HomeMy WebLinkAboutCD Professional Service Agreement for Permit Management System____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: June 15, 2020
Disposition: Resolution 14815
Agenda Item No: 4.c
Meeting Date: June 15, 2020
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community Development
Prepared by: Paul Jensen (EG)
Community Development Director
City Manager Approval: ______________
TOPIC: PROFESSIONAL SERVICE AGREEMENT FOR PERMIT MANAGEMENT SYSTEM
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT
FOR PROFESSIONAL SERVICES WITH CAMINO TECHNOLOGY SOLUTIONS, INC.
TO DEVELOP A PERMIT MANAGEMENT SYSTEM, WITH A THREE-YEAR TERM FOR
A CONTRACT AMOUNT NOT TO EXCEED TO $175,000
RECOMMENDATION:
Adopt Resolution.
BACKGROUND:
On September 16, 2019 the City Council adopted Resolution 14725 endorsing and authorizing the filing
of applications for the Senate Bill 2 (SB2) Planning Grants Program (PGP), through which the City of San
Rafael has been allocated a total of $310,000.
The purpose of the PGP is to provide financial and technical assistance to local governments to update
planning documents to:
•Accelerate housing production;
•Streamline the approval of housing development;
•Facilitate housing affordability;
•Promote the development of housing; and
•Ensure geographic equity in the distribution and expenditure of allocated funds
As part of our PGP application, Staff identified the development of a Permit Management System as one
project to utilize these funds in order to facilitate future housing development in the identified SB2 Priority
Policy Areas. On February 21, 2020, the City’s PGP application was accepted and the State’s Standard
Agreement (Agreement# 19-PGP-13385) was executed authorizing proceeding on projects.
ANALYSIS:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
As part of the project, Staff will build out a series of innovative enhancements to the City’s permitting and
approvals process that will make housing and mixed-use development easier. This project will develop a
web-based permit management system to streamline approvals for Planning, Building, and Code
Enforcement Division projects. This project is structured in four (4) phases. Each phase will focus on
specific technology functionality, allowing staff and Camino to design and test the system to meet our
needs.
The permit management system will include functionality such as tracking applications, code enforcement
cases, coordinating plan reviews, recording fees, issuing violations and fines, and scheduling inspections.
Key Functionality of this system will include: online permit process for applicants, automated permit
issuance (API), platform-based solution with an open developer API, and AI-driven reporting and insights.
Staff is recommending that the City enter into a Professional Services Agreement (PSA) with Camino
Technology Solutions, Inc. (Camino) to develop the permit management system. The City has partnered
with Camino on several other City projects including our online cannabis permitting system, our online
building permit guide, and a virtual inspection system currently being tested by City inspectors.
Additionally, Camino is early in the process of completing a new Permit Management System software.
Partnering with Camino as the system is being developed greatly reduces the costs and provides the
City a unique opportunity to influence the design of this software to meet the City’s specific business and
permitting processes.
The purpose of the three-year term for this project is to align the project with the PGP grants funding the
project. The intent of this project is to launch a “minimum viable product” (MVP) within the first year, and
the continue to improve and build functionality over the remaining contract term.
FISCAL IMPACT:
The PGP grant is funding the $175,000 for the professional services agreement to develop a Permit
Management System. Therefore, there is no fiscal impact to the City’s general fund for the FY 20-21.
OPTIONS:
The City Council has the following options to consider regarding this matter:
1. Adopt Resolution approving the PSA with Camino;
2. Adopt Resolution with Modifications; or
3. Request additional information; or
4. Take no action.
RECOMMENDED ACTION:
Adopt Resolution
ATTACHMENTS:
1. Resolution
2. Agreement for Professional Services with Camino Technology Solutions, Inc. for Development of a
Permit Management System, with attached Exhibit A: Scope of Work for Camino- San Rafael Permit
Management System
Page 1 of 1
RESOLUTION NO. 14815
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY
MANAGER TO EXECUTE AN AGREEMENT FOR PROFESSIONAL SERVICES WITH
CAMINO TECHNOLOGY SOLUTIONS, INC. TO DEVELOP A PERMIT MANAGEMENT
SYSTEM, WITH A THREE-YEAR TERM FOR A CONTRACT AMOUNT NOT TO EXCEED
$175,000
(Term of Agreement: from June 15, 2020 to June 14, 2023)
WHEREAS, on October 30, 2019, the City of San Rafael was awarded a Senate Bill 2 Planning
Grant in the amount $310,000 and $175,000 of the total grant amount was allocated for the development
of a “Permit Management System”; and
WHEREAS, Phase 1 of the Permit Management System project, focusing on creating process
maps of existing permit business processes, is currently underway through a Professional Service
Agreement with Lalo Consulting, LLC; and
WHEREAS, Camino Technology Solutions, Inc. (“Camino”) has extensive experience working
with the City developing information systems for Community Development permit management; and
WHEREAS, the City has grant funding to cover this Agreement; and
WHEREAS, the City and Camino will continue to pursue additional funding opportunities to
cover these remaining expenses during the first eighteen months of this Agreement;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael
hereby authorizes the City Manager to sign a Professional Services Agreement with Camino
Technology Solutions, Inc. in a form approved by the City Attorney, to develop a Permit Management
System, three-year term from June 15, 2020 to June 14, 2023, and for a contract amount not to exceed
$175,000.
