HomeMy WebLinkAboutDS EOC Audio Video Upgrades
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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.”.
MARIN IT INC.
California
November 26, 2025
EOC Audio Video Upgrades
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
Corporation
December 18, 2025
2025.0112
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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
June 30, 2026 ------------------------------
181,894.02
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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.
David Cooper
Vinh Pham
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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,
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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: ______________________
1400 Fifth Ave 366 Bel Marin Keys, Blvd
vinh.pham@cityofsanrafael.org coop@marinit.com
Novato, CA 94949
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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.]
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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: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
David Cooper
David Cooper
President
Wesley Liang
Wesley Liang
PartnerChief Assistant City Attorney
Andrea Visveshwara
City Manager
Cristine Alilovich
December 18, 2025
City Clerk
Lindsay Lara
EXHIBIT A
SCOPE OF WORK
This is an Exhibit attached to the EOC Audio Video Upgrades project, 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 The scope of work for the City of San Rafael’s Emergency Operations
Center upgrade involves deploying a modern AV-over-IP infrastructure to enhance
video, audio, and conferencing capabilities. This includes installing Crestron control
systems, switchers, and AirMedia devices for seamless video routing and wireless
content sharing, integrating Shure ceiling microphones, DSP processors, and in-
ceiling speakers for clear audio capture and distribution, and adding Cisco Catalyst
switches to support the network backbone. The project also incorporate s PTZ
cameras and conferencing systems for Microsoft Teams and Zoom to meet hybrid
meeting and Brown Act compliance needs. Services cover equipment installation,
programming, system integration, cabling, testing, tuning, and staff training,
ensuring a fully functional, flexible, and user-friendly AV environment tailored to the
city’s operational requirements.
2. Specific Tasks:
As part of the Scope of Work, the Contractor shall perform the following tasks:
2.1 Device Installation and Infrastructure Setup
- Install new Crestron CP4 control processor in the network rack.
- Install DigitalMedia chassis populated with NVX interface cards.
- Configure and mount AVoIP decoders and AirMedia devices behind
each room display.
- Temporarily remove and reinstall displays to support decoder
installation.
- Remove video wall, install AVoIP decoders, and securely remount wall.
- Install and configure new DSP units.
- Reconfigure audio input routing to existing analog amplifier.
- Install and configure ceiling microphones and ceiling speakers for
consistent coverage.
- Install and configure pole-mounted camera for optimized room view
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
2.2 System Programming, Configuration and Integration
- Migrate existing Crestron program to the new processor.
- Reprogram all system inputs/outputs to utilize AV-over-IP
infrastructure.
- Configure DSP devices (audio routing, gain structure, presets,
feedback control).
- Replace existing Direct Media routing with updated AVoIP logic.
- Design and deploy refreshed Crestron touch panel interface.
2.3 Testing, Tuning and Final Adjustments
- Perform full system testing for audio and video.
- Adjust system settings for optimal performance.
- Conduct audio tuning to ensure clarity and balanced coverage.
- Validate user experience and functionality.
2.4 User Guide and Training
- Develop customized user guide detailing system operation.
- Provide end-user training for confident and effective system use
2.5 Cabeling and Physical Installation
- Provide and install new wall-mounted data rack in breakout room.
- Install 15 new Cat6E data connections for speakers, microphones, and
rack termination.
- Relocate two existing data jacks to new rack.
- Install power in new rack.
- Remove/reinstall all screens to support decoder installation.
- Install new video conferencing cameras.
- Remove video wall, install new mounting hardware, and reinstall with
relocated screens.
