Your SME’s or key project users, provided they have the correct permissions, correct knowledge (technical or function) should be able to easily modify whatever system configurations need to be modified on the City’s side. Whether that is modifying an existing configuration or setting up/creating new ones. Your System Administrators, having sat through project meetings and training sessions specifically designed for them, should have no problems modifying existing workflows. We are still here to support the City post go-live. We will be responsive and customer attentive and aid when necessary. When configuring your new solution, we attempt to take on the 90-10 rule. If we can automate 90% of your current processes for most of your processes (issuing permits, code violations, establishing projects, business tax review(s),etc.) then certainly at any juncture can staff that have the appropriate rights institute a manual process, such as adding a manual fee, creating an invoice, adding an additional inspection not originally included in the workflow, etc.
As previously mentioned in our RFP response your new iMS software is used by all users. There is no longer a need to have an “App” or a Mobile interface, or an eGovernment Website, etc. The same experience with securitization and user-rights as defined by the City means that there is only ONE product. This of course cuts down on the potential for breakdowns when you upgrade, train inexperienced staff members, work with citizens or business owners, and more. Output documents are generated either via MS Word merge or SSRS and generated as a PDF to ensure cross-platform compatibility (i.e., computer, phone, tablet).
If / when a customization should ever truly be necessary, we simply would have a meeting with the City and those that require the customization. A client can also request a customization through your normal iMS Support Channels (calling or creating a case). Once the agency relays and iMS acknowledges your desire to customize the software a conference call / MS Teams Meeting, etc. would be scheduled. We would further discuss what you are trying to accomplish. Ensure there is no configuration in the base product that we can think of that would provide this functionality. 1235
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69 Once we both agree that customization is required. We would itemize what you need, the level of effort iMS is expected to deliver, then provide a professional services engagement proposal to accomplish this customization. If there is a business case for iMS to have this as part of all customer’s solution, then we would want to program into the base software.
Integration Items:
Based on your RFP and vendor responses, the integration with third parties is identified and explained here.
✓ Credit Card Payments
iMS supports direct integration with several online payment providers. Scope and pricing being proposed by iMS includes integration with your existing provider or one of our previously built integrations (BridgePay, US Bank, Cardknox, PayTrace, etc.) at no additional cost. Credit Card reader integration for counter staff is not included but can be discussed if desired. This integration allows for the City not to be worried about PCI compliance for the Community Development products as our software never “touches” credit card or PCI data.
✓ Finance Integration
Includes nightly batch integration to City’s current General Ledger (GL) software and reconciliation reports. Please NOTE that if the City wanted instead, a real-time interface, as opposed to a nightly batch update, cost and additional Scope of Services specification(s) may need to be developed together with the City.
✓ Document Management Solutions
Document Management integration via URL (system passes permit number, etc.) Includes nightly export of documents for FTP retrieval if desired.
✓ GIS Integration (ESRI)
Integration includes:
• Address matching to current location
• Display locations using Map Services
• Address auto-complete using Location Services
• Radius notifications based on one or more properties and supported via SSRS generated documents or mailing labels.
• Create permits, project, code enforcement cases directly form the map • View property history
✓ Electronic Plan Review/Bluebeam
iMS support integration with the industry-leading Bluebeam Revu (requires Studio Prime licenses). All desired electronic plan review management tools will be supported through 1236
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70 this integration. Although we are not currently proposing integration with Bluebeam, iMS understands that this is something that your agency may consider later. Rest assured, if you move forward with an electronic plan review solution, iMS will be prepared to assist, integrate, and support this interface at that time.
✓ Other Interfaces (i.e., IVR, Texting for Land Management, Assessor database(s) for Property Owners, etc.)
iMS supports integration with many third-party systems. Where these vendors provide open API’s and usually access to technical resources, this normally poses no issues. More analysis of what is available and what access we will have for programming, testing, and vendor-specific assistance may be necessary. Our interface cost proposal line item(s) represent this exposure or need to verify availability of required components. Please NOTE we previously documented Selectron and iMS’s relationship and project collaboration(s).
Reports
We understand the City will require world-class reporting. Your new iMS Suite comes with 100+ pre- configured “demand reports”. These reports have been created by iMS and come “out of the box” delivered to you on Day 1. Usually, these demand reports can be selected to be run multiple ways (i.e., drop down, date ranges, picklists, users, etc.) and then published in either a PDF or an MS Excel file format. In addition to your Demand Reports, we also, as part of our proposed project, and understanding of your overall project, will build both custom SSRS Reports and MS Word Templates during a client’s implementation (please see our proposal for total number we are proposing for you here). During this report creation period, the expectation is that our team(s) will be training your report writing administrators, and by the end of the project will be self-sufficient in building custom reports – although, we are still available to assist through normal support channels. We do want to also mention that in addition to the pre-built reports and the custom- designed reports specific for departments / users, we also have an extended search functionality that allows users to find “anything” in the database and then save this search for either themselves or other users/roles so in fact this is an on-the-fly ad-hoc report writing solution as well.
Reporting/Document Creation
As mentioned above, we utilize SQL Server Reporting Services (SSRS) and merge fields via Word documents, iMS provides tailored reports and documents that would support your agency’s unique processes. iMS will work with your agency to identify and develop the required reports during the implementation phase. iMS includes a standard library of application specific reports and by leveraging SSRS, either your employees or our team can create customized reports to meet your Agencies specific reporting requirements. Existing MS Word documents can also be easily converted for use in iMS by simply including the appropriate merge field, uploading to the iMS server, and attaching to the applicable iMS Workflow. iMS supports the auto-generation and emailing of documents created with either MS Word or SSRS and documents/reports are output to your customers in PDF format.
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71 Implementation
Project Implementations are so pivotal in judging whether a project is/was successful. We understand the importance of the implementation aspect of your new software. Please see our RFP responses below on each topic you have outlined in your document. Should you for any reason need clarification or more information, please do not hesitate to let us know how we can assist. Rest assured, your project will have Executive Oversight within iMS. Vance Bradshaw will personally oversee the project as well as function as your next escalation point immediately following, if ever necessary, your assigned Project Managers. There will be little or no need to worry about having direct access to immediate decision-making obstacles. Vance will be accessible to your Project Team executives.
Implementation Overview:
Included in your iMS Suite are the following professional services that will be accomplished during the overall implementation process, and as part of your Scope of Services and SOW:
- Installation, Integration, Data Conversion, and Training-specific details about these services are covered in their respective sections.
- Configuration of Software Specific configurations provided to you by iMS project team members for each module you are implementing using best practices - Custom Word Merge Templates We will configure and customize up to ten (20) custom letters for the different departments
- Custom SSRS Documents Up to forty (40) custom SSRS documents, including SSRS Custom Reports
Please NOTE:
o The SSRS Documents and SSRS Reports (total of 40) based on our understanding of Appendix B requirements and can be split up multiple ways up to the total number of custom SSRS items.
o All configuration to be included in the main project must be clearly identified in the first on-site meetings.
o If any of these estimates seem insufficient, or if the City wishes to have more custom SSRS Reports or MS Word Templates, we are happy to discuss further on how this impacts our initial proposal.
o City administrators are also trained on how to perform these tasks for future changes.
Our estimated project timeline provides a high-level overview of the work plan. The iMS Client Success Management team will manage software demonstrations, on-site training, and all the County’s specific system configuration that needs to occur. The iMS team will work closely with the County and Public Works Department to directly manage the project and its timeline and complete data conversion. Should schedule variance arise for any reason, iMS is well prepared to fast-track any phase of the project. The nature of this type of software implementation lends itself well to fast-tracking, as many activities with non-dependent relationships are scheduled at separate times.
The following estimated schedule is provided to demonstrate a typical timeline for a successful project of this scope.
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72 We have provided a standard Gantt Chart – see below, for you and your team(s) to “see” from an extremely prominent level the project breakdown in summary. Also, we understand this attached diagram is small to read and can provide, upon request or if necessary, a larger view of the project for you. Hopefully this will provide stakeholders with a basic “visual” timeline of what we might expect for your overall implementation of the iMS Suite.
Gantt Chart
Please note that the colors on the chart are meant to reflect overall project “responsibilities” by party. The orange-colored items on the chart represent tasks that are primarily assigned and completed by your agency and its stakeholders. Items in blue represent tasks that are primarily the responsibility of iMS. And finally, those items in green are going to be joint tasks by both our teams.
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73 As your selected vendor, iMS understands our responsibility and we will promise to continually strive for complete customer satisfaction. Our team has the experience to understand and recommend the optimal implementation and configuration strategy. As a part of the implementation, our Client Success Manager partners with the City’s Subject Matter Experts to ensure there is open communication throughout the process. We believe, and experience has shown, that an educated and involved client ensures project success. Our proposed project plan and milestones outline the tasks and responsibilities for your team and ours.
Finally, and perhaps most valuably, as an active and on-going project, the City of Richmond will have dedicated Project Manager(s) available during all business hours. Additionally, this includes unlimited technical support during iMS business hours (7:30 AM - 5:30 PM Pacific, Monday through Friday). In addition, mobile/cell phone number(s) will be provided for critical issues outside of business hours so that you can always potentially get a hold of your iMS Project Team. iMS Support can also provide service during this initial implementation and is normally available via email or telephone. Please note that telephone support may occasionally require screen sharing functionality.
Implementation Methodology
With the implementation of the iMS Suite, our expectation is a partnership between the City’s staff and our team. Our goal is to understand the City’s needs, desires, and to provide your agency with a proposed configuration plan. We follow a milestone approach to managing a project which includes weekly and monthly deliveries of completed work along with progress status reports conducted via conference calls, emails, and webinars.
Our project managers are “hands-on” and our available to start as working on your project as soon as the contract is signed. From our initial consultations (onsite preferred) we evaluate how you currently do business, how you wish to do business, and how we can help blend those two together with our products and services. We collaborate with your team every step of the way and feel that overcommunicating during this project is better than not. Our Project Managers are certified and have 100% successful implementations thus far with similar projects to yours. Your dedicated iMS Project Managers will be Trenton Seymour and Chuck Badger.
iMS has no outside third-party employees that would participate in the project implementation. The proposal includes several onsite days as we feel on-site meetings are important to a successful project. Should the city feel uncomfortable due to Covid-19 or any other reason, the proposal can be adjusted to remote only after agreement by both project teams.
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74 Project Management Methodology
The iMS Project Management Methodology includes a workflow definition phase where all concerned parties collaborate and agree on the proposed process specific workflows. From these workflow plans, an initial configuration is completed. The next phase includes training the City’s subject matter experts on best practices for testing the configuration and how the configuration was created. During this phase, subject matter experts will provide feedback on the configuration and converted data. iMS implementation team will make corrections/adjustments as needed and provide an updated implementation. Our goal during this phase is to ensure client understanding and satisfaction with the implementation. A proposed implementation plan with milestones and responsibilities has been included in this proposal.
Based on our team’s experience, iMS believes that each of the proposed applications be implemented simultaneously. This recommendation is outlined in our proposed project schedule.
Unless the City has reasons to implement the iMS applications in a phased/staggered manner, we will approach the implementation process in this way.
Project Timeline
Our estimated project timeline provides a high-level overview of the anticipated work plan. Your iMS Client Success Management team will oversee software demonstrations, on-site training, and all your agency’s specific system configuration that are required. The iMS team will work closely with the Town and all departments/stakeholders to directly manage the project and timeline. Should schedule variances arise for any reason, iMS is well prepared to fast-track, or re-schedule, if necessary, any phase(s) of the project after confirming with your project team. Also, the very nature of the IMS software implementation lends itself well to fast-tracking, as many activities with non-dependent relationships are scheduled at separate times.
The following schedule (sample) is provided to demonstrate a typical timeline for a successful project of this scope. We estimate your total project from beginning to successful “go-live” will be around 40 weeks, again as mutually agreed upon by both project teams. Below is a breakdown of project services by phases, task, or key milestones.
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75 Deliverables and Project Sample
Based on your agency’s RFP, we expect that the entire iMS Suite Project will take approximately 40 weeks to successfully complete. A sample project is outlined below. The deliverables and weekly items are also color-coded to quickly help you and stakeholders find which tasks/milestones will be primarily responsible by iMS, the City of Richmond, or jointly.
Week(s) Task(s) / Milestones for Entire Project by Responsible Party
0 (Team) REMOTE Agreement executed and project begins
1 (iMS) Install Server
2 (City) Upload GIS tabular data to be imported
(City) Provide GIS URLs and credentials
(City) Upload backup of TRAKiT database
(City) Provide technical details of desired integrations
3 (iMS) REMOTE Review supplied information and prepare questions
4 (Team) ON-SITE (TBD after Project Kick Off) Process Review and Configuration Meetings
5 (City) Prepare follow-up items from Process Review and Configuration Meetings (iMS) Begin Integration
6 (City) Provide all follow-up items
7-13 (iMS) Configure Applications, Create Data Conversion(s), Create Documents (SSRS and Word)
14 (City) Upload updated data sources
(iMS) REMOTE install configured system
15 (Team) ON-SITE (TBD after Project Kick Off) Review Initial Delivery/Administrator Training
16-19 (City) Begin thoroughly testing Applications, Conversion, Interfaces and Documents
20 (City) Provide list of any Application, Interfaces and Conversion changes (iMS) REMOTE install Reports
21-23 (iMS) REMOTE Update Applications, Conversion, and Interfaces (City) Thoroughly evaluate Documents and Reports
iMS Tasks
City of Richmond
Team Tasks (Both)
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76 24 (iMS) REMOTE Updated Applications, Conversion, and Interfaces provided
(City) Provide list of any Document and Report changes
25 (Team) ON-SITE (TBD after Project Kick Off) Workflow meetings by department
27-30 (iMS) REMOTE configure Workflows
(City) Final testing for Applications, Interfaces, Conversion, Documents and Reports
31 (iMS) REMOTE deliver revised Workflows
(City) Provide final issues for Applications, Interfaces, Conversion, Documents, & Reports
32-34 (City) Testing of Workflows
(iMS) REMOTE make final changes to Applications, Interfaces, Conversion, Documents and Reports
35 (iMS) REMOTE deliver final Applications, Interfaces, Conversion, Documents and Reports
(City) Provide final list of any changes needed prior to go-live
36-37 (iMS) REMOTE any final adjustments
38 (City) Upload updated data sources
(iMS) REMOTE install completed system
39 (Team) ON-SITE (TBD after Project Kick Off) End User Training
40 (Team) ON-SITE (TBD after Project Kick Off) Go Live and Transition to iMS Support
Operational Redesign
As stated above in our Implementation strategy ,our project managers are “hands-on” and from our initial consultations (onsite preferred) we evaluate how you currently do business, how you wish to do business, and how we can help blend those two together with our products and services. We collaborate with your team every step of the way and feel that overcommunicating during this project is better than not. Our Project Managers take pride in viewing every project as a successful partnership to streamline and improve processes everywhere possible for the city. We are happy to drive this process for the City.
Collaborating with different agency departments, completing Business Process Review (BPR) meetings in person and remotely, documenting current business practices, defining existing or non- 1243
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77 existing workflow, integration points, approval agencies, IT requirements, staff availability, testing capacity, and other items all are part of our project team’s area of expertise and responsibility.
Change Management
According to Challenge Advisory (https://www.challenge.org/change-management ), “More than 76% of all change management initiatives fail to achieve their intended outcomes. The drivers of change in the public sector are not due to competitive pressures but a need to do more, better, with less. Budgetary uncertainty, talent shortages, retirement, technology and changing citizen expectations are forcing governments to rethink and reorganize”.
In summation, to do more with less. During your iMS project, we hope to assist the City of Richmond with its Change Management goals by offering some of the following best practices and incorporating these into the successful plan through discussion and collaboration with your team(s):
✓ Operational Project Plan
✓ Stakeholder Engagement(s)
✓ Executive to Executive Peer Discussions and Milestone Acknowledgement Meetings ✓ Employee / Stakeholder Engagement
✓ Software Implementation / Monitoring / KPI’s
✓ Business, Citizen, and Customer Involvement or Methodologies
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78 Data Conversion
We agree that this portion of the project will be one of the most important aspects of the overall project for the City of Richmond. We believe we are uniquely qualified and have proven success on this front with multiple customers that are now live on the iMS Suite. Please ensure to confirm our capability to deliver on this front. Not all the responding vendors to this RFP will have nearly the technical assets and background, specifically related to TRAKiT, that we have on our team and that will be assigned to your project. The iMS Solution was purposefully designed to bring a streamlined, adaptable, and straightforward interface to users. We believe you will find that the intuitive flow, plus the ease of configuration and automation, will greatly benefit your citizens, users, and administrators. In addition, and perhaps more importantly, we believe without a doubt, that our team is uniquely qualified to replace your existing TRAKiT system from CentralSquare. This should become clear as you read our response, review our team’s resumes, qualifications, and references being provided with this submission. As already mentioned, but to stress it, iMS is exceptionally qualified to convert the TRAKiT data, train administrators and staff, successfully implement, configure your new system, and supply world-class support to the city.
As an aside, and to the City’s point concerning additional data elements potentially on the conversion. We have encountered several legacy TRAKiT customers that have presented prior versions and customizations they have paid for that were unable to “bring those forward” with their current vendor or replacement vendor. We have successfully had in depth discussions about what can be modified from a former customization into workflow and/or configuration many times. Data migration as part of the scope of the RFP are part of overall cost proposal. At this point we do not envision anything changing that. Should the City add to the scope or require additional data conversion elements not published in the RFP, we are happy to have a technical discussion to determine the overall impact. Based on the findings of these conversations and scoping meetings, we would quickly determine the level of effort, and whether additional services (either fixed fee, hourly, or milestone-base) would be required.
As previously mentioned, but worth re-stating, Intuitive Municipal Solutions’ Founder and President, Vance Bradshaw, has over 20+ years of industry experience and supporting local and state government entities. He has extensive knowledge in Community Development Software project management, data conversion, programming, report writing, and system enhancements. Prior to founding iMS, Vance was the TRAKiT Project Manager for 25+ successful Community Development Software projects and was the key liaison for the States of Minnesota and Idaho. Not only was he instrumental in designing core and complex components of your current TRAKiT product(s), but he was also a key contact for achieving customer satisfaction, ensuring correct projections and the timely delivery of results to his clients.
Another key member of our team is Jim Williamson. Jim is iMS’s Sr. Client Success Manager. He brings with him 18+ years of industry experience as a Senior Technical Trainer and Implementation Specialist and has a considerable grasp on Community Development practices and procedures. Jim has successfully worked with City, County and State clients and always strives to exceed customer expectations. Jim also spent much of his career working with TRAKiT customers 1245
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79 Training
Essentially, we train each customer based on their specific needs. We engage, discuss, and determine what you are going to need to be successful. We work with your team and end users to ensure that training is accomplished in a manner that makes the most sense for you overall project timeline and deliverables. It is not simply a cookie-cutter approach but an analysis of what your specific agency requires, and then matching that with your project plan. Overall, our training methodology at iMS is that of a “train the trainer” approach. We bring best practices and recommendations with us, but ultimately key decisions are made collaboratively with both project teams.
Overall, iMS’s training approach begins with our iMS Orientation Webinar, approximately two weeks prior to the Business Process Review, where implementation team members and Subject Matter Experts (SMEs) are provided an overview of the core principals of iMS and its functionality. This online seminar provides the base level knowledge so that the team can ask questions and make decisions during the Business Process Review meeting(s). Another key milestone during your implementation will be approximately at week 15 on the project schedule (see pages 7-8). It is during these sessions that local System Admins and IT personnel are trained on the configuration and system features. We will also be training your local SME on how to their unique applications and workflows have been designed and how to appropriately test them. During these sessions an iMS System Administration and User Manual are provided electronically to those attending the sessions. During the testing phase, iMS Client Success Managers will conduct meetings/training sessions to answer questions or discuss configuration issues that are discovered during testing. ✓ Administrator Training-iMS System Administration training will provide your staff with the hands-on experience needed to support your iMS users and configuration. ✓ End User Training-This can be a combination of on-site and remote training sessions focusing on functionally (e.g., Permit Technician, Plans Examiner, Inspector, Code Enforcement Officer etc.). Each session can last anywhere from 1 to 3 hours, depending on content.
The City of Richmond will be responsible for providing an adequate training facility for on-site training. This includes sufficient workstations connected to the Internet, each attendee having their own computer, a projector with screen for the instructor, and a quiet location away from the primary work area
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80 Testing
iMS’s approach to testing and quality assurance is to have a configured solution ready for staff to get comfortable with, to be accessible to address testing questions, and to help assist those stakeholders with continuing to test and look for quality items throughout the process. We help set up tasks for key project team members to ensure they are not surprised when they “go live”. We make this a large part of the effort the city team will contribute to the project while we manage most, if not all, of the other key areas for you. Testing, Staff Training, and Data Conversion User Acceptance Verification and Acceptance are by far the three biggest areas of your agency’s stakeholder’s responsibility. Experience has shown the more users can test processes, new workflows, configurations, exceptions, reports, etc. the more successful a project. We will ensure your project team is aware of each phase where this is going to be relevant and paramount.
Following initial testing by users that get in early, are involved during the project meetings, BPR, and other aspects, the next major training/testing milestone will be approximately at week 15 on the project schedule – refer to sample Project Plan. It is during these sessions that local System Admins and IT personnel are trained on the configuration and system features. We will also be training your local SME on how to their unique applications and workflows have been designed and how to appropriately test them. During these sessions an iMS System Administration and User Manual are provided electronically to those attending the sessions.
During the testing phase, iMS Client Success Managers will conduct meetings/training sessions to answer questions or discuss configuration issues that are discovered during testing.
For end-user training/testing, we are proposing a partnership with your agency, where your staff take the lead in training and the iMS Client Success Manager is onsite to answer any technical questions or ensure a successful training and testing experience. Your agency will be responsible for providing adequate testing time and access to users. As this item is so important to overall success, should the iMS Project Team need to get involved with Richmond’s Project Team Leadership Group, we can allocate project tracking during regular recurring meetings.
The acceptance criteria for milestone testing and acceptance will generally be action items from project team meetings where core stakeholders ensure the testing is complete, acknowledged, and confirmed there are no deficiencies.
Finally, so that project stakeholders might envision what a testing procedure process while implementing iMS might resemble, please look at the below sample testing procedure that is standard for many processes or workflows during entire implementation.
Sample Testing Procedure
i. Applications (i.e., Permit, Code Violation, Projects, etc.) o Start a new application
o Enter mock information
o View record to ensure all appropriate elements are present (reviews, inspections, fees, notes, etc.)
o Repeat for each application type, subtype, and variant
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81 Note any changes that need to be made and email them to iMS Project Manager
ii. Database Conversion of TRAKiT (typically 3-4 passes) and other records, if necessary o Confirm all source records are migrated to iMS, and that all data elements on each record are accurately imported into the correct section of iMS.
iii. Interfaces as defined in Agreement Testing and Acceptance o Confirm transactions are accurately transferred between the source and target systems for each delivered interface.
iv. Documents – MS Word Template(s) Custom Built for You o For each document type, enter necessary information and download o View documents to ensure all appropriate elements are present (notes, contact information, etc.)
o Note any changes that need to be made and email them to iMS Project Manager
v. Reports – Demand, Ad-Hoc (Searches), and Custom Built for You
1. Launch Report
2. Enter parameters if necessary
3. View Report to ensure all appropriate line items are displayed and all items are grouped in the City’s preferred way.
Note any changes that need to be made and email them to iMS Project Manager
vi. Begin Report Administrator Training Path and Acknowledgement
vii. Workflows – Unique for Your Agency
o For each workflow, create a test application, inspection, code violation, or permit o Walk through each step as it was configured by iMS
o Schedule and mark as complete all reviews and inspections, uploading test files where appropriate
o Mark each review and inspection as Pass and then again as Fail to ensure proper triggers fire for each
Acceptance
iMS generally uses an Agile approach for acceptance or User Acceptance Testing (UAT). Each project milestone, as defined by both project teams, and agreed upon, must be signed off before moving to the next step of the process. The acceptance criteria for milestone testing and acceptance will generally be action items from project team meetings where core stakeholders ensure the testing is complete, acknowledged, and confirmed there are no deficiencies.
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82 Custom Reporting
iMS makes reporting easy. We have both canned/on-demand reports that can be filtered and run by staff with multiple selection criteria. Our pre-defined reports come standard with the solution.
Agencies can also author their own Ad-Hoc reports easily – all you need is a team member that knows a little about SSRS. In addition, during your project, we are proposing several customized reports. We write these for you, but your Administrators participate in the classes so that when we leave, your team can draft additional custom reports whenever necessary. Custom reports will be defined by both the city staff and the iMS team member if a standard report cannot pull the desired information.
Documentation
iMS will provide both a System Administrator Manual and a User Manual in MS Word and PDF format for your Agency use during the training portion of your implementation. iMS also provides a complete architectural document of the database structure. In addition, we can assist and provide the agency with best practices for updating your own internal Statement of Work (SOW) and can leverage existing client experiences for additional insight.
Go Live Support
iMS utilizes agile project management methodology where each step of the process is built upon the previous segment having been completed and signed off. At time of go live staff will have tested the system and converted legacy data thoroughly to go live with confidence. iMS Project Manager(s) will be onsite prior to go live for final trainings and onsite during the go live week to ensure a smooth transition. Along with project manager(s) being on site, our support manager will also be on site to familiarize himself with your installation to best be able to help you in future support. Go live will be a cut over approach where legacy software is turned off and iMS will be used going forward.
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83 Proposal Section 8.0 Implementation Considerations
In this section, iMS addresses the following.
1. Onsite Work
o The City has returned to work in the office for the vast majority of City staff and operations. The City will react on a case-by-case basis with regard to Covid-19 protocols (e.g. masks, remote only).
The City does not want this implementation to be a remote project, and expects the vendor’s resources to be onsite. The City will be flexible, but having onsite implementation activity is strongly desired.
▪ iMS Response – Our iMS collaboration is a mutually-agreed upon project with scope, deliverables, and methodology being agreed upon. iMS has a proven record of successful vendor implementations. Our clients love that we do what we say we are going to do, often times cutting through the “noise” of major projects like this. We have local resources that can and will do a combination of remote and onsite for your project to be successful. We are flexible and want to provide the implementation services you desire and require in meeting these needs. Overall, we enjoy communicating and acknowledging we understand components and can adapt to change, if necessary, as well.
2. Use of Dashboards / Management Reporting
1. One of the City’s success factors for this project is the extent that City staff are able to utilize the land management and community development system for reporting purposes. The City is optimistic about modern reporting features and the ability to leverage management dashboards, real-time data, and role- specific views of data to provide decisions support for key processes. Please indicate how you will use this project to ensure the City is able to leverage system tools for dashboard reporting and deliver the City a system that can be used by users throughout all departments. a. Our Project Team(s) will ensure that departments, users, management, etc. have the tools for successful reporting. In addition to the On Demand, Out-Of-The-Box reporting capabilities that initially come with your software solution, our project team will create site-specific reports and documents, all while training iMS Administrators so that moving forward they are self-sufficient.