I, LINDSAY LARA, 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 15th day of June 2020, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Gamblin
LINDSAY LARA, City Clerk
1
AGREEMENT FOR PROFESSIONAL SERVICES
FOR DEVELOPMENT OF A PERMIT MANAGEMENT SYSTEM
This Agreement is made and entered into this _____ day of __________________,
2020, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CAMINO
TECHNOLOGY SOLUTIONS, INC. (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, on October 30, 2019, the City of San Rafael was awarded a Senate Bill
2 Planning Grant in the amount $310,000 and $175,000 of the total grant amount was
allocated for the development of a “Permit Management System” for the Community
Development Department; and
WHEREAS, Phase 1 of the “Permit Management System” project focusing on
creating process maps of existing permit business processes is currently underway through
a Professional Service Agreement with Lalo Consulting, LLC; and
WHEREAS, the CONTRACTOR has extensive experience working with the CITY
developing information systems for Community Development permit management; and
WHEREAS, the CITY has grant funding to cover the first eighteen months of this
Agreement representing expenses totalling $130,000; and
WHEREAS, the CITY will have sufficient funding in the general fund after the first
eighteen months of this Agreement to cover the remaining $45,000 in expenses related to
this Agreement; and
WHEREAS, the CITY and CONTRACTOR will continue to pursue additional funding
opportunities to cover these remaining expenses during the first eighteen months of this
Agreement; and
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY’S Project Manager. The Community Development Department
Principal Analyst, Ethan Guy, 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
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PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Nate Levine 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.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and provide process mapping services as
described in Exhibit A attached and incorporated herein by reference. By mutual agreement
of the PROJECT MANAGER and PROJECT DIRECTOR, confirmed in writing, the scope of
work described in Exhibit A may be adjusted as necessary to achieve the CITY’S desired
outcome.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and shall provide
CONTRACTOR with access to staff and information necessary for CONTRACTOR to
perform the services required by this Agreement.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY
shall pay CONTRACTOR for the services and deliverables described in Exhibit A hereto,
provided that in no event shall the total compensation paid to CONTRACTOR pursuant to
this Agreement exceed One Hundred Seventy-Five Thousand Dollars ($175,000).
Payment will be made in up to four individual installments in amounts up to $43,750
corresponding to the “Phases” described in Exhibit A.
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 three (3) years commencing on June 15th,
2020 and ending on June 14th, 2023. Upon mutual agreement of the parties, and subject
to the approval of the City Manager the term of this Agreement may be extended for an
additional period of up to one (1) year.
6. TERMINATION.
A. Discretionary. The Citymay terminate this Agreement following “Phase 1”
or “Phase 3” as described in Exhibit A.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15)
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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.
9. 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.
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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 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 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 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 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 or worker’s 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
policies shall be “primary and non contributory” 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 worker’s 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 Agreement, 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 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
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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. No representation is made that the minimum Insurance requirements of this
agreement are sufficient to cover the obligations of the CONTRACTOR under this
agreement.
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,
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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, 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, recklessness, or willful misconduct of CONTRACTOR, or any
subconsultants, 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. Notwithstanding anything to the contrary in this Agreement, the Parties
agree that the defense and indemnification obligations of this Agreement shall be limited
to the amount of the insurance coverage required by this Agreement; however such
obligations shall apply whether or not CONTRACTOR has in fact maintained the required
insurance in effect during the term of 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.
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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: Ethan Guy
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR’s Project Director: Nate Levine
122 2nd Ave, Suite 200
San Mateo, CA 94401
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
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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
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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. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or
termination) of this Agreement shall remain in effect until fulfilled, and shall apply to both
Parties’ respective successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed 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.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day,
month and year first above written.