DELIVERABLES
Contractor’s deliverables under the Contract are enunciated throughout the Contract and
include but are not limited to the following:
1. Project Deliverables:
1. AV Equipment – Head End / Switching
a Crestron CP4 control processor
b DigitalMedia card chassis with NVX switcher cards
c DM NVX Director appliance (100 endpoints)
d HDMI transmitters and receivers for signal extension
e Rack mounting kit and video switcher
2. Video Conferencing
a Crestron Flex Teams Rooms system (UC-CX100-T)
b PTZ cameras (p20 and p12 models) with mounting brackets
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c Crestron AirMedia kits and receivers for wireless content
sharing
3. Audio
a Shure MXA920 ceiling array microphones
b Shure IntelliMix DSP processor
c Wireless microphone system (receiver, handheld mic,
docking station, rechargeable batteries)
d Saros active and passive in-ceiling speakers
e Miscellaneous cabling and installation materials
4. Network Equipment
a Cisco Catalyst 1000 and 9200L switches with PoE+
b Cisco DNA Essentials licenses and accessories
c Rack mounting hardware and connectivity components
5. Brown Act – Zoom Room
a Intel NUC 13 Pro computer with Windows 11 Pro
b Blustream USB switcher
c Zoom webinar integration, programming, testing, and staff
training
6. Services (Labor)
a Device installation and infrastructure setup (processors,
chassis, decoders, DSP units, microphones, speakers, cameras)
b System programming, configuration, and Crestron interface
integration
c Testing, tuning, and final adjustments for audio/video
performance
d User guide development and staff training
7. Cabling & Physical Installation
a New wall-mounted data rack in breakout room
b Cat6E cabling for speakers, microphones, and AV devices
c Relocation of existing data jacks
d Removal/reinstallation of screens and video wall to support
new decoders and cameras
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 hourly rate s:
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
List Methods of Payment
SCHEDULE
1. Week 1 – Preparation & Infrastructure
a. Deliver and verify all AV, audio, conferencing, and network
equipment.
b. Install wall‑mounted data rack in breakout room.
c. Run Cat6E cabling for microphones, speakers, and AV devices.
d. Relocate existing data jacks and install rack power.
e. Begin installation of Cisco Catalyst switches and configure
licenses.
2. Week 2 – Core Equipment & System Setup
a. Install Crestron CP4 control processor in network rack.
b. Deploy DigitalMedia chassis with NVX switcher cards.
c. Mount and configure AVoIP decoders and AirMedia devices
behind displays.
d. Remove/reinstall video wall and room displays to accommodate
new hardware.
e. Install Shure MXA920 ceiling microphones, IntelliMix DSP
processor, and Saros ceiling speakers.
f. Configure wireless microphone system with docking station and
rechargeable batteries.
g. Install Crestron Flex Teams Rooms system and mount PTZ
cameras with brackets.
h. Deploy AirMedia kits and receivers for wireless content sharing.
3. Week 3 – Programming, Testing & Training
a. Migrate existing Crestron program to new processor.
b. Reprogram inputs/outputs for AV‑over‑IP routing.
c. Configure DSP devices (audio routing, gain structure, presets,
feedback control).
d. Update Crestron touch panel interface to reflect new system
layout.
e. Integrate Zoom webinar functionality (Intel NUC + USB switcher).
f. Perform full system testing for audio and video.
g. Conduct audio tuning and validate conferencing functionality.
h. Develop customized user guide and deliver staff training.
i. Final walkthrough with stakeholders and project handover.
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
– END OF EXHIBIT A –
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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
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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
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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.
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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: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
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: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
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: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
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: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
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
Vinh Pham
X 12/15/2025
Digital Service & Open Government
Marin IT Inc.
