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HomeMy WebLinkAboutCC Resolution 13953 (IT Project Mgmt Services)RESOLUTION NO. 13953
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL TO AUTHORIZE THE CITY MANAGER TO ENTER
INTO A PROFESSIONAL SERVICES AGREEMENT WITH THE
PHOENIX GROUP FOR INFORMATION TECHNOLOGY
PROJECT MANAGEMENT SERVICES.
WHEREAS, the City requires assistance with the development and implementation of an
Information Technology (IT) Project Management Office (PMO); and
WHEREAS, the City requires project management services to help track, monitor, and
guide various technology projects as well as to develop project plans, policies, procedures, and
other related documentation; and
WHEREAS, The Phoenix Group is an acknowledged leader in specialized project
management methodology for private entity and public agency clients; and
WHEREAS, the City wishes to enter into an agreement with The Phoenix Group to
implement an IT PMO and to provide project management services for various technology
projects; and
WHEREAS, the City Council finds that such an agreement falls under the Professional
Services Agreement provisions of San Rafael Municipal Code Chapter 2.60.
NOW, THEREFORE, IT IS HEREBY RESOLVED that (1) the Council does hereby
authorize the City Manager to enter into a Professional Services Agreement with The Phoenix
Group, in a form approved by the City Attorney, for IT project management services for an initial
period of one year at a total cost not to exceed $120,000; and (2) the Council does hereby
delegate to the City Manager the authority to extend such agreement for up to an additional two
years at a total cost not to exceed an additional $120,000 per year, subject to the availability of
funds appropriated by the Council through the City's normal budget process.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 6th day of July, 2015 by the following vote, to wit:
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS:
Bushey, Gamblin, McCullough & Mayor Phillips
None
Colin
G • 4e -t e"'.c -
ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
FOR INFORMATION TECHNOLOGY PROJECT MANAGEMENT
This Agreement is made and entered into this .2 (14.•day of July, 2015, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and The Phoenix Group, (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the CITY requires assistance with the development and implementation of an
Information Technology (IT) Project Management Office (PMO); and
WHEREAS, the CITY requires project management services to help track, monitor, and
guide various technology projects as well as to develop project plans, policies, procedures, and other
related documentation; and
WHEREAS, CONTRACTOR is an acknowledged leader in implementing a specialized
project methodology that includes planning, business process analysis, enhancement identification,
focused process management and well defined project deliverables review and acceptance;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Information Technology 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 Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Darren D. Jimenez is hereby designated as the PROJECT
DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the
execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the
CONTRACTOR shall notify the CITY within ten (10) business days of the substitution.
DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties as described in the Proposal, dated June 5, 2015,
attached as Exhibit A hereto.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
follows:
- Assist CONTRACTOR in gathering current/ongoing information on CITY technology projects.
- Identify projects as managed (requiring formal oversight at the PMO level) or monitored
(managed by internal CITY resources with minimum tracking at the PMO level).
- Participate in PMO and project-specifc meetings with CONTRACTOR as needed.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR on a time and materials basis as specified in Exhibit A, provided that the total
amount paid to CONTRACTOR for its services and expenses will not exceed $120,000.00 per
year.
Payment will be made upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for 1 year commencing on July 1, 2015, and ending on
June 30, 2016. Upon mutual agreement of the parties, and subject to the availability of appropriated
funds, the City Manager may elect to extend the term of this Agreement for up to a year at a time
for a total period not to exceed a maximum of 3 years.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon
thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to
cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such
notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. 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 Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of
the other party, and any attempt to so assign this Agreement or any rights, duties or obligations
arising hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. 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. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount
of two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's performance of services under this
Agreement. 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. If it employs any person, CONTRACTOR shall maintain worker's
compensation and employer's liability insurance, as required by the State Labor Code and other
applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY
against all liability for injuries to CONTRACTOR's officers and employees. CONTRACTOR'S
worker's 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, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be primary 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 0104 13.
3. Except for professional liability insurance, the insurance policies shall
include, in their text or by endorsement, coverage for contractual liability and personal injury.