CITY OF SAN RAFAEL CONTRACTOR
______________________________ By:______________________________
JIM SCHUTZ, City Manager
Name:___________________________
Title:_____________________________
ATTEST:
[If Contractor is a corporation, add signature of
second corporate officer]
______________________________
LINDSAY LARA, City Clerk
By:______________________________
APPROVED AS TO FORM: Name:___________________________
Title:_____________________________
______________________________
ROBERT F. EPSTEIN, City Attorney
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Chief Strategy Officer
Nate Levine
Mike Rosengarten
Chief Executive Officer
EXHIBIT A
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Scope of Work
Camino – San Rafael Permit Management System Project
Section 1) Overview
The City of San Rafael is looking to build out a series of innovative enhancements to our
permitting and approvals process that will make housing and mixed-use development easier.
The City of San Rafael is seeking a web-based permit management system to streamline
approvals for Planning, Building, and Code Enforcement Division projects. To assist in the
development of this system, the City will be partnering with Camino, a civic technology
development company. The permit management system will be used for core operations such
as tracking applications, code enforcement cases, coordinating plan reviews, recording fees,
issuing violations and fines, and scheduling inspections. Key Functionality of this system will
include:
● An entirely online permit process for applicants. Currently parts of the City’s permitting
process are available online, however functionality is limited. A new system will allow
applicants to apply for every project, track project status, communicate with reviewers,
and schedule inspections entirely online. This will lower the barrier for applicants who
today may be required to come in-person to city hall during business hours. It will also
allow inspectors and staff to access all functionality of the new system in-the-field
● Automated permit issuance. For certain types of permits, the City will allow applicants
to apply for and receive permits without staff involvement. The City will rely on the
software to validate that required regulations are being complied with. This will allow
applicants to pull permits on holidays, weekends, and after-hours, regardless of staff
availability, freeing up staff time and expediting review of more complex projects.
● Platform-based solution with an open developer API. The City’s current system does not
offer an easy interface for connecting other software solutions. This limits staff’s ability
to upgrade infrastructure. For example, the City will explore movi ng the city to
Electronic Plan Review which will offer lower costs and convenience for applicants, and
a faster review process for staff. However, without easy API integration a switch to
Electronic Review will not be possible.
● Reporting. The City’s current system only provides a limited number of reports
regarding permit types, number of permits, and permit status. Developing new reports
and performing additional analysis is often complex and time intensive. A new system
would be developed to provide real-time reporting on trends and analysis with an easily
customizable and user friendly interface. Reporting functionality will also be developed
to streamline local, regional, and state reporting requirements like annual Housing
Element Updates, Regional Housing Need Allocations, and housing develop tied to
specific funding sources (i.e. SB2, SB3, CDBG, and HOME). As the data becomes more
EXHIBIT A
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robust, the new system will utilize AI-Driven reporting to identify trends and develop
more accurate and nuanced reports.
Section 2) Budget
The total budget for this project shall not exceed $175,000 . The City has secured a SB2 Planning
Grant funding to cover approximately 75% of the development of this system. The scope of
work outlined below is broken into four phases, the first three of which will be covered by the
grant. The final phase will be completed if there is funding available at the end of the third
phase.
Not included within this SOW are ongoing Software as a Service (SaaS) subscription costs if the
City decides to adopt the Camino Permit Management System and the completion of this
project.
Section 3) Description of Phases
The following Phases outline the planned scope of work and deliverables over the lifetime of
this project. Following the completion of each Phase the City and Camino will agree upon the
scope of work to be covered during the next Phase. The agreed upon scope of work will be
finalized upon written confirmation by the City.
At the end of Phase 1 and Phase 3, the City reserves the right to terminate the remaining Scope
of Work and end the contract without any further payments.
Phase 1: 6 Months
Summary
Phase 1 is considered to be a ‘pilot phase’. The goal of this pilot is to give the City an
opportunity to test Camino software and determine if Camino is a good partner for the City’s
needs. Before embarking on any development work, the City and Camino will agree upon a
single (or small set of) permit type(s) to focus on. It is important that the area of focus be
manageable with the functionality outlined below in Software Deliverables for Phase 1 (as this
is the functionality Camino feels confident delivering in the next six months). Camino will work
with the City and its consultant to examine current workflows and select a good candidate.
Once a permit type is selected, Camino will aim to have a prototype configured within one
month. City staff will be provided with training content (manuals, videos, and knowledge base)
and invited to test the configuration and provide feedback. The remaining five months will be
reserved for making improvements or enhancements based on staff feedback.