X
David Cooper coop@marinit.com
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
EOC AV System Upgrade - AV Over IP Quote #2025-005789 v4
Marin IT
Prepared by:Prepared For:
City of San Rafael-SR
P: (415) 485-3028
E: vinh.pham@cityofsanrafael.org
P: 415-842-3250
E: coop@marinit.com
David Cooper
366 Bel Marin Keys Blvd
Novato, CA 94949
Vinh Pham
1400 Fifth Ave., Room 207
Attn: Digital Service & Open Government
San Rafael, CA 94901
Date Issued:
11.26.2025
Expires:
12.24.2025
AV Equipment - Head End / Switching
Description Price Qty Ext. Price
CP4 4-Series™ Control System $1,331.00 1 $1,331.00
DMF-CI-8 Crestron - DigitalMedia™ Card Chassis for DM-NVX-C & DMCF, 8 Slots $1,391.50 2 $2,783.00
DM-NVX-384C DM NVX® 5K 4x1 AV-over-IP Switcher Card with HDMI® and USB-C®
Connectivity
$1,969.28 16 $31,508.48
DM-NVX-384 DM NVX® 5K 4x1 AV-over-IP Switcher with HDMI® and USB-C® Connectivity $1,969.28 14 $27,569.92
DM-NVX-DIR2 DM NVX Director® Network AV Switching Appliance, 100 Endpoints $2,731.58 1 $2,731.58
HD-RXC-4KZ-101 DM® Essentials 4K60 4:4:4 Receiver for HDMI®, RS-232, and IR Signal
Extension over CATx Cable
$260.74 3 $782.22
HD-TXC-4KZ-101 DM® Essentials 4K60 4:4:4 Transmitter for HDMI®, RS-232, and IR Signal
Extension over CATx Cable
$260.74 3 $782.22
CL-3430 CL - 4-HDMI to USB Video Switcher $828.80 1 $828.80
CL-RMKIT CL - Rack Mounting Kit $34.50 1 $34.50
Subtotal:$68,351.72
AV Equipment - Video Conferencing
Description Price Qty Ext. Price
Video Conferencing Equipment
UC-CX100-T Crestron Flex Advanced Video Conference System Integrator Kit for Microsoft
Teams® Rooms
$3,994.21 1 $3,994.21
IV-CAM-P20-W Crestron 1 Beyond p20 PTZ Camera, 20x Optical Zoom, Bright White, Field of
View H: 56.45°
$2,413.95 2 $4,827.90
IV-CAM-P12-W Crestron 1 Beyond p12 PTZ Camera, 12x Optical Zoom, Bright White, Field of
View H: 67.68°
$2,541.00 1 $2,541.00
IV-CAMA-UMB-W Crestron 1 Beyond Universal Mount Bracket, Bright White $137.21 3 $411.63
Content Sharing
AM3-212 KIT Crestron Air Media Kit $2,623.59 5 $13,117.95
Page: 1 of 6Quote #2025-005789 v4
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
AV Equipment - Video Conferencing
Description Price Qty Ext. Price
AM-3200-WF Crestron AirMedia® Receiver 3200 with Wi-Fi® Network Connectivity $1,607.19 4 $6,428.76
Subtotal:$31,321.45
AV Equipment - Audio
Description Price Qty Ext. Price
Ceiling Microphones
MXA920W-S Shure - Ceiling Array Microphone Square White 24“$5,011.92 2 $10,023.84
Audio Processing
P300-IMX Shure- IntelliMix Audio Conferencing Processor $1,962.15 1 $1,962.15
CRT1 Shure - 1RU Component Rack Tray for Audio Network Interface $66.10 1 $66.10
Portable Microphone
ULXD4D=-G57 Shure Dual Digital Wireless Receiver G57 Band $3,264.72 1 $3,264.72
ULXD2/B58=-G57 Shure Wireless Beta87 Microphone Handheld - G57 Band $722.89 1 $722.89
SBC220 Shure 2 Bay Networked Docking Station $359.39 1 $359.39
SB900C Shure Rechargeable Lithium-Ion Battery For Personal Monitoring Systems $120.74 1 $120.74
Ceiling Speakers
SAROS DM-NAX-
IC4A-W
Saros® 3 in. Active Full-Range In-Ceiling PoE+ Speaker with DM NAX® Audio-
over-IP Support, White, Textured
$698.54 4 $2,794.16
SAROS IC4P-W Saros® 3 in. Passive Full-Range In-Ceiling Speaker, White, Textured $264.60 4 $1,058.40
LOT Misc cables, Interconnects, patch cords, power supplies and installation
materials - Will be billed at acutal
$560.00 1 $560.00
Subtotal:$20,932.39
