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HomeMy WebLinkAboutresolution.council.018-06 RESOLUTION NO. LX Series of 2006 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, APPROVING A CONTRACT FOR GRAND EVALUATION CONSULTING SERVICES FOR THE CITY OF ASPEN, BETWEEN THE CITY OF ASPEN AND BRAINTREE CONSULTING, INC, AND AUTHORIZING THE MAYOR OR CITY MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO. WHEREAS, there has been submitted to the City Council a Contract for consulting services for Grant Evaluation Services, between the City of Aspen and Braintree Consulting, Inc., a true and accurate copy of which is attached hereto as Exhibit "A"; NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ASPEN, COLORADO: That the City Council of the City of Aspen hereby approves that Contract for consulting services for Grant Evaluation Services, between the City of Aspen and Braintree Consulting, Inc, in an amount not to exceed $22,000 a copy of which is annexed hereto and incorporated herein, and does hereby authorize the Mayor or City Manager to execute said agreement on behalf of the City of Aspen. INTRODUCED, READ AND ADOPTED by the City Co Aspen on the 27th day of March, 2006. I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado, at a meeting held on the day e inabove stated. 4~ Attachment A AGREEMENT FOR PROFESSIONAL SERVICES (Under $25,000 Total Compensation) This Agreement made and entered on the date hereinafter stated, between the CITY OF ASPEN, Colorado, ("City") and BRAINTREE SOLUTION CONSULTING, INC, ("Professional"). For and in consideration of the mutual covenants contained herein, the parties agree as follows: 1. Scope of Work. Professional shall perform in a competent and professional manner the Scope of Work as set forth at Exhibit "A" attached hereto and by this reference incorporated herein. 2. Completion. Professional shall commence work immediately upon receipt of a written Notice to Proceed from the City and complete all phases of the Scope of Work as expeditiously as is consistent with professional skill and care and the orderly progress of the Work in a timely manner. Upon request of the City, Professional shall submit, for the City's approval, a schedule for the performance of Professional's services which shall be adjusted as required as the project proceeds, and which shall include allowances for periods of time required by the City's project engineer for review and approval of submissions and for approvals of authorities having jurisdiction over the project. This schedule, when approved by the City, shall not, except for reasonable cause, be exceeded by the Professional. 3. Payment. In consideration of the work performed, City shall pay Professional on a time and expense basis for all work performed. The hourly rates for work performed by Professional shall not exceed those hourly rates set forth at Exhibit "B" appended hereto. Except as otherwise mutually agreed to by the parties the payments made to Professional shall not initially exceed $22,000.00. Professional shall submit, in timely fashion, invoices for work performed. The City shall review such invoices and, if they are considered incorrect or untimely, the City shall review the matter with Professional within ten days from receipt of the Professional's bill. 4. Non-Assignability. Both parties recognize that this contract is one for personal services and cannot be transferred, assigned, or sublet by either party without prior written consent of the other. Sub-Contracting, if authorized, shall not relieve the Professional of any of the responsibilities or obligations under this agreement. Professional shall be and remain solely responsible to the City for the acts, errors, omissions or neglect of any subcontractors officers, agents and employees, each of whom shall, for this purpose be deemed to be an agent or employee of the Professional to the extent of the subcontract. The City shall not be obligated to payor be liable for payment of any sums due which may be due to any sub-contractor. 5. Termination. The Professional or the City may terminate this Agreement, without specifYing the reason therefor, by giving notice, in writing, addressed to the other party, specifYing the effective date of the termination. No fees shall be earned after the effective date of - PS2-971.doc Page 1 the termination. Upon any termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, reports or other material prepared by the Professional pursuant to this Agreement shall become the property of the City. Notwithstanding the above, Professional shall not be relieved of any liability to the City for damages sustained by the City by virtue of any breach of this Agreement by the Professional, and the City may withhold any payments to the Professional for the purposes of set-off until such time as the exact amount of damages due the City from the Professional may be determined. 6. Covenant Against Contingent Fees. The Professional warrants that slhe has not employed or retained any company or person, other than a bona fide employee working for the Professional, to solicit or secure this contract, that s/he has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award or making of this contract. 