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Camino’s goal will be to launch at least one live workflow for the pilot with the City during
Phase 1. Based on feedback from staff users and applicants, the City can decide whether to
proceed with Phases 2 and 3.
Software Deliverables
● Applicant Portal V1
o Create and manage account, view existing Submissions and create new
Submissions.
o Use a wizard-like guided application process driven by GIS queries and a survey.
o Applicant is presented with an interactive checklist of application steps.
o Upload digital files, fill out forms, and pay fees via credit card or in-person
payment.
o Check their application status and view uploaded documents and payment
history.
o Schedule inspections using a digital calendar.
o Send messages to the agency.
● Submission Lookup
o Search for a submission by name, address, or project type.
o Create custom, filtered views of submissions.
o View and lookup filtered map views of submissions.
● Submission Management V1
o View all submission details and associated data fields. Staff can add and remove
data fields and update values.
o View all tasks and steps on a Submission. Staff can add and remove steps.
o View all documents attached to a submission. Staff can add and remove
documents.
o View pending and completed payments on a submission. Staff can
o View related activity and other submissions at the same location
o View a log of all activities that have occurred on the submission.
o Manually update the status of a submission.
● Task Management
o Assign or reassign tasks to a staff user. User is notified via email.
o Each user can view a list of all tasks assigned to them. Managers can view and
assign unassigned tasks.
o Create groups of users and assign tasks to a group.
● Inspections V1
o Set a fixed inspection calendar for each inspection type.
o Inspectors can confirm or change requested inspections.
o Attach files or images to an inspection task. Leave notes or send a message to
the applicant.
o Mark inspections as passed or failed. Failed inspections can be re-added.
o View all scheduled inspections on a calendar view.
o Perform inspections remotely via smart phone.
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● Messaging V1
o Send and receive chat messages on any workflow step.
o Automatic email notifications when a message is sent.
● Document Generation V1
o Upload PDF template and overlay data fields.
o Generate auto-filled PDF documents on a submission.
o Documents are stored on the submission and emailed to the applicant.
● Workflow V1
o Simple linear workflow that activates tasks as earlier tasks are completed.
o Customize workflow phases.
o Automatic assignment of tasks as they are activated.
● Alerts and Notifications
o Specify staff users who should be notified when a new submission is created,
based on project type.
o Applicant receives notifications when there are updates to their submission.
● Financial Report Generation
o View a filtered list of pending and complete financial transactions.
o Export list as a CSV file.
● Configuration Engine
o Configure tree of Project Types.
o Configure library of workflow steps.
o Configure rules between Project Types and Steps.
o Configure data fields and fee formulas.
o Create forms from data fields or with PDF template.
Service Deliverables
● Configure workflow for pilot permit type(s), including tasks, fees, and forms.
● Create accounts for staff users.
● Train group of staff evaluators on how to use Camino system.
● Assist with launch of pilot portal.
● Customer support for staff and public users.
Phase 2: 6 Months
Summary
The goal of this phase is to expand from a pilot to an initial version of a production permit
system that incorporates staff and applicant feedback. The software deliverables below are our
best guess of what will be high priority items, but the specific list should evolve based on usage.
This phase will not replace TRAKIT, but should have enough sophistication to handle any single
permit workflow for the City.
Software Deliverables
● Submission Management V2
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o Enhance Submission view UX and UI based on feedback from staff users during
Phase 1.
o Place a Hold on a Submission that prevents further work.
● Finance System Integration
o Tie fee formulas to GL codes.
o Automatically export transaction data to City’s financial system.
● Parcel Management V1
o Look up a parcel and view GIS attributes along with Submission activity.
o Edit and add GIS attributes on a parcel.
o Add flags or holds on a parcel.
● User Management V1
o Associate data fields with a user that can be automatically populated on future
submissions.
o Look up an applicant and view associated data fields and submission activity.
● Task Management V2
o Assign a task to multiple users who need to sign off or review.
o Custom statuses for tasks (pass/fail etc).
● Inspections V2
o Inspectors can create an inspection checklist for each inspection type.
o Each inspector can set their own calendar.
o Caps on inspections by day/type.
o Basic Management Reporting around Tasks and Staff.
● Mobile Interface V1
o Applicants can navigate Guide and submit an application on mobile.
o Staff can lookup submissions and manage tasks on mobile.
● Canned Messages and Responses
o Maintain a list of pre-written messages and responses.
o Pull from list when adding comments and notes.
