Rafael Community Development Department. As highlighted in the attached SOQ, Allsep Planning has had the privilege of working for the City of San Rafael on a variety of projects, most recently the Homeward Bound -Miller Street Center Supportive Housing and Emergency Shelter project at 190 Mill Street and the Aldersly Retirement Community at 326 Mission Avenue. Given our prior planning work in the City, as well as our extensive experience with CEQA and other environmental and regulatory processes, we would welcome the opportunity to discuss how Allsep Planning can assist the Community Development Department with reviewing and assessing projects under consideration by the City. Thank you for considering Allsep Planning for contract planning services for the City of San Rafael. Please feel free to call should you have any questions or need any additional information. Sincerely, Jayni Allsep, Owner and Principal Allsep Planning Attached Statement of Qualifications and Fee Schedule ALLSEP PLANNING 70 Village Circle • San Rafael, CA 94903 • Phone: 415.706.0443 E-Mail: jayni@allsep-planning.com • www.allsep-planning.com STATEMENT OF QUALIFICATIONS Allsep Planning is a consultancy based in Marin County, California, that provides project management and professional planning services to local government agencies, non -profits, and private sector clients. Jayni Allsep, owner and principal of Allsep Planning, has over 30 years of environmental and community planning experience, and has served as a planning consultant for several Bay Area counties and cities, as well as public sector clients throughout California. Ms. Allsep has extensive experience managing projects of various scales and types including large institutional master plans, utility undergrounding projects, downtown mixed use, and in -fill residential and commercial development. Ms. Allsep also has expertise in CEQA and other regulatory processes, including Tribal Consultations (Section 106, AB52, AB168) and evaluation of Historic Resources. Ms. Allsep is a trusted advisor who helps clients make well-informed decisions, and she collaborates with a network of highly skilled professionals that provide the technical support necessary to meet client needs. Prior work in the City of San Rafael includes: • Aldersly Retirement Community, 326 Mission Avenue, San Rafael 0 Rosenborg Memory Care Expansion — Master Plan/Precise Plan, Use Permit & Design Review; IS/MND (2001-2002) 0 Marselisborg 35-unit Independent Living Expansion — Master Plan/Precise Plan Amendment, Use Permit & Design Review; Draft and Final EIR (2020-2024) • Homeward Bound, Mill Street Center; 190 Mill Street, San Rafael: General Plan Amendment, Zoning Amendment, Use Permit, Design Review, IS/MND for 32-unit Supportive Housing units and 55-person Emergency Shelter (2019-2020) • Residential Subdivisions (Scettrini and Baywood Terrace Hillside Residential Subdivisions) • Advise CDD staff regarding AB52 Tribal Consultations, CEQA determinations and prepare CEQA documents for capital improvements and other City -initiated projects • Staff support for General Plan Update and Zoning Text Amendments References From Local Planning Agencies Available Upon Request ALLSEP PLANNING 70 Village Circle • San Rafael, CA 94903 • Phone: 415.706.0443 E-Mail: jayni@allsep-planning.com • www.allsep-planning.com Fee Schedule (Effective through January 31, 2026*) JOB TITLE/DESCRIPTION HOURLY RATE Principal Planner/Project Manager $225** Project Assistant $ 85 Clerical/Word Processing $ 55 REIMBURSABLE EXPENSES FEE Subconsultant Charges COST + 5% Printing/Shipping COST Mileage (Current Federal Rate) $0.56/Mile * Any work performed after January 31, 2026, may be subject to a rate increase; however, increase shall not exceed the percentage difference of the most recently reported Consumer Price Index (CPI) as calculated by the California Bureau of Labor Statistics for the previous 12 months; provided that in no event shall the amount of the increase exceed five percent (5%) per year. ** As a courtesy to Marin County public agencies, a 20% discount is applied for City -initiated (non -cost recovery) projects/assignments. "EXHIBIT A" TO CONSULTANT AGREEMENT SCOPE OF SERVICES CITY OF SAN RAFAEL COMMUNITY DEVELOPMENT DEPARTMENT JANUARY 2025 Allsep Planning will provide professional level work in the field of current planning and environmental analysis consistent with the City of San Rafael procedures for processing development entitlements, as described below: • Consultant will receive assignments from and report to the Community & Economic Development Director and/or his designee, including City -initiated and Applicant projects. • Primary duties are to perform professional level work in the field of current planning and environmental analysis related to current planning application processing, as generally associated with a Senior/Principal Planner level of expertise. Examples of typical duties include: • Coordinate and manage City's review of planning applications for residential and non-residential projects, including conducting site visits as necessary in the performance of these duties. • Review development applications for completeness. ■ Screen applications for CEQA review. ■ Facilitate Tribal consultations between City and recognized Native American Tribes as required by State legislation (SB18, AB52 and AB168). • Prepare Draft Public Hearing Notices for publication and distribution. • Prepare staff reports and make presentations to the Planning Commission and City Council as directed by Community & Economic Development Director or designee. • Respond to public inquiries on assigned projects. ■ Review building permit plans for conformance with planning approvals, conditions and mitigation measures pertaining thereto. • Monitor compliance with adopted conditions of approval and mitigation measures. 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 01 04 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. Ifthe 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 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. v 08 22 B-3 �p,� RAFq�` 1 % 2 / WITH TY 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: CED Project Manager: Margaret Kavanaugh -Lynch Extension: x3095 Contractor Name: Allsep Planning Contractor's Contact: 415.706.0443 Contact's Email: jayni@allsep-planning.com 11 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 1/22/2025 b. Email contract (in Word) and attachments to City GM Attorney c/o Laraine.Gittens@cityofsanrafael.org O 2 City Attorney a. Review, revise, and comment on draft agreement 1/28/2025 and return to Project Manager 1/28/2025 _x] NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor n NT 3 Department Director Approval of final agreement form to send to 1/28/2025 ® _GM contractor 4 Project Manager Forward three (3) originals of final agreement to 1/28/2025 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 1/29/25 X 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 - Allsep Planning Final Audit Report Created: 2025-05-08 By: Laraine Gittens (laraine.gittens@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAu2gac RrEgwpgUNOVsployJvkOtl9BrK "PSA - Allsep Planning" History Document created by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2025-05-08 - 3:55:49 PM GMT 2025-05-08 E�y Document emailed to Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) for approval 2025-05-08 - 3:57:50 PM GMT Email viewed by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) 2025-05-08 - 3:58:28 PM GMT &0 Document approved by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) Approval Date: 2025-05-08 - 3:58:48 PM GMT - Time Source: server P- 4 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2025-05-08 - 3:58:50 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2025-05-08 - 7:57:31 PM GMT do Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2025-05-08 - 7:57:46 PM GMT 6© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2025-05-08 - 7:57:48 PM GMT - Time Source: server C'y Document emailed to brenna.nurmi@cityofsanrafael.org for signature 2025-05-08 - 7:57:50 PM GMT Email viewed by brenna.nurmi@cityofsanrafael.org 2025-05-08 - 7:58:35 PM GMT b© Signer brenna.nurmi@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2025-05-08 - 7:58:54 PM GMT a Adobe Acrobat Sign do Document e-signed by Brenna Nurmi (for) (brenna.nurmi@cityofsanrafael.org) Signature Date: 2025-05-08 - 7:58:56 PM GMT - Time Source: server Agreement completed. 2025-05-08 - 7:58:56 PM GMT 0 Adobe Acrobat Sign