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HomeMy WebLinkAboutLib New Library Project Tracking SurveyAGREEMENT FOR PROFESSIONAL SERVICES FOR TRACKING SURVEY FOR THE NEW LIBRARY PROJECT This Agreement is made and entered into this /I day of bl7rl . 2022, by and between the CITY OF SAN RAFAEL (hereinafter "C(TY"), and GODBE CORPORATION dba GODBE RESEARCH (hereinafter "CONTRACTOR"). RECITALS WHEREAS, CITY operates the San Rafael Public Library ("LIBRARY"); and WHEREAS, CITY has a need for a tracking survey in connection with the New Library Project; and WHEREAS, CONTRACTOR has the expertise required in tracking surveys and is willing to provide the required services on the terms and conditions set forth in this Agreement; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. The Assistant Library and Recreation Director/City Librarian 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. Bryan Godbe 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 and/or provide services described in the "Tracking Survey Agreement" contained in CONTRACTOR's proposal dated March 23, 2022, marked Exhibit "A" attached hereto and incorporated herein by this reference. The length of the survey to be conducted by CONTRACTOR shall be as directed by CITY'S PROJECT MANAGER in writing. 3. DUTIES OF CITY, CITY shall pay the compensation as provided in Section 4 of this Agreement and shall otherwise cooperate as necessary for the performance of CONTRACTOR's services described herein. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as follows, CITY shall pay CONTRACTOR as set forth in the "Project Cost Options" section set forth in Exhibit "A". The total payment made for any individual work task will not exceed the amounts shown in Exhibit "A" for the survey length directed by CITY'S PROJECT MANAGER. The total contract amount shall not exceed $24,900, including costs and expenses. CITY will pay fifty percent (50%) of project fees upon invoicing from CONTRACTOR at completion of the project kick-off meeting or start of work on a draft survey questionnaire, whichever happens first, with that amount due Net 30. CITY will pay the remaining fifty percent (50%) upon invoicing from CONTRACTOR after fieldling of the voter survey, with that amount also due Net 30. 5. TERM OF AGREEMENT The term of this Agreement shall be (12) months commencing on the date of this Agreement. Upon mutual written 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 six (6) months. 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 noted 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. 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/one million dollars ($1,000,000) 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 noncontributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 0104 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 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. 4 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 speck 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. 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. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in anyway 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 performancePof 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 parry. 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: 4 Department of Library & Recreation Attn: Henry Bankhead, Project Manager City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 TO CONTRACTOR's Project Director: Godbe Research Attn: Bryan Godbe California/Corporate Offices 1220 Howard Avenue Suite 250 Burlingame, CA 94010 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 7 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. 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. 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 by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL ATTEST:' / Y r LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPS T ffi �Cltylta—r—ncey CONTRACTOR r will N����� [If CONTRACTOR is a corporation, add signature of second corporate officer] f Title: e 0 GODBE RESEARCH Gain Insight March 23, 2022 Ms. Susan Andrade -Wax Director of Library and Recreation Services City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Ms. Andrade -Wax, Godbe Research is pleased to be working with the City of San Rafael (San Rafael or City) on a tracking survey of voters to evaluate, analyze, and track issues and topics of importance to the City. The survey will be conducted via a hybrid Internet and telephone survey process, and this letter (pages 1 and 2), the attached standard business terms (page 3), and project cost options (page 4) will serve as the agreement for services outlined in this document for the project, once signed by both parties. 1. Conducting a project kick-off meeting and additional conference calls as needed with the City of San Rafael to discuss the research objectives, questionnaire design, and other related topics for this tracking survey of voters. 