7. Independent Contractor Status. It is expressly acknowledged and understood by the parties that nothing contained in this agreement shall result in, or be construed as establishing an employment relationship. Professional shall be, and shall perform as, an independent Contractor who agrees to use his or her best efforts to provide the said services on behalf of the City. No agent, employee, or servant of Professional shall be, or shall be deemed to be, the employee, agent or servant of the City. City is interested only in the results obtained under this contract. The manner and means of conducting the work are under the sole control of Professional. None of the benefits. provided by City to its employees including, but not limited to, workers' compensation insurance and unemployment insurance, are available from City to the employees, agents or servants of Professional. Professional shall be solely and entirely responsible for its acts and for the acts of Professional's agents, employees, servants and subcontractors during the performance of this contract. Professional shall indemnifY City against all liability and loss in connection with, and shall assume full responsibility for payment of all federal, state and local taxes or contributions imposed or required under unemployment insurance, social security and income tax law, with respect to Professional and/or Professional's employees engaged in the performance of the services agreed to herein. 8. Indemnification. Professional agrees to indemnifY and hold harmless the City, its officers, employees, insurers, and self-insurance pool, from and against all liability, claims, and demands, on account of injury, loss, or damage, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any manner connected with this contract, if such injury, loss, or damage is caused in whole or in part by, or is claimed to be caused in whole or in part by, the act, omission, error, professional error, mistake, negligence, or other fault of the Professional, any subcontractor of the Professional, or any officer, employee, representative, or agent of the Professional or of any subcontractor of the Professional, or which arises out of any workmen's compensation claim of any employee of the Professional or of any employee of any subcontractor of the Professional. The Professional agrees to investigate, handle, respond to, and to provide defense for and defend against, any such liability, claims or demands at the sole expense of the Professional, or at the option of the City, agrees to pay the City or reimburse the City for the defense costs incurred by the City in connection with, any such liability, claims, or demands. If it is - PS2-97 1. doc Page 2 determined by the fmal judgment of a court of competent jurisdiction that such injury, loss, or damage was caused in whole or in part by the act, omission, or other fault of the City, its officers, or its employees, the City shall reimburse the Professional for the portion of the judgment attributable to such act, omission, or other fault of the City, its officers, or employees. 9. Professional's Insurance. (a) Professional agrees to procure and maintain, at . its own expense, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by the Professional pursuant to Section 8 above. Such insurance shall be in addition to any other insurance requirements imposed by this contract or by law. The Professional shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to Section 8 above by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, duration, or types. (b) Professional shall procure and maintain, and shall cause any subcontractor of the Professional to procure and maintain, the minimum insurance coverages listed below. Such coverages shall be procured and maintained with forms and insurance acceptable to the City. All coverages shall be continuously maintained to cover all liability, claims, demands, and other obligations assumed by the Professional pursuant to Section 8 above. In the case of any claims- made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. (i) Workmen's Compensation insurance to cover obligations imposed by applicable laws for any employee engaged in the performance of work under this contract, and Employers' Liability insurance with minimum limits of FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) for each accident, FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) disease - policy limit, and FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) disease - each employee. Evidence of qualified self-insured status may be substituted for the Workmen's Compensation requirements of this paragraph. (ii) Commercial General Liability insurance with minimum combined single limits of ONE MILLION DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS ($1,000,000.00) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall contain a severability of interests provision. (iii) Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than ONE MILLION DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS ($1,000,00- 0.00) aggregate with respect to each Professional's owned, hired and non-owned vehicles assigned to or used in performance of the Scope of Work. The policy shall contain a severability of interests provision. If the Professional has no owned automobiles, the requirements of this Section shall be met by each employee of the Professional providing services to the City under this contract. - PS2-97 1. doc Page 3 (iv) DOLLARS aggregate. Professional Liability insurance with the minimum limits of ONE MILLION ($1,000,000) each claim and ONE MILLION DOLLARS ($1,000,000) (c) The policy or policies required above shall be endorsed to include the City and the City's officers