We employ industry tools (SSRS reports, SQL) that are readily available, easy to use, and then provide support both during and after your project. Without an partner being able to extract information from their database, we recognize there is little need to have that database. We aim to ensure you can manipulate, view, and provide access to staff and customers once you use our software.
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84 Proposal Section 9.0 Implementation / Terms and
Conditions Acknowledgements
In this section, iMS confirms key terms and conditions requested by The City of Richmond for this project. Please see below and for additional information, clarification, or needs pertaining to this section, please contact Scott Christensen directly.
27) Confirm your acceptance with the following contract terms related to any software contracts resulting from this RFP. If the following terms are not accepted, please provide an alternative proposal. • Key Personnel - The City requires assurances as to the consistency and quality of vendor staffing for its project. Key points of the City’s key personnel provision include: The City shall have the ability to interview and approve key personnel proposed by the vendor and the vendor key personnel may not be removed from the project without the City’s approval. ✓ iMS acknowledges this item
• Warranty – The Proposer will expressly warrant that all work will be performed by an adequate number of qualified individuals with suitable training, education, and experience and that all work performed and all deliverables, including the system itself will conform to the scope and specifications as stated in the RFP including the functional requirements for a period extending no less than 12 months after final acceptance.
✓ iMS acknowledges this item
• Ownership of Deliverables – The proposer shall grant to the City ownership of any deliverable or provide an irrevocable license for the City to use the deliverable for its business purposes, including making copies, derivative works, or sharing with representatives from other peer governments.
✓ iMS acknowledges this item
• Hold Harmless – Vendor shall hold harmless, defend and indemnify City and its officers, employees, agents, and volunteers, from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of City. ✓ iMS acknowledges this item
• Vendor’s Insurance. Vendor shall not commence work under the agreement until all insurance required has been provided and approved by City. Such insurance shall be maintained throughout the duration of the contract and evidenced by insurer’s certificates filed with the City. Each such certificate shall name the City as an additional insured. 1251
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85 a. Workers’ Compensation Insurance. The V endor shall take out and maintain during the life of this agreement Workmen's Compensation Insurance for all of its employees employed at the site of the project, and in case of any work is sublet the Vendor shall require the subcontractor similarly to provide "Workmen's Compensation Insurance" for all of the latter's employees unless such employees are covered by the protection afforded by the Vendor. In case any class of employee engaged in hazardous work under this agreement at the site of the project is not protected under the Workmen's Compensation Insurance Statute, the Vendor shall provide, and shall cause each subcontractor to provide adequate insurance coverage for the protection of his employees not otherwise protected.
b. Commercial General Liability Insurance (CGL). The Vendor shall take out and maintain during the duration of this agreement Commercial General Liability Insurance in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit.
c. Automobile Insurance. Vendor shall take out and maintain during the duration of the agreement automobile public liability insurance including hired and non-owned auto in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit.
d. Technology Errors and Omissions (Tech E&O) Insurance. The Vendor is required to maintain Technology Errors and Omissions (Tech E&O) Insurance which shall be sufficiently broad to respond to the duties and obligations undertaken by the Vendor in the agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, cloud computing, extortion and network security. The coverage shall provide for breach response costs as well as regulatory fines and penalties and credit monitoring expenses. Insurance minimum limits are as follows:
$2,000,000 – per occurrence and $2,000,000 – per aggregate.
✓ iMS acknowledges this item and our Insurance provider has confirmed that we meet these insurance requirements should we be selected for this project as your partner. 1252
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86 C.4 Price Proposal
Please find iMS’s Error! Reference source not found.submission in the required .xlsx format submitted as part of our overall RFP response.
1) Complete and submit Error! Reference source not found. ✓ iMS has submitted Attachment 12 (Cost) submission as part of this RFP.
Additional Price Proposal Details
iMS software and professional services are competitively priced. Based on your specific RFP requirements, the expected pricing proposal details are being provided below, as requested. In addition to the anticipated costs for your project, iMS wishes to assure the City that we recognize as a fiduciary to your citizens, City council, customers, and other entities in your community, we welcome any opportunity to ensure we are offering you the best product(s) and services at the best price. For our projects, we also can extend multiple payment options, such as, milestone billing, or due as incurred invoicing for the one-time professional service fees. In addition, we have many customers that have successfully leveraged procurement vehicles (i.e., SHI, OMNIA, Sourcewell, etc.) and can provide information or details if that is preferred contract method. Just know that if the iMS software meets your needs, and we are the right vendor for you to partner with, then we welcome open and honest discussions about our pricing and the value we feel both our software and team represent for long-term stability.
As stated, iMS has carefully considered everything in the City of Richmond’ RFP. Our cost proposal is based on your requirements and is all encompassing what we are proposing. We will generally never have costly “Change Orders” and intend to implement you fully and successfully for the costs we have provided. Another important note to make about our proposed costs for this project is that travel costs for any onsite meetings or visits is already part of our proposal and you do not need to add anything for those components, including Travel and Living items. We will not invoice for anything pertaining to our onsite visits. Based on the RFP, the assumption made in our current cost proposal is that the City of Richmond, CA would choose to pay for the licensing fee upfront (one- time). Should this not be your preferred method of paying for the iMS Software License, or you wish to consider alternatives, we are happy to provide you other options to what works best for the City’s current budget needs.
Also, please be aware that your iMS Suite Software License is for an unlimited number of users for the departments that are contracting for the iMS Software or that are in scope for services, workflows, configurations, etc. we are proposing. Furthermore, all pricing provided is related to either your iMS Software, or iMS Professional Services. We do NOT use any third-party software / services or implementers for your project. Where third-party business partners may add value or represent optional overall efficiencies for your agency, we have noted these as well and welcome a chance to elaborate, when appropriate. We have attempted to provide anticipated pricing from those business partners (i.e., Selectron) where possible and included all the information received from them in the Attachment Section of our response – following the City’s last attachment, Attachment G.
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87 Again, please NOTE that your Software License for the proposed iMS Suite is an Unlimited User License. We do not charge for concurrent or additional users for any licensed agency departments. This means no future surprises as the City continues to grow with what you currently have licensed from us.
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88 Cost Proposal Details for City of Richmond, CA
Software Licensing
iMS Products Licensing (one-time cost): $ 236,250.00
Software Licensing costs. One-time costs for the purchase of your iMS Suite of products for departments listed and those business units that are in scope for this project. Please note that if the City prefers, iMS can also “roll” this licensing fee into your annual ongoing Hosted/SaaS amount and spread that out over several years. If selected, or when appropriate, we are of course willing to discuss multiple payment scenarios for you.
iMS Applications Licensed:
I. iMS Approvals
II. iMSPermits
III. iMSEnforce
IV. iMSPros
V. iMSLocations
VI. iMSLicensing
VII. iMSRenewals
Departments Licensed:
I. City’s Community Development / Developmental Services areas in scope as part of this RFP.
User Classes Being Licensed: Description (NOTE: Unlimited License):
i. Observers Limited Guest Access (with no login, if desired) ii. Users Public Access for Residents
iii. Pros Public Access for Contractors
iv. Staff Access for City of Richmond, CA Staff Members
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89 Implementation/Professional Services Total: $ 366,188.00 Services Included in this Amount:
i. System Installation
ii. Project Management
iii. On-Site Meetings (Actual # TBD)
iv. Software Configuration
v. Documents and Reports – Custom Document and Reports (Actual # TBD) vi. Data Migration – TRAKiT. Land and/or GIS
vii. Interfaces Included (See below)
viii. Training (Remote and Onsite TBD)
ix. Travel Costs Included (Mileage/Lodging – Onsite Government Travel and Living Expenses. Costs for the onsite visits as agreed upon will be included. Additional onsite may be requested by agency and T & E would be needed for anything additional and/or outside scope).
Please NOTE: Meetings may be held remotely or onsite at the request of project team leaders. For standard number of onsite visits associated for this type of project (up to 4), the travel and living costs are already included in this amount.
Expected Project Meetings / Training:
Typical Project Meetings Estimated Number of Days (TBD) Business Process Review 3 days
Delivery/SME Training: 3 days
Revised Delivery: 2 days
User Training: 3 days
Admin Training: 2 days
Go-Live Support 3 days
Please NOTE: Above referenced Project Meetings may be held remotely or onsite at the request of project team leaders from both your agency and iMS. At this juncture, we envision at least 4-5- onsite visits for this successful project. Again, travel and living costs are already included in our overall cost proposal. Actual number of onsite visits and number of onsite days TBD during contract phase and/or project kick-off meetings.
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90 Custom Documents and Reports:
Output Document Format: Number Included:
MS Word Merge Templates: up to 30
SSRS Custom Docs/Reports: up to 40
Please note that these MS Word Templates and SSRS Custom Reports / Documents are in addition to your “demand” or canned system reports and documents. These are custom reports your iMS Project Managers build for/with you as part of the project and train your administrators on how to create additional ones, if necessary, as well.
Interfaces Included in Your Cost Proposal:
GIS Integration (ArcGIS by ESRI)
ESRI Integration to https:// Map Service Base map and Parcel Layer Finance Integration
Existing Finance General Ledger Software
Our proposal includes accomplishing this Integration of via a nightly batch update.
Payment transactions processed in iMS will be via a batch to your G/L Electronic Payment Integration
(for Cardknox, AMS, US Bank, PayTrace, or Equivalent)
Document Management Integration (City’s existing Document Management System) Bluebeam Integration
iMS support integration with Bluebeam Revu (requires Studio Prime licenses).
All desired electronic plan review management tools will be supported through this integration. Although we are not currently proposing integration with Bluebeam, iMS understands that this is something the city is considering later in the project and we will be prepared to assist, integrate, and support this interface at that time.
Software Hosted by iMS (SaaS/Hosting Fee)
City’s Ongoing Annual Fee $ 78,750.00 Yearly
Please NOTE: In addition, please note that for future budgeting purposes, iMS generally has a 5 % increase annually on your annual SaaS / Hosting Fee. Please budget accordingly for future years.
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91 Software as a Service (SaaS) Items Included:
i. Hosting in the Cloud (Microsoft Azure)
ii. 1 Production and 1 Test Environment of Your iMS Solution iii. Unlimited Technical Support
iv. Functional Support
v. Maintenance / Software Updates / Bug Fixes
vi. Disk Space Allocation and Size, Re-Sizing when necessary
Your Total Anticipated Project Costs for 1st Year: $ 681,188.00
For your convenience, here is a summarized breakdown by category of your agency’s anticipated 1st Year Costs for the iMS Solution. We have also listed this as part of our response in Attachment A.
$ 236,250.00 Licensing of Software (one-time fee)
$ 366,188.00 Professional Services (one-time fee)
$ 78,750.00 Annual SaaS/Hosting Fee (annual recurring fee)
$ 681,188.00 Your Total First Year Project Costs
iMS Standard Payment Terms:
We outline iMS standard payment terms here but certainly recognize the City may have alternative requirements. We welcome an opportunity to discuss and agree on what works best for your project.
iMS License Fees:
i. 100% due at Contract Execution/Signing
Implementation/Professional Services Cost(s):
ii. 25% due at Contract Execution/Signing
iii. 50% due upon Initial Delivery
iv. 25% due End-User Training (Go-Live timeframe)
Additional Items Concerning Hosting and/or SaaS Cost(s) / Annual Fees:
i. Paid annually, in advance
ii. First period starts upon installation of Implementation server in the Cloud
These Items are not Included in our Cost Proposal:
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92 i. Hardware or peripheral devices (i.e., credit card readers, POS workstations, mobile devices, etc.)
ii. Any additional interfaces not itemized in RFP or in our proposal response iii. Any third-party products or services required to implement integrations (i.e., upgrading if necessary to Bluebeam Studio Prime, Selectron’s upgrade costs, etc.). iMS Optional Project Components:
Selectron (Certified Business Partner):
i. Interactive Voice Response (IVR)
ii. SelecTXT - fully integrated interactive text messaging service to schedule, re-schedule and cancel inspections Schedule, reschedule, and cancel inspections. Include comments/instructions for inspectors. Request follow up on results or view inspection results
Please NOTE: We partner with Selectron, and we are including a PDF of these complimentary products. More pricing or information can be provided at your request.
Electronic Plan Review Solution Providers - Bluebeam
i. Electronic Plan Review – currently today, iMS can interface to either of our business partners. We also believe integrating to other providers in this solution space can easily be done but more research will need to be done if your agency selects or already has one of these licensed. For all customers
Annual SaaS/Hosting Cost:
This cost is your annual maintenance/hosting/SaaS fee. It represents your ongoing budgetary dollar amount for continued service. 5% per year budgetary increase for CPI is expected and included in our calculations as requested for 5 Year totals below.
Total Anticipated Five-Year (5) iMS Investment Cost:
$ 681,188.00 Your Total First Year Project Costs
$ 82,688.00 Your Total Second Year Project Costs
$ 86,822.00 Your Total Third Year Project Costs
$ 91,163.00 Your Total Fourth Year Project Costs
$ 95,720.00 Your Total Fifth Year Project Costs
City’s Five-Year Investment: $ 1,037,582.00
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93 Verified and acknowledged by:
Vance Bradshaw
President and CEO of Intuitive Municipal Solutions
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94 Additional Attachments and Notes
We have attempted to include all attachments that were not required to be in an Excel (either .xls or .xlsx) format in this RFP PDF submission by iMS. The other four (4) required attachments are included in our .zip file or as attachments to our submission. Should the City require any clarifications or additional needs on this matter, please reach out to Scott Christensen and he will be happy to assist.
Proposers must upload electronic copies of all files to the city website:
www.ci.richmond.ca.us/bids . Attachments not listed in the table below do not have a required file format and may be supplied in either the original file format or PDF.
RFP Section Attachment/Document Required File Format
Error! Reference
source not found.
Attachment 10 (Level of Effort) Microsoft Excel (.xls or .xlsx) Error! Reference
source not found.
Error! Reference source not found. Microsoft Excel (.xls or .xlsx) Error! Reference
source not found.
Error! Reference source not found. Microsoft Excel (.xls or .xlsx) D.13 Attachment 13 (Interface List) Microsoft Excel (.xls or .xlsx) D.14 Attachment 14 (Anticipated Conversions) Microsoft Excel (.xls or .xlsx)
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95 Procurement Disclosure Statement for LLC for iMS
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96 Vendor Sanctuary City Compliance Certification for iMS
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97 Exhibit 1 - Sample Contract / Hosting Agreement
Sample iMS Software License and Implementation Agreement:
Software License and Implementation Agreement
THIS SOFTWARE LICENSE AND IMPLEMENTATION AGREEMENT (the "Agreement") BETWEEN:
Intuitive Municipal Solutions, LLC of 600 La Terraza Blvd, Escondido, CA 92025 (the "Vendor")
OF THE FIRST PART
- AND -
The City of Richmond, California of 450 Civic Center Plaza, Richmond, CA 94804 (the "Licensee")
OF THE SECOND PART
BACKGROUND:
The Vendor wishes to license and implement the Vendor’s computer software for the Licensee and the Licensee desires to purchase the software license and implementation under the terms and conditions stated below.
IN CONSIDERATION OF the provisions contained in this Agreement and for other good and valuable consideration, the receipt and sufficiency of which is acknowledged, the parties agree as follows:
Software License
9. Under this Agreement the Vendor grants to the Licensee a perpetual, non -exclusive and non-transferable license (the "License") to use the Intuitive Municipal Solutions Software Suite (the "Software").
10. "Software" includes the executable computer programs and any related printed, electronic, and online documentation and any other files that may accompany the product. 1264
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98 11. Title, copyright, intellectual property rights and distribution rights of the Software remain exclusively with the Vendor. Intellectual property rights include the look and feel of the Software. This Agreement constitutes a license for use only and is not in any way a transfer of ownership rights to the Software.
12. The rights and obligations of this Agreement are personal rights granted to the Licensee only. The Licensee may not transfer or assign any of the rights or obligations granted under this Agreement to any other person or legal entity.
13. The Software may not be modified, reverse-engineered, or de-compiled in any manner through current or future available technologies.
14. Failure to comply with any of the terms under the Software License section will be considered a material breach of this Agreement.
Limitation of Liability
15. The Software is provided by the Vendor and accepted by the Licensee "as is". Liability of the Vendor will be limited to a maximum of the original purchase price of the Software. The Vendor will not be liable for any general, special, incidental, or consequential damages including, but not limited to, loss of production, loss of profits, loss of revenue, loss of data, or any other business or economic dis advantage suffered by the Licensee arising out of the use or failure to use the Software.
16. The Vendor makes no warranty expressed or implied regarding the fitness of the Software for a particular purpose or that the Software will be suitable or appropriate for the specific requirements of the Licensee.
17. The Vendor does not warrant that use of the Software will be uninterrupted or error -free. The Licensee accepts that software in general is prone to bugs and flaws within an acceptable level as determined in th e industry.
Warrants and Representations
18. The Vendor warrants and represents that it is the copyright holder of the Software. The Vendor warrants and represents that granting the license to use this Software is not in violation of any other agreement, copyr ight, or applicable statute.
Implementation Services
19. Under this Agreement the Vendor shall perform the services identified in Exhibit A ("Scope of Work and Payment Schedule").
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99 20. Implementation of the Software is limited to the following functional areas of t he Licensee:
a. Building
b. Land Development
c. Code Compliance
d. Business License (BTR)
21. Implementation of the Software is limited to the following features and/or applications:
a. iMSPermits
b. iMSApprovals
c. iMSEnforce
d. iMSLicenses / iMSRenewals
e. iMSPros
f. iMSLocations
g. Citizen Login
h. Pro Login
i. Anonymous Login
j. Offline Inspection Results
Payment Schedule
22. The payment schedule will be as described in in Exhibit A ("Scope of Work and Payment Schedule").
Acceptance
23. All terms, conditions and obligations of this Agreement will be deemed to be accepted by the Licensee ("Acceptance") upon the execution and delivery hereof by each of the parties hereto of this agreement and an accepted purchase order, but in no event later than June 30th, 2022.
Termination
24. This Agreement will be terminated, the License forfeited, and all benefits will cease where the Licensee has failed to comply with any of the terms of this Agreement or is in breach of this Agreement.
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100
Payment on Termination
25. If this Agreement is terminated, the Licensee shall pay the Vendor for all services rendered up to the date of termination.
Force Majeure
26. The Vendor will be free of liability to the Licensee where the Vendor is prevented from executing its obligations under this Agreement in whole or in part due to Force Majeure, such as earthquake, typhoon, flood, fire, and war or any other unforeseen and uncontrollable event where the Vendor has tak en any and all appropriate action to mitigate such an event.
Governing Law
27. The Parties to this Agreement submit to the jurisdiction of the courts of the State of Texas for the enforcement of this Agreement or any arbitration award or decision arising from this Agreement. This Agreement will be enforced or construed according to the laws of the State of Texas and venue is agreed to be in Central Costa County, California.
Miscellaneous
28. This Agreement can only be modified in writing signed by both the Vendor and th e Licensee.
29. This Agreement does not create or imply any relationship in agency or partnership between the Vendor and the Licensee.
30. Headings are inserted for the convenience of the parties only and are not to be considered when interpreting this Agreement. Words in the singular mean and include the plural and vice versa. Words in the masculine gender include the feminine gender and vice versa. Words in the neuter gender include the masculine gender and the feminine gender and vice versa.
31. If any term, covenant, condition or provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, it is the parties' intent that such provision be reduced in scope by the court only to the extent deemed necessary by that court to render the provision reasonable and enforceable and the remainder of the provisions of this Agreement will in no way be affected, impaired or invalidated as a result.
32. This Agreement contains the entire agreement between the parties. All understandings h ave been included in this Agreement. Representations which may have been made by any party to this Agreement may in some way be inconsistent with this final written Agreement. All such statements are declared to be of no value in this Agreement. Only the written terms of this Agreement will bind the parties. 1267
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33. This Agreement and the terms and conditions contained in this Agreement apply to and are binding upon the Vendor's successors and assigns.
Notices
34. All notices to the parties under this Agreement are to be provided at the following addresses, or at such addresses as may be later provided in writing:
Intuitive Municipal Solutions, LLC: 600 La Terraza Blvd, Escondido, CA 92025 The City of Richmond, California of 450 Civic Center Plaza Richmond, CA 94804 Signatures
The individuals signing below represent that they have the authority to sign this Agreement.
City of Richmond, CA
Printed Name
Title
Signature
Date
Intuitive Municipal Solutions, LLC
Vance Bradshaw, President
Signature
Date
Software License and Implementation Agreement
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EXHIBIT A
SCOPE OF WORK AND PAYMENT SCHEDULE
On Site Meetings/Milestones Total
Process Review and Application Meetings TBD
Initial Delivery of Application Workflows TBD
Post-Submittal Workflow Meetings TBD
End User Training TBD
Go-Live Support TBD
NOTE: Meetings held remotely if on-site not possible due to health concerns (i.e., Covid, etc.)
Administrator Training Total
Held Remotely TBD
Output Document Format Number Included
Word Templates: TBD
SSRS Documents/Reports: TBD
NOTE: The expected number of documents recommended here specifically for your project is specifically anticipated based on the scope of your project. The number of both types of documents is a Not To Exceed number and does not carry forward after go-live. Please leverage and use all these prior to final acceptance as there are no carry-forward balances from this portion of the project. There is also flexibility during the project implementation to combine, replace, switch document types as necessary to ensu re 100% satisfaction based on both project team’s needs. The expectation for this number of Output Documents (MS Word Templates and/or SSRS Documents/Reports) is that they will initially (first ½ of your project) be primarily created by the iMS project team with agency personnel training, observing, validating data, etc. In the second ½ of the implementation and to ensure agency personnel receive training on these important aspects, the roles will normally switch, and your team will take the lead, while iMS staff validate and assist as necessary.
Interfaces
Only iMS software and services are included.
No software, licenses, or services from integration partners are included.
Electronic Payment Integration
Electronic Payment Integration (for Cardknox, AMS, US Bank, or Equivalent)
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GIS Integration
ESRI Integration to https:// Map Service Base map and Parcel Layer
Finance Integration
Automated export of transactions received previous day to Financial Software (via Nightly Batch Update)
Electronic Plan Review Software Integration
iMS integration to Bluebeam Studio Prime
Please note that use of this integration requires licensing that the City may not otherwise have. If not available, PDF documents can be exchanged via standard iMS methods.
Document Imaging Integration
Document Management integration via URL (system passes permit number, etc.) Includes nightly export of documents for FTP retrieval if desired
Data Migration
Community Development (CentralSquare’s TRAKiT System)
Migration of Permits, Land Development Records, Code Cases, BTR Records, Contractors, and Parcels from existing TRAKiT system.
Assessor (Parcel and Ownership)
Initial Migration and ongoing update routine for refreshing iMSLocations, if necessary Services Included
• System Installation
• Project Management
• On-Site Meetings
• Software Configuration
• Documents and Reports
• Data Migration
• Interfaces
• Training
• Travel Cost (Flights/Lodging/Meals, etc.)
License and Implementation Payment Schedule
• 25% Contract Signing
• 50% Initial Delivery
• 25% End User Training/Go Live/Acceptance
NOT INCLUDED IN PROPOSAL
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Any Licensing, Integration, Enhancements or Services not explicitly identified above Estimated Project Timeline
Our estimated project timeline provides a high-level overview of the work plan. The iMS Client Success Management (Project Management) team will manage software demonstrations, on-site training, and all the City’s specific system configuration that needs to occur. The iMS team will work closely with the City of Richmond, CA to directly manage the project and its timeline and complete data migration.
The following estimated schedule is provided to demonstrate a typical timeline for a successful project of this scope. A final SOW and schedule will be provided upon contract execution.
Below represents a breakdown of project services by phases, task, or key milestones:
Deliverables and Project Sample
Based on your agency’s RFP, we anticipate that the entire iMS Suite Project will most likely take approximately 40 weeks to successfully complete. A sample project is outlined below. The deliverables and week ly items are also color-coded to quickly help you and stakeholders identify which tasks/milestones will be primarily responsible by iMS, the City of Richmond, CA, or jointly.
Week(s) Task(s) / Milestones for Entire Project by Responsible Party
0 (Team) REMOTE Agreement executed and project begins
1 (iMS) Install Server
2 (City) Upload GIS tabular data to be imported
(City) Provide GIS URLs and credentials
(City) Upload backup of TRAKiT database
(City) Provide technical details of desired integrations
3 (iMS) REMOTE Review provided information and prepare questions
4 (Team) ON-SITE - Process Review and Configuration Meetings
5 (City) Prepare follow-up items from Process Review and Configuration Meetings (iMS) Begin Integration
6 (City) Provide all follow-up items
7-13 (iMS) Configure Applications
(iMS) Create Data Conversion
(iMS) Create Documents
14 (City) Upload updated data sources
(iMS) REMOTE install configured system
iMS Tasks
City of Richmond, FL
Team Tasks
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Week(s) Task(s) / Milestones for Entire Project by Responsible Party 15 (Team) ON-SITE - Review Initial Delivery/Administrator Training
16-19 (City) Begin thoroughly testing Applications, Conversion, Interfaces and Documents
20 (City) Provide list of any Application, Interfaces and Conversion changes (iMS) REMOTE install Reports
21-23 (iMS) REMOTE Make Changes to Applications, Conversion, and Interfaces (City) Thoroughly test and evaluate Documents and Reports
24 (iMS) REMOTE Updated Applications, Conversion, and Interfaces provided (City) Provide list of any Document and Report changes
25 (Team) ON-SITE - Workflow meetings by department
27-30 (iMS) REMOTE configure Workflows
(City) Final testing for Applications, Interfaces, Conversion, Documents and Reports
31 (iMS) REMOTE deliver revised Workflows
(City) Provide final issues for Applications, Interfaces, Conversion, Documents and Reports
32-34
(City) Testing of Workflows
(iMS) REMOTE make final changes to Applications, Interfaces, Conversion, Documents and Reports
35 (iMS) REMOTE deliver final Applications, Interfaces, Conversion, Documents and Reports
(City) Provide final list of any changes needed prior to go-live
36-37 (iMS) REMOTE any final adjustments
38 (City) Upload updated data sources
(iMS) REMOTE install finalized system
39 (Team) ON-SITE - End User Training
40 (Team) ON-SITE - Go Live Support
Scheduling Note(s):
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1. Any City Task items that are not completed on time may result in the remainder of the schedule being moved. In addition, potential cost increase(s) may be incurred by having changes. All changes will be discussed b etween both project teams and mutually agreed upon.