Network Equipment
Description Price Qty Ext. Price
EOC Switch
C1000-24P-4G-L Catalyst 1000 24port GE, POE, 4x1G SFP $765.99 1 $765.99
CON-L1NCD-
C10244LP
CX LEVEL 1 8X7NCD Catalyst 1000 24port GE, POE, 4x1G SFP $198.33 1 $198.33
CAB-AC15A-90L-
USA
15A AC Pwr Cord, right-angle (United States) (bundle option)$0.00 1 $0.00
MDF Switch
C9200L-48P-4X-E Catalyst 9200L 48-port PoE+, 4 x 10G, Network Essentials $4,126.03 1 $4,126.03
CON-L1NCD-
C9200L4X
CX LEVEL 1 8X7NCDCatalyst 9200L 48port PoE 4 x 10G Ne $783.00 1 $783.00
Page: 2 of 6Quote #2025-005789 v4
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
Network Equipment
Description Price Qty Ext. Price
C9200L-DNA-E-48 C9200L Cisco DNA Essentials, 48-port Term license $0.00 1 $0.00
CON-L1SWT-
C92LE48
CX LEVEL 1 SW SUB C9200L Cisco DNA Ess $67.50 1 $67.50
C9200L-DNA-E-48-
3Y
C9200L Cisco DNA Essentials, 48-port, 3 Year Term license $662.30 1 $662.30
C9200L-NW-E-48 C9200L Network Essentials, 48-port license $0.00 1 $0.00
CAB-TA-NA North America AC Type A Power Cable $0.00 1 $0.00
PWR-C5-BLANK Config 5 Power Supply Blank $0.00 1 $0.00
C9K-ACC-RBFT RUBBER FEET FOR TABLE TOP SETUP 9200 and 9300 $0.00 1 $0.00
C9K-ACC-SCR-4 12-24 and 10-32 SCREWS FOR RACK INSTALLATION, QTY 4 $0.00 1 $0.00
CAB-GUIDE-1RU 1RU CABLE MANAGEMENT GUIDES 9200 and 9300 $0.00 1 $0.00
NETWORK-PNP-
LIC
Network Plug-n-Play Connect for zero-touch device deployment $0.00 1 $0.00
C9200-STACK-
BLANK
Catalyst 9200 Blank Stack Module $0.00 2 $0.00
Subtotal:$6,603.15
Brown Act - Zoom Room
Description Price Qty Ext. Price
Intel NUC 13 NUC 13 Pro, Intel NUC 13 Business Offic
Intel Core i7-1360P (12C/16T, Up to 5.0GHz, 18MB)
32GB DDR4 RAM
1TB PCIe 4.0 NVMe SSD
8K/HDR/4 Screen
WiFi6E/BT5.3
Windows 11 Pro
$935.00 1 $935.00
SW12USB Blustream SW12USB 10Gb USB 3.2 Gen 2 Switch $730.49 1 $730.49
Labor - T&M Install and configure computer to support Zoom webinar in EOC:
Install / mount computer behind screen
Install and configure USB switcher
Modify Crestron programming as required to for one button
switch
Test all functionality
Knowledge transfer - Train city staff as required
$145.00 8 $1,160.00
Subtotal:$2,825.49
Page: 3 of 6Quote #2025-005789 v4
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
Services (Labor)
Description Price Qty Ext. Price
Device Installation & Infrastructure Setup Including:
Installation of a new Crestron control processor in the network rack,
Installation of new AVoIP chassis populated with interface cards to
expand capabilities of current video routing capabilities.
Installation and configurations of AVoIP decoders and AirMedia
devices behind each room display - This will require requiring the
temporary removal and reinstallation of the displays. Additionally,
the existing video wall will be removed to allow for the installation of
AVoIP decoders, then securely remounted following installation.
Install and configure new DSP units
Reconfiguration of audio input routing to the existing analog
amplifier.
Install and configure ceiling microphones as well as ceiling
speakers to ensure consistent audio coverage,
Install and configure pole-mounted camera to provide optimized
view of room
$145.00 40 $5,800.00
System Programming, Configuration & Integration Including :
Migrate the existing Crestron program to the new processor and
reprogram all system inputs and outputs to utilize the new AV-over-
IP infrastructure.