and employees as additional insureds. Every policy required above shall be primary insur- ance, and any insurance carried by the City, its officers or employees, or carried by or provided through any insurance pool of the City, shall be excess and not contributory insurance to that provided by Professional. No additional insured endorsement to the policy required above shall contain any exclusion for bodily injury or property damage arising from completed operations. The Professional shall be solely responsible for any deductible losses under any policy required above. (d) The certificate of insurance provided by the City shall be completed by the Professional's insurance agent as evidence that policies providing the required coverages, condi- tions, and minimum limits are in full force and effect, and shall be reviewed and approved by the City prior to commencement of the contract. No other form of certificate shall be used. The certifi- cate shall identifY this contract and shall provide that the coverages afforded under the policies shall not be canceled, terminated or materially changed until at least thirty (30) days prior written notice has been given to the City. (e) Failure on the part of the Professional to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which City may immediately terminate this contract, or at its discretion City may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by City shall be repaid by Professional to City upon. demand, or City may offset the cost of the premiums against monies due to Professional from City. (f) City reserves the right to request and receive a certified copy of any policy and any endorsement thereto. (g) The parties hereto understand and agree that City is relying on, and does not waive or intend to waive by any provision of this contract, the monetary limitations (presently $150,000.00 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, Section 24-10-101 et seq., C.R.S., as from time to time amended, or otherwise available to City, its officers, or its employees. 10. City's Insurance. The parties hereto understand that the City is a member of the Colorado Intergovernmental Risk Sharing Agency (CIRSA) and as such participates in the CIRSA Property/Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen Finance Department and are available to Professional for inspection during normal business hours. City makes no representations whatsoever with respect to specific coverages offered by CIRSA. City shall provide Professional reasonable notice of any changes in its membership or participation in CIRSA. PS2-97 1. doc Page 4 II. Completeness of Agreement. It is expressly agreed that this agreement contains the entire undertaking of the parties relevant to the subject matter thereof and there are no verbal or written representations, agreements, warranties or promises pertaining to the project matter thereof not expressly incorporated in this writing. 12. Notice. Any written notices as called for herein may be hand delivered to the respective persons and/or addresses listed below or mailed by certified mail return receipt requested, to: City: City Manager City of Aspen 130 South Galena Street Aspen, Colorado 81611 Professional: Colin Newlin Braintree Solution Consulting Inc. 1615 Q Street NW, Suite 203 Washington, DC 20009 13. Non-Discrimination. No discrimination because of race, color, creed, sex, marital status, affectional or sexual orientation, family responsibility, national origin, ancestry, handicap, or religion shall be made in the employment of persons to perform services under this contract. Professional agrees to meet all of the requirements of City's municipal code, Section 13- 98, pertaining to non-discrimination in employment. 14. Waiver. The waiver by the City of any term, covenant, or condition hereof shall not operate as a waiver of any subsequent breach of the same or any other term. No term, covenant, or condition of this Agreement can be waived except by the written consent of the City, and forbearance or indulgence by the City in any regard whatsoever shall not constitute a waiver of any term, covenant, or condition to be performed by Professional to which the same may apply and, until complete performance by Professional of said term, covenant or condition, the City shall be entitled to invoke any remedy available to it under this Agreement or by law despite any such forbearance or indulgence. 15. Execution of Agreement bv City. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 16. General Terms. (a) It is agreed that neither this agreement nor any of its terms, provisions, conditions, representations or covenants can be modified, changed, terminated or amended, waived, superseded or extended except by appropriate written instrument fully executed by the parties. (b) If any of the provisions of this agreement shall be held invalid, illegal or unenforceable it shall not affect or impair the validity, legality or enforceability of any other provlSlon. ( c) The parties acknowledge and understand that there are no conditions or limitations to this understanding except those as contained herein at the time of the execution hereof PS2-971.doc Page 5 and that after execution no alteration, change or modification shall be made except upon a writing signed by the parties. (d) This agreement shall be govemed by the laws of the State of Colorado as from time to time in effect. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in three copies each of which shall be deemed an original on the date hereinafter written. [SIGNATURES ON FOLLOWING PAGEl - PS2-971.doc Page 6 ATTESTED BY: CITY OF ASPEN, COLORADO: By: Title: Date: PROFESSIONAL: WITNESSED BY: By: Title: Date: - PS2-971. doc Page 7 ~ "~i1 t:..)I. \.\\ \3, \ T f"\. :S<:'O?E. o~ L..)oIZ-K BRAINTREE SOLUTION CONSULTING, INC. RFP 2006-016 b. PROCESS AND STRATEGY FOR THE CITY OF ASPEN The city of Aspen has requested consulting services intended to Identify and leverage information, partnerships and resources to strategically position Aspen to win competitively funded awards. This process will discover and articulate the citywide resources in Aspen and provide a tool for informing decision-making processes; enhance lines of cOlllinunicatlon and collaboration among individuals, agencies and the commwuty as a whole; and enable Aspen to develop plans that will win funding. Braintree has much experience providing grant writing services and brings ro rhe table both pragmatic and sophisticated methods for achieving grear results. We envision several key aspects will govern and inform our work and the outcomes achieved for the city of Aspen and its partners. TIle following section outlines tile three phases of tlus project. Phase One: (April 17'" - April 28'") Information Collection and Analysis The purpose of this phase is to develop a framework from which we can create a work plan for each departnlent. This phase will include a comprehensive system and resource mapping process, resulting in a product that illustrares the relational pathways in service delivery and function witilin each agency and citywide. One goal is tile establishment of a common language for stakeholders when discussing a departmental area of interest and developing a plan. This goal is aclueved through ti,e creation of a System Map. Key components and deliverables of tius phase include: . Develop a standard form for interviewing participating city departnlents and partner agencies or organizations in the City of Aspen. . Use tile standard form ro perform an uutial inventory of services and primities of participating agencies or departments, and establish benchmarks for desired ourcomes. . Begin canvassing all service providers to profile the constituents they affect and their organization's mission, needs, services and evaluation data. . Hold at least two meetings with stakeholders to solicit their input on the priorities they see for tile city of Aspen, city departments and partners; and guidance they would provide to ensure its success. . Develop departmental System Maps illustrating the current system structure, resources (i.e. partnerships, current funding streams, populations served, servIces provided) and operations of participating departments 13 and that after execution no alteration, change or modification shall be made except upon a writing signed by the parties. (d) This agreement shall be govemed by the laws of the State of Colorado as from time to time in effect. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in three copies each of which shall be deemed an original on the date hereinafter written. [SIGNATURES ON FOLLOWING PAGE] - PS2-971.doc Page 6 r- 1\,1 1:..)('I-h~l\ ~ - g....Th "$c..HE.C0L-E. BRAINTREE SOLUTION CONSULTING, INC. RFP 2006-016 PHASE ONE EstimateJ pro?Jided for phase one assume citywide implementation and that all of the departmental areas of intemt listed in attachment A ofRFP 2006-016 and the respetii1;e departments would be indl4ded in prOject work. Phase One: Information Collection and Analysis ESTIMATED HOURS Develop a standard form for interviewing participating city deparrments and CN: 16 partner agencies or organizations in the City of Aspen. lG:8 Use the standard form to perform an initial inventory of services and priorities CN:20 of participating agencies or departments, and establish benchmarks for desired outcomes. JG:32 Begin canvassing all service providers to profile the constituents they affect CN:30 and their organization's mission, needs, .services and evaluation data. . JG:40 Hold ar least two meetings with stakeholders to solicit their input on the CN:32 priorities they see for rhe city of Aspen, city departments and partners; and guidance they would provide to ensure its success. JG: 10 Develop departmental System Maps illustrating ti,e current system structure, CN:24 resources (i.e. partnerships, current funding streams, populations served, services provided) and operations of participating deparunenrs JG: 16 Develop a report to each participating department. Report provides a CN: 16 comprehensive report of each participating department's current system and outlines a tailored approach to identifying and securing funding for targeted JG:24 priorities. TOTAL FOR PHASE ONE CN: 138 HOURS JG: 130 HOURS COLIN NEWLIN TOTAL = 138 HOURS X $95/HR = $13,110.00 JASON GOCKE TOTAL = 130 HOURS X $60/HR = $7,800.00 TRAVEL: Phase one includes a one week on-site visit by Braintree personnel. = $1,050.00 (TRAVEL ESTIMATES AiRFARE - $400.00, LODGING - $400.00 (PER WEEK), CAR RENTAL- $250.00). TOTAL COST PHASE ONE= $21.960.00 19 BRAINTREE SOLUTION CONSULTING, INC. RFP 2006-016 . Provide a report to each participating department. Report provides a comprehensive report of each participating department's current system and outlines a tailored approach to identifying and securing funding for targeted priorities. * Braintree estimates that citywide in1plementation of phase one could be completed within one