2. Any changes to on-site days/visits within two weeks of scheduled trip may incur additional travel cost(s).
3. The distribution of your anticipated onsite number of days, twenty-five (25) will best be determined within your individual project scope following the initial kick-off call(s) and or Business Process Review (BPR) meetings and agreed upon by both project teams.
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Exhibit 2 – Sample Hosting Agreement
Sample iMS Hosting, Technical Support and Maintenance:
Hosting, Technical Support, and Maintenance Agreement
THIS HOSTING, TECHNICAL SUPPORT, AND MAINTENANCE AGREEMENT (the "Agreement") BETWEEN:
Intuitive Municipal Solutions, LLC of 600 La Terraza Blvd, Escondido, CA 92025 (the "Vendor")
OF THE FIRST PART
- AND -
The City of Richmond, CA
(the "Client")
OF THE SECOND PART
BACKGROUND:
The Vendor wishes to host, support, and maintain computer software to the Client and the Client wishes to purchase the hosting, technical support, and maintenance under the terms and conditions stated below.
IN CONSIDERATION OF the provisions contained in this Agreement and for other good and valuable consideration, the receipt and sufficiency of which is acknowledged, the parties agree as follows:
Hosting, Technical Support, and Maintenance
35. Beginning on Acceptance, and for a period of One Year:
a. The Client will be entitled to hosting services in Microsoft Azure at no additional cost. The Vendor will provide two (2) environments (i.e., a Production, and a Test environment) that include necessary software licenses and capacity to accommodate the Client’s needs under this Agreement. b. The Client will be entitled to maintenance, upgrades, and backups of the hosted environments at no additional cost.
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c. The Client will be entitled to unlimited technical support during iMS business hours (7:30 AM to 5:30 PM Pacific, Monday through Friday) at no additional cost. A contact number will be provided for critical issues outside of business hours. Support is provided via email, or phone. Phone support includes screen sharing when required.
d. The Client will be entitled to regular software updates at no additional cost. e. The Client will be notified via email when an update becomes available at no additional cost. If the Client elects not to upgrade, they will not be able to take advantage of features and fixes added in that update.
f. The Client will be entitled to a reasonable number of refreshes upon request per year of their test environment from production at no additional cost.
g. The Client is also entitled to licensing costs for major upgrades that require services at no additional cost. In these cases, covered clients only incur the cost of the services required. An example of a major upgrade would be a change in the development platform or re-write of the program based on newly available programming tools. Such upgrades would be very infrequent but could require implementation services and training to successfully migrate.
Hosting, Technical Support, and Maintenance Fee
36. The annual fee for Hosting, Technical Support, and Maintenance is identified in “Licensing, Implementation, Maintenance, and Support Cost Proposal and Estimated Timeline” (the "Scope of Work"), due within 30 days of agreement execution.
Hosting, Technical Support, and Maintenance Automatic Extension
37. The annual fee for Hosting, Technical Support, and Maintenance in subsequent years will receive a 2% increase from the preceding year, and is due within 30 days of the Acceptance date anniversary:
Any gap in payment of the Hosting, Technical Support, and Maintenance fees will terminate this Automatic Extension clause and all Hosting, Technical Support, and Maintenance benefits will immediately cease.
Data Access
38. Client data will be used only to provide Client with the defined services and for purposes compatible with providing those services. Vendor will not use Client data or derived information for any commercial purposes.
Client retains all rights, titles, and interests in and to their data, and Vendor acquires no ri ghts to Client data other than the rights granted to provide the service. Vendor will not disclose Client data except as directed by the Client or as required by law.
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Data Rights Retention
39. Client will have the ability to request a client database backup and copy of Client files at any time during the term of service. In the event of expiration or termination of service, Vendor will make Client data (database backup and attached files) available to download for a period of 90 days after expiration or termina tion of service. At the end of the 90-day retention period, Vendor will delete Client data. Client is solely responsible for the retention or extraction of software provided by Client. Vendor has no liability for the deletion of data as described in this section.
Acceptance
40. All terms, conditions and obligations of this Agreement will be deemed to be accepted by the Client ("Acceptance") upon the execution and delivery hereof by each of the parties hereto of this agreement and an accepted purchase order, but in no event later than June 30th, 2022.
Termination
41. This Agreement will be terminated, the License forfeited, and all benefits will cease where the Client has failed to comply with any of the terms of this Agreement or is in breach of this Agreement.
Force Majeure
42. The Vendor will be free of liability to the Client where the Vendor is prevented from executing its obligations under this Agreement in whole or in part due to Force Majeure, such as earthquake, typhoon, flood, fire, and war or any other unforeseen and uncontrollable event where the Vendor has taken any and all appropriate action to mitigate such an event.
Governing Law
43. The Parties to this Agreement submit to the jurisdiction of the courts of the State of Texas for the enforcement of this Agreement or any arbitration award or decision arising from this Agreement. This Agreement will be enforced or construed according to the laws of the State of Texas and venue is agreed to be in Central Costa County, California.
Miscellaneous
44. This Agreement can only be modified in writing signed by both the Vendor and the Client.
45. This Agreement does not create or imply any relationship in agency or partner ship between the Vendor and the Client.
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46. Headings are inserted for the convenience of the parties only and are not to be considered when interpreting this Agreement. Words in the singular mean and include the plural and vice versa. Words in the masculine ge nder include the feminine gender and vice versa. Words in the neuter gender include the masculine gender and the feminine gender and vice versa.
47. If any term, covenant, condition or provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, it is the parties' intent that such provision be reduced in scope by the court only to the extent deemed necessary by that court to render the provision reasonable and enforceable and the remainder of the provisions of this Agreement will in no way be affected, impaired or invalidated as a result.
48. This Agreement contains the entire agreement between the parties. All understandings have been included in this Agreement. Representations which may have been made by any party to this Agreement may in some way be inconsistent with this final written Agreement. All such statements are declared to be of no value in this Agreement. Only the written terms of this Agreement will bind the parties.
49. This Agreement and the terms and conditions contained in this Agreement apply to and are binding upon the Vendor's successors and assigns.
Notices
50. All notices to the parties under this Agreement are to be provided at the following addresses, or at such addresses as may be later provided in writing:
Intuitive Municipal Solutions, LLC: 600 La Terraza Blvd, Escondido, CA 92025
The City of Richmond, California of 201 Highland Avenue, N, Richmond, FL 33770
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City of Richmond, CA
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The individuals signing below represent that they have the authority to sign this Agreement.
City of Richmond, California
Printed Name
Title
Signature
Date
Intuitive Municipal Solutions, LLC
Vance Bradshaw, President
Signature
Date
1278
iMS Point of Contact for RFP and iMS Non-Disclosure
Sincere thanks for the opportunity to present our responses and proposed software solution to The City of Richmond, CA. We appreciate the time your team will require to review our proposal and iMS. Furthermore, we truly hope that you can envision using our software and collaborating with our team on a day-to-day basis. We are genuinely excited by the prospect of welcoming your agency as a customer.
Please feel free to reach out to any one of our team members if you have any questions. For matters related to this RFP specifically, please reach out to your dedicated Senior Account Executive, Scott Christensen.
Scott’s direct contact information is:
Scott Christensen
[email protected]
Office: (747) 222-8822, ext. 707
Mobile: (407) 314-3398
Intuitive Municipal Solutions (iMS)
600 La Terraza Blvd
Escondido, CA 92025
In addition, I personally wish to let you know if I can be of assistance on any matter, please do not hesitate to reach out to me directly.
Thank you again,
Vance Bradshaw
President and CEO of Intuitive Municipal Solutions
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City of Richmond, FL
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121
iMS Non-Disclosure Statement
The terms and conditions contained in this iMS response to your RFP, and our corresponding proposal normally expires 60 days from the date of this RPF response, unless renewed, extended, or terminated earlier by written notice from Intuitive Municipal Solutions, LLC. Unless otherwise stated, any applicable taxes are not included and are the sole responsibility of the client. Any modification pricing provided in this proposal is an estimate only. Detailed analysis of your specific requirements is needed prior to providing exact pricing. This proposal is protected by copyright law and contains proprietary and confidential trade secrets belonging to Intuitive Municipal Solutions.
This proposal is furnished and accepted on the express condition that portions of it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of Intuitive Municipal Solutions. Those confidential portions include, but are not limited to, pricing and client lists. All such proprietary information is clearly marked for your convenience. Any portions of this proposal that are not marked proprietary or confidential shall be available for public disclosure.
CONFIDENTIAL AND PROPRIETARY
© 2023 All Rights Reserved
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Schedule 1
Estimated Vendor Staffing
Indicate Date for Month 1
Month 1 =
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Phase Resource Type Resource
Discovery Phase / Project Kickoff Project Manager Chuck Badger and/or Trenton Seymour Software Install / Technical Meetings Technical Mike Epstein and/or Vance Bradshaw, Jim Williamson Software Install / Technical Meetings Project Manager Chuck Badger and/or Trenton Seymour TRAKiT Database Conversion Technical Mike Epstein and/or Vance Bradshaw, Jim Williamson TRAKiT Database Conversion Project Manager Chuck Badger and/or Trenton Seymour Interface Scoping & Confirmation(s) Project Manager Chuck Badger and/or Trenton Seymour Implementation Including: Project Manager Chuck Badger and/or Trenton Seymour iMS Project Management Project Manager Chuck Badger and/or Trenton Seymour iMS Knowledge Transfer Project Manager Chuck Badger and/or Trenton Seymour iMS System Design Project Manager Chuck Badger and/or Trenton Seymour iMS Build(s) / Configuration(s) Project Manager Chuck Badger and/or Trenton Seymour iMS Testing Project Manager Chuck Badger and/or Trenton Seymour Go Live Support & Sign-Off Project Manager Chuck Badger and/or Trenton Seymour Transfer to iMS Support Team Other Alan Lopez, and Chuck Badger and/or Trenton Seymour Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 August, 2023
Month
Resource/Position
Richmond Attachment_10_Level of Effort_final from iMS 041423 1-Vendor Staffing 1 1282
Schedule 2
Estimated City Staffing Levels
Indicate Date for Month 1
Month 1 =
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Phase Resource Type Resource
Discovery Phase / Project Kickoff
Software Install / Technical Meetings
Software Install / Technical Meetings
TRAKiT Database Conversion
TRAKiT Database Conversion
Interface Scoping & Confirmation(s)
Implementation Including:
iMS Project Management
iMS Knowledge Transfer
iMS System Design
iMS Build(s) / Configuration(s)
iMS Testing
Go Live Support & Sign-Off
Transfer to iMS Support Team
Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Month
August
Resource/Position
Richmond Attachment_10_Level of Effort_final from iMS 041423 2-City Staffing 2 1283
Schedule 1: Summary
Vendor: Intuitive Municipal Solutions (iMS)
Cost Categories Total Costs Explanation/Notes (if necessary) Project Costs
Software Fees (Schedule 2)
Initial Costs
236,250$
These are the Licensing Fee(s) for the iMS Suite of Products for the City of Richmond. These are one-time license fees for the purchase of a perpetual license with unlimited users for those departments that are in scope for the RFP.
Maintenance Costs -$
SaaS/Hosting Costs (5 Years)
435,143$ Total of all five years with an assumed CPI @ 5% per year. Please see totals in the 2-Software Tab under Comments Section for entire breakdown.
Professional Services (Schedules 3):
366,188$
The Professional Services include all items under our scope; Project Management, BPR, Conversion of Data, etc. This number also include up to the number of onsite visits required and no additional Travel and Expenses (T/E) will be added.
Other Fees (Schedule 4) -$
Total Cost 1,037,581$ Total five (5) year cost for your iMS Investment Richmond Attachment_12_Cost_final from iMS 041423 1-Summary 1441284 Schedule 2: Software Fees
Vendor: Intuitive Municipal Solutions (iMS)
PRODUCT NAME (Only list software
products that would be required in addition
to those listed in the IRFP)
FUNCTION
ACCESS LIMITATIONS
(CONCURRENT USERS, NAMED USERS,
CPU, ENTERPRISE)
QUANTITY
PROPOSED ** INITIAL COST MAINTENACE
COSTS (5 YEARS)
HOSTING /SAAS /
MANAGED
SERVICES (5
YEARS)
The iMS Suite of Products per our
RFP response including the following:
iMS Permits, iMSApprovals,
iMSEnforce, iMSLIcensing and
Renewals, iMSPros and
iMSLocations
All Land Management System
Functionality for Building, Land
Development, Code Compliance
and Enforcement, Business
Licensing and Tax Receipts, State
Contractors, Parcel and Ownership
data as well as Customer
Requests.
Unlimited Licensing with
iMS for all Departments
that are part of the scope
of the RFP / Project.
1 $236,250.00 $435,143.00 Annual Hosting/SaaS Fee for Year is $78,750.00. Assuming a CPI of 5 % per year in years 2-5, the total amount would be $435,143.00.
Year 1 = $78,750.00
Year 2 = $82,688.00
Year 3 = $86,822.00
Year 4 = $91,163.00
Year 5 = $95,721.00
Total 1.00 236,250$ -$ 435,143$ NOTE: ** Include any transaction based quantity assumptions in this column and provide cost supporting transaction assumption in the Initial Cost column.
Richmond Attachment_12_Cost_final from iMS 041423 2-Software 1441285 Schedule 3: Professional Service Fees
Vendor: Intuitive Municipal Solutions (iMS)
PAYMENT # PHASE OF PROJECT DESCRIPTION MILESTONE / DELIVERABLE PAYMENT AMOUNT RETAINAGE COMMENTS
ADD MORE ROWS IF NECESSARY
1 Project Kick-Off 25% of First Installement
Invoiced and Due for Total
Professional Services of
entire project are due at
contract signing.
Contract Signing and Agreed Upon
Project Kick-Off by Both Parties
91,547$ First Installment
2 Phase I - Post Submittal Workflow Meetings 25% of Second Installment Invoiced and Due for Totla
Professional Services of
entire project are due.
Phase I of entire project has been
completed. This usually ties in to the Post
Submittal Workflow meetings between
agency and Intuitive Municipal Solutions
(iMS).
91,547$ Second Installment
3 Phase II 25% of Third Installment is
Due for Total Professional
Services of entire project are
due.
Phase I End User Training 91,547$ Third Installment 4 Project Kick-Off 25% of Fourth and Final
Installment is Due for Total
Professional Services of
entire project.
Phase II End User Training 91,547$ Fourth Installment Total 366,188$
Richmond Attachment_12_Cost_final from iMS 041423 3-Services 1441286 Schedule 4: Other Fees
Vendor: Intuitive Municipal Solutions (iMS)
Description Cost
None
As it relates to the iMS project, we anticipate
no additional costs for the agency.
Total $0
Richmond Attachment_12_Cost_final from iMS 041423 4-Other 1441287 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
1 Business Tax / Business License Application Process Accepts permit applications online Y 2 Business Tax / Business License Fee Collection
Provide for calculation of standard fees with effective dates using user provided formulas or tables. Y
3 Business Tax / Business License Fee Collection
Track fee collections and receivables, provide for late penalties as appropriate, and generate payment receipts. Y 4 Business Tax / Business License Fee Collection
Provide for the calculation of a fee estimate for printing in a City-defined format. Y
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 11288 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
5 Business Tax / Business License Fee Collection
Provide report for certain deliquent account types and
convert the information into preset documents for mass
mailing.
Y
6 Business Tax / Business License Fee Collection Provide capability to track an estimate of required fees. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 21289 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
7 Business Tax / Business License Fee Collection
Schedule and collect fees for consults in instances
where a site visit is needed, but no work requiring a
permit has been done. Y
8 Business Tax / Business License Fee Collection Set variable rates by business type or category. Y 9 Business Tax / Business License Fee Collection Ability to set flat rates based on specific charge codes. Y 10 Business Tax / Business License Fee Collection
Set rates by occupancy type, construction type, square
footage and project categories. Allow tiered rates within those parameters.
Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 31290 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
11 Business Tax / Business License Fee Collection
Set rates by custom capacity fee based on square
footage and usage type. Y
12 Business Tax / Business License Fee Collection Ability to develop custom fee calculations. Y 13 Business Tax / Business License Fee Collection
Define project categories that allow for different payment plans (full fees upfront, partial fees at defined stages of the project based on category business rules) Y
14 Business Tax / Business License Fee Collection
Ability to assess multiple fees including plan check fee and all permit types
Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 41291 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
15 Business Tax / Business License Fee Collection
Allows application/permit fees to be entered in a
“temporary” or “pending” manner to allow for the
issuance of the application/permit and the collection of the fees to take place on a later day. Y
16 Business Tax / Business License Fee Collection
Allows for funds to be posted for a contractor/realtor and “drawn down” as applications/permits are issued. Y
17 Business Tax / Business License Fee Collection
Allows for pre-payments on deposit for
contractor/realtors.
Y
18 Business Tax / Business License Fee Collection
Fees are table-based with effective dates, such that fee changes are easily modified by authorized personnel.
Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 51292 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
19 Business Tax / Business License Fee Collection Ability to modify fees. Y 20 Business Tax / Business License Fee Collection
Edit and calculate fees by different variables for different permit types (fixed rate, square footage, etc.) Y
21 Business Tax / Business License Fee Collection
Integrates with a cashiering system that allows for fee collection and receipt printing. Y
22 Business Tax / Business License Fee Collection Apply fees electronically to the accounts specified. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 61293 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
23 Business Tax / Business License Fee Collection
Assess fees for applications, permits, licenses,
inspections, and penalties. Y
24 Business Tax / Business License Fee Collection Accept fees from the City's central cashiering system. Y 25 Business Tax / Business License Fee Collection
Allow for additional fees on a permit including re-
inspection fees, administrative fees, and plan review
fees.
Y
26 Business Tax / Business License Fee Collection Ability to open permits and add and re-issue fees. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 71294 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
27 Business Tax / Business License Fee Collection
Allow for the collection and tracking of fees for other agencies (state, county) Y
28 Business Tax / Business License Fee Collection Allow for waiver of fees in special condition. Y 29 Business Tax / Business License Fee Collection Allows for the establishment of various fee structures. Y 30 Business Tax / Business License Fee Collection
Calculate permit fees based on a fee schedule. System
must provide the capability to change the fee schedules and calculation routines. Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 81295 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
31 Business Tax / Business License Fee Collection
Capability to export transactions to finance (revenue)
module - General Ledger. Y
32 Business Tax / Business License Fee Collection
Capable of calculating estimated fees for permits without creating the permit. Y
33 Business Tax / Business License Fee Collection Record company account information. Y 34 Business Tax / Business License Fee Collection Support future date effective fee structures. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 91296 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
35 Business Tax / Business License Fee Collection
All fees/permit charge codes are assigned a related GL
revenue code Y
36 Business Tax / Business License Fee Collection
Ability to run mass Business License renewal letters to collect renewal fees Y
37 Business Tax / Business License Fees / Charges
System can calculate standard fees using effective dates and user-provided formulas or tables Y
38 Business Tax / Business License Fees / Charges
System allows City to set variable rates by business type or category Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 101297 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
39 Business Tax / Business License Fees / Charges
System allows City to set rates by occupancy type,
construction type, square footage and project categories and allows tiered rates within those parameters Y
40 Business Tax / Business License Fees / Charges
System has the ability to assess multiple fees including plan review fees and all permit types Y
41 Business Tax / Business License Fees / Charges
System allows for pre-payments on deposit for
contractor/developers
Y
42 Business Tax / Business License Fees / Charges System allows for waiver of fees in special conditions Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 111298 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
43 Business Tax / Business License Fees / Charges
Integrates with a cashiering system that allows for fee collection and receipt printing Y
44 Business Tax / Business License Fees / Charges
Allow for the collection and tracking of fees for other agencies (state, county) Y
45 Business Tax / Business License General
System supports issuance of various types of licenses,
including (Insert license type) (indicate any limitations in the comments column)
Y
46 Business Tax / Business License General
System can classify businesses and assess/collect
licenses due to the City in accordance with the City's
Licensing Ordinances and Measure U
Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 121299 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
47 Business Tax / Business License General
System utilizes workflow to accommodate the City
business rules for each type of license Y
48 Business Tax / Business License General
System allows for multiple classification codes on the
same business license Y
49 Business Tax / Business License General
System can track businesses that may be exempt from a
certain license type Y
50 Business Tax / Business License General
System allows businesses to apply for and renew
licenses online Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 131300 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
51 Business Tax / Business License General
System can create user-defined renewal letters for each type of license Y
52 Business Tax / Business License General
System can generate business license certificate and
user/customer can print certificate from system Y
53 Business Tax / Business License General System tracks delinquent payments for licenses Y 54 Business Tax / Business License General
System defines an expiration date for each business
license issued Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 141301 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
55 Business Tax / Business License General
System workflow to notify appropriate staff that a license is approaching the expiration Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 151302 pated Interfaces
an: Available Responses
Permanent System cannot be replaced by ERP. Permanent interface is required Temporary System must temporarily exist during implementation Go-Away System is replaced
tion: Available Responses
C Configurable Solution
P Customized developed program
port: Available Responses
S Requirement and Feature Supported by Software Developer TPS Requirement and Feature Supported by Third Party
NS Requirement and Feature Not Supported
1 2 3 4 5 6 7 8
NO. Main Application Interface Description Inbound,
Outbound or
Both
Interface
Plan
Type of
Solution
Consultant
Work Effort
(in hours)
Client Work
Effort (in
hours)
In Scope? Included in
Price?
Type of
Support
Comments
1 Munis ERP finacial system Both Permanent P 40 0 Yes Yes S This interface will be via a nightly General Ledger batch iMS creates with the Tyler MUNIS general ledger
account numbers transmitted in summary nightly for
accounting staff to review, edit if necessary, and then update in to MUNIS.
2 Bluebeam software
The ePlanSoft system is used to manage electronic documents to support the electronic plan review process. CAD system for architecture, engineering and construction document
management software
Inbound Permanent P 20 0 Yes Yes S
Bluebeam or ePlanSoft? Either we can integrate to.
Also, Project Dox by Avolve and ePermit Hub are
business partners.
3 ESRI GIS Geospatial/Land/Tax Data Both Permanent P 40 0 Yes Yes S 4 MicroSoft Outlook (Office 365) Workflow, email communication and scheduling Both Permanent P 10 0 Yes Yes S 5 California State Licensing Board (CSLB)
The City desires to leverage the CSLB web service interface to validate the State of California contractor's information such as expiration date, license type, bond information, etc.
Outbound
Permanent P 40 0 Yes Yes S
6 Active Directory (Office 365)
The City leverages Active Directory as the Single-Sign-On system to provide security access to network resources and enterprise systems.
Both Permanent P 15 0 Yes Yes S
7 Tyler Data and Insights Tyler Reporting Outbound
8 State of California - Franchise Tax
Board
Revenue and Taxation Code 19551.1 authorizes the reciprocal exchange of limited confidential data between FTB and
participating cities/counties.
Both
9 Socrata Transparent Richmond Outbound
10 TLO GIS, land information, owner Inbound
11 Parcel Quest GIS, land information, owner Inbound
Vendor Response Section
Richmond_Attachment13_Interface_final for iMS 041423 Sheet1 11303 Conversions Requirements
1 2 3 4 5
Function Item Type Agree? (Y/N)
Included in Price?
(Y/N)
Estimated Number
of Consulting Hours
Estimated Number
of Client Hours Comments
Property / Parcel Case History All Y Y 24 2
Property / Parcel Parcel History All Y Y 4 2
Code Enforcement Case History All Y Y 16 2
Code Enforcement
Active code cases and history from March
11,2020 - Present. This includes attachments. All Y Y 32 2 Inspection History of Inspection All Y Y 8 2
Plan Review History of mark ups All Y Y 8 2
Plan Review Total number of Plan Check cases All Y Y 8 2 Permitting Total number of Permit cases All Y 32 2
Plan Review Total number of Planning cases All Y 16 2
Total number of other cases - for anything does
not fit the above three categories, including
Code, time tracking, Auxiliary fee templates for
plan check cases, old cases converted from
system All Y Y 8 2
All
Actions: including, counter, plan check and
inspection activities
All Y Y 8 2
All Fees: including plan check and permit cases. All Y Y 2 All
Valuation: including plan check and permit
cases
All Y Y 8 2
Payments Payment History by type (code, permit, etc.) All Y Y 8 2 Business License History of Business Licence All Y Y 16 2 Business License All documents in attachments Y Y 24 2
All
All data, documents, and atttachments in all
TRAKiT modules All Y Y 8 2
Fire
Permits, Plan Reviews, Inspections, Code Cases,
Custom Screen, Custom RFD Reports All Y Y 24 2
ADDITIONAL (Provide Description)
Vendor Response
Richmond_Attachment14_Conversions_final from iMS 041423 Sheet1 11304
Request for Proposals (RFP)
for an
Land Management Community Development System and
Implementation Services
for
The City of Richmond, California
RFP # 2023-03
Release Date March 16, 2023
Due Date April 14, 2023
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Table of Contents
SECTION A: RFP INTRODUCTION ............................................................................ 3 A.1 Purpose of the RFP ...................................................................................................................................... 3 A.2 About the City .............................................................................................................................................. 3 A.3 Project Background ..................................................................................................................................... 4 A.4 Notice to Proposers ...................................................................................................................................... 5 A.5 Conditions ..................................................................................................................................................... 5 A.6 City’s Rights Reserved ................................................................................................................................. 6 A.7 Communication Regarding this RFP ......................................................................................................... 6 A.8 Inquiries and Requests for Clarification .................................................................................................... 6 A.9 Procurement Schedule ................................................................................................................................. 7 A.10 Evaluation Criteria .................................................................................................................................... 8 A.11 Proposal Submission Instructions ............................................................................................................. 9 A.12 Organization of Proposal ........................................................................................................................... 9 A.13 Format of Electronic Submission .............................................................................................................. 9 SECTION B: SCOPE OF PROJECT ........................................................................... 10 B.1 Project Scope – Overview .......................................................................................................................... 10 B.2 Project Goals ............................................................................................................................................... 10 B.3 Project Timeline ......................................................................................................................................... 12 B.4 Implementation Approach ......................................................................................................................... 12 B.5 Interfaces ..................................................................................................................................................... 14 B.6 Anticipated Conversion.............................................................................................................................. 15 B.7 Project Staffing ........................................................................................................................................... 15 B.8 Statement of Work ..................................................................................................................................... 16 B.9 Number of Users By Department .............................................................................................................. 16 SECTION C: DETAILED SUBMITTAL REQUIREMENTS ....................................... 18 C.1 Summary and Overall Scope ..................................................................................................................... 18 C.2 Software Proposal ...................................................................................................................................... 19 C.3 Professional Service Proposal.................................................................................................................... 20 C.4 Price Proposal ............................................................................................................................................. 23 SECTION D: ATTACHMENTS .................................................................................. 25 D.1 Attachment 1 (RFP Submittal Checklist)................................................................................................. 25 D.2 Attachment 2 (Signature Page) ................................................................................................................. 26 D.3 Attachment 3 (Proposer Statement) ......................................................................................................... 27 D.4 Attachment 4 (Software Background) ...................................................................................................... 28 D.5 Attachment 5 (Professional Services Background) ................................................................................. 29 D.6 Attachment 6 (Reference Form) ............................................................................................................... 30 D.7 Attachment 7 (SaaS) .................................................................................................................................. 31 D.8 Attachment 8 (Proposed Service Level Agreement) ................................................................................ 32 D.9 Attachment 9 (Software Products) Include all software licenses proposed on the form below providing the following information: .............................................................................................................. 33 D.10 Attachment 10 (Level of Effort) .............................................................................................................. 34 D.11 Attachment 11 (Functional Requirements) ............................................................................................ 34 D.12 Attachment 12 (Cost) ............................................................................................................................... 34 D.13 Attachment 13 (Interface) ....................................................................................................................... 34 D.14 Attachment 14 (Anticipated Conversion) ............................................................................................... 34
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Section A: RFP Introduction
A.1 Purpose of the RFP
With this Request for Proposals (RFP) the City of Richmond, California (the City) desires to purchase or otherwise acquire rights for a land management and community development solution that meets the requirements identified in this RFP. The City requires that any proposal for a software solution also include professional services necessary to implement the system. The City will consider all technology platforms for this procurement. Proposers offering hosted services or software as service (SaaS) systems are encouraged to propose.
