HomeMy WebLinkAboutFin Parcel Tax Administration ServicesRev. 08.22 1
AGREEMENT FOR PROFESSIONAL SERVICES
BY AND BETWEEN
THE CITY OF SAN RAFAEL
AND
NBS GOVERNMENT FINANCE GROUP
FOR PARCEL TAX ADMINISTRATION SERVICES
(MEASURE P AND MEASURE D)
This Agreement is made and entered into as of _________________ (the “Effective Date”),
by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation
(hereinafter "CITY"), and NBS Government Finance Group, a California corporation
(hereinafter "CONSULTANT"). CITY and CONSULTANT may be referred to individually as a
“Party” or collectively as the “Parties” or the “Parties to this Agreement.”
RECITALS
A.CITY desires to secure professional services more fully described in this
Agreement, at Exhibit A, entitled “SCOPE OF SERVICES”; and
B.CONSULTANT represents that it, and its subcontractors, if any, have the
professional qualifications, expertise, and necessary licenses and desire to provide certain goods
and/or required services of the quality and type which meet objectives and requirements of CITY;
and
C.The Parties have specified herein the terms and conditions under which such
services will be provided and paid for.
NOW, THEREFORE, the parties hereby agree as follows:
AGREEMENT
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 March 6, 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 a fixed fee,
June 12, 2025
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as further described in Exhibit A, in an amount of $36,000 per year, plus expenses. Annual fixed
fees through the Term of this Agreement may be adjusted each October 1 by the
applicable Consumer Price Index (April-May, All Urban Consumer for the San Francisco
region) published by the Bureau of Labor Statistics.
CONSULTANT will bill City for Services provided by CONSULTANT, 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 September 30, 2027. The Agreement may
be extended for up to two additional years based on mutual agreement by the CITY and
CONSULTANT.
4.PROJECT COORDINATION.
A.CITY’S Project Manager. The Finance Director 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. Darrylanne Zarate 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 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
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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.
6.OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
7.INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
8.ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
9.INSURANCE REQUIREMENTS.
During the term of this Agreement, and for any time period set forth in Exhibit B,
CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance
policies with respect to employees and vehicles assigned to the performance of Services under this
Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage
verifications as defined in Exhibit B.
10.INDEMNIFICATION.
A.Except as otherwise provided in subparagraph B of this section, CONSULTANT
shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by
CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the
“City Indemnitees”), from and against any claim, demand, suit, judgment, loss, liability or
expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and
fees of litigation, (collectively “CLAIMS”), arising out of CONSULTANT’S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the active
negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification
obligation shall be reduced in proportion to the City Indemnitees’ share of liability for the active
negligence or willful misconduct. In addition, the acceptance or approval of the
CONSULTANT’s work or work product by the CITY or any of its directors, officers or
v 08.22 4
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.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
v 08.22 5
Agreement, to the other party.
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:
Paul Navazio, Finance Director
1400 Fifth Avenue
San Rafael, CA 94901
To CONSULTANT’s Project Director:
32605 Temecula Parkway, Suite 100
Temecula, CA 92592
15.INDEPENDENT CONTRACTOR.
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.
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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 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,
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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.]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL:
________________________________
Cristine Alilovich, City Manager
APPROVED AS TO FORM:
Office of the City Attorney
_________________________________
By: Andrea Visveshwara,
Chief Assistant City Attorney
ATTEST:
City Clerk
_________________________________
LINDSAY LARA, City Clerk
CONSULTANT:
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
[If CONSULTANT is a corporation, add
signature of second corporate officer]
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
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Rev. 08.22 A-1
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.
Page 2
SCOPE OF SERVICES
The following describes the proposed Work Plan for completion of this Scope of Services. For the new
Measure P, we will set up a robust process from the start, anticipated beginning March 2025:
AB 2476 Compliance Mailing Project – Notice of New Parcel Tax
This scope of services pertains to the Measure P Parcel Tax (“Parcel Tax”) levied by the City of San Rafael.
The goal of this mailing project (“Project”) is to help the Client meet the requirements of Government Code
54930 (“Code”), which was added to the Government Code by Assembly Bill 2476 in September of 2016.
DATA ANALYSIS
NBS will review the most recent County Assessor’s secured roll data to identify parcels that should receive
notice of the new Parcel Tax. The Code requires notice be sent to “an owner of a parcel affected by the tax,
if that owner does not reside within the [City’s] jurisdictional boundaries.” Such parcels will be identified by
comparing the property owner’s mailing address to addresses within the City’s jurisdiction.
OWNER LIST
NBS will compile the owner name and mailing address information for the parcels identified in the Data
Analysis.
NOTICE
NBS will prepare a Notice in accordance with the Code. NBS may suggest additional wording for the Notice
in order to answer common questions typically asked by property owners. The Notice may be in the form
of a letter or a postcard as requested by the City.
MAILING
NBS will coordinate the mailing of Notices. Actual printing and postage costs will be invoiced to the City.
CONSULTING SUPPORT
NBS will provide consulting support including a toll-free phone number on the Notice. NBS staff will be
available to answer property owner questions regarding the Parcel Tax. Bilingual staff is available to assist
Spanish-speaking property owners.
Measure P Parcel Tax Administration
At NBS, we treat these tasks as year-around responsibilities so that there is sufficient time to research any
issues and avoid August deadline challenges. For example, we purchase property data and research
discrepancies throughout the year. Shown below is our detailed scope of services for this effort.
Page 3
KICK-OFF MEETING, PROJECT SCHEDULE
NBS will meet with City staff, legal counsel and other interested parties to:
• Establish lines of communication.
• Clarify the specific goals and criteria that will meet the City’s preference.
• Identify and resolve any circumstances that may be involved in the administration of the tax.
• Develop a schedule to meet requirements and provide for effective interaction of all parties.
• Establish dates consistent with schedule to achieve project milestones.
DATA COLLECTION
Gather and review data pertinent to the administration of the Parcel Tax. Data will be obtained from
various sources such as Assessor’s parcel maps and County Assessor information as determined to be
necessary based on the requirements of the tax formula.
QUALITY CONTROL
Perform cross-reference tests looking at the various data sources, land use codes, and other pertinent
information to ensure the best and most accurate tax application.
DATABASE MAINTENANCE
Maintain and periodically update a database of all parcels within the City and relevant parcel information.
TAX CALCULATION
Calculate the annual tax levy for each parcel within the City following the guidelines established in the
formula.
LEVY SUBMITTAL
NBS will submit the levy to the County Auditor-Controller in the required format. Parcel taxes rejected by
the County Auditor-Controller will be researched and resubmitted for collection on the County Tax Roll.
Any parcels that are not accepted by the County for collection may be invoiced with payment to be
directed to the City in accordance with authorizing documents as applicable.
REPORTING
Provide an annual Special Tax Levy Report (Auditor’s Report). The report will include a parcel listing with
levy amounts. Parcel and levy data can be provided via an emailed electronic file, and printed if desired.
We will also provide reporting to comply with both SB165 requirements as well as the State Controller’s
Office reporting requirements.
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CONSULTING SUPPORT
Provide a toll-free phone number for use by the agency and all property owners. Staff shall be available to
answer questions regarding the ongoing collection of special taxes. Bilingual staff will be available for
Spanish-speaking property owners.
DELINQUENCY MONITORING
NBS will provide a comprehensive list of delinquencies after each installment becomes due. The
delinquency report will provide the overall delinquency percentage as well as a detailed list of each
delinquent parcel, with the name and address of the delinquent parcel owner, the delinquent amount, and
penalties.
MEETING ATTENDANCE
At the request of the agency, NBS will attend meetings to discuss the Parcel Tax and related items, subject
to additional expenses for time and travel.
OPTIONAL SERVICES
The City may wish to include the following optional services that could enhance the project’s results.
Measure D Parcel Tax Administration | Optional
The scope will be designed to mirror the scope for Measure P. The City and NBS will collaborate as needed
if this optional service is requested.
Exemption Processing – Parcel Tax | Optional
EXEMPTIONS FOR SENIOR CITIZENS AND SSI/SSDI RECIPIENTS
An exemption will be granted on any parcel owned by one or more persons who are either:
(a) Aged 65 years or older as of July 1 for each fiscal year, who occupies said parcel as a principal residence;
(b) Receiving Supplemental Security Income (SSI) for a disability, regardless of age, who occupies said
parcel as a principal residence; or
(c)Receiving Social Security Disability Insurance (SSDI) benefits, regardless of age, whose yearly income
does not exceed 250% of the 2012 federal poverty guidelines issued by the United States Department of
Health and Human Services, and occupying said parcel as a principal residence, upon application for
exemption.
Applications for such exemptions must be made to City or its designee on or before July 1, OF EACH
tax year. Any approved application from a qualified applicant will provide for the parcel tax for the
remaining term of the special tax so long as such applicant continues to own and occupy the parcel as his
or her principal residence.
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One-Time Set-Up, Process Memo, and Document Preparation
DOCUMENT PREPARATION
NBS will prepare an exemption application and a cover letter for property owners. The cover letter will
explain the qualifications and requirements of the exemption. These documents will then be used when
mailing the applications.
PROCESS MEMO
NBS will provide a summary memo explaining the exemption review process for use by City staff.
APPLICATION MAILING
NBS will create a mailing database to send the applications and cover letters to property owners within the
City’s boundaries.
Annual Exemption Processing
APPLICATION REVIEW
NBS will review the applications and accompanying documentation sent by the City via a secure FTP site.
After completing the review, NBS will determine if the application qualifies for the exemption. NBS will
then send a confirmation or denial letter to the property owner.
DATABASE MAINTENANCE
NBS will track the received applications and their approval status. Following review and approval of the
annual applications, NBS will apply the approved exemptions to the parcel tax database. NBS will also
annually review and inform the City of any ownership changes that may indicate the removal of a
previously granted exemption.
PROFESSIONAL FEES
One-Time AB 2476 Mailing
One Time Mailing Fee…………………………….……………..………………………………………..………………………….………..$5,500
Estimated Expenses (Not To Exceed) …....................................................................................................... $250
(excluding printing and postage)
Annual Special Parcel Tax Administration Services
Measure P Annual Administration Services…....….……………………………………….…………….……..………………..$12,500
Measure P One-Time Setup Parcel Research Fee.………………………………………….…………….……..………………..$2,500
Estimated Annual Administration Expenses (Not To Exceed) ….................................................................. $500
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Measure D Annual Administration Services | Optional.……..….……………………………………….…………….……..$7,500
Estimated Annual Administration Expenses (Not To Exceed) ….................................................................. $500
Exemption Processing – Measure P and D Parcel Tax | Optional
One-Time Set-Up, Process Memo, and Document Preparation Fee ……………….…………….……..………………..$TBD
Annual Processing Fee …............................................................................................................................ $TBD
Estimated Expenses (1) NBS will bill actual printing and mailing costs estimated at $1.00 per piece
(1) See description of expenses below
EXPENSES
Customary out-of-pocket expenses will be billed to the City at actual cost to NBS. These expenses may
include, but not be limited to, mailing fulfillment, postage, reproduction, telephone, travel, meals and
various third-party charges for data, maps, and recording fees.
ANNUAL FEE INCREASES
Cost of living increases may be applied to the services listed above on October 1 each year, beginning with
the invoices issued on October 1, 2026. The Cost-of-Living Adjustment (COLA) would be the actual cost of
living increase based on the 12-month change from April/May to April/May in the U.S. Department of
Labor, Bureau of Labor Statistics, Consumer Price Index for all urban consumers for the applicable region.
ADDITIONAL OPTIONAL SERVICES – HOURLY RATES
The following table shows our current hourly rates. Optional services authorized by the City but not
included in the scope of services will be billed at this rate or the then applicable hourly rate. This may
include attendance at additional meetings, notice and ballots, etc.
Title Hourly Rate
Senior Review $275
Director $250
Associate Director / Engineer $225
Senior Consultant / Manager $200
Consultant $175
Financial Analyst $150
Clerical / Support $110
TERMS
Administration services fees are for the first year, with possible COLA in subsequent years, as referenced
above. Such fees will be invoiced at the beginning of each quarter. Expenses will be itemized and included
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in the next regular invoice. Fees for all other services will be invoiced upon completion of the task. If the
project is prematurely terminated by either party, NBS shall receive payment for work completed.
Payment shall be made within 30 days of submission of an invoice. If payment is not received within 90
days, simple interest will begin to accrue at the rate of 1.5% per month. Either party can cancel
administration contracts with 30 days’ written notice.
Rev. 08.22 B-1
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
v 08.22 B-2
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.If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6.The insurance policies shall provide for a retroactive date of placement
coinciding with the Effective Date of this Agreement.
7.The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY’S own insurance or self-insurance shall be called upon to protect it as a named insured.
8.It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
insurance requirements of this Agreement are sufficient to cover the obligations of the
CONSULTANT under this Agreement.
9.CONSULTANT agrees to ensure that subcontractors, and any other party
involved with the Services, who is brought onto or involved in the performance of the Services by
CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT,
except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage
and assumes all responsibility for ensuring that such coverage is provided in conformity with the
requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all
agreements with, and insurance compliance documents provided by, such subcontractors and
others engaged in the performance of Services will be submitted to CITY for review.
10.CONSULTANT agrees to be responsible for ensuring that no contract used
by any party involved in any way with the Services reserves the right to charge CITY or
CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any
v 08.22 B-3
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.
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
Step RESPONSIBLE
DEPARTMENT
DESCRIPTION COMPLETED
DATE
REVIEWER
Check/Initial
1 Project Manager
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
Click here to
enter a date.
Click here to
enter a date.
☐
☒
2 City Attorney
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
6/2/2025
6/2/2025
☒ NT
☒ NT
3 Department Director Approval of final agreement form to send to
contractor
Click or tap
to enter a
date.
☒ _PN_
4 Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
4/8/2025 ☒
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
$75,000; and for Public Works Contracts that exceed $175,000
Date of City Council approval
☒ N/A
Or
Click here to
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
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
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Finance
Project Manager: Paul Navazio Extension: 415.485.3602
Contractor Name: NBS Gov’t. Finance Group
Contractor’s Contact: Tim Seufert Contact’s Email: tseufert@nbsgov.com.
☐ FPPC: Check if Contractor/Consultant must file Form 700
PSA - NBS Government Finance Group - Parcel
Tax Administration Services
Final Audit Report 2025-06-16
Created:2025-06-02
By:Nataly Torres (nataly.torres@cityofsanrafael.org)
Status:Signed
Transaction ID:CBJCHBCAABAAnzFmE31_AX_YUv_00kK6BI5jOHyCKry3
"PSA - NBS Government Finance Group - Parcel Tax Administra
tion Services" History
Document created by Nataly Torres (nataly.torres@cityofsanrafael.org)
2025-06-02 - 11:20:21 PM GMT- IP address: 199.88.113.8
Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval
2025-06-02 - 11:23:16 PM GMT
Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
2025-06-03 - 6:51:51 PM GMT- IP address: 104.47.65.254
Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org)
Approval Date: 2025-06-03 - 6:52:39 PM GMT - Time Source: server- IP address: 199.88.113.8
Document emailed to Andrea Visveshwara (andrea.visveshwara@cityofsanrafael.org) for signature
2025-06-03 - 6:52:40 PM GMT
Email viewed by Andrea Visveshwara (andrea.visveshwara@cityofsanrafael.org)
2025-06-03 - 7:00:10 PM GMT- IP address: 104.47.65.254
Document e-signed by Andrea Visveshwara (andrea.visveshwara@cityofsanrafael.org)
Signature Date: 2025-06-03 - 7:00:52 PM GMT - Time Source: server- IP address: 199.88.113.8
Document emailed to city.clerk@cityofsanrafael.org for approval
2025-06-03 - 7:00:54 PM GMT
Email viewed by city.clerk@cityofsanrafael.org
2025-06-03 - 7:27:00 PM GMT- IP address: 199.88.113.8
Signer city.clerk@cityofsanrafael.org entered name at signing as Lindsay Lara
2025-06-03 - 7:27:16 PM GMT- IP address: 199.88.113.8
Document approved by Lindsay Lara (city.clerk@cityofsanrafael.org)
Approval Date: 2025-06-03 - 7:27:18 PM GMT - Time Source: server- IP address: 199.88.113.8
Document emailed to cristine.alilovich@cityofsanrafael.org for signature
2025-06-03 - 7:27:20 PM GMT
Email viewed by cristine.alilovich@cityofsanrafael.org
2025-06-13 - 2:47:20 AM GMT- IP address: 104.47.64.254
New document URL requested by cristine.alilovich@cityofsanrafael.org
2025-06-13 - 2:47:23 AM GMT- IP address: 71.198.110.147
Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich
2025-06-13 - 2:59:06 AM GMT- IP address: 71.198.110.147
Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org)
Signature Date: 2025-06-13 - 2:59:08 AM GMT - Time Source: server- IP address: 71.198.110.147
Document emailed to city.clerk@cityofsanrafael.org for signature
2025-06-13 - 2:59:10 AM GMT
Email viewed by city.clerk@cityofsanrafael.org
2025-06-13 - 2:32:49 PM GMT- IP address: 104.47.64.254
Signer city.clerk@cityofsanrafael.org entered name at signing as Lindsay Lara
2025-06-16 - 7:33:55 PM GMT- IP address: 199.88.113.8
Document e-signed by Lindsay Lara (city.clerk@cityofsanrafael.org)
Signature Date: 2025-06-16 - 7:33:57 PM GMT - Time Source: server- IP address: 199.88.113.8
Agreement completed.
2025-06-16 - 7:33:57 PM GMT