Install and configure new DSP devices, including audio routing, gain
structure, presets, and localized microphone feedback for zone-
specific reinforcement.
Replace existing Direct Media routing with updated logic for video
and audio signal paths over the AVoIP system.
Design and deploy a refreshed Crestron touch panel interface to
reflect the updated system layout, source routing, and functionality.
$145.00 80 $11,600.00
Testing, Tuning & Final Adjustments including:
Perform system testing / audio tuning - Adjust system as required to
ensure optimal performance and provide user experience as
required.
$145.00 30 $4,350.00
Page: 4 of 6Quote #2025-005789 v4
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
Services (Labor)
Description Price Qty Ext. Price
User Guide & Training Summary:
Develop a customized user guide detailing system operation and
provide end-user training to ensure confident and effective use of
the AV system.
Notes:
Data cabling not included in quote - Pricing can be provided upon request
Quote assumes adding two data switches - One in Main Computer Room /
MDF - One in EOC
Installation pricing based on all other trades completing their scope of work,
electrical telecom, internet provider, etc
No equipment / lift rental included - May be needed to mount access points
/ Misc equipment
Will work with selected low voltage contractor (as required) or can assist
with sub-contract if requested
This is intended to a budget for the scope of work stated above - Because
of changing field conditions and circumstances which can not be controlled
work will be billed at actual hours.
$145.00 20 $2,900.00
Subtotal:$24,650.00
Cabling - Physical Installation
Description Price Qty Ext. Price
Physical Installation - Cabling Icluding:
Provide and install new small wall mounted data rack in break out room
Provide and install 15 new Cat 6E data connections - Speakers, MIC,
terminate in new rack
Relocate two (2) existing data jacks from wall of break out room to new data
rack
Install power in new data rack
Remove and re-install all screens in room to support installation of AV over
IP decoder installation
Install new room / video conferencing cameras
Remove video wall, install new mounting hardware and reinstall to support
two (2) additional screens being relocated from back of room
$15,200.00 1 $15,200.00
Subtotal:$15,200.00
Quote Summary Amount
AV Equipment - Head End / Switching $68,351.72
AV Equipment - Video Conferencing $31,321.45
AV Equipment - Audio $20,932.39
Page: 5 of 6Quote #2025-005789 v4
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
Quote Summary Amount
Network Equipment $6,603.15
Brown Act - Zoom Room $2,825.49
Services (Labor)$24,650.00
Cabling - Physical Installation $15,200.00
Subtotal:$169,884.20
Estimated Tax:$12,009.82
Total:$181,894.02
Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties,
where the Master Agreement shall govern.
Prices: Quoted product pricing is valid for thirty (30) days assuming product availability, and does not include applicable taxes and freight. Buyer agrees to pay
reasonable shipping charges and all applicable taxes (excluding income taxes). Services include only those items specified in the quotation. Additional services
may be provided at Marin IT’s then standard billing rates.
It is understood and agreed that end customer will accept and pay invoice of any product once it has been received at the Marin IT warehouse regardless of if it
has been delivered to the final installation location or if it is being held at the Marin IT facility and that title to the Products will transfer to client upon invoicing.
While taking title to these products includes assuming the risk of loss, Marin IT insures equipment stored in its facility. Title having transferred to client, it is
understood that there is risk of obsolescence and that the Products are not covered by price protection.
We agree to make payment on all invoices delivered to us by Marin IT with respect to the Products strictly in accordance with the terms thereof without defense,
offset, deduction, recoupment or counter claim of any kind arising from the fact that the Products were not delivered to us at the time the invoice was delivered
and were stored by Marin IT.
Payment: Payment shall be made within 30 days of the date of invoice. If any invoice is not paid when due, interest will be added to and payable on all overdue
amounts at 18 percent per year, or the maximum percentage allowed under applicable laws, whichever is less. Buyer shall pay all costs of collection, including
without limitation, reasonable attorney fees.
Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products.