A.2 About the City
The City of Richmond has been a city in progress for nearly a century. It currently has a population of 116,448, and Richmond is one of two cities that sits on the shores of San Francisco Bay and San Pablo Bay.
From a struggling settlement to an industrial center, Richmond has a rich history of industries such as Winehaven, Pullman Palace Car Shops, American Radiator, Standard Sanitary Company, and Stauffer Chemical Company. However, Richmond's economy is significantly transitioning from its former heavy industrial character to more high technology ("high tech") and light industrial companies.
Richmond has grown into a friendly community of landscaped parks, recreational facilities, a marina, shopping centers, affordable housing, and planned business and commercial development.
The City provides various municipal services, including public safety (police, fire), community planning and economic development, public works, culture, administrative services, finance, information technology, procurement, and human resources.
The City of Richmond includes the following departments (partial list):
Mayor’s Office
City of Attorney
City Clerk
City Council
Community Development
Community Services
Economic Development
Office of Neighbor Safety
Transportation
Information Technology
Finance
Public Safety
Richmond Rent Program
Port Operations
Human Resources
Library
Parks & Recreation
Public Works
Background Statistics
Background Summary
Population (2020) 116,448
General Fund Budget $206 million
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Approximate Number of Employees (FTE) 570
Fiscal Year July 1-June 30
Description Value
Number of New Business Tax Receipts Issued 973
Number of Business Tax Receipt Renewals 5234
Number of Commercial Permits Issued 618
Number of Residential Permits Issued 2752
Number of Other Permits Issued 3269
Number of Plan Reviews 284
Number of Other Reviews 1352
Number of Inspections 18654
Number of Violations Issued 1467
Number of Cases 1239
Number of Projects 320
Number of Actions 116027
Number of Conditions 1016
A.3 Project Background
The City uses TRAKIT as the primary system for land management and many community development functions. TRAKiT was implemented April 6, 2004 and is the backbone of the city operations. It is used by all departments in the city to report issues and create work orders for other departments. Planning, building, code enforcement, water, waste water, business license, fire, public works, and rental program use TRAKiT to interact with the community.
Moreover, The City faced many challenges using the TRAKIT system, in which document management, self-service functions, integrations, implementation of Measure U tax, and workflow are less optimal for business operations. The lack of standardized processes and system integration requires manual exports and imports for data manipulation and duplicative processes.
The City would like to leverage new technologies and features and, more importantly, improve overall business processes and underlying system integration. Therefore, the City is releasing this RFP to procure a new Land Management Community Development System to replace TRAKIT. Ultimately, the City expects that the software procured through this RFP will interface with multiple systems including its ERP system to allow City staff to work more effectively and efficiently.
Project success will require implementing a modern system, optimizing business processes, and handling the City’s Measure U ordinance, where customers can report gross tax receipts. Additionally, challenges are reporting and accounting for exemptions, deductions, and credits within the current system. The City will also treat project success to allow users with abilities to provide real-time data analytics in the system or connect to the BI software the city currently uses.
The City contracted with the Government Finance Officers Association to provide an initial assessment and recommendations for business process change and project readiness. The RFP requirements in this 1308
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document represent those efforts, and the City expects to use the Land Management Community Development project to implement those requirements.
Within process review and readiness activities, the City created process improvement teams, commonly referred to as PIT crews. These crews have thoroughly examined, documented, and begun designing improved and future business processes. In addition, the PIT crews have been tasked to review existing policies and procedures and recommend changes before implementation.
Furthermore, the selected vendor will review, define, and redesign business processes based on best practices relating to the City’s requirements and the system functionality.
This Land Management Community Development project goes beyond technology. The City of Richmond considers it a transformative project –involving a change in business processes and project team dynamics. Therefore, communication and collaboration will be essential for the successful implementation of next-generation technology.
The project scope, project goals, and more information about the City is listed in Section B of this RFP.
A.4 Notice to Proposers
Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the City, or legally obligate the proposer to more than it may realize. Information obtained by the proposer from any officer, agent or employee of the City shall not affect the risks or obligations assumed by the proposer or relieve the proposer from fulfilling any of the RFP conditions or any subsequent contract conditions.
Attempts by or on behalf of a proposer to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration. Only the format described in the RFP and the attachments included with this RFP will be accepted as compliant for the submitted proposal.
A.5 Conditions
A.5.1 In the event that all RFP requirements are not met with products and services provided by one firm, proposers are encouraged to partner with another firm to submit a joint proposal.
Failure to meet all requirements will not disqualify a firm. However, the City will evaluate each proposal to determine if its overall fit is in the best interests of the City. In the event, a joint proposal is not submitted to meet the requirements, proposers should provide recommended vendors where they have an existing relationship (e.g., where there is experience integrating the systems).
A.5.2 In the event that multiple firms partner to submit a joint proposal, the proposal must identify one firm as the primary contact. This primary contact will be the primary point of contact throughout the procurement process and will be held responsible for the overall implementation of all partners included in the joint proposal.
A.5.3 Pricing must be submitted on a fixed fee basis upon completion of pre-identified “milestones.” For implementation services under a milestone arrangement, the vendor shall invoice the City when the City has accepted the Services included as requirements for each milestone. The scope of the project, including the milestones, will be defined by the statement of work that describes both functional requirements of the software and business process expectations.
A.5.4 All proposals and any subsequent clarification or response to the City’s questions shall be valid 1309
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for a minimum of 120 days.
A.6 City’s Rights Reserved
A.6.1 The City reserves the right to select the proposal(s) which in its sole judgment best meets the needs of the City. The City has established an evaluation committee that will make a recommendation to its Land Management Community Development System Steering Committee. The lowest proposed cost will not be the sole criterion for recommending the contract award.
A.6.2 The City reserves the right to award multiple contracts from this RFP.
A.6.3 The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.
A.6.4 The City may modify this RFP by issuance of one or more written addenda. Addenda will be posted on the City’s website www.ci.richmond.ca.us/bids A.6.5 The City reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to remove or add functionality (i.e., modules, components, and/or services) until the final contract signing.
A.6.6 This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review. Proposers concerned with release of proprietary or confidential information are encouraged to not submit that information in the proposal.
A.6.7 The City shall not be liable for any pre-contractual expenses incurred by prospective vendors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.
A.7 Communication Regarding this RFP
All communication from prospective proposers regarding this RFP must be in writing via the City’s BidsOnline System see section A.8.1of this RFP. Communication by telephone or in person will not be accepted.
Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council or any employee of the City with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.
A.8 Inquiries and Requests for Clarification
A.8.1 In an effort to maintain fairness in the process, inquiries concerning this procurement, including questions related to technical issues are to be directed electronically through the BidsOnline System on the Q&A tab. Questions over the phone will not be accepted
A.8.2 All questions concerning the RFP must reference the RFP section heading. Questions will be answered and posted to the City’s website in the form of addenda to the RFP. When addenda are issued, all firms that have registered as a proposer will be notified through email.
A.8.3 Inquiries or requests for clarification will be accepted until March 29, 2023.
A.8.4 Proposals may be changed or withdrawn prior to the deadline for proposals. All such changes and withdrawals must be submitted in writing and received by the City prior to the deadline for 1310
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proposals. After the deadline for proposals, no change in prices or other provisions prejudicial to the interest of the City or fair competition shall be permitted.
A.9 Procurement Schedule
The expected procurement schedule is listed below. The City reserves the right to change the procurement schedule. If significant changes are made, proposers will be notified by the City in the form of an addendum to this RFP, emailed directly to all registered proposers and posted on the City’s website at: www.ci.richmond.ca.us/bids.
Procurement Schedule
March 16, 2023 RFP released
March 23, 2023 Last day to accept questions and requests for clarification on the RFP - 11:30a.m. PDT (Pacific)
March 30, 2023 Answers to submitted questions provided
April 14, 2023 Proposals due – 2:00 p.m. PDT (Pacific)
April 2023 Initial vendor presentations/introductions
May 10, 2023 Proposers elevated and notified for vendor interviews and software demonstrations
End of May 2023 Vendor interviews and software demonstrations (May 23-25) May 26, 2023 Elevate and notify semifinalist (s)
Mid-June 2023 Discovery sessions completed (1-2 days per elevated proposer, if necessary)
End of July 2023 Complete contract negotiations and Statement of Work (SOW) August 2023 Implementation Begins
A.9.1 Prior to the first elevation, vendors will have an opportunity for a short introductory presentation before the City’s evaluation team. Presentations are expected to be 60 minutes in length, conducted remotely, and allow vendors the opportunity to highlight key features of their proposal. The City’s evaluation team will also reserve time to ask questions. Performance from this presentation will be included as part of the first evaluation.
A.9.2 Vendor demonstrations interviews will be conducted preferably in-person and can cover all functional areas listed in this RFP including software or implementation services. The City expects to elevate up to three (3) proposers for interviews. It is recommended that key members of the proposer’s implementation staff proposed for this project be available for these interviews.
The City expects that a portion of the evaluation criteria will focus on the proposed project team and failure to make project team members available could negatively impact proposal evaluations. The agenda and software demonstration scripts will be distributed to proposers that have been short-listed for software demonstrations approximately two to three weeks in advance 1311
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of the demonstrations.
A.9.3 Discovery sessions will consist of an additional in-person (or remote) meeting with elevated proposers to focus on implementation issues and development of a statement of work (SOW).
After vendor interviews, it is expected the City will elevate either one (1) or two (2) proposers to the Discovery phase. Each elevated proposal team will receive a Request for Clarification (RFC) letter that will ask proposers to clarify any necessary parts of the initial proposal. In addition, the RFC letter will identify a schedule for the on-site Discovery session that will include a detailed discussion of implementation issues. It is the expectation of the City that all key project team members will be available for the on-site Discovery sessions.
A.10 Evaluation Criteria
The City will review all proposals received as part of a documented evaluation process. For each decision point in the process, the City will evaluate proposers according to specific criteria and will then elevate a certain number of proposers to compete in the next level. Proposers not previously elevated may be elevated at a later date.
The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best software and implementation approach for the City’s current and future needs based on the information available and the City’s best efforts of determination.
The proposal evaluation criteria, which will be developed by the City prior to opening of proposals, should be viewed as standards that measure how well a proposer’s approach meets the desired requirements and needs of the City. The City expects that evaluation criteria will focus on major risk areas for Land Management Community Development System implementations and include, but not be limited to the following:
Ability to meet City’s project goals
Software functionality
Implementation approach
Project management
Understanding of the City’s needs
Business process expertise
Past experience with similar organizations and references Past experience/qualifications of consulting team
Training
Deliverables and project documentation
Compliance with contract terms and conditions
Responsiveness of proposal
Performance in vendor interviews and discovery sessions
The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list. The City’s evaluation team will then make a recommendation to be approved by the City’s steering committee to elevate proposals for software demonstrations, discovery, and final contract negotiations. 1312
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A.11 Proposal Submission Instructions
A.11.1 Proposers must submit proposals electronically via the City’s secure online bidding system.
Proposers will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. Proposals should be uploaded. Proposers can upload documents via the City’s website: www.ci.richmond.ca.us/bids.
A.11.2 Failure to comply with the requirements of this RFP may result in disqualification. Proposals received subsequent to the time and date specified above will not be considered.
A.11.3 Signature of the proposal by the proposer constitutes acceptance by the proposer of terms, conditions, and requirements set forth herein.
A.11.4 Use Attachment 1 (RFP Submittal Checklist) to ensure that all required documents, forms, and attachments have been completed and submitted as instructed.
In accordance with the California Government Data Practices, data submitted by a business to the City in response to an RFP is not public until the time and date specified in the solicitation that proposals are due. At that time, the name of the responder becomes public. All other data in a response to an RFP is private or nonpublic data until the City has completed negotiating the contract with the selected vendor. After the City has completed the evaluation process, all remaining data submitted by all responders is public, with the exception of trade secret data. “‘Trade secret information’ means government data, including a formula, pattern, compilation, program, device, method, technique or process (1) that was supplied by the affected individual or organization, (2) that is the subject of efforts by the individual or organization that are reasonable under the circumstances to maintain its secrecy, and (3) that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.”
A blanket statement that data submitted as part of a proposal is copyrighted, proprietary, or otherwise protected in insufficient to prevent public access to the data.
A.12 Organization of Proposal
The proposal must be organized into major sections defined in Section C. Any required attachments must be included in the proper section as indicated by the instructions.
A.13 Format of Electronic Submission
Proposers must upload electronic copies of all files to the city website: www.ci.richmond.ca.us/bids.
Attachments not listed in the table below do not have a required file format and may be supplied in either the original file format or PDF.
RFP Section Attachment/Document Required File Format
D.10 Attachment 10 (Level of Effort) Microsoft Excel (.xls or .xlsx) D.11 Attachment 11 (Functional Requirements) Microsoft Excel (.xls or .xlsx) D.12 Attachment 12 (Cost) Microsoft Excel (.xls or .xlsx) D.13 Attachment 13 (Interface List) Microsoft Excel (.xls or .xlsx) D.14 Attachment 14 (Anticipated Conversions) Microsoft Excel (.xls or .xlsx) 1313
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Section B: Scope of Project
B.1 Project Scope – Overview
The overall project scope for the project is defined in Sections B2. – B4 below. Scope includes software, implementation, project management, and other ongoing services.
Functional Scope
Permitting
Licensing
Plan reviews, including zoning reviews
Inspections
Building/property code enforcement / complaint tracking Land management
Measure U Business Tax
Customer Relationship Management
GIS integration
Mobility
Workflow
Work Orders
Document Management (Folders and tags for attachments) Applicant Online Portal
Conversion of all data from TRAKiT
Rent Program
Automated workflows
User friendly internal reports and queries generation Accepting online and mobile payments Tamper-proof database with multifactor authentication for editing.
B.2 Project Goals
Within each individual scope category, the City expects to use this project to not only implement software, but also implement significant changes to City policy or business process. The City expects that the chosen vendor understand the City’s goals and provide assistance in guiding the City towards achievement of the following goals.
B.2.1 Permitting: This scope is the ability to execute the critical functions of all the permitting processes necessary for the City of Richmond.
Project Goals:
Utilize an enterprise-wide Land Management Community Development System for issuing and tracking permits so that data can be accessed easily by staff throughout the organization
Streamlined (no duplicate) data entry with GIS integration for form generation and signature collections.
Automatic file tagging for the attachments during upload through pre-defined cascading tag lists and system-generated tags.
Accept payments for permits online
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B.2.2 Licensing: The City issues several different types of licenses and several different categories.
Project Goals
Use the system to generate license invoices and renewal notices Allow and encourage customers to apply for and renew licenses online Accept payments for licenses online
B.2.3 Plan Reviews: The City would like to utilize functionality within a new Land Management Community Development System to transition away improve plan review processes and electronic workflows. Electronic reviews and automated workflows will allow staff to review things in parallel, rather than in a linear fashion, passing plans from one reviewer to another. In addition, it allows managers to see where a review is in the process and follow-up as needed with applicable staff.
Project Goals:
Implement electronic workflow for plan reviews
Notes and comments made by reviewers are stored in the system, so reviewers are able to view them
Bluebeam integration is a plus.
Automatic customer updates and process transparency
Accepts payments for plan review online
B.2.4 Inspections: The City conducts property inspections for building permits and rental licenses.
Inspections are also conducted by the Fire department thus requiring access and interdepartmental work capabilities. The City would like to standardize its processes for conducting building inspections and track them in one enterprise-wide system.
Project Goals:
Inspection data, including photographs, can easily be shared among inspectors in different departments.
Mobile app inspection component so field inspection data, including pictures, notes, etc., are saved automatically to the permit record (without the need to scan, download, or upload).
Light database viewer app optimized for mobile use.
Inspectors are able to conduct inspections using a mobile device (tablet or smartphone) Robust reporting and document management capabilities are readily available Accepts payments for inspections online
B.2.5 Building/Code Enforcement: Several departments, including Fire, Police, Public Works, Building Inspections, and Community Development are responsible for responding to building or property-related complaints and inquiries. The follow-up on these complaints and inquiries is not maintained in a central system that all of the departments can access. The City would like to standardize its code enforcement processes and enable departments to share code enforcement information.
Project Goals:
Enable better coordination among all departments that play a role in property and building code enforcement
Enable staff to identify habitual property and building code offenders and collaborate to develop strategies to address such habitual offenders
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CITY OF RICHMOND, CA
Accepts payments for building/ code enforcement online
B.2.6 Richmond Rent Program: The Rent Program promotes neighborhood and community stability, healthy housing, and affordability for Richmond tenants by regulating Landlord and Tenant matters related to rents and evictions while maintaining a Landlord's right to a fair return.
Project Goals:
The Rent Program provides an array of services to the community relating to the Rent Ordinance. These services include counseling, mediation, outreach to Tenants and Landlords, administration of the Rent Adjustment Petition Process, community education workshops, and facilitating Richmond Rent Board meetings. The system will allow for property enrollment that will comply with the Tenancy Registration Form for each tenancy in a Fully Covered Unit. The system can calculate standard fees using effective dates and user-provided formulas or tables of rental housing fees.
Accepts payments for rent program
B.2.7 Measure U Tax: The new system must be able to calculate business taxes based on the Measure U Tax table. In this context, fees and tax calculations are based on gross receipts, which requires the new system to apply accurately to the applicant and businesses.
Project Goals:
System can classify businesses and assess/collect licenses due to the City in accordance with the City's Licensing Ordinances and Measure U
System is able to set variable rates by business type or category System can calculate standard fees using effective dates and user-provided formulas or tables
Measure U Gross Receipts Business Tax | Richmond, CA - Official Website o https://www.ci.richmond.ca.us/66/Business-Licenses
o https://www.ci.richmond.ca.us/DocumentCenter/View/54680/City-of- Richmond-Gross-Receipts-Tax-Ordinance---UPDATED-8-13-2022- PDF?bidId=
Accept payments online
B.2.8 Customer Relationship Management: The system allows community members and residents to quickly request services, access information, and monitor their status. Within the system, tasks can quickly be assigned based on request type and geographic boundaries
The system also ensures service requests are completed and provided with real-time status updates
Real -time data analytics dashboards & reporting or integration to BI software
B.3 Project Timeline
The City expects to be ready for implementation in the third quarter of 2023. Assuming an August 2023 start, proposers should communicate realistic timelines to both successfully implement the new Land Management Community Development System and to guide the City in achieving its stated goals.
B.4 Implementation Approach
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proposed, the City requires that all vendors use the definitions below when describing implementation activities. Similarly, the City will require that vendors provide tasks in their response to meet both the stage requirements and deliverables contained below. When completing responses required in Section C of this RFP, use definitions listed within the section. In the event that proposed activities overlap multiple stages, select the stage that best applies.
B.4.1 Project Management – Vendor will be responsible for providing overall coordination and management to the project including governance support, schedule management, risk mitigation, project communications, contract management, and quality assurance. Specific deliverables expected during this stage include:
Project charter / guidelines
Project plan
Status reports
Requirements traceability
WBS with summary, milestones, Gantt Chart
B.4.2 Knowledge Transfer – Vendor will be responsible for ensuring that the City’s core team has sufficient knowledge and understanding of the software to properly participate in the project and subsequent system and business process design discussions. Knowledge transfer stage will include all core team training. Specific deliverables expected during this stage include:
Project team training plan
Generic system documentation
System Administration materials
B.4.3 System Design – Vendor will be responsible for facilitating process to define how the system will be used to meet the City’s business process requirements and project goals. As part of the design, the City expects to engage in discussions around how to use the system most effectively, what changes in business process are required and to document configurations, interfaces, reports, workflows, and security roles. Specific deliverables expected during this stage include:
System design document
Entity Relationship Diagram (ERD)
B.4.4 Build – After completing design and after the City has made decisions on both business process and system configurations, the City expects that the vendor and City staff will work collaboratively on building the system. All activities related to system configuration, interface development, report creation, or other build tasks should be included in this stage. Specific deliverables expected during this stage include:
As-built documentation
Test scripts
B.4.5 Testing – Throughout the process, the City expects to engage in execution of a formal test plan.
The test plan will be developed during the project and include testing approach, roles and responsibilities for testing, and clear deadlines and expectations around testing effort. The City expects to engage in detailed conference room pilot testing, unit testing, regression testing, integration testing, and user acceptance testing. Specific deliverables expected during this stage include:
Testing plan
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Testing results
B.4.6 Go Live / Support – At time for go-live, the City expects that the vendor will assist with end- user training, work to prepare a cutover plan, and assist with the transition to the new software.
Included with go-live could also be assistance for after go-live with management of help-desk type functions. Specific deliverables expected during this stage include:
Training plan
Knowledgebase
End-user training materials
Include creating reports
List of pre-built reports with descriptions
Cutover plan
Final acceptance documentation
Type of Support provided (hours of support, business processes, administration, etc)
B.5 Interfaces
Interface requirements have been included in with the functional requirements. Proposers should respond to each functional requirement, including the interface requirements, to identify the proposed scope. Any positive response – “Y” or “Y-ND” is considered to be in-scope and all pricing for the proposed scope included in the submitted milestone pricing. Interfaces to the City’s existing systems are critical to the project success.
Proposers must provide responses to the interface requirements Attachment 13 - Interface List.
Reference Table (Interfaces Requirements Key) below when completing the interface requirements form.
Table
Interface Requirements Key
Item Response Response Description
Interface Plan Permanent
Temporary
Go-Away
Permanent interface, even after the complete
CD solution is installed.
Interface that is only required during
implementation.
Interface that is no longer required because
of the new CD solution.
Type of Solution C
P
Configurable solution
Custom-developed program
Estimated Consultant
Work Effort
Number of Hours Include the number of estimated consulting work hours to complete the interface
implementation based on the City plan.
Estimated Client
Work Effort
Number of Hours Include the number of estimated client work hours to complete the interface
implementation based on the City plan.
In Scope Y/N Indicate with a Yes or No whether the
interface is in scope based upon the City
strategy.
Included in Price Y/N Indicate with a Yes or No whether the interface is included in the price based upon
the City strategy.
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Item Response Response Description
Type of Support S
TPS
NS
Requirement and feature supported by
software developer.
Requirement and feature supported by third
party.
Requirement and feature not supported.
Comments Text Include any comments or assumptions
relevant to the answers above.
B.6 Anticipated Conversion
The City understands the level of effort required to convert data and is interested in all the TRAKiT data into the new system.
Proposers must provide responses to the conversion requirements Attachment 14 - Conversions.
Reference Table (Conversion Requirements Key) below when responding to the conversion requirements.
Table
Conversion Requirements Key
Item Response Response Description
Agree Y/N Proposers should identify whether
or not your firm agrees that this item
is convertible.
Included in Price Y/N If your firm agrees that this item is convertible, indicate with a Yes or
No whether your firm's work effort
to complete the conversion is
included in the pricing schedule.
Estimated Consulting
Hours
Number of Hours Include the number of estimated
consulting work hours to complete
the conversion.
Estimated Client Hours Number of Hours Include the number of estimated client work hours to complete the
conversion.
Comments Text Include any comments or
assumptions relevant to the answers
above.
B.7 Project Staffing
The City will make every effort to staff the project appropriately and understands that staffing a project is important to its success. The City has staffed the project with small teams of five (5) to seven (7) individuals that represent key stakeholder groups for each functional area. These process improvement teams have been working to establish project goals, discuss improvement opportunities, and ready the City for implementation. It is expected that all will be involved as the “core” team moving forward with the project. Each core team will have a lead individual identified, but all are expected to participate in the project. The City has identified the following teams for the project:
Permits
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Inspections
Code Enforcement
Rental Program
Plan Reviews
Finance
Public Safety
Technical
Business Licensing
Public Works
City Staff Participation
Assumed Role
Maximum Participation
(FTE)
Project Manager .5
Team Leads .5 – 1.0
Team Members .25 - .5
Technical Resources (Network/DB) As necessary
B.8 Statement of Work
The City will require the development of a detailed statement of work, including a high-level project plan, prior to contract signing. The statement of work will include and describe at least the following and may include additional items the City deems necessary:
Project scope
Project milestones
Project deliverables
High level project schedule (listing of phases and go-live dates) Project resources
Project roles and responsibilities
Quality assurance and testing procedures
Project change control procedures
B.9 Number of Users By Department
It is difficult for the City to envision exactly who will use the system as implementation of the system will result in a major change in the way that the City does business. Proposers should plan however on having all City departments with access to the system for at least a few users to enter transactions. The following user counts expected employees and primary system users within each City department. Proposers should plan to provide sufficient system access for the City to fully implement their desired business processes.
Proposals should include services to complete implementation and any appropriate training services to prepare all City staff for using the system. (Note: Employees are counted in multiple columns).
City Users
Type of User Total Employees
Estimated Number of
Primary System Users
Administration /IT 2 2
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Building 13 13
Code Enforcement 13 13
Engineering 25 25
Finance/Measure U 8 8
Fire 50 50
Planning 18 18
Public Works 39 39
Rent Control 19 19
External Agencies / Consultants 20 20
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Section C: Detailed Submittal Requirements
Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. Proposals must address the following questions and contain the following sections.
C.1 Summary and Overall Scope
C.1.1 (Proposal Section 1.0 – Introduction) The introductory material should include a title page with the RFP name, name of the proposer, address, contact information, the date, a Letter of Transmittal, and a Table of Contents. The executive summary should be limited to a brief narrative (less than 3 pages) summarizing the proposal. 1) Complete Attachment 1 (RFP Submittal Checklist)
2) Complete Attachment 2 (Signature Page)
3) Complete Attachment 3 (Proposer Statement)
C.1.2 (Proposal Section 2.0 – Proposer Team) This section of the proposal should identify all firms included in the proposal and any necessary third party products/firms required or recommended for the City.
4) Identify and provide a concise summary of all firms providing software or professional services as part of this proposal
5) Identify all contract documents that would be required if the proposal is identified as finalist
C.1.3 (Proposal Section 3.0 - Functional Requirements) This section describes the software and implementation scope of the overall project and the requirements for each functional area.
Responses to the functional requirements should be completed to identify the capability of the software and the scope of the implementation.
Functional Requirements Responses
Column E: Available Responses
Y
Requirement Met and Proposed (Standard features in the generally available product)
Y-ND
Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)
N Requirement Not Met with Proposal
I Need More Information/Discussion
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6) Complete Attachment 11 (Functional Requirements)
Failure to provide some requirements or excluding some requirements from scope will NOT eliminate the proposer from contention. The City will evaluate the proposal as a whole including price/value comparisons when evaluating proposals. The requirements responses submitted will become part of the agreement. Proposers are expected to warrant the delivery and configuration/implementation of all positive responses (every response except “N” and “I”).
The City will clarify any requirements with the response of “I” during vendor interview. Immediately following software demonstrations, proposers would be expected to re-submit Attachment 11 (Functional Requirements). For requirement responses other than “N” or “I” proposers must indicate the module or product that is required to meet the requirement.
For requirement responses other than “N” or “I” proposers must indicate the phase of the project that the functionality will be implemented. All responses which are marked Y, or Y-ND will be considered to be included in the scope, and the cost proposal and all other information submitted in this proposal should reflect this.
For functionality that is not currently available and not available for viewing at a demo, but that will be in scope for the project either as generally available features in a future release or as a customization, modification, or enhancement specific for this project, Proposers should indicate a response code of Y-ND and answer column J.
C.2 Software Proposal
(Proposal Section 4.0 – Software Products) This section should provide information on the proposed software scope, and functional description of the software.
7) Complete Attachment 9 (Software Products)
8) Complete Attachment 4 (Software Background) for each software product included in the proposal
9) List and describe all proposed software products that will be delivered as part of the project, including third party products
10) Identify any licenses, hardware, or other products not included in this proposal that would be required to operate any of the proposed solutions contained in this proposal.
11) Describe the technical environment necessary for this software for any products that are to be hosted by the City
12) Identify the security standards maintained in the data center and with the software. Please provide information on certification or audit process for each. 13) Provide information on proposed disaster recovery services.
(Proposal Section 5.0 – Technical Requirements) This section of the proposal should identify any technical requirements for operating the system and describe the key attributes of the vendor’s proposed delivery services.
14) Complete Attachment 7 (SaaS)
15) Complete Attachment 8 (Proposed Service Level Agreement) 16) Describe proposed services for hosting including:
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Information on the specific hosting services provided Service desk support services
User Setup, Authentication and Management processes
Application support
Operational support services
Technology infrastructure services
Disaster recovery
Will all products (including third party products) be hosted through the same provider?
Will the City need to host anything on its servers? If yes, what would be required?
17) Confirm your acceptance with the following contract terms related to any software contracts resulting from this RFP. If the following terms are not accepted, please provide an alternative proposal.
Additional Users and Modules - The City will require “price protection” for a minimum of two (2) years from the effective date of the agreement for additional City users and modules that are listed in the proposal but are not initially purchased.
Audit/Growth Fees – Pricing for the software’s initial term will be free from any expansion fees or reconciliations resulting from vendor audit of user counts. Hold Harmless – Vendor shall hold harmless, defend and indemnify City and its officers, employees, agents, and volunteers, from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of City.
C.3 Professional Service Proposal
(Proposal Section 6.0 – Implementation Team) This section should describe the proposed project team including the consultants proposed to provide services for the City.
18) Identify the proposed project team including the firms responsible for implementation, and any key consulting team members that will be providing services to the City
How many staff will the vendor have assigned to the project Approximate dedication to the project of each resource and approximate time work will be completed on-site vs. off-site.
Major roles and responsibilities for each resource
19) Complete Attachment 5 (Professional Services Background) for each firm involved with the project
20) Complete Attachment 6 (Reference Form) for each firm involved in the project 21) Complete Attachment 10 (Level of Effort) - When completing Attachment 10 (Level of Effort), please refer to definitions found in section B.4 of this RFP.
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(Proposal Section 7.0 – Implementation Approach) This section should describe the proposed implementation plan. Proposers should reference Section B for more information on the project scope, goals, and implementation effort.
22) Provide a detailed plan for implementing the proposed system. This information must include:
Confirm completion of key tasks and deliverables as defined in section B.4 of this RFP.
Description of implementation tasks and activities
Description of key deliverables (and how they relate to the implementation approach and activities).
23) Explain proposed project management services including:
Role of the vendor project manager
Use of project collaboration site
Expected role of the City project manager
On-Site presence of vendor project manager
Proposed quality assurance procedures
24) Explain the expected City staffing for the project including:
Assumed participation in the project (average portion of FTE). This should include all time spent working on the project (including time spent with and without vendor consultants)
Assumptions about prior skills / competencies of resources 25) Identify proposed data conversions
Provide information on the scope of the data conversion and the approach for migrating data to the new system
Identify City role in assisting to convert data
26) Identify interfaces
Please confirm your understanding of the interfaces included in the scope and identify how you have proposed meeting each requirement
(Proposal Section 8.0 – Implementation Considerations) This section asks additional questions related to some of the unique goals and challenges with the City’s project. The City expects that proposers provide specific responses that take into account the challenge, the proposer’s past experience, and recommendations based on the information that has been presented in the RFP.
1. Onsite Work
o The City has returned to work in the office for the vast majority of City staff and operations. The City will react on a case-by-case basis with regard to Covid-19 protocols (e.g. masks, remote only). The City does not want this implementation to be a remote project, and expects the vendor’s resources to be onsite. The City will be flexible, but having onsite implementation activity is strongly desired.
2. Use of Dashboards / Management Reporting
1. One of the City’s success factors for this project is the extent that City staff are able to utilize the land management and community development system for reporting purposes. The City is optimistic about modern reporting features and the ability to leverage management dashboards, real-time data, and role-specific views of data to provide decisions support for key processes.
Please indicate how you will use this project to ensure the City is able to leverage system tools for dashboard reporting and deliver the City a system that can be used by users throughout all departments.
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(Proposal Section 9.0 – Implementation Terms and Conditions) This section asks for proposers to accept key terms and conditions for the project.
27) Confirm your acceptance with the following contract terms related to any software contracts resulting from this RFP. If the following terms are not accepted, please provide an alternative proposal.
Key Personnel - The City requires assurances as to the consistency and quality of vendor staffing for its project. Key points of the City’s key personnel provision include: The City shall have the ability to interview and approve key personnel proposed by the vendor and the vendor key personnel may not be removed from the project without the City’s approval.
Warranty – The Proposer will expressly warrant that all work will be performed by an adequate number of qualified individuals with suitable training, education, and experience and that all work performed and all deliverables, including the system itself will conform to the scope and specifications as stated in the RFP including the functional requirements for a period extending no less than 12 months after final acceptance.
Ownership of Deliverables – The proposer shall grant to the City ownership of any deliverable or provide an irrevocable license for the City to use the deliverable for its business purposes, including making copies, derivative works, or sharing with representatives from other peer governments. Hold Harmless – Vendor shall hold harmless, defend and indemnify City and its officers, employees, agents, and volunteers, from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of City. Vendor’s Insurance. Vendor shall not commence work under the agreement until all insurance required has been provided and approved by City. Such insurance shall be maintained throughout the duration of the contract and evidenced by insurer’s certificates filed with the City. Each such certificate shall name the City as an additional insured.
a. Workers’ Compensation Insurance. The Vendor shall take out and maintain during the life of this agreement Workmen's Compensation Insurance for all of its employees employed at the site of the project, and in case of any work is sublet the Vendor shall require the subcontractor similarly to provide "Workmen's Compensation Insurance" for all of the latter's employees unless such employees are covered by the protection afforded by the Vendor. In case any class of employee engaged in hazardous work under this agreement at the site of the project is not protected under the Workmen's Compensation Insurance Statute, the Vendor shall provide, and shall cause each subcontractor to provide adequate insurance coverage for the protection of his employees not otherwise protected.
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Liability Insurance in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit.
c. Automobile Insurance. Vendor shall take out and maintain during the duration of the agreement automobile public liability insurance including hired and non-owned auto in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit. d. Technology Errors and Omissions (Tech E&O) Insurance. The Vendor is required to maintain Technology Errors and Omissions (Tech E&O) Insurance which shall be sufficiently broad to respond to the duties and obligations undertaken by the Vendor in the agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, cloud computing, extortion and network security. The coverage shall provide for breach response costs as well as regulatory fines and penalties and credit monitoring expenses. Insurance minimum limits are as follows: $2,000,000 – per occurrence and $2,000,000 – per aggregate.
C.4 Price Proposal
(Proposal Section 10.0) - Proposers should submit price proposals using the format provided in Attachment 12 (Cost) to this RFP.
28) Complete and submit Attachment 12 (Cost)
All pricing must be submitted as fixed by milestone. Costs listed as “to-be- determined” or “estimated” will not be scored.
Identify major milestones as part of the project. It is required that costs will be invoiced upon completion of major milestones. Please provide a schedule of all payments necessary to complete the proposed scope. All service costs must be provided on a task or completion basis with costs assigned to each milestone, deliverable and/or task. Proposers are required to fill in deliverables and tasks under the provided headers (project initial knowledge transfer, process analysis/system design, system build, testing, training, and closure) Additional detail may be provided to further explain deliverable/task costs.
Proposers should include all software modules and state any limitations on module use. If no limitations are listed, the City will consider that pricing is based on full enterprise wide access for the City.
Proposers must submit implementation costs as fully loaded rates that include all necessary travel or other expenses. By submitting a proposal, all proposers acknowledge that all pricing (including travel) must be a fixed fee or included in the implementation milestones.
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Section D: Attachments
D.1 Attachment 1 (RFP Submittal Checklist)
Submittal Checklist
Section Item Submitted
B1 Scope of Project
B.5 Complete Attachment 13 (Interface)
B.6 Complete Attachment 14 (Anticipated Conversion)
C.1 Summary and Overall Scope
C.1.1 Introduction
Complete Attachment 1 (RFP Submittal Checklist)
Complete Attachment 2 (Signature Page)
Complete Attachment 3 (Proposer Statement)
C.1.2 Proposer Team
C.1.3 Functional Requirements
Complete Attachment 11 (Functional Requirements)
C.2 Software Proposal
Complete Attachment 4 (Software Background) for each software product included in the proposal
Complete Attachment 7 (SaaS)
Complete Attachment 8 (Proposed Service Level Agreement) Complete Attachment 9 (Software Products)
C.3 Professional Service Proposal
Complete Attachment 5 (Professional Services Background) for each firm involved with the project
Complete Attachment 6 (Reference Form) for each firm involved in the project
Complete Attachment 10 (Level of Effort) - When completing Attachment 10 (Level of Effort), please refer to definitions found in section B.4 of this RFP.
C.4 Price Proposal
Complete and submit Attachment 12 (Cost)
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D.2 Attachment 2 (Signature Page)
The undersigned proposer having examined this RFP and having full knowledge of the condition under which the work described herein must be performed, hereby proposes that the proposer will fulfill the obligations contained herein in accordance with all instructions, terms, conditions, and specifications set forth; and that the proposer will furnish all required products/services and pay all incidental costs in strict conformity with these documents, for the stated prices as proposed.
Submitting Firm: _______________________________________________________________ Address: ______________________________________________________________________ City: ___________________________State:_______________ Zip:________________
Authorized Representative (print):________________________ Title: _____________________
Authorized Signature: ____________________________ Date: __________________________
Contact Information:
Name: ________________________________________________________________________ Title: ________________________________________________________________________
Address: ______________________________________________________________________ City: ___________________________State:_______________ Zip: ______________________
Email: ____________________________________
Phone: ____________________________________
Cell Phone: ____________________________________
Fax: ____________________________________
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D.3 Attachment 3 (Proposer Statement)
By submitting a response, the respondent acknowledges that he/she has acquainted themselves with the terms, scope, and requirements of the project based on the information contained in this RFP and any addendums. Any failure by the proposer to acquaint themselves with available information will not relieve them from the responsibility for estimating properly the difficulty or cost of successfully performing the work available. The City is not responsible for any conclusions or interpretations made by the proposer on the basis of the information made available by the City.
The following addendums have been acknowledged and are included in our response. Proposals that do not acknowledge addendums may be rejected.
Addendum# Initials
________________________________________
PRINTED NAME OF AUTHORIZED AGENT (TITLE)
________________________________________________ _________________________
SIGNATURE OF AUTHORIZED AGENT DATE
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D.4 Attachment 4 (Software Background)
Complete one form for each firm included in the proposal.
Software Background
Software Product Name:
Firm Providing Software:
Software History:
Current Version of the Software:
Date of Release for Current Version:
Date of First Release of Software:
Identify any Precursor Software Products or
Alternate Names for Software
Current Version
What Were Top Five Enhancements in Current
Version of the Software
1 2
3 4
5 How as Software Changed Over Previous Three
(3) Years Attach additional pages if necessary
Biggest Limitation of Current Software
Third Party Products:
List any Third-Party Products embedded in the
Software
List any Third-Party Products Recommended for
Use along with the Software
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D.5 Attachment 5 (Professional Services Background)
Complete one form for each firm included in the proposal.
Proposer Background
Company Name:
Location of corporate headquarters:
Firm History
Years of Experience Providing Land
Management Community Development System
Implementation
Previous Names / Successor Firms
Current/Recent Projects
List up to five (5) current or recent projects that
provided relevant experience
In the past, what has been your firm’s target
market
What is primary lesson learned from recent
projects you have adjusted for the City
Size
Number of current (new) implementation clients
Number of current upgrade clients
Number of ongoing support clients
Number of other clients
Consulting Team
Size of consulting team
Average tenure with firm
Source of recent hires (Where do you recruit for
consultants?)
Consulting Team Experience Matrix
For all key project team members proposed for the City’s project, prepare a matrix showing past experience with relevant clients. Matrix should be similar to the table below:
Project Role Project
Manager
Consultant Consultant Consultant Consultant
Resource Name Name Name Name Name
City of A X X X
City of B X X
City of C X
City D X
City E X X
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D.6 Attachment 6 (Reference Form)
Please provide at least five (5) references for past projects that include products and services similar to those proposed for this RFP. Please use the following format in submitting references.
GENERAL BACKGROUND
Name of Client:
Project Manager/Contact: Title:
Phone: E-mail:
Software Program/Version:
Summary of Project:
Number of Employees: Size of Operating Budget:
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Permitting Licensing
Inspections Other (Please indicate)
Plan Review
TECHNOLOGY INFORMATION
Hosted? Yes_______ No________ If yes, hosting provider_______________
IMPLEMENTATION INFORMATION
Project Duration:
Initial Go-Live:
Describe Role on Project:
Project Challenges:
Major Accomplishments:
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D.7 Attachment 7 (SaaS)
*Attach additional pages if necessary
SaaS
Data Center
Where are data centers located?
Are any third party providers used to deliver
PaaS or IaaS services? If so, please list.
How many environments are proposed?
Availability
Provide historical availability for data center
for past six months.
Month Total
Minutes/Hours
in Month
Downtime Scheduled
Maintenance
Other
Downtime
Total
Downtime
%
Availability
Updates
How often is solution updated?
How much advance notice are customers
provided for new updates?
How long do customers have to test new
update?
Authentication
Does the system support SSO or LDAP?
Information Security
Protections provided for data breach? Please
include information on notification process,
remedy, and indemnification provided.
Disentanglement
Can customer data be exported in non-
proprietary format?
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REQUEST FOR PROPOSALS
LAND MANAGEMENT COMMUNITY DEVELOPMENT SYSTEM
PAGE 32 OF 34
CITY OF RICHMOND, CA
D.8 Attachment 8 (Proposed Service Level Agreement)
If hosting services are proposed, please complete the following table identifying proposed service level guarantees. For each service, please indicate the metric used to measure the service quality, the proposed requirement (target for service), and the proposed remedy/penalty if guarantee is not met.
Proposed Service Level Guarantees
Service Metric** Requirement/
Guarantee***
Remedy if Not Met
System Availability*
(Unscheduled Downtime)
System Response
(Performance)
Issue Response Time
Issue Resolution Time
Recovery Point Objective
(RPO)
Recovery Time Objective
(RTO)
System Data Restore
Implementation of System
Patches
Notification of Security
Breach
Please list other proposed
service levels
Proposed Service Level Guarantees
* Formula used to calculate Availability
** How is performance against service levels
reported to the City
***Describe process for City reporting issue to
the vendor
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REQUEST FOR PROPOSALS
LAND MANAGEMENT COMMUNITY DEVELOPMENT SYSTEM
PAGE 33 OF 34
CITY OF RICHMOND, CA
D.9 Attachment 9 (Software Products) Include all software licenses proposed on the form below providing the following information:
Software Product Name. Provide the name of the software product as it is expected to appear on any license agreements or official product listings.
Function. Describe the function of the software product. If multiple software products share a similar function, be specific on role of the software and what is and is not allowed with each license
License Metric. Define how the software product is licensed. If license is based on quantify, or if the cost of an enterprise license is based on metric, proposers must provide definition for the metric as it appears in contract documentation.
Quantity /Access Limitations. Define any licensed quantities or access limitations to the proposed software.
Dependencies. Define any proposed or third-party products that are required to utilize the software product.
Software
Product Name
Function License Metric Quantity/ Access
Limitations
Dependencies
For each major software product, please answer the following questions:
Requirement Response Comment
System Features
System accessible on mobile device
System provides app for use on mobile device
System requires download of any software on device
Security Information
System provides role based security
System provides role based security connection to
position file (assigning employee to position allows
employee to inherit roles of the position)
Data Entry
System allows for user-defined fields
System provides audit trail for entered and modified
information
System allows masking data upon entry (sensitive
fields)
System allows designating mandatory fields
System allows data to be encrypted
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REQUEST FOR PROPOSALS
LAND MANAGEMENT COMMUNITY DEVELOPMENT SYSTEM
PAGE 34 OF 34
CITY OF RICHMOND, CA
D.10 Attachment 10 (Level of Effort)
(See Separate Excel Spreadsheet)
D.11 Attachment 11 (Functional Requirements)
(See Separate Excel Spreadsheet)
D.12 Attachment 12 (Cost)
(See Separate Excel Spreadsheet)
D.13 Attachment 13 (Interface)
(See Separate Excel Spreadsheet)
D.14 Attachment 14 (Anticipated Conversion)
(See Separate Excel Spreadsheet)
1338
1339
December 19, 2023
Library and Community Services
DATE: December 19, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager, Community
Services
Ranjana Maharaj, Deputy Director, Community Services-
Recreation
Stephanie Ny, Associate Administrative Analyst
Subject:
Love Your Block (LYB) Mini -Grant Program Fiscal Years
2023-2025
FINANCIAL IMPACT: A total of $80,000 is allocated for the Love Your Block Mini-Grant Awards Fiscal Year (FY) 2023-2025 grant
cycle (01250051-400815-2GI01). Mini-grants will fund
clean-up and beautification projects in the City of
Richmond that will engage resident and community
volunteers.
Ninety percent ($72,000) of the funding will be disbursed in FY 2023-2024, and ten percent ($8,000) of the funding will be disbursed in FY 2024-2025 upon grantee
submission and City staff review and approval of a
complete final report package.
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
The Community Services Department, in partnership with
the City Manager’s Office, Economic Development
Division, is seeking approval of the guidelines and
application of the Love Your Block Mini-Grant (LYB Mini- Grant) program for Fiscal Years 2023-2025.
AGENDA
REPORT
1340
December 19, 2023
RECOMMENDED ACTION:
APPROVE the Fiscal Years (FY) 2023-2025 Love Your
Block Mini-Grant (LYB Mini-Grant) program guidelines,
application, final report, and grant award agreement; and AUTHORIZE the City Manager or their designee to
administer grant award agreements and disburse grant
funds up to a total amount not to exceed $80,000, upon
selection of recipients – Community Services
Department, Recreation Division (LaShonda White 510-
620-6828/Stephanie Ny 510-620-6563).
DISCUSSION:
Since 2015, Community Services Department’s Love Your Block (LYB) program has awarded 57 mini-grants totaling over $250,000 to volunteer-based projects in Richmond. These mini-grants, in addition to other collaborative Love Your Block projects, have engaged over 3,300 resident and community volunteers in cleaning up and beautifying Richmond as well as building neighborhood unity.
A resolution was approved by City Council on December 17, 2019, approving a solid waste Franchise Fee adjustment of a 7.5 percent increase to develop I Heart Richmond.
The funding can be used for: 1) compliance and enforcement of local and state solid waste reduction and recycling laws; 2) prevention of litter and blight; and 3) improving overall environmental quality and health.
A total of $80,000 is allocated for the Love Your Block Mini-Grant Awards Fiscal Year (FY) 2023-2025 grant cycle for non-profit organizations with 501(c)(3) tax status and organizations utilizing a fiscal sponsor with 501(c)(3) tax status. Mini-grants will fund clean-up and beautification projects in the City of Richmond that will engage resident and community volunteers.
Mini-grant awards can be up to $10,000, and the number of awards available is determined based on the amount of each award. Decisions regarding grant awards and amounts are based on a review panel consisting of community volunteers and City staff.
The Community Services Department, Recreation Division proposes to release the Love Your Block Mini-Grant Guidelines and Application on January 10, 2024, and applications will be due on Friday, February 23, 2024, at 11:59 p.m.
City staff is requesting approval of the FY 2023-2025 Love Your Block Mini-Grant guidelines, application, final report template, and grant award agreement, which will permit City staff to continue with the public release of these documents. The tentative schedule associated with the application is as follows:
1341
December 19, 2023
Task Date
Application Release Wednesday, January 10, 2024
Office Hours January and February, 2024
Application Deadline 11:59 pm on Friday, February 23, 2024 Grant Award Notification End of March 2024
Grant Implementation Period July 1, 2024 – April 30, 2025
Upon selection of the grantees, the Community Services Department, Recreation Division and each organization will enter into an agreement, and ninety percent of funds will be distributed in FY 2023-2024. Ten percent of funds will be distributed in FY 2024- 2025 upon grantee submission and City staff review of a complete final report package.
For more information on the Love Your Block program and to access the application when it becomes available, visit: http://www.ci.richmond.ca.us/3107/Love-Your-Block.
Policy Synergies
The Love Your Block Mini-Grant program supports the direction and implementation of numerous City of Richmond policies and plans, including:
General Plan 2030
Policy ED1.1 Safe, Well-Maintained Neighborhoods and Public Spaces Action ED1.B Neighborhood Revitalization Initiative
Policy ED5.2 Safe and Walkable Streets
Urban Greening Master Plan
Program 2-B Support urban greening initiatives by citizen action groups while following adopted industry best practices
Program 3-F Support and encourage use of the City’s tool lending library
Parks Master Plan
Policy PR2.1 High-Quality, Distinctive Parks
Policy PR2.2 Safe Public Spaces and Facilities
Policy PR2.3 Active Use and Natural Surveillance
Climate Action Plan
Strategy GA1 Support Urban Tree-Planting Programs
Strategy GA2 Support Local Agriculture and Food Production
1342
December 19, 2023
DOCUMENTS ATTACHED:
Attachment 1 – FY 2023-2025 Love Your Block Mini-Grant Guidelines Attachment 2 – FY 2023-2025 Love Your Block Mini-Grant Application Attachment 3 – FY 2023-2025 Love Your Block Mini-Grant Final Report Attachment 4 – FY 2023-2025 Grantee Award Agreement
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 1 of 12
FY 2023-2025
LOVE YOUR BLOCK (LYB)
MINI-GRANT APPLICATION GUIDELINES
REQUEST FOR APPLICATIONS (RFA)
All interested applicants should check the City of Richmond’s Love Your Block website (www.richmondloveyourblock.org) to ensure that they receive any addendums to this RFA, e-mails, or special announcements.
Application is due on Friday, February 23, 2024 at 11:59 pm (NO EXCEPTIONS) Materials must be submitted electronically on the Love Your Block website at:
www.richmondloveyourblock.org
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 2 of 12
LOVE YOUR BLOCK MINI-GRANT
FY 2023-2025 MINI-GRANT APPLICATION GUIDELINES
LOVE YOUR BLOCK BACKGROUND ................................................................................................................ 3 GRANT GUIDELINE CHANGES FROM PREVIOUS YEARS ................................................................................ 3 MINI-GRANT AWARD AMOUNTS .................................................................................................................. 3 APPLICANT ELIGIBILITY .................................................................................................................................. 4 FISCAL SPONSORSHIPS .................................................................................................................................. 4 PROJECT AREA ELIGIBILITY ............................................................................................................................ 5 PROJECT ELIGIBILITY ..................................................................................................................................... 5 ELIGIBLE USES OF GRANT FUNDS.................................................................................................................. 6 INELIGIBLE USES OF GRANT FUNDS .............................................................................................................. 7 APPLICATION SUBMISSION REQUIREMENTS ................................................................................................ 8 PAYMENT PROVISIONS ................................................................................................................................. 8 APPLICATION REVIEW & SCORING ................................................................................................................ 9 GRANT REQUIREMENTS .............................................................................................................................. 10 APPROVAL AND PERMIT REQUIREMENTS .................................................................................................. 10 IMPORTANT DATES ..................................................................................................................................... 11 GENERAL TERMS AND CONDITIONS ........................................................................................................... 11 APPLICATION ASSISTANCE AND QUESTIONS .............................................................................................. 12
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 3 of 12
LOVE YOUR BLOCK BACKGROUND
Since 2015, Love Your Block has awarded 57 mini-grants to volunteer-based projects in Richmond, led by your neighbors and local organizations. The Love Your Block (LYB) Mini-Grant Program is returning again, funded through a partnership between the Community Services Department and the City Manager’s Office, Economic Development.
A resolution was approved by City Council on December 17, 2019, approving a solid waste Franchise Fee adjustment of a 7.5 percent increase to develop I Heart Richmond. The funding can be used for: 1) Compliance and enforcement of local and state solid waste reduction and recycling laws; 2) Prevention of litter and blight; and 3) Improving overall environmental quality and health.
LYB Mini-Grants will fund proposals that improve environmental quality by engaging community volunteers to clean-up and beautify Richmond.