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
5. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement)
before CITY'S own insurance or self-insurance shall be called upon to protect it as a named
insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements
and/or limits shall be available to CITY or any other additional insured party. Furthermore, the
requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this
Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or
proceeds available to the named insured; whichever is greater.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, 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
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in
this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from 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
PROJECT MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., 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 Agreement. 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
Agreement, 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 services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that term is defined
under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law,
indemnify, release, defend and hold harmless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. 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
Agreement. CONTRACTOR shall perform all services under this Agreement 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.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or
if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as
follows:
TO CITY's Project Manager: Gus Bush
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
TO CONTRACTOR's Project Director: Darren D. Jimenez
2701 Del Paso Road, Suite 130-244
Sacramento, CA 95835
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, 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.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, 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.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code 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 Agreement, until CONTRACTOR has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
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NANCY MACKLE, City Manager
ATTEST:
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ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN Ci 11
ty A�.torney �
CONTRACTOR
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Name: Damen D. Jimenez
Title: Principal, The Phoenix Group
CITY OF SAN RAFAEL
PROJECT MANAGEMENT
OFFICE PROPOSAL
JUNE 5, 2015
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Exhibit A
TABLE OF CONTENTS
EXECUTIVE SUMMARY...............................................................3
GENERAL INFORMATION............................................................4
FIRM BACKGROUND AND EXPERTISE .............................................. 4
SUMMARY OF QUALIFICATIONS......................................................5
SUMMARY OF PROJECT METHODOLOGY AND APPROACH ........ 7
SCOPE OF WORK.........................................................................9
OVERVIEW.................................................................................. 9
PHASE I - PMO STRATEGY DEVELOPMENT......................................9
PHASE II - PMO INFRASTRUCTURE DESIGN 8v BUILD ........................ 9
PHASE III - PMO PROJECT MANAGEMENT INITIATION ..................... 10
PHASE IV - OPERATIONAL PMO MANAGEMENT .............................. 10
COST QUOTE............................................................................. 11
EXECUTIVE SUMMARY
The Phoenix Group (TPG) is pleased to submit the following
proposal for the development, implementation and ongoing
management of a Project Management Office for the City of San
Rafael's Information Technology Department. TPG has led the
development and implementation of multiple PMO structures of
this type, and is the Project Management team for the San Rafael
Police Department's current upgrade effort. We have a wealth of
experience in working with California municipalities.
The TPG team brings broad experience in areas that are essential
to developing and managing an effective and integrated PMO
effort. We have worked extensively in the public sector arena,
project management, strategic planning, technology planning,
program development and implementation, needs assessments
and business process reengineering. We look forward to assisting
the City of San Rafael Information Technology Department team
develop and implement a structure that ensures the successful
completion of both the current project calendar and the heavy
workload ahead.
This statement of work and cost proposal will remain in effect for
60 days from the date of proposal submission. If awarded the
contract, Darren Jimenez will serve as Executive Sponsor Director
and manage our team of highly qualified and experienced
specialists.
Should you require any further information, or if it is necessary to
schedule an interview/ presentation, please contact:
Darren D. Jimenez, Principal
The Phoenix Group
(530) 383-7315
darrenjimenez@tpgonline.net
CoSR PMO Project Proposal
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The
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GENERAL INFORMATION
FIRM BACKGROUND AND EXPERTISE
Darren Jimenez, a former law enforcement officer, long-time
public sector/public safety consultant and former Director of
Project Management for an international, vertical market software
vendor, founded The Phoenix Group (TPG) in 1996. Since its
inception the focus of the firm has been public sector project
management and business process consulting.
The Phoenix Group is a multi -discipline consulting firm certified
as a Small Business by the State of California. The company has
earned a reputation for innovative solutions to complex business
and management issues, and has the ability to make information
technology understandable and adaptable for public sector
organizations. The Phoenix Group's customer base is largely
public sector/public safety at the state and local levels, and we
have forged numerous ongoing consulting relationships with other
municipalities in the western United States.
The firm's expertise lies in helping clients assess business and
strategic needs and then helping to develop programs and
business solutions for meeting those needs. This is made possible
by placing a strong emphasis on strategy, productivity, and a
systems approach to information management and analysis.