MARIN IT, INC. MAKES NO WARRANTIES, EITHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO, THE IMPLIED WARANTY OF
FITNESS FOR A PARTICULAR PURPOSE, WHATSOEVER. ALL SERVICES AND DELIVERABLES ARE PROVIDED ON AN "AS IS" BASIS. Limitation of
Liability: CUSTOMER AGREES THAT THE LIABILITY OF MARIN IT FOR DIRECT DAMAGES RELATED TO ANY PRODUCT OR SERVICE ARISING UNDER
THESE TERMS AND CONDITIONS, WHETHER IN CONTRACT, TORT, OR OTHERWISE, WILL NOT EXCEED THE NET AMOUNT PAID TO MARIN IT BY
CUSTOMER FOR THAT PRODUCT OR SERVICE WHICH IS THE SUBJECT OF THE CLAIM. MARIN ITSHALL IN NO EVENT BE LIABLE FOR ANY
INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES OF ANY NATURE, EVEN IF MARIN IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES. NEITHER PARTY MAKES ANY REPRESENTATION OR WARRANTY AS TO ANY THIRD-PARTY INFORMATION OR PRODUCTS PROVIDED TO
EACH OTHER, ALL OF WHICH ARE PROVIDED, SOLD OR LICENSED "AS IS," AND THE PARTIES AGREE TO LOOK SOLELY TO THE WARRANTIES AND
REMEDIES, IF ANY, PROVIDED BY THE THIRD PARTY.
Acceptance
Marin IT City of San Rafael-SR
David Cooper Vinh Pham
Signature / Name Signature / Name Initials
11/26/2025
Date Date
Page: 6 of 6Quote #2025-005789 v4
Docusign Envelope ID: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F
Certificate Of Completion
Envelope Id: 79FEB3C3-113B-4556-B93D-1DEDC40ADE3F Status: Completed
Subject: DocuSign: PSA with MarinIT Inc. for EOC Audio Video Upgrades
Source Envelope:
Document Pages: 26 Signatures: 5 Envelope Originator:
Certificate Pages: 5 Initials: 4 Vinh Pham
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
111 Morphew St
San Rafael, CA 94901
Vinh.Pham@cityofsanrafael.org
IP Address: 199.88.113.8
Record Tracking
Status: Original
12/2/2025 1:15:46 PM
Holder: Vinh Pham
Vinh.Pham@cityofsanrafael.org
Location: DocuSign
Signer Events Signature Timestamp
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: 12/2/2025 2:36:29 PM
Viewed: 12/2/2025 2:37:22 PM
Signed: 12/2/2025 2:37:32 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Sean Mooney
Sean.Mooney@cityofsanrafael.org
Digital Services Director
City of San Rafael
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 12/2/2025 2:36:29 PM
Viewed: 12/2/2025 3:02:27 PM
Signed: 12/2/2025 3:02:39 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Van Bach
Van.Bach@cityofsanrafael.org
Signing Group: Finance
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 12/2/2025 3:02:41 PM
Viewed: 12/2/2025 4:19:56 PM
Signed: 12/3/2025 10:57:01 AM
Electronic Record and Signature Disclosure:
Accepted: 12/3/2025 10:56:55 AM
ID: 857022ab-3b98-4d20-a9fa-1acbca78613a
David Cooper
coop@marinit.com
President
David Cooper
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 63.141.208.2
Sent: 12/3/2025 10:57:03 AM
Resent: 12/15/2025 6:52:41 PM
Viewed: 12/3/2025 11:00:53 AM
Signed: 12/16/2025 4:09:27 PM
Electronic Record and Signature Disclosure:
Accepted: 12/3/2025 11:00:53 AM
ID: 90a88cf5-d93d-4006-87ab-14d83b88059a
Signer Events Signature Timestamp
Wesley Liang
wliang@marinit.com
Partner
Wesley Liang
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 63.141.208.2
Sent: 12/16/2025 4:09:30 PM
Viewed: 12/16/2025 4:12:55 PM
Signed: 12/16/2025 4:13:35 PM
Electronic Record and Signature Disclosure:
Accepted: 12/16/2025 4:12:55 PM
ID: e2577690-c9d3-4c47-b179-f067d0b97c2f
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: 12/16/2025 4:13:45 PM
Resent: 12/17/2025 12:38:41 PM
Resent: 12/18/2025 9:21:14 AM
Viewed: 12/18/2025 9:29:13 AM
Signed: 12/18/2025 9:29:38 AM
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:
2601:205:4b01:1550:1991:8cee:cd09:7a67
Sent: 12/16/2025 4:13:45 PM
Resent: 12/17/2025 12:38:41 PM
Viewed: 12/17/2025 3:10:58 PM
Signed: 12/17/2025 3:11:05 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Cristine Alilovich
Cristine.Alilovich@cityofsanrafael.org
City Manager
City of San Rafael
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2600:1010:b01b:8b26:310a:ce12:db12:3480
Signed using mobile
Sent: 12/18/2025 9:29:42 AM
Viewed: 12/18/2025 9:57:38 AM
Signed: 12/18/2025 9:57:47 AM
Electronic Record and Signature Disclosure:
Accepted: 8/8/2025 5:50:59 PM
ID: 92734b64-c5dc-4308-af7f-b0f4b9ffd306
Lindsay Lara
Lindsay.Lara@cityofsanrafael.org
City Clerk
City of San Rafael
Signing Group: City Clerk
Security Level: Email, Account Authentication
(None), Login with SSO
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 12/18/2025 9:57:51 AM
Viewed: 12/18/2025 11:46:40 AM
Signed: 12/18/2025 11:46:45 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
Nataly.Torres@cityofsanrafael.org
Legal Assistant
City of San Rafael
Security Level: Email, Account Authentication
(None)
Using IP Address: 199.88.113.8
Sent: 12/2/2025 2:17:49 PM
Viewed: 12/2/2025 2:27:12 PM
Completed: 12/2/2025 2:36:27 PM
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 12/2/2025 2:17:49 PM
Envelope Updated Security Checked 12/2/2025 2:36:28 PM
Envelope Updated Security Checked 12/2/2025 2:36:28 PM
Envelope Updated Security Checked 12/2/2025 2:36:28 PM
Envelope Updated Security Checked 12/2/2025 2:36:28 PM
Envelope Updated Security Checked 12/2/2025 2:36:28 PM
Envelope Updated Security Checked 12/2/2025 2:36:28 PM
Certified Delivered Security Checked 12/18/2025 11:46:40 AM
Signing Complete Security Checked 12/18/2025 11:46:45 AM
Completed Security Checked 12/18/2025 11:46:45 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. 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. After such time, if you wish for us to
send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may
request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us
that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your
decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and
disclosures electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can
complete certain steps in transactions with you and delivering services to you because we will need first to send the
required notices or disclosures to you in paper format, and then wait until we receive back from you your
acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the
DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from
us.
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, David Cooper, Wesley Liang, Cristine Alilovich
previous email address, your new email address. We do not require any other information from you to change your email
address.
If you created a DocuSign account, you may update it with your new email address through your account preferences.
To request paper copies from City of San Rafael
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically,
you must send us an email to city.clerk@cityofsanrafael.org and in the body of such request you must state your email
address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of San Rafael
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box
indicating you wish to withdraw your consent, or you may;
ii. send us an email to city.clerk@cityofsanrafael.org and in the body of such request you must state your email, full name,
mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The
consequences of your withdrawing consent for online documents will be that transactions may take a longer time to
process..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system
requirements are found here: https://support.docusign.com/guides/signer-guide-signing-system-requirements.
Acknowledging your access and consent to receive and sign documents electronically
To confirm to us that you can access this information electronically, which will be similar to other electronic notices and
disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on
paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to
an email address where you will be able to print on paper or save it for your future reference and access. Further, if you
consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-
box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.
By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:
You can access and read this Electronic Record and Signature Disclosure; and
You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and
Disclosure to a location where you can print it, for future reference and access; and
Until or unless you notify City of San Rafael as described above, you consent to receive exclusively through
electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required
to be provided or made available to you by City of San Rafael during the course of your relationship with City of
San Rafael.