GRANT GUIDELINE CHANGES FROM PREVIOUS YEARS
The FY 2023-2025 Love Your Block Mini-Grant Guidelines have been modified to align with other City- administered grant programs as well as provide clarity regarding the application and administration process.
MINI-GRANT AWARD AMOUNTS
A total of $80,000 is available for the FY2023-2025 mini-grant cycle. Grant awards can be up to $10,000, and the number of grant awards available will be determined based on the amount of each award.
There is no minimum grant award.
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 4 of 12
APPLICANT ELIGIBILITY
ELIGIBLE APPLICANTS INCLUDE:
• Organizations utilizing a non-profit fiscal sponsor
• Individuals utilizing a non-profit fiscal sponsor
• Non-profit organizations with 501©(3) tax status
• Public agencies?
ELIGIBLE APPLICANTS MUST ALSO MEET THE FOLLOWING CONDITIONS:
• Have an Active status in the California Secretary of State Business Search • Have a Current status in the California Department of Justice Registry of Charitable Trusts • Did not receive a Love Your Block Mini-Grant award during the previous (FY2022-2024) Love Your Block Mini-Grant cycle
• Be in good standing with the Love Your Block program
• Must not be a City of Richmond employee or elected official
FISCAL SPONSORSHIPS
What types of organizations should utilize a fiscal sponsor? • An individual or non-governmental organization (sponsoree) that does not have 501(c)(3) tax status must utilize a fiscal sponsor to apply for this grant. It is the sole responsibility of the sponsoree to find an organization with 501(c)(3) tax status that is willing to serve as a fiscal sponsor.
What is fiscal sponsorship for the Love Your Block Mini-Grant? • Fiscal sponsorship allows individuals and organizations without 501(c)(3) tax status to apply for the Love Your Block Mini-Grant.
• A fiscal sponsorship agreement should be entered into between the sponsoree and an organization that has 501(c)(3) tax status.
• The fiscal sponsorship agreement allows the sponsoree to raise tax-deductible contributions such as the Love Your Block Mini-Grant.
• Tax-deductible funds are given to the fiscal sponsor and restricted to the use of the sponsoree.
How does a fiscal sponsorship work for the Love Your Block Mini-Grant process? • The fiscal sponsor will serve as the applicant. Fiscal sponsors will enter into a grant services agreement with the City of Richmond and must meet all requirements and submit all required documents. The sponsoree may serve as the project manager for the proposal. • A signed agreement between the sponsoree and fiscal sponsor must be included in the submitted application. The individual or organization actually implementing the program and performing the services will act as the sponsoree or fiscal sponsor’s sub-grantee. • Fiscal sponsors can also separately apply for the Love Your Block Mini-Grant. • In addition to requesting funds for its own purposes, organizations may also act as a fiscal agent for other organizations.
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 5 of 12
PROJECT AREA ELIGIBILITY
ELIGIBLE PROJECT AREAS:
• Projects within the boundaries of City of Richmond
• Projects in areas that are accessible to the public
• Projects in areas that are viewable by the public
INELIGIBLE PROJECT AREAS:
• Projects in unincorporated areas
• Projects in areas that encroach on property of other public agencies, including but not limited to CalTrans and BART
Exceptions can be made if applicant submits a signed agreement with the agency with application
PROJECT ELIGIBILITY
ELIGIBLE PROJECTS:
• Primary purpose must be to improve environmental quality by engaging community volunteers to clean-up and beautify Richmond
• Must engage at least 10 community volunteers to clean-up and beautify Richmond • Must include at least one (1) community clean-up and beautification event • Must begin on or after July 1, 2024 and be completed by April 30, 2025 • Ongoing projects are eligible, but funds may not be used to reimburse expenses incurred prior to July 1, 2024
EXAMPLES OF ELIGIBLE PROJECTS INCLUDE BUT ARE NOT LIMITED TO:
• Community clean-ups that take place in the public right-of-way, such as trash pickup, weed/wildfire fuel abatement, and/or pruning
• Ongoing maintenance, revitalization, or expansion of a community garden on a vacant lot or City of Richmond park (including Richmond Greenway)
• Creation of a new community garden
• Public art projects that incorporate volunteers into the installation process • Painting or graffiti abatement projects
• Ongoing maintenance, revitalization, or expansion of Little Free Libraries • Installation of new Little Free Libraries
• Providing front yard (publicly viewable) projects to seniors and individuals with disabilities
INELIGIBLE PROJECTS:
• Projects that do not primarily aim to improve environmental quality by engaging community volunteers to clean-up and beautify Richmond
• Projects that do not engage at least 10 community volunteers to clean-up and beautify Richmond • Projects that do not include at least one (1) community event during which physical clean-up and beautification occur
• Projects that begin before July 1, 2024 or end after April 30, 2025 • Semi-permanent and permanent projects that do not have a maintenance plan 1348
FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 6 of 12 EXAMPLES OF INELIGIBLE PROJECTS INCLUDE BUT ARE NOT LIMITED TO:
• Projects that primarily aim to provide literary arts or performing arts experiences. Performing and literary artists are encouraged to participate in the Neighborhood Public Arts Mini-Grant Program administered by the Arts and Culture Division.
• Public mosaic and mural art projects that do not involve any community volunteers in the installation process. Applicants interested in such projects are encouraged to participate in the Neighborhood Public Arts Mini-Grant Program administered by the Arts and Culture Division. • Providing repairs and upgrades inside a senior’s home • Providing backyard (not publicly viewable) projects to seniors and individuals with disabilities at no cost
• Online anti-littering campaigns that do not also include volunteer-based community events
ELIGIBLE USES OF GRANT FUNDS
Grants will be awarded to eligible projects as described in PROJECT ELIGIBILITY, with ELIGIBLE COSTS:
• Grant requests up to $10,000
• Project supplies and materials such as:
Snacks, refreshments, and food for volunteer community clean-up and beautification events Lumber, compost, seeds, seedlings, plants, stepping stones, hardware Tools to be used for long-term maintenance. Applicants are encouraged to utilize the Richmond Tool Library for short-term or one-time projects. Trash bags, gloves, safety vests
Paint, paint brushes, tarps
Flyers, banners, doorhangers, social media advertisements Participant incentives such as t-shirts
• Certain permits and fees, such as:
Road closures
Traffic control
Temporary food event permits
Special event permit fees and park rental fees may be waived for grantees • Insurance required to participate in the mini-grant program • Fiscal sponsorship fees, if applicable – up to 10% of your grant request • Administration fees for planning, managing, administering, and reporting on the mini-grant project – up to 10% of your grant request
• Professional and skilled direct services. Applicants are encouraged to leverage skilled volunteers to support their projects, but professional and skilled services may be hired for up to 30% of your grant request, eligible on a case-by-case basis. Examples include:
Artists
Landscaping company
Carpenters
Arborists
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 7 of 12
INELIGIBLE USES OF GRANT FUNDS
Grant funds may not be used for the following reasons:
• Ineligible projects
• Gift cards
• Stipends for volunteers
• Alcohol
• Snacks, refreshments, and food for project planning
• Fuel and mileage
• Repayment of existing debt or pre-existing tax liens or obligations • Legal, loan, or bank fees
• Subsidization of existing contracts
• Political campaigns or lobbying
• Advancement of certain sectarian, politically partisan, or religious projects (grant funds should be used for specific programs and not to advance the causes of any of the stated groups) • Fundraisers or other events not open to the general public • A project or program which is clearly intended for commercial gain • A project or program that occurs before or after the grant award period • Support of individuals
• For businesses established for personal benefit or profit • To support annual fund drives
• To fund an agency’s deficit or endowment
• To repay loans
• Indoor furniture. Certain outdoor furniture, such as picnic benches, to be used to enhance or create publicly accessible spaces may be eligible.
• Cell phones
• Bonuses
• For the direct support of religious activities. Secular activities offered to the Richmond community that is provided by religious organizations regardless of congregational membership or statements of belief may be eligible for grant funds.
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 8 of 12
APPLICATION SUBMISSION REQUIREMENTS
The Love Your Block Mini-Grant Application is available online at www.richmondloveyourblock.org.
Application packages must be submitted electronically through the online application portal at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024. E-mailed, mailed, faxed, or in-person applications will not be accepted. Applications must be submitted in a readable PDF or Word format (scanned files are not accepted), and budget proposals must be submitted in Excel format. Supplemental files may be submitted in non-readable formats.
The following materials must be submitted as part of a completed application packa ge by 11:59 pm on Friday, February 23, 2024 to be considered for funding (feel free to use this section as a checklist).:
• Completed application (all sections completed and questions answered) in readable PDF or Word format
• Completed budget proposal in Excel format
• Project site photo
• Proof of 501(c)3 status (Non-Profit Status Determination letter from the IRS)* • City of Richmond W-9 form*, if applicant does not have an active vendor number • Vendor Supplemental Questionnaire*, if applicant does not have an active vendor number • Signed Letter of Permission from property owner, if proposal takes place on private property o Exception to this can be made for projects such as senior front yard assistance that will involve outreach and identification of seniors in need. If the property owners have not been identified, applicants may submit an outreach letter template and describe how the outreach will be conducted.
• Signed agreement with a public agency, if proposal encroaches on non-City public property • Signed agreement between the organization and the fiscal sponsor, if applicable ITEMS MARKED WITH AN * MUST BE COMPLETED BY YOUR FISCAL SPONSOR IF YOU ARE USING ONE.
Note: City staff will confirm that the organization has filed the required document(s) in California and is authorized to carry out its business activities (California Secretary of State - https://bizfileonline.sos.ca.gov/search/business and California Department of Justice -
https://rct.doj.ca.gov/Verification/Web/Search.aspx?facility=Y). A pplications submitted by organizations not identified with “active” and “current” statuses may be disqualified.
Application packages that fail to include these documents or fail to meet eligibility requirements will be disqualified.
PAYMENT PROVISIONS
An initial advance payment of ninety percent (90%) of the total award amount will be advanced to all grantees in June and July 2024. The remaining ten percent (10%) will be reserved until the completion of the grant program, submission of a complete final report package, and approval of the final report package by City staff.
Unspent grant funds and funds used for ineligible costs must be returned to the City. 1351
FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 9 of 12
APPLICATION REVIEW & SCORING
The selection process is as follows:
1. City staff review applications for satisfaction of application and eligibility requirements. Only complete and eligible applications proceed to the next step.
2. Complete and eligible applications are forwarded to a review committee. The review committee consists of community volunteers. Applications will be evaluated and scored using the criteria listed below:
Proposed Project (Total: 10 Pts)
● Project will physically clean-up/beautify Richmond
● Primary purpose of the project is to improve environmental quality by engaging community volunteers to clean-up and beautify Richmond
● Clear description of proposed project
● Includes community events for physical clean-up and beautification by volunteers ● Project can realistically be completed by April 30, 2025 Neighborhood Engagement (Total: 10 Pts)
● Realistic metric goals
● Clear plan to recruit at least 10 volunteers to clean-up and beautify Richmond ● Clear plan to involve residents, community members, organizations, and/or businesses that live in or frequent the project area
● Utilizes a variety of community outreach methods
● Has received or will seek community input on elements of the project Proposed Budget (Total: 10 Pts)
● Budget items correspond to project proposal
● Budget is cost effective and reasonable for the project BONUS: Project Site (Total: 2 Pts)
● Project will take place in a City of Richmond park, including Richmond Greenway
3. Application scores will be averaged across review committee members. Funding is awarded based on the highest average scores. Proposals will be fully funded unless there is insufficient funding for the lowest-scoring awarded proposal, in which case partial funding will be awarded.
All scores are final. There is no grievance process.
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FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 10 of 12
GRANT REQUIREMENTS
If you are selected to receive a mini-grant, you will be required to:
• Sign and submit a Grant Award Agreement** by April 19, 2024 outlining terms and conditions of accepting the grant, which will include, but is not limited to:
Attending a grantee orientation in June 2024.
Taking and submitting before, during, and after photos of the project. Having all volunteers participating in the project sign the City of Richmond Liability and Waiver and providing the same to City of Richmond in the final report package. Obtaining additional approvals and/or permits from City departments, commissions, or City Council as necessary.
Maintaining records to show and account for use of grant funds, and submitting copies of all receipts, checks, or other payments made with the grant funds in the final report. Detailed requirements for payment records are included in the final budget report. Tagging City of Richmond social media accounts in social media content. Acknowledging the City of Richmond in all content using provided logos and mentioning City of Richmond in all media contacts associated with the project. Submitting a comprehensive final report package about your project that will include a questionnaire, metrics report, budget report, copies of all receipts, copies of all signed waivers, photos, and outreach materials.
• Provide proof of insurance as outlined in City of Richmond Insurance Requirements by April 19, 2024. Fiscal sponsors must have insurance that covers all actions of the sponsored organization/individual.
• Obtain a City of Richmond business license by April 19, 2024 if your mini-grant award exceeds five thousand dollars ($5,000.00), or if your entity makes more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year.
**If you are an organization utilizing a fiscal sponsor, your fiscal sponsor must sign the Grant Award Agreement, obtain a business license if applicable, and provide proof of insurance by these dates.
APPROVAL AND PERMIT REQUIREMENTS
Projects that include long-term or permanent improvements to City property may require the applicant to complete any or all of the following: submit and receive an approved Adopt-a-Spot Application; present to and receive approval from the Recreation and Parks Commission; and present to and receive approval from other City departments, commissions, or Richmond City Council.
Projects that include public art on City property only may be required to adhere to Public Art Policies in the City and present the concept design to the Public Arts Advisory Committee and/or Richmond Arts & Culture Commission for approval prior to installation.
Most organized volunteer events will require a Special Event Permit. Most organized volunteer events taking place in City parks will require a Special Event Permit and Park Rental. Permit application and rental fees may be waived for grantees.
Approvals and permits add considerable time to your project. Applicants are advised to contact Love Your Block before application submission to review the scope and any approval/permit requirements. 1353
FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 11 of 12
IMPORTANT DATES
IMPORTANT: PLEASE NOTE TIMEFRAMES FOR RECEIPT OF DOCUMENTS. FAILURE TO ADHERE TO THESE DEADLINES WILL RESULT IN FORFEITURE OF YOUR MINI-GRANT. ITEMS MARKED WITH AN * MUST BE SUBMITTED BY OR ON BEHALF OF YOUR FISCAL SPONSOR IF YOU ARE USING ONE.
Application Release Date Wednesday January 10, 2024
Deadline – Application, Budget Proposal, Site Photo, Proof of 501(c)3 Status*, W-9 Form*, Vendor Supplemental
Questionnaire*, Signed Letter of Permission from Property Owner, Fiscal Sponsorship Agreement*
11:59 pm, Friday February 23, 2024
E-mail Award Notification to Mini-Grantees Wednesday March 20, 2024 Deadline - Verbal/Written Acceptance of Mini-Grant Wednesday March 27, 2024 Mini-Grant Award Agreements, Requests for Business
Licenses and Insurance Distributed to Mini-Grantees
Beginning of April 2024
Deadline - Signed Mini-Grant Award Agreement*,
Business License*, and Insurance*
Friday April 19, 2024
Public Announcement of Mini-Grantees June 2024
Mandatory Grantee Orientation June 2024
Mini-Grant Funds (90%) Disbursed June/July 2024
Mini-Grant Term Begins/Activities and Expenditures Begin Monday July 1, 2024 Mini-Grant Activities and Expenditures End Wednesday April 30, 2025 Deadline – Completed Final Report Package Saturday May 31, 2025 Mini-Grant Funds (10%) Disbursed June/July 2025
GENERAL TERMS AND CONDITIONS
Background Checks: Organizations that provide services to youth or other vulnerable populations (elderly, people with disabilities, etc.) must require comprehensive background checks and fingerprinting of all employees and/or volunteers that work directly with youth or such other vulnerable populations.
Limitations: All facts and opinions stated herein are based upon available information and no representations or warranties are made with respect to their accuracy or completeness.
The application and the selection process shall in no way be deemed to create a binding contract, agreement, or offer of any kind between the City and the applicant organization. If the City selects a grantee pursuant to this RFA, any legal rights and obligations between the successful applicant, if any, and the City will come into existence only when a grant agreement is fully executed by the parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the grant agreement and any other documents specifically referred to in that grant agreement.
Each organization submitting applications in response to this RFA agrees that the preparation of all materials for submittal to the City are at the organization’s sole cost and expense, and the City shall not, under any circumstances, be responsible for any costs or expenses incurred by any candidate. In addition, each organization agrees that all documentation and materials submitted in response to this RFA shall remain the property of the City and may be used by the City for any reason whatsoever. In 1354
FY2023-2025 Love Your Block Mini-Grant Guidelines • Page 12 of 12 accordance with California law relating to access to public records, the City may be required to publicly disclose all submitted information and materials to third parties requesting such information.
Award: The City reserves the right to accept or reject any or all applications, to alter the selection process in any way, to postpone the selection process for its own convenience at any time for any reason whatsoever, to waive any defects in any application, to issue a new RFA at any time, or to provide a grant to any organization it deems appropriate in its sole and absolute discretion within or outside of the RFA evaluation process. City reserves the right to terminate a grant agreement within ten (10) days without cause. All materials submitted become the property of the City and will not be returned. Funds awarded are public funds and any information submitted or generated is subject to public disclosure requirements, including the Public Records Act.
Federal, State and Local Laws: As part of the RFA process, the selected grantee will be required to comply with all applicable federal, state and local laws, including the City of Richmond’s Nondiscrimination Ordinance (Chapter 2.28), Business Opportunity Ordinance (Chapter 2.50), Local Employment Program Ordinance (Chapter 2.56), and Living Wage Ordinance (Chapter 2.60), if applicable. Please contact the City Attorney’s office for further information regarding the above requirements.
APPLICATION ASSISTANCE AND QUESTIONS
For inquiries or clarification regarding this program or application, please contact Love Your Block, Community Services Department, Recreation Division at [email protected] or 510-620-6563.
Office hours are highly recommended to assist you with your application. Love Your Block staff can review your application, budget, and documents to ensure they pass the eligibility phase. Applicants are encouraged to visit the Love Your Block website at www.richmondloveyourblock.org to self-schedule office hours with Love Your Block staff.
Frequently Asked Questions (FAQ) will also be posted to the Love Your Block website on a rolling basis. 1355
1 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
FY2023-2025 Love Your Block Mini-Grant Application
HANDWRITTEN APPLICATIONS WILL NOT BE CONSIDERED.
APPLICATION PACKAGE DEADLINE: 11:59 PM ON FRIDAY, FEBRUARY 23, 2024 SECTION 1: APPLICANT INFORMATION
Please select your applicant type:
☐ Organization utilizing a non-profit 501(c)3 fiscal sponsor – must complete Sections 1, 2, 3, 4, 5, 6 ☐ Non-profit organization with 501(c)3 status – must complete Sections 1, 3, 4, 5, 6 Organization Name: Organization Name
Organization Address: Address, City, State, Zip
Executive Director First Name: First Name Executive Director Last Name: Last Name Executive Director Phone: Phone Executive Director E-mail: E-mail Project Manager First Name: First Name Project Manager Last Name: Last Name Project Manager Phone: Phone Project Manager E-mail: E-mail SECTION 2: FISCAL SPONSOR INFORMATION
LEAVE THIS SECTION BLANK IF YOUR APPLICANT TYPE IS “NON-PROFIT ORGANIZATION WITH 501(C)3 STATUS”.
Note: Please review the Mini-Grant Information prior to beginning your application to fully understand the documents your fiscal sponsor will need to provide and documentation deadlines your fiscal sponsor will need to follow.
Fiscal Sponsor Organization Name: Fiscal Sponsor Organization Name Executive Director First Name: First Name Executive Director Last Name: Last Name Organization Address: Address, City, State, Zip
Phone: Phone E-mail: E-mail
SECTION 3: PROJECT DESCRIPTION
Project Title: Project Title
Project Summary (100 words or less):
Enter text
Project Budget: Project Budget
Grant Amount Requested (up to $10,000): Amount Requested Project Start Date (must be July 1, 2024 or later): Click here to select a date.
Project End Date (must be April 30, 2025 or earlier): Click here to select a date. 1356
2 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
Project Site Address: Address, City
Is the Project Site…
• A City of Richmond Park or Trail (i.e. Richmond Greenway)? Select Yes or No • Accessible or viewable by the public? Select Yes or No If “No”, your project is ineligible.
• Within the boundaries of the City of Richmond? Select Yes or No If “No”, your project is ineligible.
• Encroaching on property of a public agency other than City of Richmond (i.e. CalTrans, BART)? Select Yes or No
If “Yes”, you must submit proof of a pre-existing agreement with the agency or your application will be disqualified.
• On private property? Select Yes or No
If “Yes”, you must submit a signed Letter of Permission from the property owner authorizing the project.
If your organization owns the property, you must still submit a letter.
How many volunteer community events will be part of your project? # of community events When do you plan to hold your community events? Approximate dates of community events Describe your Love Your Block Mini-Grant project proposal. Be sure to include the details of your community events.
Enter text
What is the overall goal of your Love Your Block Mini-Grant project? Enter text
What metrics/data will you gather to show the impact of your project? List at least 3. 1357
3 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
Enter text
SECTION 4: VOLUNTEER & NEIGHBORHOOD ENGAGEMENT
List any individuals or entities you will be partnering with for this mini-grant and provide their role.
Enter text
How many volunteers will be recruited for your project? # of volunteers What will be the role of volunteers in your project?
Enter text
What community input have you received that is included in your proposal? If you have not received any community input yet, describe how you will seek community input prior to project implementation.
Enter text
How will you involve resident volunteers, community members, organizations, and/or businesses that live in or frequent the project area?
Enter text
What community outreach methods will you use to recruit volunteers for and publicize your project? Enter text
SECTION 5: BUDGET
Complete your budget proposal using the provided Excel template and submit it with your application.
SECTION 6: ACKNOWLEDGMENT
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4 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
By submitting this application, the applicant acknowledges the following:
• Applicant has thoroughly read and understands the Love Your Block Mini-Grant Guidelines, Love Your Block Mini-Grant application questions, and the City of Richmond and Community Services Department requirements.
• All questions contained in the application have been answered and the following required documents are included as part of the application packet (check all boxes):
☐ Completed application (all sections completed and questions answered) in readable PDF or Word format (scanned files are not accepted)
☐ Budget proposal in Excel format
☐ Project site photo showing current condition of the project site ☐ Proof of 501(c)(3) status (Non-Profit Status Determination letter from the IRS) • The following documents are included in the application packet as needed (check applicable boxes):
☐ City of Richmond W-9 form for the 501(c)3 organization if the applicant does not have an active vendor number with the City of Richmond
☐ Vendor Supplemental Questionnaire if the applicant does not have an active vendor number with the City of Richmond
☐ Signed Letter of Permission from property owner, if proposal takes place on private property ☐ Signed agreement with a public agency, if proposal encroaches on non-City public property ☐ Signed agreement between the organization and the fiscal sponsor, if applicable • Applicant’s organization will obtain comprehensive background checks and/or finger printing of all employees and/or volunteers that work directly with youth or such other vulnerable populations. (For applicable organizations requesting funds to support an existing or new youth program and/or program that works with other vulnerable populations); and
• The information included as part of this application is true and accurate.
Applicant Name Organization Name
Applicant Name (Type) Organization Name
Click to enter a date
Date
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SECTION 5: BUDGET
Item # Item or Category Description/Purpose of Item Cost Quantity Total Cost 1 -$ 0 - $
2 -$ 0 - $
3 -$ 0 - $
4 -$ 0 - $
5 -$ 0 - $
6 -$ 0 - $
7 -$ 0 - $
8 -$ 0 - $
9 -$ 0 - $
10 -$ 0 - $
11 -$ 0 - $
12 -$ 0 - $
13 -$ 0 - $
14 -$ 0 - $
15 -$ 0 - $
16 -$ 0 - $
17 -$ 0 - $
18 -$ 0 - $
19 -$ 0 - $
20 -$ 0 - $
Total Amount Requested: - $
Complete the budget form below. Be as detailed as possible. Thoroughly review the Mini-Grant Guidelines for information on eligible and ineligible costs, and contact Love Your Block staff if you have any questions. Ineligible expenses will result in disqualification. Line item categories with lump sum estimates are accepted. Round, even numbers are preferred. Click on the "Sample Budget" tab below to see a sample budget for a small planter box project. 1360
Upload all documents to provided Google Folder and e-mail [email protected] by May 31, 2025.
FY 2023-2025 Love Your Block Mini-Grant Final Report
First Name: First Name Last Name: Last Name
Organization Name: Organization Name Date of Report: Click to enter a date Grant Start Date: Click to enter a date Grant End Date: Click to enter a date SECTION 1: PROJECT REPORT
1. Please summarize your original Love Your Block Mini-Grant project proposal and goal.
Enter text
2. Did you complete your original project proposal and goal? What changed? Enter text
3. What dates did you hold your community events, and how many volunteers attended each event? Enter text
4. Describe the final outcome of your project.
Enter text
5. Comment on additional outcomes not directly associated with the project’s objectives (e.g. partnerships formed, additional funding support gained).
Enter text
6. How did you conduct outreach and publicity?
Enter text
7. How did your Love Your Block Mini-Grant impact the Richmond community? Enter text
8. How did volunteers serve the community through your Love Your Block Mini-Grant? Enter text
9. What challenges did you encounter?
Enter text
10. What lessons did you learn through the Love Your Block Mini-Grant program? Enter text
11. What suggestions do you have to offer to improve the Love Your Block Mini-Grant program? Enter text
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Upload all documents to provided Google Folder and e-mail [email protected] by May 31, 2025.
SECTION 2: METRICS REPORT
Please complete the metrics report form below. If you do not know the exact numbers, enter your best estimate. You may also enter other metrics you collected at the bottom of the form.
Metric Unit of Measurement
Trash Bags Filled bags filled
Litter Removed pounds removed
Community Events created
Trees Planted trees planted
Trees/Shrubs Pruned trees/shrubs pruned
Art Displays Created art displayed created
Lot Clean-Ups lot clean-ups held
Park Clean-Ups park clean-ups held
Street/Sidewalk Clean-Ups streets/sidewalks clean-ups held Volunteers Recruited recruited
Hours of Volunteer Service total hours served (# volunteers x # hours) Gardens Created created
Gardens Revitalized revitalized
Seeds/Plants Planted seeds/plants planted
Square Footage of Plants Planted square feet
Square Footage of Space Painted square feet
Residents Reached (via fliers, social media) residents reached Other: Enter custom metric Enter custom metric
Other: Enter custom metric Enter custom metric
Other: Enter custom metric Enter custom metric
Other: Enter custom metric Enter custom metric
Other: Enter custom metric Enter custom metric
Other: Enter custom metric Enter custom metric
Other: Enter custom metric Enter custom metric
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Upload all documents to provided Google Folder and e-mail [email protected] by May 31, 2025.