Through the firm's expertise in strategy, business operations,
people and information management, The Phoenix Group has
become a recognized leader in the design and implementation of
innovative solutions. And by combining management consulting,
business process and strategic planning services The Phoenix
Group uniquely positions clients to make the most of
opportunities created by the network economy. The Phoenix
Group provides expertise in:
♦ Organizational Strategic Planning
♦ Information Technology Strategic Planning
♦ Multi -Agency Systems/ Projects
♦ Contract Negotiations
♦ Business Process Analysis/ Reengineering
♦ Continuous Improvement Processes
♦ Needs Assessments
♦ Case Management System Requirements
CoSR PMO Project Proposal °' �� f
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♦ Grant Writing
♦ Integrated Criminal Justice Information Systems
♦ Court Case Management Systems
♦ Computer Aided Dispatch
♦ Records Management Systems
♦ Jail Management Systems
♦ Field Reporting Systems
♦ Information Technology Project Management
♦ Hardware & Software Integration
SUMMARY OF QUALIFICATIONS
The Phoenix Group brings to the table a unique alternative to
traditional consulting firms by combining knowledge of and
experience in the public sector with a Total Quality Management
approach to project management and exceeding customer
expectations. We have real world experience with a broad
spectrum of clients at the federal, state and local level.
The Phoenix Group has experienced significant success in
managing high profile projects to established budgets, and in
maintaining project schedules and task completion timelines.
In developing this proposal we have assembled a team tailored to
the specific needs of the City of San Rafael. In our experience we
have found that successful project management is as much about
effective coordination and communication with key stakeholders
as it is planning and attention to detail. TPG has developed a
project methodology that is well suited to enabling success and
meeting critical time constraints.
It is our goal to provide the City of San Rafael with the highest
quality service while adopting a value added approach. TPG is an
acknowledged leader in implementing a specialized project
methodology that includes planning, business process analysis,
enhancement identification, focused process management and
well defined project deliverables review and acceptance. Among
our qualifications:
♦ The Phoenix Group focuses exclusively on public
sector/public safety organizations.
♦ We have assembled a team of professionals with extensive
expertise and experience in all required disciplines.
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♦ We maintain our knowledge of cutting edge and emerging
technology through a comprehensive program of in-house
training and research.
♦ We place a high degree of emphasis on aligning our project
process with client expectations and requirements.
♦ Our team has successfully completed hundreds of real-
world municipal project management engagements.
CoSR PMO Project Proposal
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SUMMARY OF PROJECT
METHODOLOGY AND APPROACH
Originally focused on the high tech industry, The Phoenix Group
has brought the exacting standards of this industry to public
safety projects. The Phoenix Group utilizes a Total Quality
Management approach to project management, with a focus on
exceeding customer expectations. TPG's project methodology
supports the project team reviewing the success of each task and
measuring quality for continuous improvement. The key to this
approach is that each phase is fully documented and builds upon
the deliverables and new discoveries of the previous phase.
Signoff by all stakeholders occurs at each stage so there are no
surprises and the final deliverable exceeds the client's
expectations. This detailed project -planning methodology provides
successful deliverables in the high-pressure technical development
environment, as well as for politically sensitive projects. The
Phoenix Group's baseline methodology for this project is:
1) Definition of Project Requirements and Deliverables - Project
planning defines the project activities and end tasks that will
be performed and describes how the activities will be
accomplished. The purpose of project planning is to define
each major task, estimate the time and resources required,
and provide a framework for management review and control.
2) Activity Definition and Sequencing - Activity sequencing involves
dividing the project into smaller, more manageable components
(activities) and then specifying the order of completion. The
list of activities is often called a Work Breakdown Structure
(WBS). The goal is to integrate the WBS, the schedule, and the
budget into a written plan.
3) Development of a Project Schedule - The project schedule provides
a graphical representation of predicted tasks, milestones,
dependencies, resource requirements, task duration, and
deadlines. The project's master schedule interrelates all tasks
on a common time scale.
4) Budgeting - Budgeting is the determination of costs associated
with the defined activities. The steps associated with budgeting
are highly dependent upon both the estimated length of tasks
and the resources assigned to the project.
5) Resource Planning - Resource planning comprises establishing a
team that possesses the skills required to perform the work, as
CoSR PMO Project Proposal Orr. The
well as scheduling the non -labor resources (tools, equipment,
and processes) that enable staff to complete the project.
6) Project Execution - The project plan serves as the basis for the
project's monitoring, controlling, and reporting activities. By
following the plan and gathering relevant data for the status
meetings and reports, information will be available to
accurately identify issues and problems early, minimize project
risks, and monitor, control, and report progress.
7) Approval Milestones - The approval process ensures that each
defined project phase and associated deliverables are
successfully completed before beginning subsequent phases.
Management gets a comprehensive view of the current project
status. Information necessary to ensure that deliverables
satisfy the specific business needs of the state organization is
also received. Project approval also allows management to
reassess the direction of the project, as necessary, and to
provide project planning updates, as required.