mond1, assuming that the departmental areas of interest were limited to tl10se listed in attaclunent A of RFP 2006-016. Phase one includes a one-week visit by Braintree personnel. Phase Two (Bef,in May 1''): Grant Opportunity Research and Evaluation Following the creation of the System Map, Braintree will begin a comprehensive grant opportunity research campaign. Tlus campaign consist of active research of opportunities based on agency specific criteria established through the process described above and passive moniroring of granr alert systems. Moreover Braintree will use and develop partnerships in Aspen to diversify funding and partner opportunities, and enhance d1e merits of grant applications and departmental plnns. Throughour the course of this campaign Braintree will maintain regular and open lines of communication with department liaisons (Our communication strategy is described below). Key componenrs and deliverables of phase two include: . Establish a weekly monitoring and research plan for partiClpating departments and partners based on the departmental areas of interest and process described in phase one. . Initiare communication with participating departments as opportunities arise. . Deliver a mondliy conmmnique to city departmenrs and partners highlighting potential funding opportunities and departmental activities with regards to SeCU11ng available funding * Phase two includes quarterly, one-week site visirs Phase Three (Implemented as credible opportunities become available): Grant Writing and Management Services Phase three is an ongoing phase that will be implemented as need arises. The goals of this phase will be to assemble the applicable stakeholders, develop a winning grant proposal and provide technical assistance to ensure success and compliance once funding arrives. The key componenrs of this phase include: . Organize and facilitate a meeting of stakeholder's to begin forming a plan that will serve as the framework for the grant application. . Prepare and submit grant proposal. 14 COPy ~ ------ Attachment B MEMORANDUM THE CITY OF ASPEN Date: Re: Agency and Department Heads Paul Menter Trevor Smith October 25th, 2005 Grant Coordinator Proposal To: Thru: From: Summary: The attached recommendations propose the creation of a grant application and coordination process for the City and the evaluation of funding opportunities coordinated through an outside grant evaluator. This process provides an opportunity for the City to assess current department operations and find grants that would complement current City services and priorities. The City grant coordination efforts would be funded from grant overhead ~lIocations, and could potentially benefit existing departmental budget and grant efforts. Analysis and recommendations include: . Schedule a two day period where department heads and key staff could meet with Eugene Fletcher and Global Project Evaluators, Inc. to see if City departments could benefit from the services of an outside grant evaluator. The purpose of this meeting would be to evaluate the existing opportunities and grant sources available for each department, compare to grant writing efforts, and determine if such a program makes sense for that department. . Private grant evaluators have extensive knowledge of local, state, and federal grant funding. Their duties include working with and writing the grants for specific departments. Grant evaluators are only paid upon the City receiving grants. . City staff time dedicated to applying for and managing grants could be paid from overhead allocations from the grants themselves. This would free up departmental budget authority for other purposes. . Page 1 . Attachment A provides initial suggestions for several places to start our conversation with a grant evaluator. These initial areas of interest resulted from a brief conversation with Eugene Fletcher of Global Project Evaluators conceming areas in which current city funding could be matched by state and federal grants; more opportunities may exist for additional departments. Proposed Schedule: . Early November- Schedule a two to three day meeting with grant evaluator Eugene Fletcher, during which time, involved departments can evaluate additional funding opportunities. . November/December- Assess funding opportunities for each departme:nt. . January- Determine if moving forward is in our best interest. Findings and Recommendations: Currently, it appears as though state and federal grant funding could be used to match a number of programs the City of Aspen already provides. Eugene Fletcher and Global Project Evaluators are available to meet interested departments on a one time basis, at a cost of $1800 a day to be paid by the Finance Department. The proposal suggests scheduling two to three days of meetings in early November. During this time, the City can explore available funding for various departments for which grant funding may be available. Subsequently, departments will need to evaluate recommendations from the meeting and discuss the creation of a central grant management unit. . Page 2 . Attachment C Departmental Areas of Interest Community Development- . Enhancement Grants- sidewalk, lighting, etc. . Historical preservation Kids First- . Reading First Federal Grants . No Child Left Behind . Learning Disabilities Program . Early Learning Opportunities Act . Transportation opportunities for schools . Partnering with non-profits in Pitkin County Parks and Open Space- . Green