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HomeMy WebLinkAboutLR New Albert Park Library & Community Center Capital Project Management Services 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.”. not dated Griffin Structures, Inc. Capital Project Management Services for the new Albert Park Library & Community Center California Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 Corporation October 8, 2025 2025.0063 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 December 31, 2031 4,440,606 ------------------------- Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 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. Robert Godfrey John Stefanski Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: ______________________ Irvine, CA 92618 rgodfrey@griffinstructures.com 1 Technology Drive Suite I8291400 Fifth Ave John.Stefanski@cityofsanrafael.org Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 Griffin Structures President Jon Hughes V.P. of Operations Robert Godfrey Robert Godfrey Chief Assistant City Attorney Andrea Visveshwara October 8, 2025 Acting City Manager John Stefanski for CA 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: Capital Project Management Services for the pre- construction planning phase, which includes community engagement, design, and permitting, and oversight of the construction phase of the new Albert Park Library & Community Center in the City of San Rafael. 2. Specific Tasks: As part of the Scope of Work, the Contractor shall perform the following tasks: 2.1 TASK 1: PROJECT MANAGEMENT Provide overall leadership and coordination of efforts throughout the life of the project. Work closely with the City Manager and Assistant City Manager to coordinate the overall project by providing planning oversight and management of key activities and resources. Reporting to the Assistant City Manager, provide day to day management of the project, including chairing the internal Technical Advisory Committee for the project, as well as serving as a member of the project’s Steering Committee. Contractor will provide advice to the City, will formulate a deta iled plan, and will act on behalf of the City to implement that plan and deliver a successful project. Contractor will represent and promote the City's interest throughout all phases of the work. The City expects that the Contractor and their supporting staff will develop and maintain a cooperative team approach with all other parties involved from the design and throughout the construction process. Project management scope of service includes administering the selection process(es) for additional contracted resources needed to deliver the project. 2.2 TASK 2: PROJECT PLANNING a. Initial Project Review – Conduct an in-depth project review to understand existing documents, efforts, and conditions in the field and to understand how the project sits presently. Additionally, once this review is completed, Contractor will identity and codify the key project objectives that will help to guide project moving forward. b. Project Management Plan – Develop an overall planning, design, and construction project management plan. Define and maintain master schedule, establish project controls and procedures, assist in managing project budget, Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 and provide monthly updates to schedule and budget. Assist in preparing staff reports and Council presentations. c. Library & Community Center Programming and Needs Assessment – Prepare a comprehensive needs assessment and building program for the library and community center facility by conducting a benchmarking analysis of comparable libraries and community centers serving communities of similar size, demographics, and service needs and interviews with key stakeholders, including library and recreation staff, relevant stakeholder groups, and up to three targeted focus groups representing priority programmatic uses. These efforts will inform the development of a data -driven, forward-looking needs assessment and space program. d. Project Delivery Analysis – Develop and present delivery options for the project, including Design Bid Build, Design Build, Progressive Design Build, CM at Risk and other hybrid forms of Alternative Project Delivery. Once an approach is agreed upon, Contractor will then work with the City to develop a procurement strategy that is most suitable for the project. e. Design Solicitation – Contractor will work with the City to solicit an RFP and assist with selection of the project Design Team based on existing City procurement procedures. Contractor will work closely with staff to ensure that the efforts employed are consistent with City regulations while also benefiting from Contractor’s experience managing similar efforts for other Clients. Some key features of this effort will be the request and evaluation of past projects of a similar size and character, the experience of the Design Team, familiarity with libraries and community centers, and park developments. 