8) Project Conclusion - Closeout is performed once objectives have
been met and the user has accepted the project's product. The
primary activities in the project conclusion phase are: to
complete and archive project records, document the successes
and issues of the project, celebrate project completion, and
conduct a lessons learned session.
CoSR PMO Project Proposal
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The
SCOPE OF WORK
O V E R V I E W
The Phoenix Group's project management professionals are
experts in successfully executing complex public sector technology
projects, adapting our approach and process to meet the needs of
municipalities in all environments and of all sizes.
The process of developing a technology Project Management Office
infrastructure, and then implementing those controls and
methodologies across all departments is an extremely involved
process with many moving parts. It takes rigorous project
management to ensure schedules are met, risks are properly
assessed and mitigated and all requirements are addressed. From
collaborative business process reviews to formal status reports,
TPG partners closely with the San Rafael project team to ensure
mission success.
The Phoenix Group proposes the following phases in the
development of a Project Management Office for the Information
Technology Department:
1) PMO Strategy Development
2) PMO Infrastructure Design & Build
3) PMO Project Management Initiation
4) Operational PMO Management
PHASE I - PMO STRATEGY DEVELOPMENT
The process of crafting a comprehensive Project Management
Office infrastructure begins with a series of planning meetings in
which the strategic goals of the effort are defined and an in-depth
review of existing processes/ resources is performed.
The resulting information is used to develop an overarching
strategy document that defines input, process and output.
PHASE II - PMO INFRASTRUCTURE
DESIGN & BUILD
Once the strategy and objectives have been defined for the new
CoSR ITD PMO, TPG will collaborate with the Information
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Technology Department in developing the design of and building
the infrastructure for the PMO technology framework, including
Office 365 SharePoint individual and rollup project status
webpages, online Microsoft Project Work Breakdown Structure
project plans and a complete portfolio issue and risk management
structure.
PHASE III - PMO PROJECT MANAGEMENT
INITIATION
TPG will lead technical and line staff in creating project initiation
documentation for all existing and upcoming projects, including
scope, funding, resource and timeline development.
PHASE IV - OPERATIONAL PMO
MANAGEMENT
Once operational process is finalized TPG will initiate ongoing
management of all assigned projects, including required financial,
timeline and resource reporting to ITD, the Technology Committee
and City Management.
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The
COST QUOTE
The costs quoted below are for a 12 -month term of engagement for
the tasks described in the above listed Scope of Work. This is a
time and materials cost quote with a not -to -exceed amount of
$120,000.
All allowable and pre -approved costs will be passed through with a
0% markup.
The total amount of assigned staff will be contingent on current
workload and may fluctuate.
Executive Sponsor: $100/hour
Project Manager: $100/hour
Project Coordinator: $ 60/hour
7he
CoSR PMO Project Proposal '
11
® Policy Number: Date Entered: 7/13/2015
AC�
CERTIFICATE OF LIABILITY INSURANCE I 7/13/2016 DATE (MMIDDIYYYY)
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER (CONTACT
Styrsky Insurance Agency NAME:
rbc°, yo. E:t): (916) 361-8114 I FAX Not: (916) 366-6415
706 56th Street, Suite 150 E-MAIL
Sacramento, CA 95819
ADDRESS:
asher@ teamsia . com
INSURER(S) AFFORDING COVERAGE NAIC #
IINSURERA:Atain Specialty Insurance Company
INSURED The Phoenix Group
INSURER B
INSURER C;
2701 Del Paso Road, Ste 130-244 I INSURER 0:
Sacramento, CA 95835 IINSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS
LTR INSD WVD POLICY NUMBER (MM/DD/YYYYI (MMIDD/YYYY)
A X COMMERCIAL GENERAL LIABILITY I EACH OCCURRENCE $1,000,000
= CLAIMS -MADE ® OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER.