SECTION 3: BUDGET REPORT
Complete your budget report using the provided Excel template and submit it with your final report package.
Detailed instructions are provided in the template.
SECTION 4: ADDITIONAL ATTACHMENTS REQUIRED
Please upload the following along with your Final Report to your personalized Google Drive folder sent to you by City staff. Final Reports that do not include the below are considered incomplete. ☐ Copies of all receipts, checks, and other payments made with the grant funds uploaded to the “RECEIPTS” subfolder.
• Combine receipts, checks, and other payment records into one PDF document. • Review “SECTION 3: BUDGET REPORT INSTRUCTIONS” in the budget report template on how to organize and label your payment records and to ensure your payment records meet all requirements. ☐ Copies of all signed City of Richmond Liability and Waivers from the project uploaded to the “WAIVERS” subfolder.
• Combine your signed waivers into one PDF document per event. If you held 3 events, you should submit 3 PDF documents.
☐ Individual files (PNG or JPG only) of before, during, and after photos of your project site uploaded to the “PHOTOS” subfolder.
• Among your photos, include unobstructed before and after photos from the same angle to show the transformation of the project site(s).
• Videos are not required but recommended!
☐ Files for all outreach and publicity materials uploaded to the “PUBLICITY” subfolder. • Examples include, but are not limited to: press releases, news articles, news/television appearances, brochures, announcements, flyers, manuals, reports, social media graphics, t-shirts, banners, etc. • Materials may be checked for compliance with the publicity requirements of the mini-grant agreement.
• Web links are also acceptable for materials such as news articles and social media posts. If sending web links, they may be pasted below.
In this space, you may enter web links to outreach and publicity materials. Otherwise, please upload them to the designated “PUBLICITY” Google Drive folder.
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Love Your Block Mini-Grant Final Report
SECTION 3: BUDGET REPORT INSTRUCTIONS
Requirements for Payment Records
A. All payment records must be legible (including vendor/store name), itemized, dated between July 1, 2024 and April 30, 2025, and correspond to your approved grant budget.
B. All payment records must correspond to your approved grant budget and grant agreement contract.
C. Partially billed payment records for labor, stipends, or services will be accepted.
D. All other partially billed payment records will be rejected.
How to Prepare Your Payment Records
E. Organize your payment records by date.
F. Clearly label each payment record with a number. The earliest dated payment record will be labeled with 1, and the last payme nt record will be the highest number G. If your payment record is multiple pages long, you will still label it with the same payment record number .
H. Scan and/or merge all of your payment records into one PDF file for your final report package.
Attachments Required for Administrative Costs
I. There is a limit of 10% of your awarded grant that you can bill to the grant for administrative costs. Any costs in excess of 10% that are billed to the grant will be rejected.
J. At least two pieces of documentation are required:
K. 1. An invoice showing staff names, rate, and hours being billed to the grant .
L. 2. Timesheets and activity logs OR payroll records for staff on the invoice .
M. If you are paying an independent contractor for the administrative costs, then follow the instructions for Attachments Required for Labor, Stipends, or Services (Rows N through T).
Attachments Required for Labor, Stipends, or Services
N. There is a limit of 30% of your awarded grant that you can bill to the grant for labor, stipends, or services. Any costs in excess of 30% that are billed to the grant will be rejected.
O. At least two pieces of documentation are required:
P. 1. An itemized invoice showing the name, description of the services, date(s) services were provided .
Q. 2 . Proof of payment such as a canceled check.
R. Services must be completed between July 1, 2024 and April 30, 2025. Invoices may be dated through May 31, 2025 for services c ompleted between July 1, 2024 and April 30, 2025 .
S. Payments for services completed prior to July 1, 2024 or after April 30, 2024 will be rejected.
T Proof of payment may be dated through May 31, 2025 for services rendered before April 30, 2025 .
Attachments Required for Fiscal Sponsorship Fees
U. There is a limit of 10% of your awarded grant that you can bill to the grant for fiscal sponsorship fees. Any costs in excess of 10% that are billed to the grant will be rejected.
V. Submit an invoice from your fiscal sponsor for the fiscal sponsorship fee, dated between July 1, 2024 and May 31, 2025 .
How to Fill Out the Budget Report
W. Enter your payment record numbers in order in Column A: Record #. This will allow staff to easily reference a payment record if we have any questions or concerns as we review them X. Enter the date of the purchase in Column B: Date.
Y. Enter a brief description of what you paid for in Column C: Description .
Z. Enter the amount in Column D: Cost.
AA. Your total cost will automatically calculate.
AB. You will not be filling in any of the grey or blue cells .
AC. If you have more than 50 payment records, you may need to complete a second form .
AD. Submit this document in Excel format as part of your final report package. 1364
SECTION 3: BUDGET REPORT
Record # Date Description Cost Approved Cost City of Richmond Comments 1 -$
2 -$
3 -$
4 -$
5 -$
6 -$
7 -$
8 -$
9 -$
10 -$
11 -$
12 -$
13 -$
14 -$
15 -$
16 -$
17 -$
18 -$
19 -$
20 -$
21 -$
22 -$
23 -$
24 -$
25 -$
26 -$
27 -$
28 -$
29 -$
30 -$
31 -$
32 -$
33 -$
34 -$
35 -$
36 -$
37 -$
38 -$
39 -$
40 -$
41 -$
42 -$
43 -$
44 -$
45 -$
46 -$
47 -$
48 -$
49 -$
50 -$
TOTAL: -$ - $
GRANT BUDGET: -$ -$
AVAILABLE: -$ - $
AMOUNT PAID UPFRONT (90%): -$
TOTAL APPROVED EXPENDITURES: -$
AMOUNT TO BE RETURNED: -$
FILL OUT THE BUDGET REPORT:
1. Enter your payment record numbers in order in Column A: Record # . This will allow staff to easily reference a payment record if we have any questions or concerns as we review them.
2. Enter the date of the purchase in Column B: Date.
3. Enter a brief description of what you paid for in Column C: Description.
4. Enter the amount you are billing to the grant in Column D: Cost.
5. Your total cost will automatically calculate.
6. You will not be filling in any of the grey or blue cells.
7. If you have more than 50 payment records, you may need to complete a second form.
8. Submit this document in Excel format as part of your final report package. 1365
3230 Macdonald Ave, Richmond, CA 94804-3012
Telephone: (510) 620-6793 • Fax: (510) 620-6583 • www.richca-communityservices.org
COMMUNITY SERVICES DEPARTMENT
Department: Community Services - Recreation Project Manager: Stephanie Ny Project Manager E-mail:
[email protected]
Project Manager Phone No.:
510-620-6563
PR No: Vendor No: P.O./Contract No:
Grant Program: FY 2023-2025 Love Your Block Mini-Grant
Project Name:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: E-mail:
Business License No: Expiration Date:
Grant Term: July 1, 2024 – June 30, 2025 Grant Award:
Date
D
ear «Name/Company»,
C
ongratulations! We are pleased to inform you that your project has been selected for a Love Your Block Mini-Grant in the amount of $«Amount».
Th
is letter outlines the terms and conditions of accepting the grant. Please read this letter carefully, sign and return this signed award agreement by no later than 5 p.m., Friday, April 19, 2024. If you are an organization utilizing a fiscal sponsor, this grant agreement must be read and signed by the Executive Director of the fiscal sponsor organization.
O
ur offer of this grant is subject to your agreement to:
1. Use the grant funds only as specified in the approved grant proposal. Written approval must be received for budget adjustments.
2. Expend grant funds only during the grant activities term of July 1, 2024 through April 30, 2025.
The only authorized uses of funds prior to the grant activities term are a business license if re
quired due to your grant award and insurance related to this grant award required by Attachment D. Authorization shall automatically be granted provided that the grantee meets all r
equired deadlines specified in this agreement.
3. Maintain your records to show and account for the uses of grant funds, and submit copies of all r
eceipts, checks and other payments made with the grant funds in the Final Report.
4. Allow City of Richmond access to records to verify grant expenditures and activities at any time during or after the grant term.
5. Provide written acknowledgment of receipt of grant fund payment. 1366
3230 Macdonald Ave, Richmond, CA 94804-3012
Telephone: (510) 620-6793 • Fax: (510) 620-6583 • www.richca-communityservices.org
COMMUNITY SERVICES DEPARTMENT
6. Repay any portion of the funds not used for the specified purposes.
7. Refrain from use of the funds for any purpose prohibited by law or not set forth in grant agreement and guidelines.
8. Cooperate with any efforts of City of Richmond to publicize the grant award.
9. Comply with reasonable requests for information about mini-grant activities.
10. Obtain additional approvals and/or permits from City departments, commissions, or City Council as necessary, to be determined by City of Richmond upon execution of this grant agreement.
11. Take and submit before, during, and after photos of the project and authorize the City of Richmond to utilize and publish the same.
12. Have all volunteers participating in the project sign the City of Richmond Liability and Waiver prior to their performing any services related to the project and provide copies of the same to the City in the Final Report package.
13. Attend a grantee orientation in June 2024, date and time to be determined.
14. No later than 5 p.m., Friday, April 19, 2024, obtain or show proof of a City of Richmond business license if your mini-grant award exceeds five thousand dollars ($5,000.00), or if your entity makes more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year.
15. No later than 5 p.m., Friday, April 19, 2024, provide proof of insurance as set forth in Attachment D, Insurance Requirements for Vendors, Suppliers, Small Grant Recipients and Non- profit Organizations, which is attached hereto and incorporated herein by this reference.
PUBLICITY
The grantee shall include “Funded by a Love Your Block Mini-Grant from the City of Richmond City Manager’s Office, Economic Development and Community Services Department” in all content created regarding the project, including but not limited to press releases, news conferences, other media contacts, brochures, announcements, flyers, manuals, reports, etc. The grantee shall additionally utilize all provided logos in all design materials such as brochures, flyers, social media graphics, t-shirts, banners, etc. The grantee shall also tag all of the following City of Richmond social media accounts (@richmondcsd and @richmondloveyourblock on Instagram and Facebook; @RichmondEH on Facebook) in social media content. Public artwork must provide credit to the funding source with, “Funded by Love Your Block and City of Richmond”.
FINAL REPORT
A complete Final Report package for the project shall be e-mailed to [email protected] no later than 5 p.m. May 31, 2025. A complete Final Report package is defined as a Final Report with all fields and questions completed, Metrics Report and Budget Report completed, and additional attachments provided in correct formats including copies of all receipts, checks and other payments made with the grant funds; copies of all signed City of Richmond Liability and Waivers for the project; files of before, during, and after photos of the project site; and files for or web links to outreach and publicity materials developed for the project. An incomplete Final Report package is a breach of the terms and conditions of this grant agreement.
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3230 Macdonald Ave, Richmond, CA 94804-3012
Telephone: (510) 620-6793 • Fax: (510) 620-6583 • www.richca-communityservices.org
COMMUNITY SERVICES DEPARTMENT
PAYMENT TIMELINE
90% of awarded funds shall be disbursed in June and July 2024. 10% of awarded funds shall be disbursed by in June and July 2024 upon grantee completion of the project and grantee submission of a completed Final Report package. The City of Richmond will review the Final Report package to verify the Final Report is considered complete.
RIGHTS TO MODIFY OR REVOKE
The City of Richmond reserves the right to discontinue, modify, or withhold any payments to be made under this grant award or to require a total or partial refund of any grant funds if, in the City of Richmond’s sole discretion, such action is necessary: (1) because you have not fully complied with the terms and conditions of this grant; (2) to protect the purpose and objectives of the grant or any other charitable activities of the City; or (3) to comply with the requirements of any law or regulation applicable to you, the City or this grant.
If the City of Richmond does not receive the required documents specified in this agreement by 5 p.m., April 19, 2024, this grant may be revoked. If the grantee agrees to these terms, please have the Executive Director sign and return one copy of this letter. We appreciate being able to assist you with your efforts.
ACCEPTED AND AGREED TO:
Organization Name Date
(Fiscal Sponsor of Applicant, if applicable)
Executive Director (PRINT) Executive Director (SIGNATURE)
CITY OF RICHMOND:
Deputy Director of Community Services-Recreation Date
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3230 Macdonald Ave, Richmond, CA 94804-3012
Telephone: (510) 620-6793 • Fax: (510) 620-6583 • www.richca-communityservices.org
COMMUNITY SERVICES DEPARTMENT
Attachment A – Scope of Work
The GRANTEE’s approved grant application is attached hereto and incorporated herein by this reference.
The Love Your Block Final Report template is attached hereto and incorporated herein by this reference.
The City will inform the GRANTEE of any changes made to the Final Report template during the grant term.
1369
1 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
FY2023-2025 Love Your Block Mini-Grant Application
HANDWRITTEN APPLICATIONS WILL NOT BE CONSIDERED.
APPLICATION PACKAGE DEADLINE: 11:59 PM ON FRIDAY, FEBRUARY 23, 2024 SECTION 1: APPLICANT INFORMATION
Please select your applicant type:
☐ Organization utilizing a non-profit 501(c)3 fiscal sponsor – must complete Sections 1, 2, 3, 4, 5, 6 ☐ Non-profit organization with 501(c)3 status – must complete Sections 1, 3, 4, 5, 6 Organization Name: Organization Name
Organization A ddress: Address, City, State, Zip
Executive Director First Name: First Name Ex ecutive Director Last Name: Last Name Executive Director Phone: Phone Executive Director E-mail: E-mail Project Manager First Name: First Name Project Manager Last Name: Last Name Project Manager Phone: Phone Project Manager E-mail: E-mail SECTION 2: FISCAL SPONSOR INFORMATION
LEAVE THIS SECTION BLANK IF YOUR APPLICANT TYPE IS “NON-PROFIT ORGANIZATION WITH 501(C)3 STATUS”.
Note: Please review the Mini-Grant Information prior to beginning your application to fully understand the documents your fiscal sponsor will need to provide and documentation deadlines your fiscal sponsor will need to follow.
Fiscal Sponsor Organization Name: Fiscal Sponsor Organization Name Executive Director First Name: First Name Executive Director Last Name: Last Name Organization Address: Address, City, State, Zip
Phone: Phone E-mail: E-mail
SECTION 3: PROJECT DESCRIPTION
Project Title: Project Title
Project Summary (100 words or less):
Enter text
Pr
oject Budget: Project Budget
Grant Amount Requested (up to $10,000): Amount Requested Project Start Date (must be July 1, 2024 or later): Click here to select a date.
Project End Date (must be April 30, 2025 or earlier): Click here to select a date.
Attachment A
1370
2 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
Project Site Address: Address, City
Is the Project Site…
• A City of Richmond Park or Trail (i.e. Richmond Greenway)? Select Yes or No • Accessible or viewable by the public? Select Yes or No If “No”, your project is ineligible.
• Within the boundaries of the City of Richmond? Select Yes or No If “No”, your project is ineligible.
• Encroaching on property of a public agency other than City of Richmond (i.e. CalTrans, BART)? Select Yes or No
If “Yes”, you must submit proof of a pre-existing agreement with the agency or your application will be disqualified.
• On private property? Select Yes or No
If “Yes”, you must submit a signed Letter of Permission from the property owner authorizing the project.
If your organization owns the property, you must still submit a letter.
H
ow many volunteer community events will be part of your project? # of community events When do you plan to hold your community events? Approximate dates of community events Describe your Love Your Block Mini-Grant project proposal. Be sure to include the details of your community events.
Enter text
W
hat is the overall goal of your Love Your Block Mini-Grant project? Enter text
W
hat metrics/data will you gather to show the impact of your project? List at least 3. 1371
3 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
Enter text
S
ECTION 4: VOLUNTEER & NEIGHBORHOOD ENGAGEMENT
List any individuals or entities you will be partnering with for this mini-grant and provide their role.
Enter text
H
ow many volunteers will be recruited for your project? # of volunteers What will be the role of volunteers in your project?
Enter text
W
hat community input have you received that is included in your proposal? If you have not received any community input yet, describe how you will seek community input prior to project implementation.
Enter text
H
ow will you involve resident volunteers, community members, organizations, and/or businesses that live in or frequent the project area?
Enter text
W
hat community outreach methods will you use to recruit volunteers for and publicize your project? Enter text
SECTION 5: BUDGET
Complete your budget proposal using the provided Excel template and submit it with your application.
SECTION 6: ACKNOWLEDGMENT
1372
4 Submit your completed application package online at www.richmondloveyourblock.org by 11:59 pm on Friday, February 23, 2024.
E-mailed applications will NOT be accepted.
Questions? E-mail [email protected], call 510-620-6563, or visit www.richmondloveyourblock.org.
By submitting this application, the applicant acknowledges the following:
• Applicant has thoroughly read and understands the Love Your Block Mini-Grant Guidelines, Love Your Block Mini-Grant application questions, and the City of Richmond and Community Services Department requirements.
• All questions contained in the application have been answered and the following required documents are included as part of the application packet (check all boxes):
☐ Completed application (all sections completed and questions answered) in readable PDF or Word format (scanned files are not accepted)
☐ Budget proposal in Excel format
☐ Project site photo showing current condition of the project site ☐ Proof of 501(c)(3) status (Non-Profit Status Determination letter from the IRS) • The following documents are included in the application packet as needed (check applicable boxes):
☐ City of Richmond W-9 form for the 501(c)3 organization if the applicant does not have an active vendor number with the City of Richmond
☐ Vendor Supplemental Questionnaire if the applicant does not have an active vendor number with the City of Richmond
☐ Signed Letter of Permission from property owner, if proposal takes place on private property ☐ Signed agreement with a public agency, if proposal encroaches on non-City public property ☐ Signed agreement between the organization and the fiscal sponsor, if applicabl e
• A
pplicant’s organization will obtain comprehensive background checks and/or finger printing of all employees and/or volunteers that work directly with youth or such other vulnerable populations. (For applicable organizations requesting funds to support an existing or new youth program and/or program that works with other vulnerable populations); and
• The information included as part of this application is true and accurate.
Applicant Name Organization Name
Applicant Name (Type) Organization Name
Click to enter a date
Date
1373
SECTION 5: BUDGET
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Complete the budget form below. Be as detailed as possible. Thoroughly review the Mini-Grant Guidelines for information on eligible and ineligible costs, and contact Love Your Block staff if you have any questions. Ineligible expenses will result in disqualification. Line item categories with lump sum estimates are accepted. Round, even numbers are preferred. Click on the "Sample Budget" tab below to see a sample budget for a small planter box project. 1374
3230 Macdonald Ave, Richmond, CA 94804-3012
Telephone: (510) 620-6793 • Fax: (510) 620-6583 • www.richca-communityservices.org
COMMUNITY SERVICES DEPARTMENT
Attachment B – Supplemental Conditions
1. It is expressly agreed that the grantee is to perform the services described herein as an independent organization pursuant to California Labor Code Section 3353, under the control of the City as to the result of grantees work only but not as to the means by which such result is accomplished. Nothin g
c
ontained herein shall in any way be construed to make the grantee or any of its agents or em
ployees, an agent, employee or representative of the City. The grantee shall be entirely responsible for the compensation of any assistants and/or employees used by the grantee in providing said services.
2. This grant shall automatically terminate when the total accumulated compensation granted to the grantee under this grant reaches the amount of the grant set forth in the first paragraph of the grant award letter. The City shall not be responsible for compensating the grantee for any amounts in excess of the grant award.
3. Either the City or the grantee may cancel this grant at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the grantee shall return any portion of the grant funds not used.
4. The grantee shall not assign this grant, or any part thereof, or any right of the grantee hereunder wi
thout the prior written consent of the City at the City’s sole and absolute discretion.
5. The grantee shall indemnify, defend and hold the City harmless from and against all claims, demands and causes of action for injury, death or damage to any person or property which may arise or result from the grantee's performance of the activities funded by the grant or from acts o r
o
missions of any person(s) employed by the grantee.
6. The grantee agrees to observe all applicable laws including, but not limited to, the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond obligating every contractor or subcontractor under a contract or subcontract to the City of Richmond for public works or for goods or service to refrain from discriminatory employment practices on the basis of the race, color, sex, sexual orientation, gender identity, religious creed, national origin or ancestry of any employee of, or applicant for employment with, such contractor or subcontractor.
7. Pursuant to Chapter 7.04 and Section 7.04.160 (f) of the Municipal Code of the City of Richmond, if th
is grant does not exceed five thousand dollars ($5,000.00) and if the grantee does not make more t
han five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the grantee shall be exempt from obtaining a City of Richmond business license.
8. If this grant does exceed five thousand dollars ($5,000.00), or if the grantee does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City o f
R
ichmond business license shall be obtained before any payment under this grant shall be authorized and the business license must be kept current during the term of this grant. 1375
3230 Macdonald Ave, Richmond, CA 94804-3012
Telephone: (510) 620-6793 • Fax: (510) 620-6583 • www.richca-communityservices.org
COMMUNITY SERVICES DEPARTMENT
Attachment C – Special Conditions
GRANTEE shall adhere to the Love Your Block Mini-Grant Guidelines which are attached hereto and incorporated herein by this reference.
GRANTEE shall obtain and maintain an “Active” status in the California Secretary of State Business Search. No funds shall be disbursed to GRANTEE if the status is not “Active”.
GRANTEE shall obtain and maintain an “Current” status in the State of California Department of Justice, Attorney General’s Registry of Charitable Trusts Search. No funds shall be disbursed to GRANTEE if the status is not “Current”.
The Supplemental Conditions of the Short Form Contract are hereby amended to include the following modifications:
Sanctuary City Contracting Ordinance (SCCO) -- The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division o f
t
he United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto, prior to the execution of this Agreement. 1376
Attachment C
1377
1378
1379
CITY OF RICHMOND
Sanctuary City Compliance Statement
The undersigned, an authorized agent of (hereafter
"Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12 -18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”). Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor understands the meaning of the following terms used in the SCCO:
a. "Data Broker” means either of the following:
i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;
ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.
Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.
By executing this Statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.
Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed this day of , 20 , at , California.
Printed Name: Title:
Signed: Date:
Business Entity:
Vendor SCCO Compliance Statement (Augt2020)
1380
3230 Macdonald Ave, Richmond, CA 94804-3012
Telephone: (510) 620-6793 • Fax: (510) 620-6583 • www.richca-communityservices.org
COMMUNITY SERVICES DEPARTMENT
Attachment D – Insurance Provisions
During the entire term of this grant and any extension or modification thereof, the GRANTEE shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference. 1381
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will be conducting business and/or providing services to the City of Richmond (City), or will be awarded City of Richmond (City) funds to provide programs or services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.
CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001)
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation insurance as required by the State of California including Employer’s Liability (for CONTRACTOR’s with employees);
5. Original and Separate Waiver of Subrogation for Workers’ Compensation Insurance.
6. Fidelity Bond/Crime Coverage – in an amount stipulated by City depending upon scope of contract.
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self-Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” located at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
General Liability
(primary and excess limits
combined)
$2,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate).
Policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the CONTRACTOR, its personnel, agents or subcontractors.
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Attachment D
1382
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 2 of 3
Revised: September 2011
Automobile Liability (If auto is
used.)
$1,000,000 per occurrence for bodily injury and property damage.
Fidelity Bond/Crime Coverage
(Applies if receiving City
funds.)
In an amount stipulated by City depending upon the scope of Contract. (Usually based upon the amount of money the Contractor is handling that could be embezzled over a period of time.)
Required Policy Conditions
Additional Insured Endorsement
Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE ENDORSEMENT can be found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance providing coverage during the life of this contract.
SAMPLE ENDORSEMENT can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the contractor shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self- insured retention for each loss.
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
1383
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 3 of 3
Revised: September 2011
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin.
The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
1384
December 19, 2023
Library and Community Services
Employment & Training
DATE: December 19, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager - Community
Services
Tamara Walker, Deputy Director of Community Services,
Employment and Training Division
Subject:
Sole-Source Contract with Oakland Private Industry
Council to Serve as the RichmondWORKS Program
Contracting/Vendor Pay Agent
FINANCIAL IMPACT: E&T has budgeted for the training funds in its Operating Expenses Budget to be allocated for Individual Training Accounts (ITAs). All expenditures associated with this program are grant-funded from various program account
allocations and will be reimbursed to the City, quarterly.
Specific account strings are listed in the Discussion
section below.
PREVIOUS COUNCIL
ACTION:
November 10, 2020; May 18, 2021; March 1, 2022
STATEMENT OF THE
ISSUE:
The Employment and Training Division of Community
Services is seeking to execute a sole-source contract
with the Oakland Private Industry Council (OPIC) to allow OPIC to serve as the Contracting/Vendor Pay Agent and
Employer of Record for the RichmondWORKS,
Workforce Innovation and Opportunity Act (WIOA), and
other grant-funded programs.
AGENDA
REPORT
1385
December 19, 2023
RECOMMENDED ACTION:
APPROVE a sole-source contract with the Oakland
Private Industry Council, in an amount not to exceed
$579,909.38, to provide additional services as the
Contracting/Vendor Pay Agent for RichmondWORKS,
Workforce Innovation and Opportunity Act (WIOA), and
other grant-funded program participants in the form of
Individual Training Accounts (ITAs) and On-the-Job
Training (OJT) contracts, through June 30, 2025 –
Community Services Department, Employment and
Training Division – (LaShonda White 510-620-6828/
Tamara Walker 510-307-8006).
DISCUSSION:
The Individual Training Account (ITA) and On-the-Job (OJT) process developed by the Oakland Private Industry Council (OPIC) allows the Employment & Training Division to cover the cost of classroom and skills training for Richmond residents in an effective manner with minimal delays. OPIC, a non-profit 501(c)(3) organization, has served as the fiscal agent for the four Workforce Development Boards (WDB) in the East Bay region since 1998. The coordination and consolidation of the processing of ITAs for the WDB East Bay regional consortium serves as a statewide model for efficiency.
On December 6, 2022, the Richmond City Council authorized a contract between Employment and Training and OPIC, in an amount not to exceed $371,473.80, to serve as the contracting/pay agent through June 30, 2023. In addition, the contract included a 10 percent administrative fee for services rendered. The previous OPIC contract expired June 30, 2023, and unspent funds have been recaptured and allocated to the FY 2023- 24 budget; a practice used by workforce development boards. The previous contract was established based on Alameda County Workforce Development Board’s Request for Proposal (RFP) process and contract in alignment with the City of Richmond’s Piggyback policy. OPIC was the only vendor that responded to Alameda’s RFP.
E&T is requesting approval to enter into a new sole-source contract with OPIC for the following services:
1. Management of the Employment Training Provider List (ETPL).
2. Contracting and Paying for Individual Training Account (ITA) vendors who provide training to program participants.
3. Contracting and Pay Agent for On-the-Job Training (OJT) activities with the employers who provide OJT positions for Workforce Innovation and Opportunity Act (WIOA) participants.