2.3 TASK 3: PUBLIC INFORMATION AND COMMUNICATION a. Regular Project Updates - Work closely with the City to establish the best methods for project updates, which will include developing a project specific website, social media updates, flyers, and handouts. Efforts will be closely coordinated with City staff and stakeholders to occur at key milestones of the project. Contractor will function as the primary point of contact and representative of the project, providing updates to any and all commissions, community presentations, council updates and technical advisory committee updates. Contractor will document community information needs, respond to and keep track of community inquiries, and maintain the Communications Plan. b. Communications and Engagement Plan – Contractor will prepare a comprehensive communications plan for the design and planning phase of the project. The plan will address social media, traditional media, website updates, outreach activities, and other communications strategies. c. Project Branding – With direction from the City team, Contractor will confirm the project title (for the process) and create one succinct project description Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 and branding package to include logo/theme, colors, and fonts. Consistency and compatibility with City’s branding will be followed as directed by staff. The branding package will include headers and footers for written materials in MSWord, an InDesign template for newsletters, fact sheet, and e-blasts, and a PPT template. We will provide materials in both color and in black and white. d. Stakeholder Group – Attend and help facilitate the first meeting of the Community Stakeholder Group. Participate in developing the agenda (which may include an interactive visioning/planning activity) and preparing the meeting materials/presentation. Participate and facilitate one additional meeting of the Stakeholder Group. e. Online Survey – Prepare an online survey in the early stages of the process to kick start the community engagement efforts while the design team is still in the process of being selected and contracted. The survey will be designed to raise awareness and excitement, while also providing the community and stakeholders with a direct means of offering their input on priorities, desired amenities and programming, and potentially even on architectural preferences. f. Collateral Materials – Develop promotional products that will be approved and then posted or distributed by the City team. These include social media posts (12), e-newsletters (4), webpage content update (3), press releases (4), flyers (4) and fact sheets (1). Materials will be translated in Spanish. g. Interdepartmental Coordination – Coordinate communication with other relevant City departments (emergency response, sustainability, digital, economic development, etc.) and ensure different City priorities are considered in Project design. h. Community Engagement Liaison - serve as the key liaison between the design team, Contractor, and City’s Communications and Engagement Team, attending meetings, documenting community information needs, responding to and keeping track of community inquiries, maintaining the Communications Plan, etc. 2.4 TASK 4: COMMUNITY ENGAGEMENT, DESIGN AND PLANNING a. Conceptual Design – Manage the work of the selected design team to develop, evaluate, and assist the City in selecting a conceptual design and ensure the design meets the City’s needs, is appropriate for the project site, and is within the City’s budget. b. Design Management – Once Conceptual Design is approved, Contractor will oversee the development of Schematic Design, Design Development, Construction Documents and Permitting. Review all approved programming and design documents and ensure that the team is aligned on project goals and requirements. Prepare reports on probable cost, constructability, value Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 analysis, and operability. Perform periodic checks on the design progress to ensure that the design meets all project goals including program, cost, schedule, features, and quality; and issue reports on findings. Facilitate the City in obtaining any necessary permits for the implementation of the Project, including environmental, cultural resource, planning, and building. To minimize change orders, Contractor will focus extensively on the preplanning and design stages, critiquing the design team to achieve the best possible facility, while adhering to the parameters established by policymakers. c. Design Review Charets – Developed in close coordination with the City, Contractor will lead stakeholder and community engagement charets to review key planning and design concepts and incorporate community feedback into the design process. The goal will be to pull in as much community inpu t as possible while also maintaining a core focus on project objectives, affordability, and timing. d. Consultant Procurement and Management – Oversee the procurement of all necessary consultant services to ensure the project moves forward expeditiously. During the development of the Architect/Engineer RFP, work closely with the City to determine which services should be included within the Architect/Engineer scope, and which services are best provided as prime contracts directly to the City. This would include environmental investigations, geotechnical investigations, cultural reviews, low voltage and audio-visual considerations, move management, preliminary abatement services. 