2. Drafting, refining, and pre -testing a survey instrument of between 8 and 12 -minutes in length to accomplish the goals of this tracking survey of voters, including ensuring that the survey is compatible for both Internet and telephone survey formats. Please note that the City will only be charged the total amount from page 4 that reflects the final time - tested survey length for this specific tracking survey. 3. Purchasing a listed voter sample and developing a sampling design of registered voters, which could include voters likely to vote in November 2022 and other potential election cycles of interest to the City of San Rafael. The sample will be developed to leverage Internet and telephone survey modalities. 4. Programming, testing & hosting the Internet version of the voter survey with known email addresses in the State voter file. 5. Computer Aided Telephone Interviewing (CATI) programming the telephone version of the survey instrument for efficient data collection. 6. Recruitment of voters in our sampling design via an email to Internet recruitment process as well as a text to Internet recruitment process for voters with known emails addresses and/or cell phone numbers in the voter file, respectively. 7. Conducting Internet and telephone interviews with up to 400 (n=400) total City of San Rafael registered voters in our City approved sampling frame. Interviews will be between 8 and 12 -minutes in length, on average, and the City will only be charged the total amount from the cost options on page 4 of this agreement that reflects the final time - tested survey length for this specific tracking survey project. 8. Merging the Internet and phone data files, processing the data collected according to strict quality control standards. 9. Providing the City of San Rafael with a topline report of initial findings for the revenue measure feasibility survey and meeting with the City to review those findings similar to past surveys conducted for the City. Godbe 6?. -- San Rafael Exhibit A GODBE RESEARCH a 1220 Howard Avenue, Suite 250 Burlingame, CA 94010 office: 650.288.3020 = fax: 866.388.8510 C GODBE RESEARCH Gain Insight 10. Producing a written report of findings for the tracking survey of voters, with complete crosstabulations for the City of San Rafael in Power Point format similar to past surveys conducted for the City. 11. Developing a presentation of survey findings and presenting the results of the tracking survey of voters to City of San Rafael staff/administration and the San Rafael City Council. 12. On-going post project consulting with the City and any other project consultants and stakeholders regarding results and recommendations from the tracking survey of voters, as needed and directed by the City of San Rafael. As with each our voter polling projects, fifty percent (50%) of project fees will be billed upon completion of the project kick-off meeting or we begin working on a draft survey questionnaire, whichever happens first, with that amount due Net 30. The remaining fifty percent (50%) will be billed upon fieldling of the voter survey, with that amount also due Net 30. Finally, as previously stated, the City of San Rafael will only be charged the total amount from the cost options on page 4 of this agreement that reflects the final time -tested survey length for this specific tracking survey of voters. Sincerely: Charles Hester Vice President Godbe Research Date Agreed and Accepted By: Mr. Jim Schutz City Manager City of San Rafael Date GODBE RESEARCH Gain Insight STANDARD BUSINESS TERMS AND CONDITIONS GODBE RESEARCH Contracts and agreements between Godbe Research and its clients include the following general terms and conditions unless otherwise specified in a contract or agreement. Flat Fees. Unless otherwise specified, Godbe Research charges a flat fee for all or a portion of its services to a client in lieu of hourly charge. Hourly Rates. The firm may opt to bill its staff time at specified hourly rates for each staff member. When estimated hours are noted these are our best estimates of how long a job will take. Actual hours incurred are logged on employee time sheets and final billings to clients are based on these actual figures. Hourly charges apply to all firm staff working for the client with the exception of general clerical support. Work on specifically clerical projects is billed at normal hourly rates. Advance Payment. In order to finance the client's work, the firm's policy is to require advance payment for telephone interviewing. Advance payment of fees or hourly charges is normally required, particularly in the case of new clients. Subcontractors' Fees. Should the firm retain a special employee solely for the purpose of providing services to a client, a fee equal to 15 percent of the costs of such person will be charged to cover the firm's payroll costs. Late Charges. Invoice terms are 30 days net unless otherwise specified in the agreement. A late charge of 1.5 percent per