POLICY PRC F—]LOC
JECT
OTHER:
AUTOMOBILE LIABILITY
x CIP262288
_ ANY AUTO
ALL OWNEDSCHEDULED
AUTOS AUTOS
NON -OWNED
HIRED AUTOS AUTOS
UMBRELLA LIAB OCCUR
EXCESS LIAR HCLAIMS-MADE
DED I I RETENTIONS
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y I N
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED' ❑ N / A
(MandatoryIn NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
07/13/2015 )7/13/2016 I DAMAGE TO RENTED
I PREMISES (Ea occurrence) S100,000
MED EXP (Any one person) $5,000
PERSONAL 8 ADV INJURY $ Excluded
GENERAL AGGREGATE $2,000,000
PRODUCTS-COMP/OPAGG I $1,000,000
I Is
COMBINED SINGLE LIMIT $
(Ea accident)
BODILY INJURY (Per person) I $
BODILY INJURY (Per accident) I s
PROPERTY DAMAGE I $
(Per accident)
I$
EACH OCCURRENCE I $
(AGGREGATE I$
I IPER
STATUTE I I EERH
I E.L. EACH ACCIDENT s
E.L. DISEASE - EA EMPLOYEE $
E.L. DISEASE - POLICY LIMIT $
DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required)
PRIMARY AND NON-CONTRIBUTORY WORDING IS ENDORSED
CERTIFICATE HOLDER IS NAMED ADDITIONALLY INSURED IN REGARDS TO GENERAL LIABILITY.
**THIS POLICY WILL NOT BE CANCELLED, TERMINATED OR HAVE THE TERMS AND CONDITIONS MODIFIED WITHOUT PROVIDING
THE ADDITIONAL INSURED(PROJECT MANAGER) 10 DAYS PRIOR WRITTEN NOTICE**
CERTIFICATE HOLDER CANCELLATION
City of San Rafael; It's Officials, SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Agents, Employees and Volunteers THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
1400 Fifth Avenue, Room 207
San Rafael, CA 94915 AUTHORIZED REPRESENTATIVE
Jenny Swanson
©1988-2014 ACORD CORPORATION. All rights reserved.
ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD
Produced using Forms Boss Plus software. www.FormsBoss.com; Impressive Publishing 800-208-1977
COMMON POLICY CONDITIONS
All Coverage Parts included in this policy are subject to the following conditions.
A. Cancellation
1. The first Named Insured shown in the Dec-
larations may cancel this policy by mailing or
delivering to us advance written notice of
cancellation.
2. We may cancel this policy by mailing or de-
livering to the first Named Insured written
notice of cancellation at least:
a. 10 days before the effective date of can-
cellation if. we cancel for nonpayment of
premium; or
b. 30 days before the effective date of can-
cellation if we cancel for any other
reason.
3. We will mail or deliver our notice to the first
Named Insured's last mailing address known
to us.
4. Notice of cancellation will state the effective
date of cancellation. The policy period will
end on that date.
5. If this policy is cancelled, we will send the
first Named Insured any premium refund due.
If we cancel, the refund will be pro rata. If the
first Named Insured cancels, the refund may
be less than pro rata. The cancellation will be
effective even if we have not made or offered
a refund.
6. If notice is mailed, proof of mailing will be
sufficient proof of notice.
B. Changes
This policy contains all the agreements between
you and us concerning the insurance afforded.
The first Named Insured shown in the Declara-
tions is authorized to make changes in the terms
of this policy with our consent. This policy's
terms can be amended or waived only by
endorsement issued by us and made a part of this
policy.
C. Examination Of Your Books And Records
We may examine and audit your books and
records as they relate to this policy at any time
during the policy period and up to three years
afterw ard.
D. Inspections And Surveys
1. We have the right to:
a. Make inspections and surveys at any
time;
IL 00 17 11 98
b. Give you reports on the conditions we
find; and
c. Recommend changes.
2. We are not obligated to make any inspections,
surveys, reports or recommendations and any
such actions we do undertake relate only to
insurability and the premiums to be charged.
We do not make safety inspections. We do
not undertake to perform the duty of any
person or organization to provide for the
health or safety of workers or the public. And
we do not warrant that conditions:
a. Are safe or healthful; or
b. Comply with laws, regulations, codes or
standards.
3. Paragraphs 1. and 2. of this condition apply
not only to us, but also to any rating, ad-
visory, rate service or similar organization
which makes insurance inspections, surveys,
reports or recommendations.
4. Paragraph 2. of this condition does not apply
to any inspections, surveys, reports or recom-
mendations we may make relative to certifi-
cation, under state or municipal statutes, or-
dinances or regulations, of boilers, pressure
vessels or elevators.
E Premiums
The first Named Insured shown in the Dec-
larations:
1. Is responsible for the payment of all
premiums; and
2. Will be the payee for any return premiums we
pay.
F. Transfer Of Your Rights And Duties Under This
Policy
Your rights and duties under this policy may not
be transferred without our written consent except
in the case of death of an individual named
insured.
If you die, your rights and duties will be
transferred to your legal representative but only
while acting within the scope of duties as your
legal representative. Until your legal represen-
tative is appointed, anyone having proper tem-
porary custody of your property will have your
rights and duties but only with respect to that
property.
IL 00 17 11 98 Copyright, Insurance Services Office, Inc., 1998
Hart Forms & SerHces
Reorder No 14-8234
Page 1 of 1
ENDORSEMENT
This Endorsement Changes the Policy -Please Read it Carefully
PRIMARYAND NON-CONTRIBUTING INSURANCE
(Third -Party's Sole Negligence)
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
OWNERS AND CONTRACTORS PROTECTIVE LIABILITY COVERAGE PART
PRODUCTS/ COMPLETED OPERATIONS LIABILITY COVERAGE PART
RAILROAD LIABILITY COVERAGE PART
BUSINESSOWNERS LIABILITY COVERAGE FORM
The following is added to Section IV - Commercial General Liability Conditions, Paragraph 4:
Section IV: Commercial General Liability Conditions
4. Other Insurance:
d. Notwithstanding the provisions of sub -paragraphs a, b, and c of this paragraph 4, with respect to
the Third Party shown below, it is understood and agreed that in the event of a claim or "suit"
arising out of the Named Insured's sole negligence, this insurance shall be primary and any other
insurance maintained by the additional insured named as the Third Party below shall be excess
and non-contributory.
The Third Party to whom this endorsement applies is:
CITY OF SAN RAFAEL
IT'S OFFICIALS, AGENTS, EMPLOYEES, AND
VOLUNTEERS
1400 FIFTH AVE, ROOM 207
SAN RAFAEL, CA 94915
Absence of a specifically named Third Party above means that the provisions of this endorsement
apply "as required by written contractual agreement with any Third Party for whom you are performing
work."
All other terms and conditions of this policy remain unchanged.
This endorsement is effective on the inception date of the policy unless otherwise stated herein. (The
information below is required only when this endorsement is issued subsequent to preparation of the
policy.)
Policy Number: CIP262288
Named Insured: THE PHOENIX GROUP
Endorsement Effective Date: 7/13/15
Endorsem ant Serial No. AF 001 397 0712
Includes copyrighted material of Insurance Services Office, Inc. with its perm ission
Copyright, Insurance Services Office, Inc. 1994
POLICY #: CIP262288
COMMERCIAL GENERAL LIABILITY
CG 20 10 07 04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s)
Or Organization(s):
CITY OF SAN RAFAEL
IT'S OFFICIALS, AGENTS, EMPLOYEES,
AND VOLUNTEERS
1400 FIFTH AVE, ROOM 207
SAN RAFAEL, CA 94915
Location(s) Of Covered Operations
2701 Del Paso Blvd # 130-244
Sacramento, CA 95815
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
A. Section II - Who Is An Insured is amended to in-
clude as an additional insured the person(s) or or-
ganizations) shown in the Schedule, but only with
respect to liability for "bodily injury", "property dam-
age" or "personal and advertising injury" caused, in
whole or in part, by:
1. Your acts or omissions; or
2. The acts or omissions of those acting on your
behalf;
in the performance of your ongoing operations for
the additional insured(s) at the location(s) desig-
nated above.
B. With respect to the insurance afforded to these ad-
ditional insureds, the following additional exclusions
apply:
This insurance does not apply to "bodily injury" or
"property damage" occurring after:
1. All work, including materials, parts or equipment
furnished in connection with such work, on the
project (other than service, maintenance or re-
pairs) to be performed by or on behalf of the ad-
ditional insured(s) at the location of the covered
operations has been completed; or
2. That portion of "your work" out of which the in-
jury or damage arises has been put to its in-
tended use by any person or organization other
than another contractor or subcontractor en-
gaged in performing operations for a principal
as a part of the same project.
CG 20 10 07 04 Copyright ISO Properties, Inc.,2004 Page 1 of 1
COMMERCIAL GENERAL LIABILITY
CG 32 34 01 05
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
CALIFORNIA CHANGES
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
ELECTRONIC DATA LIABILITY COVERAGE PART
LIQUOR LIABILITY COVERAGE PART
OWNERS AND CONTRACTORS PROTECTIVE LIABILITY COVERAGE PART
POLLUTION LIABILITY COVERAGE PART
PRODUCT WITHDRAWAL COVERAGE PART
PRODUCTS/ COMPLETED OPERATIONS LIABILITY COVERAGE PART
U N DERG RO U N D STO RAG E TAN K PO LICY
The term "spouse" is replaced by the following:
Spouse or registered domestic partner under California
law.
CG 32 34 01 05 Copyright, ISO Properties, Inc., 2004 Page 1 of 1
INSURED
GI'�'� California Evidence of Liability Insurance
1-800-841-3000
Evidence of Insurance
Here are your Evidence of Liability Insurance
Cards. One card must be carried in the proper
insured vehicle. Proof of insurance is required
to register or renew the registration of your
vehicle. A law enforcement officer can ask you
to prove that you have liability insurance meeting
the basic requirements of California law.
A violation of these requirements can result in a fine
of up to:
$1,000 for the first time
$2,000 for additional times
Also, a Judge can have your vehicle Impounded.
False proof of insurance may result in a fine up to
$750 and 30 days in prison.
Due to space limitations on the ID card, only the
Named Insured and the Co-insured are listed. For a
full list of drivers covered under this policy, please
reference the Drivers section of your Declarations
Page,which is included with your insurance packet.
If you would like additional ID cards you can go
online to geico.com or call us at 1-800-841-3000.
What to do at the time of an accident.
• Do not admit fault.
• Do not reveal the limits of your liability coverage to anyone.
• Exchange contact information; get year, make, model, plate number,
insurance carrier and policy number of all involved.
Also, identify witnesses and collect contact information.
• Contact the police or 911 if applicable.
• Contact GEICO by calling 1-800-841-3000 or visit gelco.com to
report the accident.
U -4 -CA (11-09)
GEICO INDEMNITY COMPANY
PO BOX 509090 SAN DIEGO, CA 92150-9090
NAIC Code: 22055
Policy Number Effective Date
Expiration Date
4287667739 05-15-15•,
11-15-15
Year Make Model
Vehicle ID No.
2005 BMW 645CI
WBAEK734456328103
Insured:
DARREN DOUGLAS JIMENEZ
5433 DUCK WALK WAY
SACRAMENTO, CA 95835-2452
'Yoraoo r..wnv:jej ky, 1 b1 Mn,h ,W m8a3 a i,)a mir^imumb raq,,: romenr5
rib swo f'rls Ioos(, & 155oo I Ih he CE4Viton e
Vnti �.„ o („(Jr;, a mri PYun Bianii1IWI rT IE v N„scrted ty Iew
Evidence of Insurance
Here are your Evidence of Liability Insurance
Cards. One card must be carried in the proper
insured vehicle. Proof of insurance is required
to register or renew the registration of your
vehicle. A law enforcement officer can ask you
to prove that you have liability insurance meeting
the basic requirements of California law.
A violation of these requirements can result in a fine
of up to:
$1,000 for the first time
$2,000 for additional times
Also, a Judge can have your vehicle Impounded.
False proof of insurance may result in a fine up to
$750 and 30 days in prison.
Due to space limitations on the ID card, only the
Named Insured and the Co-insured are listed. For a
full list of drivers covered under this policy, please
reference the Drivers section of your Declarations
Page,which is included with your insurance packet.
If you would like additional ID cards you can go
online to geico.com or call us at 1-800-841-3000.
What to do at the time of an accident.
• Do not admit fault.
• Do not reveal the limits of your liability coverage to anyone.
• Exchange contact information; get year, make, model, plate number,
insurance carrier and policy number of all involved.
Also, identify witnesses and collect contact information.
• Contact the police or 911 if applicable.
• Contact GEICO by calling 1-800-841-3000 or visit gelco.com to
report the accident.
U -4 -CA (11-09)
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GEICO
geico.com
GEICO INDEMNITY COMPANY
P.O. Box 509090
San Diego, CA 92150-9090
Date Issued: April 11, 2015
DARREN DOUGLAS JIMENEZ
5433 DUCK WALK WAY
SACRAMENTO CA 95835-2452
Tel: 1-800-841-3000 Declarations Page
This is a description of your coverage.
Please retain for your records.
Policy Number: 4287-66-77-39
Coverage Period:
05-15-15 through 11-15-15
12:01 a.m. standard time at the address of the named
insured.
Email Address: tpgone@gmail.com
Named Insured
Darren D Jimenez
Vehicle VIN
Additional Drivers
None
Vehicle Location
1 2005 BMW 645Ci WBAEK7344513328103 Sacramento CA 95835
Coverages* Limits and/or Deductibles
Bodily Injury Liability
Finance Companv/
Lienholder
Capital One
Vehicle 1
Each Person/Each Occurrence
$15,000/$30,000
$65.70
Property Damage Liability
$25,000
$93.80
Uninsured & Underinsured Motorists
Each Person/Each Occurrence
$15,000/$30,000
..........................
$12.60
Uninsured Motorists Property Damage
Insured Rejects
-
Comprehensive
$500 Ded
$84.30
Collision
$500 Ded/Waiver$229.70
-----------------
Emergency Road Service
-----------------------
----... .... ..... .........
Full
--------------------------------------
............. ......... .
$10.60
-
Rental Reimbursement
----------------
$50 Per Day
$21.00
$1500 Max
-
Total Six Month Premium
$517.70
*Coverage applies where a premium or $0.00 is shown for a vehicle.
If you elect to pay your premium in installments, you may be subject to an additional fee for each installment. The fee
amount will be shown on your billing statements and is subject to change.
Discounts
Anti -Theft Device (All Vehicles)
Multi Line - Cycle (All Vehicles)
California Good Driver (All Vehicles)
DEC—PAGE (03-14) (Page 1 of 2)
Continued on Back
Renewal Policy Page 5 of 22
Discounts continued
California Persistency (All Vehicles)
Geico Safe Driver (All Vehicles)
Designated Professional Group (All Vehicles)
Contract Type: A30CA
Contract Amendments: ALL VEHICLES - A30CA A54CA A54ED1
Unit Endorsements: CRA115 (VEH 1); CRA343C (VEH 1); CRA431 (VEH 1); UE316C (VEH 1)
Class: A - 34SMP T (VEH 1)
Important Policy Information
-The estimated annual mileage figures applicable to the vehicles on your policy for the current and upcoming policy
periods are:
Vehicle
2005 BMW 645CI
Current Mileage Upcoming Mileage
12,000 12,000
-Active Duty, Guard, Reserve or Retired Military: Call 1 -800 -MILITARY to see if you qualify for the Military Discount.
-Congratulations! You are receiving a $142.80 discount based on your professional or group affiliation.
-Please verify that the coverages you requested are accurately reflected on your Declarations Page. Visit geico.com to
review additional coverages and/or limits available to you.
-No coverage is provided in Mexico.
-Reminder - Physical damage coverage will not cover loss for custom options on an owned automobile, including
equipment, furnishings or finishings including paint, if the existence of those options has not been previously reported to
us. This reminder does NOT apply in VIRGINIA and NORTH CAROLINA. Please call us at 1-800-841-3000 or visit us
at geico.com if you have any questions.
-You have elected to receive your insurance documents via electronic delivery at the following electronic mail address:
tpgone@gmail.com. To change the address where you receive your policy documents, visit geico.com, or call
1-800-841-3000.
-In accordance with Section 1872.87 of the California Insurance Code, in addition to your premium, a $0.88 charge per
vehicle is assessed to fund auto insurance fraud reduction initiatives. This charge is applied once per policy term per
vehicle.
-Confirmation of coverage has been sent to your lienholder and/or additional insured.
DEC—PAGE(03-14) (Page 2 of 2) Renewal Policy Page 6 of 22
PROFESSIONAL SERVICES AGREEMENT/CONTRACT
COMPLETION CHECKLIST AND ROUTING SLIP
Below is the process for getting your professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services aEreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
........ . ..... ._....
Completion
1
Department
City Attorney
Review, revise, andcomment on draft
h Date
.... 7/
agreement.' d
g
2
Contracting Department
Forward final agredmeni to r for
is
their signature. Obtain at least two signed
J
originals from contractor.
3
Contracting Department
Agendize contractor -signed agreement for
4eft I J r� 40,
Council approval, if Council approval
necessary (as defined by City Attorney/City
1 -7
4
City Attorney
Ordinance*).
Review and approve form of agreement;
J
bonds, and insurance certificates and
endorsements. w
5
City Manager / Mayor / or
horize
Council authorized
Agreement executed b Co
y
r1�L irS
Department Head
official.
6
U City Clerk
City Clerk attests signatures, retains original
agreement and forwards copies to the
contracting department.
To be completed by Contracting Department:
Project Manager: _Gus Bush, IT Manager
Project Name:—Phoenix Group PMO_
Agendized for City Council Meeting of (if necessary): _July 6, 2015
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.