2.5 TASK 5: PRE-CONSTRUCTION SERVICES a. Constructability Reviews – Focusing on the quality and clarity of drawings and specifications, perform constructability reviews, and provide cost estimating and reconciliation. Provide recommendations to the City on potential conflicts, constructability issues, value-engineering opportunities and consistency between the plans, specifications and estimates. Contractor’s series of constructability reviews will facilitate plan coordination and clarity to minimize the number of contractors’ questions and change orders during construction. b. Albert Park Site Utilization – As part of the constructability review, Contractor will also develop a site utilization and staging plan for contractors to know how the site is to be used during construction. The goal of this plan will be to maintain access and use of as much of Albert Park as possible while also maintaining the most efficient use of the site to maintain progress on the project. This plan will include temporary power, SWPPP access, traffic control requirements, working hours, field office compound, and dust mitigation. c. Assist in Temporary Facilities Planning – Assist with developing strategies for continuing to offer recreation services, minimize impact to Albert Park users during construction, and planning for any necessary temporary facilities or service relocations during construction. Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 2.6 TASK 6: CONTRACTOR ADVERTISE AND AWARD Assist the City in the advertise and award process including the advertising process, bidders conference, bid RFI’s and substitution requests, the issuance of addenda, and support the City in the opening and evaluation of the bids. Assist the City in preparing a presentation and recommendation to City Council to award the construction of the project. 2.7 TASK 7: CONSTRUCTION MANAGEMENT a. General Management – Administer the construction contracts, quality assurance, and special inspection requirements. Prepare construction procedures, conduct periodic site progress meetings, and coordinate inspecting and testing. Maintain a construction schedule and monitor outcomes. Manage all contracts through their respective warranty periods. b. Pre-Construction Conference – Organize and conduct the Pre-Construction meeting and provide agenda and meeting minutes accordingly. Ensure that all pertinent team members will be present to coordinate with City staff. c. Submittal Procedures – Oversee the distribution of all shop drawings submittal reviews, RFI’s, payment requests, change orders, product data, material delivery dates, periodic reports, project logs etc. Utilize Submittal Exchange for expedient distribution and tracking of these documents. d. Meetings – Prepare the agendas and meeting minutes, discuss the schedule updates and near-term activities; work with the team to clarify or resolve problems; coordinate with other Contractors; update the team on the status of change orders, submittals, and RFI’s; and review safety issues and other topics as they arise. Assign action items to responsible parties along with the corresponding date the action requires completion. These meetings will be reviewed for concurrence and will be distributed to attendees within five calendar days. e. Quality Assurance/Quality Control (QA/QC) – Perform daily inspections of the project. Review material deliveries, material types, installation methods, finished installations in comparison to contract documents, and construction code adherence. Coordinate the timely execution of all specialty inspections including but limited to: geotechnical, building department, special inspections, and materials testing, to ensure the City receives the highest level of quality and consistency with the plans and specifications as well as all standards and practices f. Maintain On-Site Records – Manage all project documentation via cloud- based document management system. Maintain all shop drawings, product data, samples, submittals, purchases, materials, equipment, and applicable handbooks. All documents will be maintained and turned over to the City at the completion of the project. Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 g. Schedule of Values and Processing of Payments – Establish, or cause to be established by the General Contractor, a comprehensive Schedule of Values for the entirety of the project for approval by the City. Once approved, this will serve as the basis for all progress payments, which Contractor will review for consistency with progress in the field and make recommendations to the General Contractor for correction. Once corrected, Contractor will make recommendations to the City for processing. h. Evaluate Change Order Proposal Costs – Review all change orders and provide supplemental information as needed to justify their approval or rejection. Negotiate with the General Contractor on the City’s behalf and serve as the point of contact for resolving issues and mitigating against potential claims. Specifically, Contractor will seek to avoid claims as detailed above. 2.8 TASK 8: POST CONSTRUCTION SERVICES a. As-Built Documents – Maintain a complete and up to date set of drawings for the duration of the project. Ensure a complete set of As-Built documents be turned over to the City for record purposes. b. Initial Start-Up and Testing – As part of the commissioning process, all installations will go through both a pre -functional testing protocol and a functioning test protocol. These tests will be managed and documented by the Commissioning Agent and overseen by the Contractor. c. Punch Lists – Coordinate the final punch walk to ensure all improvements are per the plans and specifications. Employ a Field Observation Log that will seek to identify quality issues observed by the project team on an ongoing basis and will serve to function as an ongoing pre-punch list. Oversee the follow up punch walks to confirm corrective action is resolved. Once completed, issue a comprehensive punch list for completion by the General Contractor. Oversee the completion of these items and ensure that all deficiencies and corrections are completed to the satisfaction of the City. d. Move Back Services – Assist with preparation of operations and maintenance manuals, training, and warranty documentation. Facilitate the transition to City maintenance staff. 