month will apply on any amounts not paid within thirty (30) days of the date of an invoice. Indemnity. All copy will be approved by the client in advance of production. Each party shall indemnify, defend and hold harmless the other party from and against any loss, claim, action, course of action (including without limitation any defamation action), judgment, damage, cost or expense (including attomeys' fees and costs) arising out of any actions of, or materials written by, or information supplied by the other party. Actinq as Agent. In compliance with California sales tax regulation, Godbe Research is designated as an Agent for the acquisition of tangible personal property and services as they apply to its clients' advertising and sales promotion activities. awnershIn of Final Work Product Materials. In producing finished products, it is expressly understood that ownership of all materials purchased by Godbe Research to complete the property to be produced passes to its clients once finalized and paid for. Drafts and notes are to be owned by Godbe Research. Independent Contractor. The agency shall perform the services as an independent contractor and shall not be treated as an employee of the client for federal, state or local tax purposes or for any other purpose. Entire Agreement. This agreement constitutes the entire agreement among the parties with respect to the subject matter and supersedes any prior negotiations, understanding or agreement. Successors. Any agreement between the agency and a client shall be binding upon, the heirs, successors and assignors of the parties. Termination. Any termination of this agreement by the client, after being signed, shall be of mutual consent. If the agreement is terminated, Godbe Research will bill the client for all work completed to date (including subcontractors' work) plus a 15% termination fee. Attorneys' Fees. Should any action be brought by one party against the other party to enforce any agreement, the prevailing party shall be entitled to recover from the other party its reasonable attorneys' fees, costs and expenses. Governing Law; Venue. Any agreement between the agency and a client shall be governed by California law and any action arising out of it shall be instituted and prosecuted only in the Municipal or Superior Court of the County of San Mateo. Godbe ee- San Rafael GODBE RESEARCH Gain Insight PROJECT COST OPTIONS The following cost options are associated with conducting an 8 to 12 -minute hybrid (Internet and telephone) survey of up to 400 (n=400) total City of San Rafael voters as part of this tracking survey project. The costs outlined below will not change provided that the scope of work conforms to this letter of agreement. Should project parameters or City of San Rafael needs change, we will be happy to provide amended costs prior to proceeding. Finally, the City will only be charged the total amount from the options below that reflects the final time -tested and City - approved survey length for this specific tracking survey of voters. Hybrid Tracking Survey of up to 400 (n=400) San Rafael Voters Project Task 8 -min. 10 -min. 12 -min. Listed Voter Telephone Sample $800.00 $800.00 $800.00 Listed Voter Email Sample $600.00 $600.00 $600.00 Third -Party Email/Cell Phone Matching $600.00 $600.00 $600.00 CATI Programming Telephone Version $750.00 $900.00 $1,050.00 Internet Version Programming /Testing $4,000.00 $4,125.00 $4,250.00 Internet Survey Recruitment/Hosting $750.00 $750.00 $750.00 Telephone Interviewing $5,800.00 $6,800.00 $7,800.00 Data Processing and File Merge $800.00 $800.00 $800.00 Research Fee $6,000.00 $6,000.00 $6,000.00 Project Management $2,000.00 $2,000.00 $2,000.00 Miscellaneous E)Pense $250.00 $250.00 $250.00 Voter Tracking Survey Total $22,350.00 $23,625.00 $24,900.00 Agreed: Agreed and Accepted By: Charles Hester Mr. Jim Schutz Vice President City Manager Godbe Research City of San Rafael Date Date RAFq�f �7 s a 41 fr' wITH Pah CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Library & Recreation, Library Division Project Manager: Henry Bankhead Extension: 3436 Contractor Name: Godbe Research Contractor's Contact: Bryan Godbe Contact's Email: wbgodbe@godberesearch.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Check/initial 1 Project Manager n/a ❑ 3/28/2022 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑ 2 City Attorney a. Review, revise, and comment on draft agreement 3/29/2022 ® LG and return to Project Manager 3/29/2022 ® LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 4/12/2022 3 Department Director Approval of final agreement form to send to 0 SLAW contractor 4 Project Manager _ Forward three (3) originals of final agreement to �licl< here to ❑ Project Manager contractor for their signature enter a date. 5 When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed _agreement City Attorney Review and approve insurance in PINS, and bonds 8 Ll J13'Z�ZZ (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager