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HomeMy WebLinkAboutPW Routine & Emergency Tree Services Contract 2011-12carr oF�� Agenda Item No: 3 Meeting Date: March 7, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: /� �i�) City Manager Approval: �J Public Works Director (LB) File No.: 01.17.02.04 SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR THE ROUTINE AND EMERGENCY TREE SERVICES CONTRACT 2011/2012, BUDGET LINE ITEM NO. 001-44-47001-9270, TO KINGSBOROUGH ATLAS TREE SURGERY, INC., BASED ON THEIR ESTIMATED BID AMOUNT OF $243,521.00. (BID OPENING HELD ON THURSDAY, MARCH 3, 2011). RECOMMENDATION: Staff recommends that the City Council adopt the resolution awarding the contract to Kingsborough Atlas Tree Surgery, Inc. in the estimated bid amount of $243,521.00. BACKGROUND: The City of San Rafael has been a Tree City USA for the last 28 years. The City Council has adopted many policies to preserve the City's 50,000 trees, also recognized as an urban forest. On August 18, 2008 the City Council appointed seven residents and experts to the City's Tree Advisory Committee. They were tasked to recommend practices to preserve and plant more trees in San Rafael. The Tree Advisory Committee presented its recommendation to the City Council on September 20, 2010. Tree services and maintenance was one of the Tree Advisory Committee's highest priorities. Staff is working on recommendations to implement additional measures identified in the Tree Advisory Committee's plan. One of the major elements of our Parks Division's maintenance program is routine and emergency tree services. The previous contract for such services has expired. In order to continue the tree services, a new contract is required. On February 7, 2011 the City Council adopted the specifications for the Routine and Emergency Tree Services Contract 2011 2012 and authorized the City Clerk to call for bids. The project was advertised in accordance with San Rafael's Municipal code and policies on February 11, 2010 and bids were publicly opened on March 3, 2011 at 10:00 AM and read aloud. The engineer's estimate of the proposed maintenance was $209,860. The following three bids were received: FOR CITY CLERK ONLY File No.: 4i -/ —&j 2 Council Meeting: 3%x-1-2o�/ Disposition: %, 01 -UT I p A) SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 NAME OF BIDDER AMOUNT Kingsborough Atlas Tree Surgery, Inc. $243,521.00 Marin County Arborists, Inc. $245,962.25 The Professional Tree Care Co. $294,800.00 The 2010/2011 fiscal year budget allocates $209,860 for the Department of Public Works Parks Division contractual services. The bids were based on estimated hours which were included to provide a basis of comparison and to determine a low bidder. The actual contract cost will be determined by work completed on an hourly basis for both routine and emergency rates and may not necessarily reach the bid amount listed. The Parks Division can control the contract amount by requesting services which will not exceed the yearly budgeted amount of $209,860. A minor bid irregularity was found in the lowest bid in which the contractor did not include a statement of qualifications for the years covering 2006 through 2008. This contractor has since submitted the qualifications for these years and therefore it is recommended that this bid irregularity be waived on the grounds that it did not provide any material advantage to the contractor. ANALYSIS: The estimated low bid from Kingsborough Atlas Tree Surgery, Inc. was $243,521.00. FISCAL IMPACT: Funding required for the project will not exceed $209,860 per fiscal year. Funding for the project is currently budgeted. We therefore request that the Council approve $209,860 from the following funding source: Source General Fund (Parks Division Operational Budget) Total Available Funds Amount Note(s) $209,860 Actual contract amount will be based on hours worked as requested by the Parks Division $209,860 If the contract is awarded, up to two subsequent two year term contract extensions can be awarded at the same costs listed above with adjustments as warranted by the consumer price index (CPI) and any approved budget increases. Staff will request funding allocations prior to issuance of contract extensions. OPTIONS: The Council can choose not to award the contract and direct Staff to rebid the contract. ►mmroweogr I � Adopt the Resolution awarding the contract to Kingsborough Atlas Tree Surgery, Inc. based on their original estimated bid of $243,521.00. The