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 ☒ An hourly rate for the work performed based on the following fee proposal. Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 GRIFFIN STRUCTURES FEE PROPOSAL Albert Park Library & Community Center Project September 9, 2025 Contractor’s Fee is based on all reasonable costs necessary to perform Capital Project Management services for the Albert Park Library and Community Center project. For these requisite services Contractor proposes the following Time and Materials Fee: Project and Construction Management Services: $4,035,995 Reimbursable & Subconsultant Expenses: $404,611 Total $4,440,606 All proposed hourly rates are fully burdened and include overhead, profit, taxes, and benefits. FISCAL YEAR CASH FLOW BREAKDOWN RATE SHEET Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 APPROACH TO PROJECT SCHEDULE This Scope of Work assumes the following durations by phase: 1. Project Planning: October 2025 through April 2026 (6 months) 2. Community Engagement, Design, and Planning: May 2026 through February 2028 (22 months) 3. Contractor Bidding: March 2028 through June 2028 (4 months) 4. Construction: July 2028 through December 2030 (30 months) 5. Post Construction: January 2031 through March 2031 (3 months) QUALIFICATIONS & EXCLUSIONS 1. Rates are per the rate sheet included above. Any extension of services beyond December 31, 2032 will be negotiated in good faith with the City. Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 2. Insurance costs are included as a reimbursable expense and will be billed monthly at the rate of $10 per $1,000. 3. On-site trailer rental, furniture, utilities, and sanitary facilities for our field staff (Project Management team) are excluded. We assume that offices will be provided as part of the construction site trailer(s) being provided by the City or its contractor. 4. Costs for all permits required for the project are excluded. It is assumed that the City will pay for all permitting fees, assessments, easements, school fees, and other agency or governmental fees or costs to support the design and construction the project. We have not included any permit related fees within our fee proposal. Permits will be pulled by others. 5. Costs for construction staking, environmental and hazardous materials surveys, and all environmental and hazardous materials transportation and remediation costs are excluded. 6. Software licenses or user fees and all software training costs for specific project management software being required by either the City or their contractor(s) are excluded. 7. Cost of bulk blueprinting for plans and specifications for use by the contractors and subcontractors is excluded. Funds included in reimbursable expenses are for Contractor’s printing costs alone. 8. Independent or third-party testing companies such as Roofing, Peer Reviews, LEED, or other specialized third-party oversight services other than those listed herein are excluded. 9. No FF&E or OS&E procurement is included in this proposal. 10. Construction Site Security is excluded. 11. Construction Manager will review all RFI’s, Submittals, and Substitutions only for completeness. Approvals shall be executed by the architect of record. 12. Construction Cost Estimates, when provided, are based on standard industry practice, professional experience, and knowledge of market conditions. Contractor has no control over material and labor costs, Building Contractor’s methods of establishing prices or the market and bidding conditions at the time of bid. Therefore, Contractor does not guarantee that bids received will not vary from the cost estimate provided and Contractor is not liable for any costs, liabilities, or damages incurred by the City arising Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 from Contractor’s opinion of cost, the actual project cost to the City, delays caused by events outside the control of Contractor, or any labor or material cost increases. 13. For document tracking control, Contractor has included the use of Autodesk for managing construction documentation, and based the hours allocated in this proposal accordingly. The cost of this system is included here as a reimbursable expense. 14. FF&E services are included and management and oversight of the effort to be performed by the selected design team professionals. 15. Move management services are included as oversight only. Contractor will nonetheless oversee the solicitation, negotiation, and oversight of the move management consultant, but will not be providing the service itself. 16. Commissioning requirements are understood as per California Building Cod / Cal Green (Title 24) only. LEED Commissioning is excluded. 