Space Federal Grants . Global Warming Grants . Non-Profit and Other Foundation Grants . Disadvantaged Youth Transportation- . Research and Development Grants . More Efficient/Non-Fossil Fuel Transportation Grants . Department of Energy Grants- Possible EOTC Tie-in . Congestion Mitigation . Capital Improvements . Automatic passenger counts (improve efficiency)- EP NRidership grants Golf- . Maintenance . Environmentally Friendly Procedures . Fishing Pier- Fishing Is Fun grants Public Safety- . Homeland Security Grants . Police Officers . Firefighters- Grants compensating or matching volunteer hours . Technology Funding . Emergency Management Systems- 3-Way Net (GPS, Land of Site, and Landline) Environmental Programs- . Global Warming Grants . Canary Initiative- Global Warming Conference . Water and Air Quality . Food Safety . Educational Programs . Recycling (Waste Reduction) . Disease Prevention Recreation Department- . Capital grants- tennis courts (USTA), swimming pool . Special Events, Athletic opportunities . Kids at Risk . Environmental impact grants- fertilizer, water and mowers for public fields . Senior programs Wheeler Opera House- Art Grants . Building funds . Western Art Alliance . Colorado State Arts council ADA Access- . Foundation and Federal Grants Exist Other Grant Opportunities PROCUREMENT CONTRACT ROUTING SLIP AND CHECK LIST Instructions: This form should be completed at each step of the procurement process and should follow each request for review or approval. Contracts under $5,000 require only Department Head approval. Contracts over $5,000 require City Manager approval. They do not require competitive bids but require documentation of source selection process. Contracts over $10,000 require City Attorney and City Manager approval. Competitive bidding process is required. Contracts over $25,000 require City Council approval. ALL CONTRACTS Procurement Description: C:;rA-n+ C'M$1I1ml-t:c>f'I ~. U)ri;{1i"1j :"'c ".JlP",~ Project #: ,<)..00 (^ - 0 10 :> '" ,.. '1/I..-',I..)OU Budget estimate: $ Explaiq. process ~~ vendo~ -t. A.'\) r-..+ Ja ..J'l c. ().- f? " o~ { I .;., \.( ~ .... L I......' 0 $'^ j I/! Yes ( o n:1<(>1.."" L-J. No Is proposed expenditure approved in the Department's budget? D ., . " I - J) !./ (' .' 7 c.) t <" ,,"- " . .2. 1"1 jOt; Dept. Head approval of proposal: CONTRACTS OVER $5.000 AND UNDER $10.000 ContractorNendor Selected: I Dep!. Head approval: / City Attorney review: I I I City Manager Approval: Original signed contract documents to City Clerk, Department and to Vendor/Contractor CONTRACTS OVER $10.000 .:J.f7 DtJ RFP or ITB Completed: \~..,.tz.. ~.....~ I I I Eng. Dept. Review: ,~ \,> vi/Pith RFP orITB Reviewed by City Attorney:~/&~ ,2 1.13'0" I" Advertisement ,/ i I I 2"' Advertisement (Attach Advertisement) .", '0 lOW Bid Opening: -p ~ ~o;~;t:r:::td:e::::;~oval: ~ I I I Award letter sent: / / I I 3 signed contracts returned by vendor/contractor. U Performance and Payment Bonds received U Certificate of insurance received .J"--.. '1. j S' l;;,iJ Finance Department Review: If Over $25,OOO;~ 'iLo \ (()l"j Prepare cover memo and resolution for City Council Approval. I I I City Attorney Review. I I I City Council Approval I I I City Manager Approval: I I I Notice to Proceed Original signed contract documents to City Clerk, Department and ContractorNendor Instructions for Procurement Contract Rontin2 SliD and Check List All City contracts must be processed according to the procedures established by the Procurement Code. See Chapter 3 afthe Municipal Code. This Routing Slip and Check List should follow any contract documents during the approval or referral process. Contracts Under $5.000 1. Ensure that expenditure is in Dept. Budget. 2. Obtain Dept. Head approval. 3. Described selection process for file. Contracts Between $5.000 and $10.000 I. Follow steps for Contracts under $5,000, above. 2. Obtain City Attorney review. 3. Obtain City Manager approval. Contracts Between $10.000 and $25.000 1. Competitive bidding process must be followed. 2. Call City Attorney's Office at 5055 and obtain procurement #. 3. Prepare Request for Proposal (RFP) or Invitation to Bid (ITB) packet with all Contract Documents. 4. If it is a construction project, request Engineering Dept. review of scope ofwark and specifications. 5. Obtain City Attorney review. 6. Advertise and send out RFP's or ITS's. (Two consecutive weeks in newspaper with at least one week between last ad and bid opening.) 7. Document selection process for vendor/contractor following bid opening. 8. Obtain Dept. Head approval. 9. Send award letter with request for 3 signed copies of contract, performance and payment bonds (if applicable), and certificates of insurance. 10. Obtain Finance Dept. review. 11. Obtain City Manager's approval. 12. Send Notice to Proceed with one original copy of contract documents. Contracts Over $25.000 1. Follow steps 1 thru 10 for contracts hetween $10,000 and $25,000. 2. Prepare cover memo and resolution for City Council approval. 3. Schedule resolution for City Council with City Clerk. 4. Obtain City Attorney review. 5. Obtain City Manager approval. 6. Send cover memo, resolution and contract to City Clerk for Council's packet. 7. Attend City Council meeting. 8. Send Notice to Proceed with one original copy of contract documents. One original copy of all contracts over $10,000 should end up in City Clerk's Office. Return one original to vendor/contractor and retain one original in department. NOTES: