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CC Records Improvement Program Design and Implementation
v. Feb 2025 Page 1 CITY OF SAN RAFAEL PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement (“Contract”) is entered into by and between the City of San Rafael (“City”) and __________________________________________ (“Contractor”), a __________________________________________________ for __________________________________________________________, and is effective on _____________________ (“Effective Date”). City and Contractor may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Contract.” RECITALS A. City desires to secure professional services more fully described in this Contract, at Exhibit A, entitled “SCOPE OF WORK”; and B. Contractor 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. Contractor acknowledges that the execution of this Contract by the City is predicated upon the representations made in Contractor’s proposal dated _________________ submitted to the City; and D. 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: CONTRACT 1. WORK TO BE PERFORMED. Except as otherwise may be expressly specified in this Contract, Contractor 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 WORK.”. Records Improvement Program Design and Implementation July 14, 2025 Records Control Services, Inc. California Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Corporation August 28, 2025 2025.0036 v. Feb 2025 Page 2 2. COMPENSATION. In consideration for Contractor’s complete performance of the Scope of Work, City will pay Contractor in accordance with the rates and/or prices set forth in Exhibit A, up to the not-to-exceed amount of $_____________. Contractor shall not increase its rates throughout the Term of this Contract, except that upon 60 day written notice, Contractor may adjust its rates no more than once annually at a maximum amount equal to the percentage change through December in the prior calendar year to the consumer price index (“CPI”) for California, All Urban Consumers, San Francisco-Oakland-San Jose areas, not to exceed five percent (5%). Contractor will bill City on a monthly basis for work performed by Contractor during the preceding month, subject to verification by City. City will pay Contractor within thirty (30) days of City’s receipt of invoice. 3. TERM OF CONTRACT. This Contract becomes effective upon the date listed as "Effective Date" and shall remain in effect until the completion of all obligations of both Parties hereto, or ___________________________ from the Effective Date, whichever comes first, unless terminated or amended as provided herein. 4. RELIANCE ON PROFESSIONAL SKILL OF CONTRACTOR. Contractor represents that it has the necessary professional skills to perform the work required and the City shall rely on such skills of the Contractor to do and perform the work. In performing the work hereunder Contractor shall adhere to the standards generally prevailing for the performance of expert consulting services similar to those to be performed by Contractor hereunder. Contractor represents that it has reviewed Exhibit A and that in its professional judgment the work to be performed under this Contract can be performed for a fee within the maximum amount set forth herein and within the times specified. Contractor represents that it possesses all necessary training, licenses and permits to perform the Scope of Work and that its performance of the Scope of Work will conform to the standards of practice of a professional having experience and expertise in performing professional services of like nature and complexity of the Scope of Work working on similar, successfully completed projects. The granting of any progress payment by City, or the receipt thereof by Contractor, or any inspection, review, approval or oral statement by any representative of City or any other governmental entity, shall in no way waive or limit the obligations in this Paragraph 4 or lessen the liability of Contractor for unsatisfactory work, including but not limited to cases where the defective or below standard work may not have been two (2) years 76,043 Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Page 3 apparent or detected at the time of such payment, inspection, review or approval. 5. PROJECT COORDINATION. A. City’s Project Manager. ________________________________ is hereby designated the Project Manager for the City and said Project Manager shall supervise all aspects of the progress and execution of this Contract. B. Contractor’s Project Director. Contractor shall assign a single Project Director to have overall responsibility for the progress and execution of this Contract for Contractor. ___________________________________ is hereby designated as the Project Director for Contractor. Should circumstances or conditions subsequent to the execution of this Contract require a substitute Project Director, for any reason, the Contractor shall notify the City within ten (10) business days of the substitution. 6. TERMINATION. A. The term of this Contract shall commence upon the date hereinabove written and shall expire upon completion of performance of work hereunder by Contractor. B. Notwithstanding the provisions of (A) above, City may with or without cause, direct Contractor to suspend, delay or interrupt the work, in whole or in part, for such periods of time as City may determine in its sole discretion. C. City may terminate this Contract in whole, or from time to time in part, for default, should Contractor commit a material breach of this Contract, or part thereof, and not cure such breach within ten (10) calendar days of the date of City’s written notice to Contractor demanding such cure, in which case Contractor shall be liable to City for all loss, cost, expense, damage and liability resulting from such breach and termination. D. City may terminate this Contract in whole, or from time to time in part, for convenience, whenever City determines that such termination is in City’s best interests, in which case Contractor shall be entitled to recover its costs expended up to the termination date plus reasonable profit thereon to the termination date as this Contract would otherwise provide, but may recover no other cost, damage or expense. Contractor shall continue its work throughout the course of any dispute, and Contractor’s failure to continue work during a dispute shall be a material breach of this Contract. E. Lack of Appropriation: If this Contract is a multi-year contract, subject to appropriation each fiscal year, the City may terminate this Contract immediately for lack of appropriation of funds. F. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Contract without the prior written consent of the other. Bruce Meier Lindsay Lara Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Page 4 G. Return of Documents. Upon termination, any and all City documents or materials provided to Contractor and any and all of Contractor's documents and materials prepared for or relating to the performance of its duties under this Contract, shall be delivered to City as soon as possible, but not later than thirty (30) days after termination. 7. INSURANCE REQUIREMENTS. During the term of this Contract, and for any time period set forth in Exhibit B, Contractor 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 work under this Contract with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B. 8. INDEMNIFICATION. A. Except as otherwise provided in subparagraph B of this section, Contractor 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 Contractor’s performance of its obligations or conduct of its operations under this Contract. The Contractor'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 Contractor'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 Contractor’s work or work product by the City or any of its directors, officers or employees shall not relieve or reduce the Contractor’s indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Contractor’s performance of or operations under this Contract, Contractor 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 work to be performed by Contractor under this Contract 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, Contractor 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, Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Page 5 recklessness, or willful misconduct of Contractor, or any sub Contractors, 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 Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract and shall survive the termination or completion of this Contract for the full period of time allowed by law. 9. PREVAILING WAGE. If the work to be performed under this Contract is for services where prevailing wages are required by State law, Contractor shall pay prevailing wages to its employees on any contract in excess of $1,000.00, Copies of the general prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Contract, as determined by Director of the State of California Department of Industrial Relations, are on file at the City’s Public Works Department upon request and may be obtained from the California Department of Industrial Relations website [http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm]. Contractor shall comply with the 8-hours per day/40 hours per week/overtime/working hours restrictions for all employees, pursuant to the California Labor Code. Contractor and all subcontractors shall keep and maintain accurate employee payroll records for Work performed under the Contract. The payroll records shall be certified and submitted as required by law, including Labor Code Sections 1771.4 (if applicable) and 1776, including to the Labor Commissioner no less frequently than monthly. Contractor shall comply fully with Labor Code Section 1777.5 in the hiring of apprentices for work relating to the Contract. 