17. This proposal assumes standard design-bid-build, if an alternate delivery method is selected, the exact tasks will change, but overall, the Contractor is responsible for overseeing design and construction regardless of the delivery process. – END OF EXHIBIT A – Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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: D7454497-FE54-4D64-9F60-57679C95B274 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 City Manager's Office X Robert Godfrey 10/06/2025X Griffin Structures, Inc. rgodfrey@griffinstructures.com John Stefanski Docusign Envelope ID: D7454497-FE54-4D64-9F60-57679C95B274 Certificate Of Completion Envelope Id: D7454497-FE54-4D64-9F60-57679C95B274 Status: Completed Subject: DocuSign: PSA with Griffin Structures for Capital Project Management Services Source Envelope: Document Pages: 25 Signatures: 5 Envelope Originator: Certificate Pages: 5 Initials: 4 Walter Gonzalez AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 111 Morphew St San Rafael, CA 94901 Walter.Gonzalez@cityofsanrafael.org IP Address: 199.88.113.8 Record Tracking Status: Original 9/18/2025 4:11:58 PM Holder: Walter Gonzalez Walter.Gonzalez@cityofsanrafael.org Location: DocuSign Signer Events Signature Timestamp John Stefanski John.Stefanski@cityofsanrafael.org Assistant City Manager City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 9/26/2025 12:41:47 PM Viewed: 9/26/2025 12:43:45 PM Signed: 9/26/2025 12:44:48 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Nataly Torres Nataly.Torres@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: 9/26/2025 12:44:52 PM Viewed: 9/26/2025 12:45:47 PM Signed: 9/26/2025 12:46:18 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Van Bach vanb@cityofsanrafael.org Signing Group: Finance Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 9/26/2025 12:44:52 PM Viewed: 9/26/2025 1:27:08 PM Signed: 9/26/2025 1:27:08 PM Electronic Record and Signature Disclosure: Accepted: 9/26/2025 1:25:56 PM ID: a14ccf62-6e67-4d4e-9827-7ee08e59de2a Jon Hughes jhughes@griffinstructures.com President Griffin Structures Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2a04:4e41:6405:6c9::e772:a6c9 Signed using mobile Sent: 10/7/2025 9:30:08 AM Viewed: 10/7/2025 10:11:39 AM Signed: 10/7/2025 10:12:21 AM Electronic Record and Signature Disclosure: Accepted: 10/7/2025 10:11:39 AM ID: 5c407329-2afb-40d8-b284-7acc4c45e193 Signer Events Signature Timestamp Robert Godfrey rgodfrey@griffinstructures.com V.P. of Operations Robert Godfrey Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 64.147.1.217 Sent: 10/7/2025 10:12:24 AM Viewed: 10/7/2025 10:21:11 AM Signed: 10/7/2025 10:21:48 AM Electronic Record and Signature Disclosure: Accepted: 10/7/2025 10:21:11 AM ID: 8c85c11f-3989-46fe-8e16-0a926d69c05b Andrea Visveshwara Andrea.Visveshwara@cityofsanrafael.org Chief Assistant City Attorney City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 10/7/2025 10:21:51 AM Viewed: 10/7/2025 3:36:46 PM Signed: 10/7/2025 3:37:02 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Heather Davis Heather.Davis@cityofsanrafael.org Risk Manager City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 10/7/2025 10:21:51 AM Viewed: 10/7/2025 11:08:13 AM Signed: 10/7/2025 11:09:57 AM Electronic Record and Signature Disclosure: Not Offered via Docusign John Stefanski for CA John.Stefanski@cityofsanrafael.org Acting City Manager City of San Rafael Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.88.113.8 Sent: 10/7/2025 3:37:05 PM Resent: 10/8/2025 9:00:08 AM Viewed: 10/8/2025 11:26:56 AM Signed: 10/8/2025 11:28:12 AM Electronic Record and Signature Disclosure: Not Offered via Docusign 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: 10/8/2025 11:28:15 AM Viewed: 10/8/2025 12:34:32 PM Signed: 10/8/2025 12:34:41 PM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Nataly Torres Nataly.Torres@cityofsanrafael.org Legal Assistant City of San Rafael Security Level: Email, Account Authentication (None) Using IP Address: 199.88.113.8 Sent: 9/18/2025 4:46:55 PM Viewed: 9/26/2025 11:47:29 AM Completed: 9/26/2025 12:41:46 PM Electronic Record and Signature Disclosure: Editor Delivery Events Status Timestamp 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 9/18/2025 4:46:55 PM Envelope Updated Security Checked 9/19/2025 1:58:49 PM Envelope Updated Security Checked 9/23/2025 11:18:01 AM Envelope Updated Security Checked 9/24/2025 9:48:32 AM Envelope Updated Security Checked 9/24/2025 3:57:25 PM Envelope Updated Security Checked 9/25/2025 2:20:21 PM Envelope Updated Security Checked 9/25/2025 2:20:21 PM Envelope Updated Security Checked 9/25/2025 2:20:21 PM Envelope Updated Security Checked 9/25/2025 2:20:21 PM Envelope Updated Security Checked 9/25/2025 2:20:21 PM Envelope Updated Security Checked 9/26/2025 12:41:47 PM Envelope Updated Security Checked 9/26/2025 12:41:47 PM Envelope Updated Security Checked 9/26/2025 12:41:47 PM Envelope Updated Security Checked 9/26/2025 12:41:47 PM Envelope Updated Security Checked 10/8/2025 9:00:08 AM Envelope Updated Security Checked 10/8/2025 9:00:08 AM Certified Delivered Security Checked 10/8/2025 12:34:32 PM Signing Complete Security Checked 10/8/2025 12:34:41 PM Completed Security Checked 10/8/2025 12:34:41 PM 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. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system. Getting paper copies At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. 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All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. 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: Van Bach, Jon Hughes, Robert Godfrey 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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