actual annual contract amount will not exceed the annual budget indicated in the Fiscal Impact above. Enclosures 1. Resolution 2. Agreement RESOLUTION NO. 13117 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR THE ROUTINE AND EMERGENCY TREE SERVICES CONTRACT 2011/2012, BUDGET LINE ITEM NO. 001-44-47001-9270, TO KINGSBOROUGH ATLAS TREE SURGERY, INC., BASED ON THEIR ESTIMATED BID AMOUNT OF $243,521.00. (BID OPENING HELD ON THURSDAY, MARCH 3, 2011). WHEREAS, on the 3rd day of March, 2011, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: "Routine and Emergency Tree Services Contract 2011/2012" Project No. 001-44-47001-9270 In accordance with the specifications therefore on file in the office of said City Clerk; and WHEREAS, the bid of Kingsborough Atlas Tree Surgery, Inc., at the unit prices stated in its bid was and is the lowest and best bid for said work and said bidder is the lowest responsible and qualified bidder. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael, that the bid of Kingsborough Atlas Tree Surgery, Inc. is hereby accepted at said unit prices and that the contract for said work and improvements is hereby awarded to Kingsborough Atlas Tree Surgery, Inc. IT IS FURTHER ORDERED AND RESOLVED that the Public Works Director and the City Clerk of said City be authorized and directed to execute a contract with Kingsborough Atlas Tree Surgery, Inc, in a form approved by the City Attorney, for said work and to return the bidders bond upon the execution of said contract. City of San Rafael ♦ California Form of Contract Agreement for Routine and Emergencv Tree Services Contract 2011/2012 Citv Proiect No. 001-44-47001-9270 This Agreement is made and entered into this 7`f' day of March, 2011 by and between the City of San Rafael (hereinafter called City) and Kingsborough Atlas Tree Surgery, Inc. (hereinafter called Contractor). Witnesseth, that the City and the Contractor, for the considerations hereinafter named, agree as follows: I - Scope of the Work The Contractor hereby agrees to furnish all of the materials and all of the equipment and labor necessary, and to perform all of the work shown on the plans and described in the specifications for the project entitled: Routine and Emergency Tree Services Contract, 2011/2012, all in accordance with the requirements and provisions of the Contract Documents as defined in the General Conditions which are hereby made a part of this Agreement. The liability insurance provided to City by Contractor under this contract shall be primary will respent to any other insurance available to the City. II - Time of Completion (a) The work to be performed under this Contract shall be commenced within five (5) Working Days after the date of written notice by the City to the Contractor to proceed. (b) The work shall be completed before June 30, 2012 after the date of such notice and with such extensions of time as are provided for in the General Conditions. (c) This contract may be extended twice for a period not to exceed two (2) years each time, subject to an adjustment of the Rates (Man Hour) by changes in the Consumer Price Index (CPI) and an adjustment of the total amount paid per fiscal year as authorized by the City's adopted budget, by mutual written agreement of the parties and subject to approval of the Public Works Director. III - Liquidated Damages It is agreed that, if all the work required by the contract is not finished or completed within the time specified as set forth in the contract, damage will be sustained by the City, and that it is and will be impracticable and extremely difficult to ascertain and determine the actual damage which the City will sustain in the event of and by reason of such delay; and it is therefore agreed that the Contractor will pay to the City, the sum of $100 per hour for every one hour interval, and $500 for a non -response, as specified in the special provisions; and the Contractor agrees to pay said liquidated damages herein pro- vided for, and further agrees that the City may deduct the amount thereof from any moneys due or that may become due the Contractor under the contract. 