10. NOTICES. All notices and other communications required or permitted to be given under this Contract, including any notice of change of address, shall be in writing and given by email, 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 email, 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: [As identified in item 5.A] ___________________________ San Rafael, CA 94901 Email: ______________________ To Contractor’s Project Director: [As identified in item 5.B] ___________________________ ___________________________ Email: ______________________ rcsinc25@gmail.comcity.clerk@cityofsanrafael.org 1400 Fifth Ave 15 Cornwall Ct Oakland, California 94611 Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Page 6 11. LIABILITY OF CITY. Except as provided in Exhibit A, Scope of Work to be Provided by Contractor and Exhibit B, Insurance, City's obligations under this Contract shall be limited to the payment of the compensation provided for in Paragraphs 1 and 2 of this Contract, Notwithstanding any other provision of this Contract, in no event shall City be liable, regardless of whether any claim is based on contract, tort or otherwise, for any special, consequential, indirect or incidental damages, lost profits or revenue, arising out of or in connection with this Contract, the Scope of Work, or the Project. City shall not be responsible for any damage to persons or property as a result of the use, misuse or failure of any equipment used by Contractor, or by any of its employees, even though such equipment be furnished, rented or loaned to Contractor by City. The acceptance or use of such equipment by Contractor or any of its employees shall be construed to mean that Contractor accepts full responsibility for and shall exonerate, indemnify, defend and save harmless City from and against any and all claims for any damage or injury of any type, including attorneys' fees, arising from the use, misuse or failure of such equipment, whether such damage be to the Contractor, its employees, City employees or third parties, or to property belonging to any of the above. Nothing in this Contract shall constitute a waiver or limitation of any right or remedy, whether in equity or at law, which City or Contractor may have under this Contract or any applicable law. All rights and remedies of City or Contractor, whether under this Contract or other applicable law, shall be cumulative. 12. MEDIATION. Unless waived by the City, should any dispute arise out of this Contract, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Unless the City waives this requirement, Contractor shall not be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the parties. If a mediated settlement is reached neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs. 13. GENERAL TERMS AND CONDITIONS. This Contract includes, and the Contractor agrees to comply with the City’s General Terms and Conditions, which are set forth in Exhibit C, attached hereto and incorporated by reference. [Signatures are on the following page.] Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Page 7 IN WITNESS WHEREOF, the parties have executed this Contract as of the day, month and year first above written. CITY OF SAN RAFAEL: _________________________________ ________________________________, _________________________________ Executed on:_______________________ APPROVED AS TO FORM: Office of the City Attorney _________________________________ ________________________________, _________________________________ ATTEST: City Clerk _________________________________ ________________________________, _________________________________ CONTRACTOR: __________________________________ By: ____________________________ Name: ____________________________ Title: ____________________________ [If Contractor is a corporation, second corporate officer signature required] __________________________________ By: ____________________________ Name: ____________________________ Title: _____________________________ Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 President/CEO Bruce Meier, RCS Inc Bruce G. Meier Kimberley de Groot Meier Vice President Kimberley MeierAndrea Visveshwara Chief Assistant City Attorney August 28, 2025 City Manager Cristine Alilovich Lindsay Lara City Clerk EXHIBIT A SCOPE OF WORK This is an Exhibit attached to, and made a part of the Contract by and between Contractor and the City providing for the referenced services. The Scope of Work includes: 1. Description of the Work: 1.1 Description: Contractor will provide the City with updates to the current records retention schedules, retention schedule training for staff and management, an inventory of designated physical records in the Public Works Department, and an evaluation and improvement recommendations for electronic document management in the Community Development Department. Implementation of this program will provide a highly efficient management and disposition system for designated records. The resulting tools will allow the City to improve best records management and information governance practices, and Generally Accepted Recordkeeping Principals®. 2. Specific Tasks: As part of the Scope of Work, the Contractor shall perform the following tasks: Task 1 – Phase 1 - Record Retention Schedule Updates Phase Tasks: 1. Introduce the program to City staff and management. 2. Review and evaluate the City's current retention schedules and records management related policies and procedures. 3. Designate departmental Records Coordinators. 4. Evaluate records storage and management systems: a. Meet separately with each Records Coordinator to discuss active and inactive record series (types of records) and access activities. b. Review physical file listings, taxonomy and/or classification guides, if any. c. Review electronic document repositories, as needed. d. Create a uniform record series classification index by City function and group/division (UFIRST™ Index). e. Review and finalize the index with the Records Coordinators. 5. Develop records retention schedules: a. Research governmental and regulatory body minimum required retention periods. b. Assign suggested retention periods and summary descriptions of legal citations to each listed record series in the uniform classification index. c. Submit to and review draft retention schedules with Records Coordinators. d. Integrate operating retention requirements and administrative retention decisions into schedules, where needed. e. Add special series aspects to the retention schedules, where needed. f. Submit retention schedules to Records Coordinators for final review and approval. g. Review final draft retention schedules and policy suggestions with the City Clerk. h. Submit final draft retention schedules, in electronic format, for the City's legal counsel to review. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 2.1 Task 2 – Phase 2 - Retention Schedule Training Phase Tasks: 1. Create a PowerPoint presentation addressing the retention schedules, policy, and procedures. 2. Develop a Records Retention Program reference guide for staff and management. 3. Review reference guide with the City Clerk, modify as needed. 4. Provide training sessions to staff. 2.3 Task 3 – Phase 3 – Public Works Physical Records Inventory Phase Tasks: 1. Review the current file index. 2. Label shelves and file drawers with location identifiers. 3. Review of the Department's current retention schedules 4. Evaluate records listings, if any. 5. Inventory records in the designated storage areas: a. Inventory physical records housed in the Department's active filing equipment. b. Classify records into the UFIRST™ Index. c. Update the UFIRST™ Index and retention schedule entries, as needed. 6. Review the record inventory with the Records Coordinator. 7. Recommend any records for inactive storage or destruction, as needed. 8. Prepare any obsolete records for destruction approvals, as needed. 1.1 Task 4 – Phase 4 – Community Development Electronic Document Evaluation Phase Tasks: 1. Discuss electronic document management processes with staff. 2. Evaluate electronic document repositories: a. Review process management systems. b. Download and review shared drive file and directory listings. c. Review use of the Laserfiche document repository, if any. 3. Develop a report with recommendations and a plan of action for improvements. 4. Review report with management and key staff. DELIVERABLES Contractor’s deliverables under the Contract are enunciated throughout the Contract and include but are not limited to the following: 1. Project Deliverables: Phase 1 Results Implementation of this phase, in total, will provide the City with: - A uniform classification index that accurately represents record series maintained in each department. - Retention period suggestions for each record series, based on current regulations, legal citations, and industry recommendations. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 - Council-approved records retention schedules addressing all physical and electronic records. - Improvements to best records management practices and Generally Accepted Recordkeeping Principles®. Phase 2 Results Implementation of this phase, in total, will provide the City with: - Training and how-to guides for program maintenance. - Staff and management trained in retention program terminology, policy, and operating procedures. Phase 3 Results Implementation of this phase, in total, will provide the Department with: - A review of current records management procedures and systems. - A comprehensive listing of physical records retained by the Department. - Preparation of obsolete records for destruction. - Improvements to best records management practices and Generally Accepted Recordkeeping Principles®. Phase 4 Results Implementation of this phase, in total, will provide the Department with: - An evaluation of current physical and electronic records management practices. - Recommendations for improvements to physical and electronic information governance activities. - Support for budgeting records management improvements. - Improvements to information governance practices and Generally Accepted Recordkeeping Principals®. METHOD OF PAYMENT Subject to the terms and conditions of this Contract, Contractor shall be paid on a basis set forth herein by the checked boxes below: ☒ A fixed fee for the work performed Total Project Cost: $76,042.60 Phase costs and payment schedule listed below: Phase 1 – Record Retention Schedule Updates RCS Professional Fees, Labor & Travel: $ 20,148.00 Invoices will be submitted according to the following schedule: Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Progress payment 1: at Phase initiation $5,037.00 Progress payment 2: upon completion of Task 4.e $5,037.00 Progress payment 3: upon completion of Task 5.b $5,037.00 Progress payment 4: upon completion of Task 5.h $5,037.00 Phase 2 – Records Management Policy & Training RCS Professional Fees, Labor & Travel: $ 3,657.40 Invoices will be submitted according to the following schedule: Progress payment 1: at Phase initiation $1,828.70 Progress payment 2: upon completion of Task 4 $1,828.70 Phase 3 – Public Works Physical Records Inventory RCS Professional Fees, Labor & Travel: $ 42,841.80 Invoices will be submitted according to the following schedule: Progress payment 1: at Phase initiation $8,568.36 Progress payment 2: upon completion of 35% of Task 5 $8,568.36 Progress payment 3: upon completion of 70% of Task 5 $8,568.36 Progress payment 4: upon completion of 100% of Task 5 $8,568.36 Progress payment 5: upon completion of Task 8 $8,568.36 Phase 4 – Community Development Electronic Document Evaluation RCS Professional Fees, Labor & Travel: $ 9,395.40 Invoices will be submitted according to the following schedule: Progress payment 1: at Phase initiation $4,697.70 Progress payment 2: upon completion of Task 4 $4,697.70 ☐ An hourly rate for the work performed based on the following hourly rate s: SCHEDULE All phase time estimates are based on availability and responses from City staff to phase tasks, and current Contractor client obligations in addition to the City’s project. Phase 1 Depending upon staff availability and current RCS client obligations, this phase can be completed in approximately 16 to 18 weeks after initiation. Availability of City staff for initial meetings and schedule reviews is essential to phase completion within RCS time estimates. Phase 2 Depending upon staff availability, City Council approvals and current RCS client obligations, this phase can be completed in approximately 3 to 5 weeks after initiation. Availability of City staff for training is essential to phase completion within RCS time estimates. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Phase 3 Depending upon staff availability and current RCS client obligations, this phase can be completed in approximately 22 to 25 weeks after initiation. Availability of City staff for inventory review and destruction approvals is essential to phase completion within RCS time estimates. Phase 4 Depending upon staff availability and current RCS client obligations, this phase can be completed in approximately 10 to 12 weeks after initiation. Availability of department staff for initial interviews and the report review is essential to phase completion within RCS time estimates. – END OF EXHIBIT A – Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Exhibit B-1 EXHIBIT B INSURANCE REQUIREMENTS During the term of this Contract, and for any time period set forth below, Contractor 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 work under this Contract 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 Contract, Contractor shall maintain, at no expense to City, the following insurance: 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 work required to be performed under this Contract, 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 Contractor's performance under this Contract. Where Contractor is a professional not required to have a professional license, City reserves the right to require Contractor to provide professional liability insurance pursuant to this section. 4. Workers’ compensation. If it employs any person, Contractor 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. Contractor’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 Contractor 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 Contractor’s insurance Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Exhibit B-2 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 Contractor’s policies shall be at least as broad as 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 Contract, Contractor hereby grants to City a waiver of any right to subrogation which any insurer of Contractor may acquire against City by virtue of the payment of any loss under such insurance. Contractor 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 Contract, 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 Contract. 7. The limits of insurance required in this Contract 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 Contract 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 Contract; 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 Contract are sufficient to cover the obligations of the Contractor under this Contract. 9. Contractor agrees to ensure that subcontractors, and any other party involved with the performance of work under this Contract, who is brought onto or involved in the performance of the work by Contractor under this Contract, provide the same minimum insurance coverage required of Contractor, except as with respect to limits. Contractor 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 Contract. CONSUTLANT agrees that upon request by City, all Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Exhibit B-3 agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the work under this Contract will be submitted to City for review. 10. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the Scope of Work reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this Contract. 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 Contractor'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 Contractor shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney’s fees and defense expenses. D. Proof of Insurance. Contractor shall provide to the Project Manager all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Contract; (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 Contract. City reserves the right to obtain a full certified copy of any insurance policy and endorsements from Contractor. 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. Failure to comply with these requirements shall be considered a material breach of contract. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Exhibit C-1 EXHIBIT C GENERAL TERMS AND CONDITIONS 1. COMPLIANCE WITH ALL LAWS. Contractor 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 Contract. Contractor shall perform all work under this Contract in accordance with these laws, ordinances, codes and regulations. Contractor 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. 2. PROVISIONS DEEMED INSERTED. Every provision of law required to be inserted in the Contract is deemed to be inserted, and the Contract will be construed and enforced as though such provision has been included. If it is discovered that through mistake or otherwise that any required provision was not inserted, or not correctly inserted, the Contract will be deemed amended accordingly. 3. SEVERABILITY. If any provision of the Contract documents, or portion of a provision, is determined to be illegal, invalid, or unenforceable, the remaining provisions of the Contract documents will remain in full force and effect. 4. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the Contractor in connection with the performance of its duties under this Contract, shall be the sole property of City. City may use said property for any purpose, including projects not contemplated by this Contract. 5. INSPECTION AND AUDIT. Upon reasonable notice, Contractor shall make available to City, or its agent, for inspection and audit, all documents and materials maintained by Contractor in connection with its performance of its duties under this Contract. Contractor shall fully cooperate with City or its agent in any such audit or inspection. Contractor shall maintain all Project- related records for a period of three (3) years from completion of the work. 6. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Contract 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 Contract or any rights, duties Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Exhibit C-2 or obligations arising hereunder shall be void and of no effect. 7. WORKERS' COMPENSATION. Contractor certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and Contractor certifies that it will comply with such provisions before commencing the performance of the work of this contract. 8. NONDISCRIMINATION. Contractor shall not discriminate, in any way, against any person on the basis of sex, race, color, religion, ancestry, national origin, ethnic group identification, age, mental disability, physical disability, medical condition, genetic information, marital status, or sexual orientation in connection with or related to the performance of its duties and obligations under this Contract. 9. NO THIRD PARTY BENEFICIARIES. City and Contractor do not intend, by any provision of this Contract, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Contract, to the other party. 10. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Contract, Contractor, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the City. Contractor and City expressly intend and agree that the status of Contractor, its officers, agents and employees be that of an Independent Contractor and not that of an employee of City. 11. ENTIRE CONTRACT -- AMENDMENTS. A. The terms and conditions of this Contract, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Contract of the parties with respect to the subject matter of this Contract. B. This written Contract shall supersede any and all prior contracts, oral or written, regarding the subject matter between the Contractor and the City. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Contract, shall be valid or binding, except by way of a written amendment to this Contract. D. The terms and conditions of this Contract shall not be altered or modified Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Exhibit C-3 except by a written amendment to this Contract signed by the Contractor and the City. E. If any conflicts arise between the terms and conditions of this Contract, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Contract shall control. 12. SET-OFF AGAINST DEBTS. Contractor agrees that City may deduct from any payment due to Contractor under this Contract, any monies which Contractor owes City under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 13. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Contract, 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 Contract, 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 Contract or any applicable law, ordinance or regulation. 14. CITY BUSINESS LICENSE / OTHER TAXES. Contractor shall obtain and maintain during the duration of this Contract, a City business license as required by the San Rafael Municipal Code, and Contractor 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 Contract, until Contractor has provided City with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 15. SURVIVAL OF TERMS. Any terms of this Contract that by their nature extend beyond the term (or termination) of this Contract shall remain in effect until fulfilled and shall apply to both Parties’ respective successors and assigns. 16. GOVERNING LAW. This Contract shall be deemed to have been executed in the County of Marin, California. The formation, interpretation and performance of this Contract shall be governed by the laws of the State of California, excluding its conflict of laws rules. Any suit or action initiated by either party shall be brought in the County of Marin, California unless the parties agree otherwise in a written amendment to this Contract. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 v. Feb 2025 Exhibit C-4 17. CONFLICT OF INTEREST. Contractor, its employees, subcontractors and agents, may not have, maintain or acquire a conflict of interest in relation to this Contract in violation of any City ordinance or policy or in violation of any California law, including under Government Code section 1090 et seq. and under the Political Reform Act as set forth in Government Code section 81000 et seq. and its accompanying regulations. Any violation of this Section constitutes a material breach of the Contract. 18. AUTHORIZATION. Each individual signing above warrants that they are authorized to do so by the party that they represent, and that this Contract is legally binding on that party. If Contractor is a corporation, signatures from two officers of the corporation are required pursuant to California Corporation Code section 313. 19. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Contract 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. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. All following documents are attached as reference material. RESPONSIBLE PARTY DESCRIPTION COMPLETED Project Manager Email PINS insurance request to Contractor ☐ City Attorney’s Office Review, revise as needed, and approve agreement as to form Department Director Review and approve agreement Risk Management Confirm insurance documentation is complete Finance Review and sign off on funding availability TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Project Manager: Contractor Name: Contractor’s Contact: Contact’s Email: City Council Date: ☐ ___________________ or ☐ Not applicable ☐ FPPC: Check if Contractor must file Form 700 Records Control Services X X rcsinc25@gmail.com Lindsay Lara Bruce Meier City Clerk's Office Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Proposal for Design and Implementation of a Records Improvement Program for the City of July 14, 2025 A Corporation of Information Resource Management Specialists 15 Cornwall Court, Oakland, California 94611 Office: 510-530-6033 Primary Cell: 510-520-1635 Bruce G. Meier, Certified Records Manager President/CEO www.RecordsControlServices.com © This proposal was developed for and submitted to The City of San Rafael, and it contains copyrighted and trademarked proprietary work product and information of Records Control Services, Inc. This proposal, and all information contained herein, must not be made available or transferred in any form whatsoever to any person or organization outside of The City of San Rafael or its agents. By accepting and/or maintaining a copy of this proposal, all parties mentioned above agree to this statement. This proposal supersedes any previous versions submitted to the City of San Rafael by Records Control Services, Inc. R C S ecords ontrol ervices Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 2 Table of Contents Executive Summary .................................................................................................................. 3 Objectives ............................................................................................................................. 3 Scope of Work & General Recommendations ........................................................................... 5 Introduction ........................................................................................................................... 5 Purpose ................................................................................................................................. 5 Project Scope ........................................................................................................................ 5 Observations ......................................................................................................................... 5 General Recommendations ................................................................................................... 6 Approach ............................................................................................................................... 6 Proposal for a Records Improvement Program ......................................................................... 7 Phase 1 – Record Retention Schedule Updates .................................................................... 7 Phase 2 – Retention Schedule Training ................................................................................ 9 Phase 3 – Public Works Physical Records Inventory ............................................................. 9 Phase 4 – Community Development Electronic Document Evaluation .................................10 Cost Breakdown ......................................................................................................................12 Fee & Payment Terms .............................................................................................................13 RCS Disclaimer .......................................................................................................................13 Client Acceptance & Signature Page .......................................................................................14 Exhibit A – Sample Retention Schedule ..................................................................................15 Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 3 Executive Summary Records Control Services, Inc. (RCS), a firm of information resource management specialists of Oakland, California, proposes to provide professional expertise for the City of San Rafael (City) by implementing a physical records inventory, retention schedule updates and other program components, as listed below, to assist with managing, storing, tracking and retrieving documents, providing the basis for a uniform, legally acceptable Records Management Program. Objectives Implementation of this program, in total, will provide the City with: City-wide records retention schedule updates. A uniform, function-based filing index for classifying records. An inventory of active & inactive physical records housed in the Public Works Department. An evaluation and improvement recommendations for electronic document management in the Community Development Department. Manuals and reference guides for program maintenance. This proposal offers improvements to current records and information management policies and practices within the City, and assistance towards compliance with best records management practices. RCS will review the current retention schedules and meet with key staff members to review physical filing systems and determine record series (types of records) maintained in their departments. Based on the interviews, RCS will create a uniform, function-based record series listing that will become the format for the retention schedules and can be used to efficiently identify records in both physical and electronic records in future program stages. The final approved retention schedules will accurately identify the records series maintained in each department. The schedule format will improve user efficiency by assigning responsibility for specific records to each department and directly correlating retention periods to records series. RCS will perform an inventory of physical file folders maintained in the central file storage room and office area cabinetry in the Public Works Department. The spreadsheet inventory will allow the Department to evaluate records activity, designate records for disposition, and improve access and response to public records requests. RCS will work with the Community Development Department to review both physical and electronic document repositories and develop recommendations and a plan of action to implement improvements. This will help the Department comply with the State of California’s Trustworthy Electronic Document or Record Preservation guidelines. RCS presents a pragmatic phased approach to designing and implementing a City-wide Records Improvement Program to reduce records and information management costs. RCS follows best practices and standards for implementation of records management programs as determined by the Association of Records Managers and Administrators, International (ARMA). The resulting tools will allow the City to improve best records management and information governance practices and follow Generally Accepted Recordkeeping Principles®1. Records Improvement Program RCS Professional Fees, Labor & Travel: $ 76,042.60 1 ® Generally Accepted Recordkeeping Principles & GARP are trademarked by the Association of Records Managers and Administrators, International. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 4 RCS Professional Fees, Labor & Travel include costs for system development and implementation. Travel expenses include mileage to and from City offices. Implementation may begin at a mutually convenient date, following receipt by RCS of a contract (of which this proposal becomes an integral part), purchase order, or the signed approval and acceptance of a remittance copy of this proposal. See Terms and Disclaimer sections within this proposal for suggested retention period information, and RCS service and professional fee payment details. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 5 Scope of Work & General Recommendations Introduction This report contains recommendations and proposals for a records improvement program, allowing the City to refine best records management and information governance practices. Detailed tasks are included in the proposal that follows this section. Purpose The purpose of this proposal is to provide the City with designing and researching Records Retention Schedules for managing physical and electronic documents, policies and procedures for program management, an inventory of physical records in the Public Works Department, and an evaluation of electronic records management in the Community Development Department to allow highly efficient information management and disposal within the City. Project Scope The first and second program phases provide records retention suggestions and retention schedule use training for identified records managed and stored within the following City departments and divisions: City Attorney City Clerk City Manager Community & Economic Development o Building o Code Enforcement o Planning & Zoning Digital Service & Open Government Finance Fire Human Resources Housing & Homelessness Library & Recreation Police Public Works o Engineering o Maintenance & Operations In the third phase, an inventory of records in central filing areas within the Public Works Department is completed to identify holdings and determine retention compliance. In the fourth phase, an evaluation of electronic document management in the Community Development Department is performed and recommendations for improvements are provided for management consideration. Observations RCS obtained information about the City’s retention schedules. The City’s schedules need to meet more current retention requirements. Up-to-date citations are essential to supporting the City’s retention schedules if they are requested in court. While the schedules are organized by department, record series are assigned a reference code and listed alphabetically in each section. Addition of new record series to the schedules will not follow the same format since the series would be added at the end of the section. In addition, an abundance of columns makes the schedules seem cluttered and navigation by staff difficult. A reduction in columns along with a three-level, hierarchical format would provide a better format for navigation. Department retention preferences are referenced in the schedules with no further detail. Administrative retention decisions, along with reasons behind the change, must be noted to set precedence for chosen retention periods. Due to significant changes in legislation, the schedules should be updated to reflect changes in retention and reformatted to match each department’s nomenclature and classification structure. RCS will use sample schedules from a similar project as a model for review with the departments Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 6 and create a common structure familiar to each department’s method of organizing their information. This will reduce, if not remove, the necessity to use the Find feature to locate retention periods in the schedules. The Public Works Department retains nearly 8,000 linear filing inches of physical records near offices and workstations, and in a central filing room. The department uses a simple index structure and card catalog to identify record series (types of records), and no inventory of the records exists. The department needs a records inventory to help comply with retention requirements and public records requests. The Community Development Department maintains most of their documents in electronic format on both shared drives and in a process management software system. The department needs an evaluation of the systems and recommendations for improvements to electronic document management. With assistance from RCS, the City can improve information governance and best records management practices within all City departments. General Recommendations The goal of a comprehensive records management program is to control the creation, acquisition, processing, maintenance, storage, and final disposition of all recorded information, regardless of form or media, handled during normal business practices. Implementation of such a program would result in significant savings for the City through: Safe, highly efficient storage and retention of all records in accordance with Federal, State and Local regulations. Rapid access to all active, semi-active and inactive records stored in offices or off-site facilities. Immediate reduction of misfiled and lost information. Cost effective use of prime office and storage space. Timely disposal of obsolete records through approved retention schedules. Protection of vital records from natural or man-made disasters. RCS recommends a comprehensive Records Management Policy be adopted by the City Council, including a records retention component, to form the foundation of a legally acceptable Records and Information Management Program (RIM) in compliance with GARP® guidelines. A full RIM program should be implemented in several segments, including: 1. Inactive records storage system. 2. Active files management with a uniform filing system. 3. Records retention management with approved retention periods and schedules. 4. Information governance evaluation and needs assessment plan. 5. Electronic document management and tracking systems. 6. A Vital Records Protection and Disaster Recovery Program. This proposal addresses the policy development and records retention management components for a comprehensive RIM Program. Detailed proposals for other segments can be submitted by RCS upon request of the City. Approach This proposal is separated into four phases. Phase 1 should be implemented prior to Phase 2, with subsequent phases implemented concurrently or according to the City’s priority. Work will be completed both at the City’s facilities and RCS’s Oakland offices. RCS’s principal consultant will visit City facilities for initial in-person interviews, reviewing the retention periods and policy suggestions, completing the Public Works records inventory, and evaluating the Community Development electronic document management systems. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 7 Proposal for a Records Improvement Program This proposal presents the City of San Rafael (City) with project tasks and time estimates for updating current records retention schedules, an inventory of physical records in the Public Works Department, and an evaluation and improvement recommendations for electronic document management in the Community Development Department. Implementation of this program will provide a highly efficient management and disposition system for designated records. The resulting tools will allow the City to improve best records management and information governance practices, and Generally Accepted Recordkeeping Principals®2. Phase 1 – Record Retention Schedule Updates Phase Tasks 1. Introduce the program to City staff and management. 2. Review and evaluate the City’s current retention schedules and records management related policies and procedures. 3. Designate departmental Records Coordinators. 4. Evaluate records storage and management systems: a. Meet separately with each Records Coordinator to discuss active and inactive record series (types of records) and access activities. b. Review physical file listings, taxonomy and/or classification guides, if any. c. Review electronic document repositories, as needed. d. Create a uniform record series classification index by City function and group/division (UFIRST™ Index). e. Review and finalize the index with the Records Coordinators. 5. Develop records retention schedules: a. Research governmental and regulatory body minimum required retention periods. b. Assign suggested retention periods and summary descriptions of legal citations to each listed record series in the uniform classification index. c. Submit to and review draft retention schedules with Records Coordinators. d. Integrate operating retention requirements and administrative retention decisions into schedules, where needed. e. Add special series aspects to the retention schedules, where needed. f. Submit retention schedules to Records Coordinators for final review and approval. g. Review final draft retention schedules and policy suggestions with the City Clerk. h. Submit final draft retention schedules, in electronic format, for the City’s legal counsel to review. As part of a comprehensive, legally acceptable Records and Information Management Program, RCS will meet with key staff in each department (Records Coordinators) to review the current records retention schedules and discuss physical and electronic document repositories, as needed, to compile a comprehensive listing of records series in the City. The listing will create the City’s uniform, function-based record series index for classifying all documents. The index structure will include: A hierarchical coding system compatible with physical records, shared file volumes and electronic document management systems. Common nomenclature for each record series. A description of documents associated with the record series, as needed. Office of Record of the official record or trusted copy. 2 ® Generally Accepted Recordkeeping Principals & GARP are trademarked by the Association of Records Managers and Administrators, International. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 8 A special attributes column. Total required retention period. Citations, legal research, and any administrative retention decisions with reasons. The resulting uniform index structure, or Uniform Functional Index of Records Series Taxonomy™ (UFIRST™ Index), becomes the record retention schedule format. The index can be used by the departments to improve storage and quickly identify records in both physical and electronic storage systems. Retention research is completed on the identified records series to determine minimum legal retention requirements. Each records series entry will include a summary of legal citations associated with the series, including one or more of the following: Stated required retention period Target document type, where available Trigger action (i.e., completion of project, date of loss, meeting date, etc.) Suggestions for extended/reduced retention based on common municipal practices, where needed RCS will review the updated retention schedules with the Records Coordinators and integrate specific attributes, including: Business/operational retention requirements Reasons for any retention extensions or reductions Confidentiality, vitality and/or historical nature, where necessary Administrative decisions extending or modifying the minimum requirements are added to the citations, where needed, to set precedence for record destruction in the normal course of business. The resulting retention schedule provides a direct correlation between the record series and the approved retention period. (See a schedule example in Exhibit A) RCS will then review the retention schedules with the City Clerk and provide an electronic version for legal counsel review. The City is responsible for submission to legal counsel for review prior to final approval by the City Council. The resulting approved retention schedules will address all City records and directly correlate retention periods with record series, regardless of physical or electronic format. Please read the Disclaimer section within this proposal regarding suggested retention periods and schedules. Phase Results Implementation of this phase, in total, will provide the City with: A uniform classification index that accurately represents record series maintained in each department. Retention period suggestions for each record series, based on current regulations, legal citations, and industry recommendations. Council-approved records retention schedules addressing all physical and electronic records. Improvements to best records management practices and Generally Accepted Recordkeeping Principles®. Phase Duration Estimate Depending upon staff availability and current RCS client obligations, this phase can be completed in approximately 16 to 18 weeks after initiation. Availability of City staff for initial meetings and schedule reviews is essential to phase completion within RCS time estimates. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 9 Phase 2 – Retention Schedule Training Phase Tasks 1. Create a PowerPoint presentation addressing the retention schedules, policy, and procedures. 2. Develop a Records Retention Program reference guide for staff and management. 3. Review reference guide with the City Clerk, modify as needed. 4. Provide training sessions to staff. Based on the City’s records management policy, RCS will develop a set of procedures for working with the approved retention schedules and create a how-to reference booklet to distribute at training sessions. The booklet is reviewed with the City Clerk and modified, as needed, prior to in-house printing. RCS will create a training presentation for staff and management. The presentation is based on the final policies and procedures and will include: Definitions of records management program terms Staff responsibilities General retention periods for certain administrative, transitory, reference and duplicate records. Procedures for analyzing records, determining retention periods, processing inactive records, and preparing records for destruction. Training will include at most 2 sessions to accommodate staff schedules. The training session may be completed either onsite or remotely. Phase Results Implementation of the phase, in total, will provide the City with: Training and how-to guides for program maintenance. Staff and management trained in retention program terminology, policy, and operating procedures. Phase Duration Estimate Depending upon staff availability, City Council approvals and current RCS client obligations, this phase can be completed in approximately 3 to 5 weeks after initiation. Availability of City staff for training is essential to phase completion within RCS time estimates. Phase 3 – Public Works Physical Records Inventory In this phase, RCS will review physical records in the Public Works Department (Department) and create a listing of files with locations and record series assigned to each record. The listing will assist the Department in locating records for public records requests and allow compliance with record retention schedules. Phase Tasks 1. Review the current file index. 2. Label shelves and file drawers with location identifiers. 3. Review of the Department’s current retention schedules 4. Evaluate records listings, if any. 5. Inventory records in the designated storage areas: a. Inventory physical records housed in the Department’s active filing equipment. b. Classify records into the UFIRST™ Index. c. Update the UFIRST™ Index and retention schedule entries, as needed. 6. Review the record inventory with the Records Coordinator. 7. Recommend any records for inactive storage or destruction, as needed. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 10 8. Prepare any obsolete records for destruction approvals, as needed. To assist with responding to public records requests and complying with the City’s records retention schedules, RCS will review the Department’s file index card system, organization structure sheet, and any file listings previously created by staff, and inventory records stored in the Public Works central file room and in the work area filing cabinets. Records are classified using the uniform index structure represented in the approved records retention schedules (UFIRST™). The resulting spreadsheet may include the following entries: Record series code and title Shelf/drawer location Primary, secondary and tertiary descriptions, as needed Event or from/to dates Box number (if inactive or boxed) Retention period Destruction date After completing the inventory, RCS will submit the final spreadsheet to the departmental Records Coordinator for review. Obsolete records are noted in the spreadsheet and will be prepared for destruction approvals using the City’s destruction authorization forms. Phase Results Implementation of the phase, in total, will provide the Department with: A review of current records management procedures and systems. A comprehensive listing of physical records retained by the Department. Preparation of obsolete records for destruction. Improvements to best records management practices and Generally Accepted Recordkeeping Principles®. Phase Duration Estimate Depending upon staff availability and current RCS client obligations, this phase can be completed in approximately 22 to 25 weeks after initiation. Availability of City staff for inventory review and destruction approvals is essential to phase completion within RCS time estimates. Phase 4 – Community Development Electronic Document Evaluation In this phase, RCS will review electronic document repositories in the Community Development Department (Department) and recommend improvements to consolidate and comply with the State of California’s guidelines for trustworthy electronic document or record preservation. The final report and plan of action will allow the Department to manage and locate project and administrative records more efficiently. Phase Tasks 1. Discuss electronic document management processes with staff. 2. Evaluate electronic document repositories: a. Review process management systems. b. Download and review shared drive file and directory listings. c. Review use of the Laserfiche document repository, if any. 3. Develop a report with recommendations and a plan of action for improvements. 4. Review report with management and key staff. In this phase, RCS will meet with Department staff and management to review current management processes and discuss challenges with storing electronic documents. Discussions will focus on systems that retain electronic documents and any documents retained in physical format that the Department may want to convert to electronic format. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 11 RCS will then review document repositories used by the Department, including: Process management software systems Shared file server drives Laserfiche, if used RCS will prepare a report summarizing the results of the interview and electronic document management system evaluation. Components of the report may include, but are not limited to: Physical filing systems properties. Volumes of physical active and inactive records maintained in storage areas. Results of the evaluation of process management and other electronic document repositories. Compliance with current record retention schedules and records management policies and procedures. Recommendations for improvements to evaluated systems. Return on investment figures to support further improvements to the City’s records management program. Based on the review and report, RCS will provide a brief presentation to the Department on target areas for improvement. Suggested improvements include, in part, shared drives and process management systems, recommendations for imaging of physical documents (if any), migration of electronic documents into a trustworthy electronic document repository, and rough return on investment figures to help justify improvements to the records management program. RCS requires remote or onsite access to the Department’s shared file server volumes, process management software systems and other sources of electronic document storage using secure company laptops connected to the City’s network or through a VPN for reference purposes to complete the information governance assessment. Phase Results Implementation of the program, in total, will provide the Department with: An evaluation of current physical and electronic records management practices. Recommendations for improvements to physical and electronic information governance activities. Support for budgeting records management improvements. Improvements to information governance practices and Generally Accepted Recordkeeping Principals®. Phase Duration Estimates Depending upon staff availability and current RCS client obligations, this phase can be completed in approximately 10 to 12 weeks after initiation. Availability of department staff for initial interviews and the report review is essential to phase completion within RCS time estimates. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 12 Cost Breakdown RCS Professional Fees, Labor & Travel include all costs for system development and implementation. Travel expenses are based on anticipated travel to City offices from RCS Oakland offices. Implementation costs are billed according to the schedules listed below by phase. Phase 1 – Record Retention Schedule Updates RCS Professional Fees, Labor & Travel: $ 20,148.00 Invoices will be submitted according to the following schedule: Progress payment 1: at Phase initiation $5,037.00 Progress payment 2: upon completion of Task 4.e $5,037.00 Progress payment 3: upon completion of Task 5.b $5,037.00 Progress payment 4: upon completion of Task 5.h $5,037.00 Phase 2 – Records Management Policy & Training RCS Professional Fees, Labor & Travel: $ 3,657.40 Invoices will be submitted according to the following schedule: Progress payment 1: at Phase initiation $1,828.70 Progress payment 2: upon completion of Task 4 $1,828.70 Phase 3 – Public Works Physical Records Inventory RCS Professional Fees, Labor & Travel: $ 42,841.80 Invoices will be submitted according to the following schedule: Progress payment 1: at Phase initiation $8,568.36 Progress payment 2: upon completion of 35% of Task 5 $8,568.36 Progress payment 3: upon completion of 70% of Task 5 $8,568.36 Progress payment 4: upon completion of 100% of Task 5 $8,568.36 Progress payment 5: upon completion of Task 8 $8,568.36 Phase 4 – Community Development Electronic Document Evaluation RCS Professional Fees, Labor & Travel: $ 9,395.40 Invoices will be submitted according to the following schedule: Progress payment 1: at Phase initiation $4,697.70 Progress payment 2: upon completion of Task 4 $4,697.70 Total Project Cost: RCS Professional Fees, Labor & Travel: $ 76,042.60 Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 13 Fee & Payment Terms Unless otherwise noted, professional fees for each phase include all costs for labor and are firm for a period of 90 days from the date of this proposal. Invoices will be due upon receipt by the City, and payment must be received by RCS within 30 days of the invoice date. If payment is not received within 30 days of the invoice date, the invoice will be resubmitted with a 2.5% finance charge and a $75.00 administrative fee added to the total invoice amount. Finance charges and administrative fees are compounded for each 30-day late period. On-demand contact time separate from this proposal will be billed at $240.00 per hour, in 15- minute minimum increments. RCS will notify the City prior to incurring any unrelated contact time and obtain approvals from City management or the designated project manager. Travel expenses including travel from and to RCS’s Oakland offices. Project duration estimates depend upon City staff availability and current RCS client obligations. If project implementation is delayed due to availability of City staff, RCS reserves the right to modify payment schedules according to completed project tasks and/or delay timelines. ™ Uniform Functional Index of Record Series Taxonomy and UFIRST are trademarked by Records Control Services, Inc. in 1999. All program tasks, recommendations, suggestions and/or other project development information are the proprietary property of Records Control Services, Inc. Any and all information contained in this proposal, or its attachments, if any, shall not be released or made available to any entity outside of the City or its agents. RCS Disclaimer All recommendations, management systems, research or other information or work papers resulting from implementation of this proposal are suggestions to the City. The City is responsible for the disposition or destruction of any documents designated active, inactive, or obsolete. RCS will not alter or destroy, in any way, City documents, regardless of format, without specific written approval from the City or its authorized agents. RCS will not be responsible for loss or damage to the City or its agents, monetary or otherwise, resulting from implementation of this proposal or program, including, but not limited to, destruction of records by the City, or other damage to or loss of City documents, records and/or other information or sources of information. In addition to the design and implementation of services mentioned above, this proposal may include development of suggested record retention periods and schedules. RCS, its principals, staff and/or agents do not practice law or provide professional legal advice. Record retention periods are often arbitrary time periods based upon industry operational requirements. If required, RCS will perform a reasonable search of specific record retention information resources to obtain suggested retention periods for designated City records and information. The City is responsible for reviewing and approving any suggested retention periods with its legal counsel, the executive management team, and the City Council, prior to implementation and/or document disposition or destruction. RCS may be exposed to confidential personnel information or files while executing duties that the City, authorized employees, and authorized contractors shall maintain confidential pursuant to federal and state laws. RCS herein understands the importance of maintaining confidentiality regarding confidential personnel records and further acknowledges the personal responsibility to maintain confidentiality regarding any confidential personnel information, or files RCS may be exposed to while executing project duties. By accepting and implementing this proposal, the City agrees to this disclaimer and all terms mentioned herein, and shall indemnify, defend, and hold harmless RCS against any and all loss or damage resulting from the design and/or implementation of recommendations and/or suggestions within this proposal, except to the extent that the loss or damage is caused by the willful misconduct or negligence of RCS. Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 14 Client Acceptance & Signature Page The City of San Rafael accepts this proposal and its contents for a Records Improvement Program to allow highly efficient information management and disposal within the City, as provided by Records Control Services, Inc., dated July 14, 2025. __________________________ Signature __________________________ __________________________ Print Name & Title Bruce G. Meier, CRM, President Records Control Services, Inc. __________________________ Date: trust_09919a04-cd6a-432e- b618-95843fc121b3 CN=trust_09919a04-cd6a- 432e-b618-95843fc121b3 2025.07.14 17:14:38 -07'00' Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Records Control Services, Inc. ™ trademarked proprietary information by Records Control Services, Inc. All rights reserved. 15 Exhibit A – Sample Retention Schedule 02 - 0 0 - 0 0 Le g e n d : Se r i e s Co d e Se r i e s N a m e De s c r i p t i o n o f D o c u m e n t s , A s N e e d e d Of f i c e o f Re c o r d Sp e c i a l At t r i b u t e s To t a l Re t e n t i o n © C i t a t i o n s & L e g a l B a s i s 02 - 0 1 - 0 0 Cl e r k A d m i n i s t r a t i o n 02 - 0 1 - 0 1 Ge n e r a l I n f o r m a t i o n In c l u d e s g e n e r a l s u b j e c t i n f o r m a t i o n , r e p o r t s a n d re f e r e n c e d o c u m e n t s r e l a t i n g t o t h e r e c o r d g r o u p , b u t no t a s s o c i a t e d w i t h a s p e c i f i c r e c o r d s e r i e s a l r e a d y i n th e g r o u p . Ci t y - w i d e AR Ad m i n i s t r a t i v e R e c o r d ; R e v i e w a n n u a l l y f o r r e l e v a n c e to c u r r e n t s u b j e c t m a t t e r o r p r o j e c t s , i n c l u s i o n i n a n as s o c i a t e d r e c o r d s e r i e s , o r c r e a t i o n o f a n e w r e c o r d se r i e s . 02 - 0 1 - 0 2 Pu b l i c R e c o r d s R e q u e s t s Lo g an d re q u e s t s , co r r e s p o n d e n c e , do c u m e n t a t i o n an d re s p o n s e s th a t re q u i r e ci t y - w i d e c o o r d i n a t i o n ac r o s s de p a r t m e n t s by th e Ci t y Cl e r k . Ma n a g e d th r o u g h G o v Q A . Cl e r k AC + 2 GC 3 4 0 9 0 ; 2 y e a r m i n i m u m r e q u i r e m e n t St a t e o f C a l i f o r n i a G u i d e l i n e s ; 2 y e a r s a f t e r c o m p l e t i o n 02 - 0 1 - 0 3 In f r a s t r u c t u r e & C o o p e r a t i o n A g r e em e n t s Ca p i t a l i m p r o v e m e n t , d e v e l o p m e n t , s u b d i v i s i o n , fr a n c h i s e , j o i n t p o w e r s , m u t u a l a i d , l a b o r M O U a n d ot h e r i n f r a s t r u c t u r e r e l a t e d a g r e e m e n t s . Cl e r k / C D P GC 3 4 0 9 0 ( a ) , R e a l p r o p e r t y r e c o r d s , m a i n t a i n CC P 3 3 7 , 3 3 7 . 1 ( a ) , 3 3 7 . 1 5 ; S t a t u t e s o f l i m i t a t i o n s o f 10 y e a r s m a x i m u m CC P 3 3 7 ( 2 ) & ( 3 ) ; S t a t u t e s o f l i m i t a t i o n s o f 4 y e a r s 48 C F R 4 . 