Service Deliverables
● Configure additional permit types at City’s discretion.
● Continued customer support for staff and public users.
● Integrate Camino with City’s financial system.
Phase 3: 6 Months
Summary
The goal of Phase 3 is to complete the core functionality of a permit management system, with
a specific focus on completing critical integrations. The product at the end of Phase 3 will at
least be at parity with PermitTRAK. Phase 4 will add functionality to enhance the core permit
system and/or explore innovative ideas.
Software Deliverables
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● Reporting
o Automated production of 10 key reports for staff.
● Eplan Integration
o Integrate Camino with an electronic plan review system like EPlanSoft or
BlueBeam.
o Plans submitted to Camino are viewable for markup in the Eplan system.
o Marked up plans and comments are transferred back to Camino and available to
the applicant.
● CSLB Integration
o Check contractor licenses automatically against the CSLB.
● Real-time GIS integration
o Update GIS data in Camino on an automatic, scheduled basis by pulling from City
GIS system.
● Multiple External Roles on a Submission
o The applicant can attach additional users (ie homeowner, electrician) to their
submission.
o Application and tasks can be completed by, and assigned to, different external
users.
● Link multiple Submissions
o Allow for multiple submissions that are part of the same project to be linked
together.
● Workflow V2
o Non-linear workflow – can return to earlier steps/phases or skip steps.
o Parallel workflows – ie these three steps must be completed before step four can
happen.
● Custom Views and Landing Pages
o Create different sets of default views and pages based on department or user
type.
o Allow users to customize what information they see on their dashboard,
submission view.
Service Deliverables
● Help City select an eplan review system (if desired). Integrate Camino with the selected
eplan system.
● Integrate Camino with the City’s GIS system.
● Configure additional permit types at City’s discretion.
● Continued customer support for staff and public users.
Phase 4: 12 Months
Summary
The goal of Phase 4 is to add non-core functionality and also explore features that will help
drive innovation beyond parity with TRAKIT. Depending on staff needs and time available, we
will also explore AI-driven functionality in this phase.
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The list of deliverables below covers the possible functionality Camino may build under this
phase. It is unlikely that this entire list will be necessary or be buildable within the 12 month
period. The City and Camino can select which of the items to prioritize before starting Phase 4.
If the City decides to fund Phase 4, this phase will be used to complete the setup of any
remaining permit types and also migrate data from TRAKIT. At the start of Phase 4 Camino will
also negotiate an annual subscription rate for the City to continue using the Camino Perm it
Management system.
Possible Software Deliverables
● Code Enforcement
o Residents can submit reports online, attach photos and comments.
o Cases can be tracked and assigned.
o Generate notices and letters.
o Track and issue fines.
o Surface open code enforcement issues when permit applications are submitted.
● Applicant Portal V2
o Citizens can look up permit data by location/parcel.
o Code enforcement portal for applicants.
o Create multiple landing pages for different use cases.
● Role Based and Field-Level Permissioning
o Specify which users/roles can view/edit which fields.
● Workflow V3
o Create flowchart-style workflows with rule-based triggers.
● Mobile Interface V2
o Expand functionality available to staff on mobile.
● Inspections V3
o Automatic reassignment based on inspector availability.
o Route planning.
● Payments V2
o Generational invoicing.
o Split a fee across multiple payment types.
o Reverse refunds.
o Charge fees against deposits.
● Multi-Language Support
o Automatic translation of interface and content for applicants.
● Multi-parcel submissions
o Allow for submissions to be tied to multiple parcels.
● Cashiering Integration
o Integrate with City’s cashiering system to track cash payments.
● Document Management
o Document versioning – track different iterations of a document and edit history.
o Organize documents into folders/categories.
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o Export documents for long-term archiving.
● Versioning of parcel data and fee schedules
o Store history of versions of parcel map and fee schedules.
o Track which version a submission is referencing.
● Parcel Management V2
o Create, combine, and split parcels through Camino.
● Messaging V2
o Expand to SMS, real-time chat.
o Messaging options not tied to a Step.
● Document Generation V2
o Generate documents from a Rich Text template.
o Generate notices and mailing labels.
● Renewals and Recurring Tasks
o Track expiration of submissions and automatically trigger a renewal workflow.
o Create recurring tasks (like annual inspections) on a submission.
● Experimental additions (Optional)
o AI-driven insights.
o Automatic reminders and triggers based on activity.
o Automatic review of applications and plans for completeness.
o Drone based inspections.
Services Deliverables
● Data migration from TRAKIT.
● City-wide training.