1V - The Contract Sum The City shall pay to the Contractor for the performance of the Contract the amounts determined for the total number of each of the units of work in the following schedule completed at the unit price stated. The number of units contained in this schedule is approximate only, and the final payment shall be made Page 1 for the actual number of units that are incorporated in or made necessary by the work covered by the Contract. "Emergency Call Out" Work 1 Supervisor 50 Antici Rate 2 Climber/Foreman Item Description pated (Man- Total No. $2,232.00 Hours Hour) $73.00 Routine Work 5 14 Ton Crane 31 $100.00 1 Supervisor 225 $50.00 $11,250.00 2 Climber/Foreman 750 $73.00 $54,750.00 3 Trimmer 687 $72.00 $49,464.00 4 Groundsperson 1312 $70.00 $91,840.00 5 14 Ton Crane 80 $97.00 $7,760.00 "Emergency Call Out" Work 1 Supervisor 50 $80.00 $4,000.00 2 Climber/Foreman 125 $80.00 $10,000.00 3 Trimmer 31 $72.00 $2,232.00 4 Groundsperson 125 $73.00 $9,125.00 5 14 Ton Crane 31 $100.00 $3,100.00 Estimated Bid Price $243,521.00 It is expressly understood that the Estimated Bid Price stated above is the contractor's bid and was utilized as a basis of contractor selection. The total amount paid the contractor per fiscal year shall not exceed $209,860 based upon the amount of time expended for work at the Rate (Man Hour) specified in the above bid table. The Rate (Man Hour) stated in the above bid table shall not change for the work performed, except as adjusted by CPI changes in subsequent fiscal years if this contract is extended as provided in Section II(c). Only the Anticipated Hours of work performed will be modified such that the total budget of $209,860 shall not be exceeded, except as agreed upon by the parties in subsequent fiscal years if this contract is extended as provided in Section II(c). V - Progress Payments On not later than the 6th day of every month the Public Works Department shall prepare and submit an estimate covering the total quantities under each item of work that have been completed from the start of the job up to and including the 25th day of the preceding month, and the value of the work so completed determined in accordance with the schedule of unit prices for such items together with such supporting evidence as may be required by the City and/or Contractor. VI - Acceptance and Final Payment (a) Upon receipt of written notice that the work is ready for final inspection and acceptance, the Engineer shall within 5 days make such inspection (b) Before final payment is due the Contractor shall submit evidence satisfactory to the Engineer that all payrolls, material bills, and other indebtedness connected with work have been paid, except that in case of disputed indebtedness or liens the Contractor may submit in lieu of evidence of payment a Page 2 surety bond satisfactory to the City guaranteeing payment of all such disputed amounts when adjudicated in cases where such payment has not already been guaranteed by surety bond. (c) The making and acceptance of the final payment shall constitute a waiver of all claims by the City, other than those arising from any of the following: (1) unsettled liens; (2) faulty work appearing within 12 months after final payment; (3) requirements of the specifications; or (4) manufacturers' guarantees. It shall also constitute a waiver of all claims by the Contractor, except those previously made and still unsettled. (d) If after the work has been substantially completed, full completion thereof is materially delayed through no fault of the Contractor, and the Engineer so certifies, the City shall, upon certificate of the Engineer, and without terminating the Contract, make payment of the balance due for that portion of the work fully completed and accepted. Such payment shall be made under the terms and conditions governing final payment, except that it shall not constitute a waiver of claims. IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute this Agreement the day and year first written above. ATTEST: Esther C. Beirne City Clerk APPROVED AS TO FORM: Robert F. Epstein City Attorney File No. 01.17.02.04 CITY OF SAN RAFAEL: Nader Mansourian Public Works Director CONTRACTOR: Swyye �4'-c for' Page 3 - - I . • - General Engineering Contractors — Excavating, Paving, Grading, Concrete GONYRACrdRs 525 JACOBY STREET • SAN RAFAEL, CA 94901 • TELEPHONE (415) 454-7011 • FAX (415) MW %1mce1914• STATE CONTRACTORS LICENSE # 132128 March 4"', 2011 Atlas Tree Surgery, Inc. 1544 Ludwig Avenue Santa Rosa, CA 95407 Attn: Jim Finney Re: Payment for Novato Yard Dear Mr. Finney; Our yearly agreement for renting a portion of Ghilotti Bros., Inc in Novato is up for renewal on April 1"t. Please submit payment at your earliest convenience to my attention. Payment will need to be made no later than April 15"'. Sincerely, Ryan Strong Senior Estimator Cc: Mike Ghilotti "Trader Joes" Property File Sent via email: jim@atlas-tree.com A� CERTIFICATE OF LIABILITY INSURANCE 13/16/2011) PRODUCER phone: (707) B37-5175 Fax: (7071 837-5178 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Bertolino Insurance Agency, Inc. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 2985 Fulton Avenue HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Sacramento CA 95821 INSURERS AFFORDING COVERAGE NAIC # INSURED I INSURER A: INDIAN HARBOR INS CO 36940 Kingsborough Atlas Tree Surgery, Inc. IINSURER B:MERCURY INS CO 27553 1544 Ludwig Avenue Santa Rosa CA 95407 IIN$t)RERc'RSUI IND CO 22314 I INSURERD:State Fund Ins. Co. I I IINSURERE:AGCs Marine Insurance Comnanv X77,8'3'7 COVERAGES 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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADWLPOLICY NUMBER PYYI OLICY EFFECTIVE POLICY EXPIRATION LTR iN9Rr TYPEOFINSIIRANCF nATE fM MIDDIYYDATE IMM/DOnrvvn LIMITS A GENERALuaeluTY ESG0033426 11/1/2010 10/1/2011 F�cHoc�(1RREry& $1.000.000 X COMMERCIAL GENERAL LIABILITY DAMPREMISEIS N E Sf£aocaurence) $100.000 ® CLAIMS MADE OCCUR I MED EXP (Any one person) $5.000 XPrimary NnnrnntrIPERSONALB ADV INJURY $1.000.000 _ I GENERAL AGGREGATE $2.000.000 GENLAGGREGGATTELIMIT APPLIES PER: I PRODUCTS - COMP/OP AGG I S 2. 000. 000 POLICY I jECOT I I LOC I X I I B AU'OMOBILELIABILITY CCA0004853-2 10/1/2010 10/1/2011 COMBINED SINGLE LIMIT 1$110DO,000 I X ANY AUTO (Es accident) X ALLOWNEOAUTOS BODILY INJURY SCHEDULED AUTOS (Per person) S X HIREDAUTOS BODILY INJURY I S X NON-OWNEDAUTOS (Per accident) JPROPERTY DAMAGE S (Per accident) GARAGE LIABILITY AUTO ONLY -EA ACCIDENT S ANY AUTO OTHER THAN EA ACC S AUTO ONLY: AGG S I C EXCESS I UMBRELLA LIABILITY NHA226994 11/1/2010 10/1/2011 -I EACH OCCURRENCE $5.000,000 I F CLAIMSMAD£ I OCCUR AGGREGATE S5.000.000 I s � DEDUCTIBLE I S X RETENTION $910.000 I I $ I WOR .(ERS COMPENSATION D 290-0002121-2010 %/1/2010 7/1/2011 WCSTATU- OTH- X LIMITS FR I I ANDEMPLOYERS'LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE I OFFICERIMEMBER EXCLUDED? Y❑ (Mandatory In NH) E.L. EACH ACCIDENT S 1. 000. 000 I II E.L.I DISEASE - EA EMPLOYEE] S 1. 000. 000 If es, describe under SPECIAL PROVISIONS below + I E L DISEASE - POLICY LIMIT I S 1. 0 0 0. 0 0 0 I E OTHER MZI93024896 10/1/2010 10/1/2011 special Form Equipment Coverage eased/RentedLimit $500,000 DESCRIPTION OF 0PERATIDN51 LOCATION SI VEHICLES IEXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS It is hereby understood and agreed that the City of San Rafael and County of Marin, its officers, agents and employees, are additional insureds hereunder but only as respects liability arising out of the land and/or property and/or work described in the Public Works contract for the project entitled, Routine and Emergency Tree Services Contract 2011/2012, Project No. 001-44-47001-9270, between the City of San Rafael and Kingsbarough Atlas Tree Surgery, Inc. for the work and the improvements described herein, per CG2010 1185. Coverage is Primary & non contributory per ESL 467 0107. *Cancellation: Except 10 days for non payment. CERTIFICATE HOLDER CANCELLATION City of San Rafael Department of Public Works 111 Morphew Street San Rafael CA 94901 AUTHORIZED REPRESENTATIVE © 9988-2009 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL Tlj MAIL 30 DAYS WRITTEN NOTICE TO THE 1 CERTIFICATE HOLDER NAMED TO THE LEFT, Bii�.l6iiy� mn nn en ACORD 25 2009101) IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). 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). DISCLAIMER This Certificate of Insurance does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2009!01) POLICY NUMBER: ESGO033426 CG 20 10 11 85 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS (FORM B) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: AUTOMATIC STATUS WHEN REQUIRED IN CONSTRUCTION AGREEMENT WITH YOU EXCLUDING ANY CONTRACTS OR AGREEMENTS RELATED TO ANY 1-4 FAMILY DWELLING(S); CONDOMINIUM(S); OR TOWNHOUSE(S). (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicab,e to this endorsement.) WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of "your work" for that insured by or for you. CG 20 10 11 85 Copyright, Insurance Services Office, Inc., 1984 ENDORSEMENT #003 This endorsement, effective 12:01 a.m., November 1, 2010 forms a part of Policy No. ESGO033426 issued to KINGSBOROUGH'S ATLAS TREE SURGERY, INC. by Indian Harbor Insurance Company. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NON-CONTRIBUTORY ENDORSEMENT The endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART The following addi#ional provisions apply to any person or entity added as an additional insured by endorsement to this policy: 1. Solely to the extent required by a written contract which the Named Insured enters into prior to an "occurrence" or offense for which the additional insured is provided coverage under this policy: a. This policy shall apply as primary insurance in relation to any other policy issued to that additional insured. b. Any insurance or self insurance maintained by the additional insured shall be excess of the insurance afforded to the additional insured by this policy and shall not contribute to it. The Conditions section of this policy, Other Insurance, is modified to the extent it is inconsistent with this endorsement. 2. In no event shall this Endorsement be construed as increasing the Limits Of Insurance set forth in the Declarations page or altering the rules which fix the most we will pay set forth in Section III -- LIMITS OF INSURANCE. All other terms and conditions of this policy remain unchanged. Includes copyrighted material of Insurance Services Office, Inc., with Its permission. ESL 467 0107 ©, 2006, XL America, Inc. KAWA 11/08/2010 CERTHOLDER COPY NC P.O. BOX 420807, SAN FRANCISCO,CA 94142-0807 CERTIFICATE OF WORKERS' COMPENSATION INSURANCE ISSUE DATE: 03-16-2011 CITY OF SAN RAFAEL DEPARTMENT OF PUBLIC WORKS 111 MORPHEW ST SAN RAFAEL CA 94901-5508 GROUP: 000290 POLICY NUMBER: 0002121-2010 CERTIFICATE iD: 724 CERTIFICATE EXPIRES: 07-01-2011 07-01-2010/07-01-2011 NC JDS:PROJECT NO. 001-44-47001-9270 This is to certify that we have issued a valid Workers' Compensation insurance policy in a form approved by the California Insurance Commissioner to the employer named below for the policy period Indicated. This policy is not subject to cancellation by the Fund except upon 30 days advance written notice to the employer. We will also give you 30 days advance notice should this policy be cancelled prior to its normal expiration. This certificate of insurance Is not an insurance policy and does not amend, extend or alter the coverage afforded by the policy listed herein. Notwithstanding any requirement, term or condition of any contract or other document with respect to which this certificate of insurance may be issued or to which it may pertain, the Insurance afforded by the policy described herein is subject to all the terms, exclusions, and conditions, of such policy. Authorized Represent2tive President and CEO EMPLOYER'S LIABILITY LIMIT INCLUDING DEFENSE COSTS: $1,000,000 PER OCCURRENCE. ENDORSEMENT #1500 - RICHARD KINGSBOROUGH P - EXCLUDED. ENDORSEMENT #1600 - CYNTHIA KINGSBOROUGH S - EXCLUDED. ENDORSEMENT #2065 ENTITLED CERTIFICATE HOLDERS' NOTICE EFFECTIVE 07-01-2009 IS ATTACHED TO AND FORMS A PART OF THIS POLICY. EMPLOYER KINGSBOROUGH ATLAS TREE SURGRY,INC AND/DR NC KINGSBOROUGH ATLAS TREE LANDSCAPE AND/OR (AN INDIVIDUAL) 1544 LUDWIG AVE SANTA ROSA CA 95407 [B1T,NF] PRINTED : 03-16-2011 (REV.8-2010) CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 3 DATE OF MEETING: 03/07/2011 FROM: NADER MANSOURIAN Eu` E � V E ® DEPARTMENT: PUBLIC WORKS DATE: 03/03/2011 MAR 0 4 2011 TITLE OF DOCUMENT: CITY ATTORNEY A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR THE ROUTINE AND EMERGENCY TREE SERVICES CONTRACT 2011/2012, BUDGET LINE ITEM NO. 001-44-47001-9270, TO Kingsborough Atlas Tree Surgery, Inc., BASED ON THEIR ESTIMATED BID AMOUNT OF $243,521.00. (BID OPENING HELD ON THURSDAY, MARCH 3, 2011). . /L&. ///, �4 - Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY A4yMITE Cinager sign ture) NOT APPROVED REMARKS: APPROVED AS TO FORM: City'Attorney (signature) File No.: 01.17.02.04 cr 10 Rr,tffC Er ... MAR 2 C11y pil iiORNEY 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 agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Department 1 City Attorney 2 Contracting Department 3 Contracting Department 4 City Attorney 5 City Manager / Mayor / or Department Head 6 City Clerk Description Review, revise, and comment on draft agreement. Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). Review and approve form of agreement; bonds, and insurance certificates and endorsements. Agreement executed by Council authorized official. City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. Completion Date To be completed by Contracting Department: Project Manager: . o Project Name:_ 1,-_e' 10 Agendized for City Council Meeting of (if necessary): 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.