7 0 3 ; 3 y e a r s a f t e r f i n a l p a y m e n t 48 C F R 4 . 7 0 5 - 1 ; 4 y e a r s a f t e r c o m p l e t i o n f o r ac c o u n t i n g , p a y r o l l , p u r c h a s i n g r e c o r d s , e t . a l . H& S 1 9 8 5 0 ; L i f e o f B u i l d i n g , w i t h e x c e p t i o n s . 29 U S C 2 1 1 c ; M a i n t a i n , i n d e f i n i t e 29 U S C 2 0 3 m ; D e f i n i t i o n s 29 U S C 2 0 7 g ; D e f i n i t i o n s St a t e o f C a l i f o r n i a G u i d e l i n e s ; P e r m a n e n t 02 - 0 2 - 0 0 Ci t y C o u n c i l & G o v e r n i n g B o d i e s 02 - 0 2 - 0 1 Ge n e r a l I n f o r m a t i o n In c l u d e s g e n e r a l s u b j e c t i n f o r m a t i o n , r e p o r t s a n d re f e r e n c e d o c u m e n t s r e l a t i n g t o t h e r e c o r d g r o u p , b u t no t a s s o c i a t e d w i t h a s p e c i f i c r e c o r d s e r i e s a l r e a d y i n th e g r o u p . Ci t y - w i d e AR Ad m i n i s t r a t i v e R e c o r d ; R e v i e w a n n u a l l y f o r r e l e v a n c e to c u r r e n t s u b j e c t m a t t e r o r p r o j e c t s , i n c l u s i o n i n a n as s o c i a t e d r e c o r d s e r i e s , o r c r e a t i o n o f a n e w r e c o r d se r i e s . 02 - 0 2 - 0 2 Ag e n d a P a c k e t s Ag e n d a , s t a f f r e p o r t s , s u p p l e m e n t a l c o m m u n i c a t i o n s an d a l l o t h e r s u p p o r t i n g d o c u m e n t a t i o n f o r C i t y Co u n c i l a n d o t h e r g o v e r n i n g b o d i e s r e g u l a r a n d s p e c i a l me e t i n g s . Cl e r k CY + 2 0 GC 3 4 0 9 0 ; 2 y e a r m i n i m u m r e q u i r e m e n t St a t e o f C a l i f o r n i a G u i d e l i n e s ; M a i n t a i n f o r t h e C u r r e n t Ye a r p l u s 2 y e a r s Ad m i n i s t r a t i v e D e c i s i o n : M a i n t a i n a g e n d a p a c k e t s f o r th e c u r r e n t y e a r p l u s 2 0 y e a r s f o r r e f e r e n c e p u r p o s e s . 02 - 0 2 - 0 3 Af f i d a v i t s o f P o s t i n g , M a i l i n g a n d / o r P u b l i c a t i o n Af f i d a v i t s o f P o s t i n g , M a i l i n g a n d / o r P u b l i c a t i o n De c l a r a t i o n s i n d i c a t i n g a g e n d a s a n d o t h e r n o t i c e s a r e co m p l e t e d i n c o m p l i a n c e w i t h s t a t e l a w a n d C i t y C l e r k de p a r t m e n g u i d e l i n e s . Cl e r k CY + 4 GC 3 4 0 9 0 ; 2 y e a r m i n i m u m r e q u i r e m e n t CC P 3 4 3 ; S t a t u t e s o f l i m i t a t i o n s , 4 y e a r s 02 - 0 2 - 0 4 Mi n u t e s Cl e r k V, H P GC 3 4 0 9 0 e ; M i n u t e s o f g o v e r n i n g b o d i e s , P e r m a n e n t GC 3 6 8 1 4 ; M a i n t a i n r e c o r d o f p r o c e e d i n g s GC 4 0 8 0 1 ; M a i n t a i n r e c o r d o f p r o c e e d i n g s St a t e o f C a l i f o r n i a G u i d e l i n e s ; P e r m an e n t 02 - 0 2 - 0 5 Me e t i n g R e c o r d i n g s Re c o r d i n g s m a i n t a i n e d o n G r a n i c us . Cl e r k CY + 2 0 GC 5 4 9 5 3 . 5 ; 3 0 d a y s a f t e r r e c o r d i n g Ad m i n i s t r a t i v e D e c i s i o n : M a i n t a i n v i d eo r e c o r d i n g s f o r th e c u r r e n t y e a r p l u s 2 0 y e a r s t o m a t c h w i t h s e r v i c e wi t h l i m i t e d t o n o i n t e r n e t a c c e s s p r ov i d e r a r c h i v e s a n d pu b l i c c o n v e n i e n c e . 02 - 0 2 - 0 6 Or d i n a n c e s La w , s t a t u t e o r r e g u l a t i o n e n a c t e d b y t h e C i t y C o u n c i l . Cl e r k V, H P GC 3 4 0 9 0 ( e ) ; P e r m a n e n t f o r d e c i s i o ns o f t h e C i t y GC 4 0 8 0 6 ; M a i n t a i n St a t e o f C a li f o r n i a G u i d e l i n e s ; P e r m a n e n t 02 - 0 2 - 0 7 Re s o l u t i o n s La w , s t a tu t e o r r e g u l a t i o n e n a c t e d b y t h e C i t y C o u n c i l an d t h e go v e r n i n g b o d i e s t h a t t h e C o u n c i l a c t s o n be h a l f o f . Cl e r k V, H P GC 3 4 0 9 0 ( e ); P e r m a n e n t f o r d e c i s i o n s o f t h e C i t y GC 4 0 8 0 6 ; Ma i n t a i n St a t e o f C a li f o r n i a G u i d e l i n e s ; P e r m a n e n t CI T Y C L E R K AA - A f t e r A u d i t , A C - A f t e r C o m p l e t i o n / C l o s u r e , A C T - W h i l e A c t i v e , A D - A f t e r D i s p o s i t i o n , A E - A f t e r E x p i r a t i o n , A F P - A f t e r F i n a l P a y m e n t , A P - A f t e r A p p r o v a l , A R - A n n u a l R e v i e w , A S - A f t e r S e p a r a t i o n , AT - A f t e r T e r m i n a t i o n , C - C o n f i d e n t i a l , C M - C u r r e n t M o n t h , C Y - C u r r e n t Y e a r , H - H i s t o r i c a l , I N D - I n d e f i n i t e , L - L i f e o f B o a r d , B u i l d i n g , V e h i c l e , R e g i s t r a n t , I m p r o v e m e n t o r S y s t e m , P - P e r m a n e n t , S - Af t e r S u p e r s e d e d , V - V i t a l , + [ N u m b e r ] - P l u s Y e a r s o r M o n t h s Docusign Envelope ID: A26049A0-3558-42B8-8621-D8C2501A6B55 Certificate Of Completion Envelope Id: A26049A0-3558-42B8-8621-D8C2501A6B55 Status: Completed Subject: DocuSign: PSA with Records Control Services for Records Management Program Design and Implementation Source Envelope: Document Pages: 35 Signatures: 5 Envelope Originator: Certificate Pages: 5 Initials: 4 Lindsay Lara AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 111 Morphew St San Rafael, CA 94901 lindsayl@cityofsanrafael.org IP Address: 199.88.113.8 Record Tracking Status: Original 7/15/2025 10:39:41 AM Holder: Lindsay Lara lindsayl@cityofsanrafael.org Location: DocuSign Status: Original 9/2/2025 10:01:01 AM Holder: Nataly Torres Nataly.Torres@cityofsanrafael.org Location: DocuSign Signer Events Signature Timestamp Lindsay Lara lindsayl@cityofsanrafael.org City Clerk City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 7/16/2025 10:46:09 AM Viewed: 7/16/2025 12:49:17 PM Signed: 7/17/2025 12:53:47 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Nataly Torres natalyt@cityofsanrafael.org Legal Assistant City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 7/17/2025 12:53:50 PM Viewed: 7/31/2025 9:51:03 AM Signed: 7/31/2025 9:51:46 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Van Bach vanb@cityofsanrafael.org Accounting Manager City of San Rafael Signing Group: Finance Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 7/17/2025 12:53:50 PM Viewed: 7/17/2025 3:56:56 PM Signed: 7/17/2025 3:57:11 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Bruce Meier, RCS Inc rcsinc25@gmail.com President/CEO Bruce G. Meier Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 99.55.165.108 Sent: 7/31/2025 9:51:49 AM Viewed: 7/31/2025 9:55:37 AM Signed: 7/31/2025 10:01:02 AM Electronic Record and Signature Disclosure: Accepted: 7/31/2025 9:55:37 AM ID: 66a641f3-5cdf-45e9-a0aa-b986be8ab203 Signer Events Signature Timestamp Kimberley Meier kdgmeier@gmail.com Vice President Kimberley de Groot Meier Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 2607:fb91:1bc2:57d1:48fe:413b:d23a:b218 Signed using mobile Sent: 7/31/2025 10:01:05 AM Resent: 8/5/2025 11:32:33 AM Resent: 8/11/2025 12:07:32 PM Viewed: 8/11/2025 5:55:04 PM Signed: 8/11/2025 6:00:37 PM Electronic Record and Signature Disclosure: Accepted: 8/11/2025 5:55:04 PM ID: 24159cc8-41a9-4c09-accf-ad7a85ab7d8b Andrea Visveshwara andreav@cityofsanrafael.org Chief Assistant City Attorney Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 8/11/2025 6:00:40 PM Viewed: 8/12/2025 9:27:15 AM Signed: 8/12/2025 9:28:06 AM Electronic Record and Signature Disclosure: Accepted: 8/12/2025 9:27:15 AM ID: 5eb88ee0-bae7-418f-a803-dad7daedee99 Nataly Torres natalyt@cityofsanrafael.org Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 8/11/2025 6:00:41 PM Resent: 8/19/2025 3:21:42 PM Resent: 8/28/2025 1:21:45 PM Viewed: 8/28/2025 1:24:14 PM Signed: 8/28/2025 1:24:28 PM Electronic Record and Signature Disclosure: Accepted: 8/28/2025 1:24:14 PM ID: 21f62c8e-6b30-4a66-a0f4-5359fe0aa4ce Cristine Alilovich cristinea@cityofsanrafael.org City Manager Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 2601:645:e82:6d80:9cd4:826e:25eb:faf0 Sent: 8/28/2025 1:24:31 PM Viewed: 8/28/2025 7:35:57 PM Signed: 8/28/2025 7:36:16 PM Electronic Record and Signature Disclosure: Accepted: 8/28/2025 7:35:57 PM ID: e3ac6801-2490-40ca-932f-e3e43e17b2fe Lindsay Lara Lindsay.Lara@cityofsanrafael.org City Clerk City of San Rafael Signing Group: City Clerk Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 8/28/2025 7:36:18 PM Resent: 9/2/2025 10:04:58 AM Resent: 9/2/2025 10:04:58 AM Resent: 9/2/2025 10:04:58 AM Viewed: 9/2/2025 10:07:46 AM Signed: 9/2/2025 10:07:52 AM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Editor Delivery Events Status Timestamp Nataly Torres natalyt@cityofsanrafael.org Administrative Analyst City of San Rafael Security Level: Email, Account Authentication (None) Using IP Address: 2600:1700:9750:3df0:c17c:5b6f:f34f:ebd7 Sent: 7/15/2025 11:23:29 AM Viewed: 7/16/2025 10:07:15 AM Completed: 7/16/2025 10:46:08 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 7/15/2025 11:23:29 AM Envelope Updated Security Checked 7/16/2025 10:46:08 AM Certified Delivered Security Checked 9/2/2025 10:07:46 AM Signing Complete Security Checked 9/2/2025 10:07:52 AM Completed Security Checked 9/2/2025 10:07:52 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of San Rafael (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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How to contact City of San Rafael: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: city.clerk@cityofsanrafael.org To advise City of San Rafael of your new email address To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at city.clerk@cityofsanrafael.org and in the body of such request you must state: your Electronic Record and Signature Disclosure created on: 5/22/2025 12:46:43 PM Parties agreed to: Bruce Meier, RCS Inc, Kimberley Meier, Andrea Visveshwara, Nataly Torres, Cristine Alilovich previous email address, your new email address. We do not require any other information from you to change your email address. 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