4. Contracting for other goods and services as directed by and on behalf of RWDB.
Based on similar needs, E&T initially submitted a new request to piggyback off Alameda County’s RFP and contract. However, based on Richmond’s current piggyback policy, the new contract could not adhere to the provision stating that the price of the purchase 1386
December 19, 2023
must be within fifteen percent (15%) or $2,500 of the originating agency’s solicitation.
Although the services required from OPIC are the same, the City of Richmond’s workforce development funds are substantially lower than Alameda County’s funds due solely to population size. Therefore, E&T is now requesting approval of a sole-source with OPIC for the following reasons (Attachment 1):
1. Historically, OPIC is the only organization that submits a bid on the Contracting/Vendor Pay Agent RFP in both Alameda County and Contra Costa County.
2. In the past, the City of Richmond did not receive any proposals when the RFP for Contracting/Vendor Pay Agent services was released.
3. The OPIC has historically provided these services for the four workforce development boards (Richmond, Contra Costa County, Oakland, and Alameda County) since 1998.
4. The contract allows E&T to quickly release funds for training for Richmond job seekers to access (OPIC only receives 10 percent of the total contract amount with the remaining funds supporting job seekers).
The activities and services OPIC have provided and will continue to provide under this proposed contract are part of the administration and program operations implemented by RichmondWORKS within the approved Annual Budget for Department Operations, to provide WIOA clients with ITAs, OJTs, and Customized Training, including systems support.
Per WIOA guidelines, each local workforce development area within the state is required to use 30 percent of its annual allocation to provide individual training and work-based learning opportunities for the WIOA program participants, which may be spent over a two-year period. In addition, special grants awarded to RichmondWORKS require the use of ITAs and OJTs to support participants’ journey to self-sufficiency.
Lastly, traditionally the contract with OPIC allowed the vendor to receive all funds in advance with minimal checks and balances; however, the FY 2022-23 contract required monthly expenditure reports for payments. The expenditure reports were provided after the FY 2022-23 contract ended; therefore, there is a need for an after-the-fact contract.
1387
December 19, 2023
The account strings used to cover the cost of this contract are listed below.
AMOUNT ACCOUNT STRINGS PROGRAM
59,109.92 12572541 400813 22901 ADULT GR ITR
5,910.90 12573241 400843 22901 ADULT ITASVCFEE
49,610.04 12572541 400813 22902 DISLOCATED GR ITR
4,961.04 12573241 400843 22902 DISLOCATED ITASVCFEE
59,530.50 12572341 400813 22903 CAREER GR ITR
6,614.50 12573241 400843 22903 CAREER ITASVCFEE
69,424.00 12572541 400813 27G04 ADULT GR ITR
6,943.00 12573241 400843 27G04 ADULT ITASVCFEE
54,908.00 12572541 400813 27G06 DISLOCATED GR ITR
5,491.00 12573241 400843 27G06 DISLOCATED ITASVCFEE
65,000.00 12579441 400538 42999 E&T ALLOC COST CONTRACT SVCS 35,000.00 12578941 400811 RI220 REIMAGINE GRANT EXP/Training Services 148,914.48 12579441 400538 42999 E&T ALLOC COST CONTRACT SVCS 8,492.00 12579141 400812 42999 E&T ALLOC COST East Bay Works 579,909.38
E&T is requesting approval of a contract with the Oakland Private Industry Council to provide additional services as the Contracting/ Vendor Pay Agent for RichmondWORKS, Workforce Innovation and Opportunity Act (WIOA), and other grant- funded program participants in the form of Individual Training for Individual Training Accounts (ITAs) and On-the-Job Training (OJT) contracts, through June 30, 2025, and in an amount not to exceed $579,909.38 (Attachment 2). The Oakland Private Industry Council will be compensated $57,990 which is approximately 10 percent (a rate approved by the U.S. Department of Labor) of the total contract amount for their administrative, contracting/vendor pay agent, and employer of record services.
DOCUMENTS ATTACHED:
Attachment 1 – OPIC Sole Source
Attachment 2 – OPIC Contract thru June 30, 2025
1388
Page | 1 Sole Source Form – Rev. May 12, 2016
City of Richmond
Sole Source Justification
THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE _______________________________________________________________________________ Contact the Purchasing Division and discuss your rationale before completing this form. If Purchasing can help you make this a competitive purchase, then this form will not be required.
Attach this completed/approved form to requisitions when competitive quotes/bids/proposals are not solicited. (Required for requisitions > $3,000)
Requested Sole Source Supplier:
Company Name: ___________________________ Contact Name: ______________________ Address: _______________________________________________________________________ City: _________________________ State: _____________ Zip Code: ____________________ Phone Number (____) ___________ E-Mail _______________________________________ Duration of Contract: ____________________________________ Estimated Cost: $ _______________ Funding Source (Account String)_________________ Is the product/service IT related? Yes_____No _____ If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes_____ No _____ For Product: Does the manufacturer sell the item(s) through distributors? Yes_____ No _____ Description of Product or Service:
Describe the full scope of work or service contemplated including installation if required; items should include brand, model and part number if applicable; (if additional space is needed, include them in a separate page) Sole Source Rationale: PLEASE ANSWER ALL THE FOLLOWING QUESTIONS: Explain why the recommended company is the only company that can meet the requirement. Address the following: Are there any other companies who can do this job? What condition (e.g. technological superiority, or performance risks, etc.) exists so that the recommended company has a significant advantage over any other company who can do this job? It is important to sufficiently address the key reason for awarding an order/contract without soliciting competitive bids. The rational must be clear and convincing, avoiding generalities and unsupported conclusions. ( if additional space is needed, include them in a separate page) Oakland Private Industry Council
Richard de Jauregui
1000 Broadway Suite 625
Oakland
CA
94607
510
675-7917
[email protected]
2 years
579,909.39
See attachment
X
X
X
Oakland Private Industry Council, Inc. (OPIC) will act as RichmondWORKS' agent for the following services:
1. Management of the Employment Training Provider List (ETPL)
2. Contracting & Pay Agent for Individual Training Account (ITA) vendors who provide training RichmondWORKS WIOA participants
3. Contracting & Pay Agent for On-The-Job Training (OJT) activities with the employers who provided OJT positions for RichmondWORKS WIOA participants
4. Contracting for other goods and services as directed by and on behalf of RichmondWORKS The sole source rationale is as follows:
1. Historically, the Oakland Private Industry is the only organization that submits a bid on the Contracting/Vendor Pay Agent RFP in both Alameda County, City of Oakland, and Contra Costa County Workforce Development Boards.
2. When the City of Richmond released the RFP for Contracting/Vendor Pay Agent, we do not receive any additional bids beside the Oakland Private Industry Council.
3. The Oakland Private Industry Council has historically provided these services for the four workforce development boards in this capacity since 1998 (Richmond, Contra Costa County, Oakland, and Alameda County) since 1998. (Attachment #3 - #6)
4. The original contract expired 6/30/23 and vendors are waiting for funds to be released to make final payment after training completion.
5. A formal bid process, resulting in only one bidder, delays the release of funds, for training, for Richmond job seekers to access. 1389
2 | Page
Complete the following checklist
A specific contractor is the only source of the required item because (check all that apply):
The required items are proprietary to the Contractor, and contractor solely transacts (sells) direct to the customer. (There are no dealers or distributors for contractor).
The required items are proprietary to the Contractor, and contractor does not sell direct to the customer. Contractor solely distributes the item or service through only one dealer or distributor in the United States. (There are no dealers or distributors for contractor).
Note: If item or service is available from more than one source, the item or service may be treated as proprietary, but must be competitively solicited from multiple (two or more) sources.
A specific item is needed:
To be compatible or interchangeable with existing hardware As spare or replacement hardware For the repair or modification of existing hardware Federal or state grant names vendor as condition of funding. (Attach copy of grant that names vendor)
There is a substantial risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process or the services sought ). In a brief explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial risk.
Continuation of prior Work – Additional item, service or work required, but not known to have been needed when the original order was placed with vendor, and it is not feasible or practicable to contract separately for the additional need. Provide brief explanation and supporting evidence.
(if additional space is needed, include them in a separate page)
X
The Oakland Private Industry holds the contracts with training vendors and businesses for Richmond job seekers. The process required payment halfway through training and final payment at the completion of training. Vendors are waiting for their final payment and Richmond job seekers are waiting to start sector-based training.
As stated above, Richmond job seekers are prepared to start training and are waiting for funds to be released. In addition, the state requires training funds to be in the first year of allocation.
We have six (6) months remaining to spend down our training allocation. 1390
3 | Page
I acknowledge the City’s requirements for soliciting competitive quotes/bids for purchases over $3,000.00 and the criteria for justification for Sole Source purchases. I have gathered the required information, have made a concerted effort to review comparable/equal equipment/services (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.
Department: _________________________________
Requester Name and Title: ____________________________________________________________ Note: Requester must be able to defend this justification.
Date:_____________ Phone: _______________
Department Director (Print) _____________________ (Sign) ________________ Date:__________
--------------------------------------------------------------------------------------------------------------------- Submit completed form to the Purchasing Division (Prior to submission to City Manager)
Finance Director:
APPROVED: ____________________ DATE: ___/___/___
NOT APPROVED: ________________ COMMENTS:
____________________________ ______________________________ City Manager City Clerk Attesting to Council Approval (Under $10,000.00) (Over $10,000.00) (Copy of Minutes may be substituted)
Note: Richmond Municipal Code Section 2.52.326 Sole Source Procurement requires final approval by the City Manager and/or City Council. Sole Source must be approved by Finance Director, PRIOR to Council Approval.
PROCEDURE
Sole Source purchase/service are exceptions to the normal bidding process and require a detailed justification. In processing Sole Source requests for supplies, services and/or equipment, the Purchasing Division adheres to and is governed by the principles set forth in City of Richmond Municipal Code Section 2.52.326 Sole Source Procurement.
If you are requesting a particular vendor, brand or product, you must make this fact clear on your Sole Source form.
Your request will then be restrictive and non-competitive, and will fall into a sole source category. If the sole source justification is approved, the requisition can be expedited without the normal bidding requirements.
Such a request should not be made unless you are confident that your request is reasonable and appropriately justified to meet the City’s requirements and withstand any possible audit. The City’s requirements and the format for submitting such requests are contained herein. Sole Source form must be signed by authorized department representative(s). The certification will remain on file for audit purposes.
The following factors DO NOT apply to sole source requests and should not be included in your sole source justification. They will not be considered and only tend to confuse the evaluation process.
1. Personal preference for product or vendor.
2. Cost, vendor performance, and local service (these are generally considered award factors in competitive bidding).
3. Features which exceed the minimum department requirements.
Employment and Training
Tamara Walker
11/14/2023
X8006
11/14/2023
Tamara Walker
Tamara Walker
Digitally signed by Tamara Walker
DN: cn=Tamara Walker, o=Employment & Training,
ou=Community Services,
[email protected], c=US
Date: 2023.11.15 11:08:52 -08'00'
Digitally signed by Andrea Miller
DN: cn=Andrea Miller, o=City of Richmond,
ou=Finance, [email protected],
c=US
Date: 2023.11.30 10:16:02 -08'00'
11 30 2023
1391
59,109.92
12572541 400813 22901 ADULT GR ITR
5,910.90
12573241 400843 22901 ADULT ITASVCFEE
49,610.04
12572541 400813 22902 DISLOCATED GR ITR
4,961.04
12573241 400843 22902 DISLOCATED ITASVCFEE
59,530.50
12572341 400813 22903 CAREER GR ITR
6,614.50
12573241 400843 22903 CAREER ITASVCFEE
69,424.00
12572541 400813 27G04 ADULT GR ITR
6,943.00
12573241 400843 27G04 ADULT ITASVCFEE
54,908.00
12572541 400813 27G06 DISLOCATED GR ITR
5,491.00
12573241 400843 27G06 DISLOCATED ITASVCFEE
65,000.00
12579441 400538 42999
E&T ALLOC COST
CONTRACT SVCS
35,000.00
12578941 400811 RI220
REIMAGINE
GRANT EXP/Training Services
148,914.48
12579441 400538 42999
E&T ALLOC COST
CONTRACT SVCS
8,492.00
12579141 400812 42999
E&T ALLOC COST
East Bay Works
579,909.38
1392
CITY OF RICHMOND
STANDARD CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] , [ ] other [specify:]
2. Term. The effective date of this Contract is and it terminates unless terminated as provided herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.
4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
4000-3048
1393
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.
10. Signatures. These signatures attest the parties' Contract hereto:
CITY OF RICHMOND CONTRACTOR:
a municipal corporation
By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)
Title: By:
I hereby certify that this Contract Title:
has been approved by City Council.
Date Signed:
B y :
City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:
By :
B y : Ti t l e :
City Attorney
Date Signed:
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President and
(b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
1394
For the Contract between the City of
Richmond and
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:
Employment & Training
Oakland Private Industry Council, Inc. (OPIC) will act as RichmondWORKS' agent for the following services:
1. Management of the Employment Training Provider List (ETPL)
2. Contracting & Pay Agent for Individual Training Account (ITA) vendors who provide training RichmondWORKS WIOA participants
3. Contracting & Pay Agent for On-The-Job Training (OJT) activities with the employers who provided OJT positions for RichmondWORKS WIOA participants
4. Contracting for other goods and services as directed by and on behalf of RichmondWORKS OPIC's compensation for their services will be at the Department of Labor's approved Administrative cost rate of 10.00%) for their organization.
The contract amount for the program year 2023-2025 will not exceed $579,909.38 and will be allocated as follows:
1395
For the Contract between the City of
Richmond And Oakland Private
Industry Council, Inc.
EXH
IBIT A.1
SERVICE PLAN
STATEMENT OF WORK
Th
e [City of Richmond, Workforce Development Board], a member of the EASTBAY Works consortium (hereafter referred to as "the WDB"), adopts the following Statement of Work which reflects the activities to be performed by the Oakland Private Industry Council, Inc. on behalf of the WDB as a member of EASTBAY Works for the management of: the Eligible Training Providers List and the management of Individual Training Accounts, On-the-Job Training, and other training activities, and other EASTBAY Works activities as described below. The activities described below are subject to regulations and guidelines that are, from time to time, modified by the U.S. Department of Labor and the California Employment Development Department and this Statement of Work may need to be amended or changed consistent with such modifications.
1. MAINTENANCE OF THE ETPL THROUGH COMMON PROCUREMENT
Th
e four Workforce Development Boards ("WDBs") of the EASTBAY Works collaborative agree to joint maintenance of the local application process and procedures for the State Eligible Training Provider List ("ETPL") in an effort to meet the needs of the local WDBs collectively and individually. The four WDBs of the EASTBAY Wo rks collaborative have agreed to contract with Oakland PIC to effectuate the maintenance of the ETPL, and the parties hereby agree to comply with the following procurement procedures in order to maintain the EASTBAY Works application process and procedures for the ETPL:
A. The Oakland PIC will be responsible for ensuring that information and access to ETPL information and application is available to all interested vendors by posting it on the EASTBAY Works web site and providing links to each participating One- Stop partner for broad distribution.
B. The Oakland PIC will serve as the single point of contact for all ETPL applications.
This will include, but not be limited to, answering all questions about the ETPL application process and receiving and tracking all ETPL applications.
C. The Oakland PIC will provide technical assistance to providers as they complete the application process. When an ETPL application is complete, the Oakland PIC will submit all necessary data to the responsible State agency for adding the new training provider to the statewide ETPL.
D. If an initial site visit is required of a new vendor an Oakland PIC staff member will carry out the site visit. Monitoring of vendors will be performed in accordance with 1396
federal, state and local laws, regulations, policies, and procedures.
2. INDIVIDUAL TRAINING ACCOUNT AND ON-THE-JOB TRAINING SYSTEM Th
e ETPL system provides all EASTBAY Works One-Stop customers with comprehensive information about training and educational opportunities. Under WIOA, however, only certain qualifying individuals will receive an Individual Training Account ("ITA") to pay for such training. Oakland PIC and the four WDBs of the EASTBAY Works collaborative have created an ITA system that meets the needs of the EASTBAY Works system as a whole as well as the needs of each of the WDBs.
Additionally, a system for On-the-Job ("OJT") contracting services to enable WDB Title I Workforce Innovation and Opportunity Act clients to participate in OJT activities has also been developed. OJT is understood to have the meaning set forth in the Workforce Innovation and Opportunity Act of 2014 (WIOA) and its regulations.
Oakland PIC agrees to provide the ITA, OJT and/or other goods and services processing, contracting and payment services for the EASTBAY Works WDBs. To that end, the parties hereby agree to comply with the following procedures in order to utilize Oakland PIC as a contracting and payment agent and in order to maintain consistent policies for ITAs and OJTs in the EASTBAY Works collaborative region:
A. The WDB will be solely responsible for all aspects of its WIOA Title I programs, including but not limited to participant certification, enrollment, and exiting; provision of case management services; and authority to issue an ITA/OJT. The Oakland PIC will not be responsible or liable in any way whatsoever for any decisions or actions made by the Richmond WDB in regard to such WIOA Title I activities, including but not limited to legal or financial liability.
B. The WDB will establish internal policies and procedures for matters related to ITAs/OJTs within its direct purview and control. These policies and procedures may include, but are not limited to, establishing the maximum amount of money the WDB will authorize for an ITA/OJT, and the process by which decisions are made regarding which WIOA participant may receive an ITA/OJT.
C. The WDB will provide the Oakland PIC with its current ITA/OJT- related policies and procedures to enable the Oakland PIC to administer the WDB's ITA/OJT funding in accordance with such policies. The WDB agrees that the Oakland PIC may rely on such policies and procedures in providing services under this agreement. The WDB agrees to hold harmless and indemnify the Oakland PIC against any damages that may arise from the Oakland PIC's reliance on such policies and procedures.
Th
e Oakland PIC will maintain such current ITA/OJT-related policies and procedures as will enable it to administer the ITA/OJT system set forth in this agreement. The Oakland PIC agrees to hold harmless and indemnify the WDB against any damages that may arise from the Oakland PIC's use or failure to use those policies and procedures.
D. The WDB agrees to follow policies and processing procedures as listed in the "Counselor's Workflow Handbook", a copy of which is incorporated by reference. To the extent that additional or different procedures need to be established, Oakland PIC and the WDB will work together to establish procedures that work best for both the 1397
Oakland PIC and all four WDBs of the EASTBAY Works Collaborative.
E. The Oakland PIC will provide the following services with regard to payment of approved training providers under this contract:
1) Establish and maintain a bank account for the WDB that shall hold funds specifically for payment to approved training providers for WDB-referred clients according to the guidelines for payment set forth below.
2) The Oakland PIC will ensure earned interest on that account is credited monthly to that account.
3) Draw down from impound account and invoice the WDB for ITA funds expended for WDB-referred client training. The Oakland PIC shall keep copies of invoices with attached copies of approved training provider invoices for ITA services provided to WDB-referred clients and shall make those copies available upon reasonably noticed request by WDB.
4) Make reasonable and necessary payments to approved training providers or employers for actual allowable costs from impound account, based on invoices received by the Oakland PIC from approved providers and which have been authorized by the WDB on behalf of the WDB's client. For purposes of payment to an approved provider, Oakland PIC shall accept from the WDB's designated operator, the signatures of the referring counselor and the management level individual authorized to approve ITAs and OJTs for the WDB. If both signatures are present, Oakland PIC shall assume that particular training has been approved and shall process it for payment without responsibility for the propriety of the approval.
5) Return to the WDB the balance of the bank account not more than thirty (30) days following contract termination unless the WDB has failed to provide Oakland PIC with necessary information to process the close-out pursuant to the agreement, in which case, Oakland PIC shall return the balance not more than forty-five (45) days from receipt of such necessary information, if any. The WDB may request that the account remain active if an extension or renewal of this contract is anticipated.
Only when all procedures as outlined in the Counselor's Workflow Handbook have been satisfied will the Oakland PIC withdraw the previously obligated funds from the training account and pay the eligible training provider/employer on behalf of the WDB.
After final payment is made Oakland PIC will enter as "paid" and the total dollar amount paid in the "Grant Checkbook".
F. The WDB understands that when a Career Counselor faxes or emails the Oakland PIC an ITA/OJT Payment Authorization Form that has been approved by the One-Stop manager, the WDB is officially directing the Oakland PIC to pay the Purchase Order that had previously been authorized by the WDB with the funds that had been previously obligated and deposited in the training account. 1398
The WDB agrees to hold harmless and indemnify the Oakland PIC against any damages that may arise from the Oakland PIC's reliance on the WDB's delivery of the properly signed ITA/OJT request form, by fax, email or otherwise, to the Oakland PIC.
The Oakland PIC agrees to hold harmless and indemnify the WDB against any damages that may arise from the Oakland PIC's negligence in administering its responsibilities under this agreement.
G. Modifications and Cancellations will be processed pursuant to the procedures listed in the "Counselor's Workflow Handbook" and all refunds/payments shall be made according to the pro-rata payment policy obtained from the approved vendor.
H. Richmond WDB's Obligations: The WDB shall pay the Oakland PIC for services under the agreement as set forth in the Payment Provisions. In addition, the WDB shall:
1) Authorize the Oakland PIC to contract with and make payments to approved training providers on behalf of the WDB.
2) Ensure that the WDB refers clients for ITA training activities.
3) Ensure that WDB agrees to and adheres to the Oakland PIC's procedures for processing ITAs/OJTs as outlined in the "Counselor's Workflow Handbook" provided by the Oakland PIC and incorporated by reference into this contract. If any WDB policies or procedures for ITA/OJT contracting or processing are different from the Oakland PIC's, the WDB is responsible for carrying out those policies and procedures. In any event, the WDB ensures that the WDB's policies and procedures do not conflict with the Oakland PIC's.
4) Ensure that the WDB inputs client data into relevant WDB information and case management systems, into the Virtual One Stop Computerized Database (CalJOBS/VOS) system, and the Checkbook system utilized by the Oakland PIC and the WDB in processing ITA/OJT requests.
3. GOODS AND SERVICES
In addition to Individual Training Account (ITA) purchase orders, ETPL systems operations and On-the-Job Training (OJT) contracts; this contract authorizes the Oakland Private Industry Council, Inc. (Oakland PIC), to purchase goods and services, as directed, on behalf of the EASTBAY Works Workforce Development Boards (WDB).
FUNDING THE MAINTENANCE OF AN APPROVED PROVIDER LIST
Each of the EASTBAY Works Workforce Development Boards (WDB) promises to take such 1399
steps as are necessary to secure funding to maintain this system and process within the context of the EASTBAY Works One-Stop system. Each party to this agreement agrees to cooperate fully with the other to ensure that all necessary funding is secured in a timely manner.
1. CONTRACTING AGENCY SERVICES
In or
der to implement the ITA, OJT, and/or other goods and services contracting system described above, the Oakland PIC agrees to provide the following contracting agency services to the WDB:
A. Bank Account: Oakland PIC will open/maintain a bank account that will be used solely for said (ITA, OJT, and/or other goods and services) contracting agency purposes.
B. Minimum Balance: The WDB will deposit the fifty (50) percent of the total amount of training funds, $289,954.69 into the training account and Oakland P I C will maintain $10,000.00 as a minimum balance throughout the contract period.
Oakland PIC will invoi ce Employment & Training when they have reached a balance of $30,000 for the additional $289,954.69. The balance will be returned to the WDB within 45 days following the close of the contract.
If
the WDB has expended all funds it has budgeted for the program year for ITA, OJT, and/or other goods and services, and needs to apply its minimum balance towards funding additional ITAs, OJTs, and/or other goods and services, the WDB must provide the Oakland PIC with at least 15 days' notice before the WDB authorizes expenditures that would draw down against the minimum balance. The WDB understands that the Oakland PIC is unable to apply its own funds towards any of the WDB's obligations.
C. Monthly Report: The Oakland PIC will provide the WDB with a monthly report that summarizes the ITA, OJT and/or other goods and services account status. The report will include, at a minimum, the following information: the total amount to date the WDB has deposited in the training account, the month end balance and bank statement, the cumulative expenditures to date, and total monthly disbursement.
2. ADMINISTRATIVE COSTS OF SERVICE ACTIVITIES
In consideration for providing administration services for the training system described in this agreement, and for the contracting agency services described in Section 1., the WDB agrees to pay Oakland PIC a total amount of no more than $58,000 as administrative costs of providing the services described, based on a maximum of $579,909.38 worth of ITAs, OJTs and/or other goods and services that are processed. Should the WDB wish to add more funds to its account with Oakland PIC and have Oakland PIC process additional ITAs, OJTs and/or other goods and services, the Oakland PIC shall receive an additional increase in administrative cost reimbursement in proportion to the funds in excess of the original contract limit for all additional $579,909.38.
1400
The a
dministrative costs will be payable to Oakland PIC upon receipt of a monthly invoice detailing costs.
SPECIAL CONDITIONS
1. TERM: This agreement will commence upon (J uly 1, 2023) and terminate as of the close of business on (June 30, 2025), unless earlier terminated in accordance with the terms contained herein. The agreement may be renewed upon mutual written agreement of the parties.
2. MODIFICATION: This agreement may be modified or terminated prior to its completion date by agreement of the parties as indicated by a mutually signed document. Either party may unilaterally terminate this agreement so long as the terminating party provides notification 30 days in advance in writing of the effective termination date, the reason for termination of the agreement, and procedures to be used for concluding all activities relating to the agreement. The Oakland PIC will not be liable for any new obligations incurred by the WDB after Oakland PIC has received such notice of termination.
3. COMPLIANCE WITH LAW: Each party agrees to comply with and abide by all of the following laws and regulations which are incorporated by reference herein as if fully set forth: Public Law 113-128; 20 CFR Part 645; 29 CFR Part 97 (including but not limited to Part 97.36 (1-13)); OMB Circular Numbers A 133, A21, A87, A122 (as applicable). Additionally, the parties agree to comply with all of the terms and conditions set forth in this agreement; any and all attachments to this agreement which are made a part hereof; and all applicable documents incorporated by reference.
4. PARTIES TO THE AGREEMENT: Neither the Federal Government represented by the U.S. Department of Labor nor the State of California is a party to this agreement, and no legal liability on the part of any of them is implied under the terms contained herein. Any liabilities or disputes as may arise under this agreement are between the WDB and the Oakland PIC and shall be resolved informally, if possible, or if not possible, under the applicable laws of the State of California.
5. INDEMNIFICATION: The WDB will indemnify, defend and hold harmless the Oakland PIC, Inc., its officers, agents and employees from any and all liabilities and claims of any nature or damages of any character whatsoever, including death, sickness or injury to persons or property from any cause whatsoever arising from or connected with the operations of or services provided by the WDB resulting from the conduct, negligent or otherwise in whole or in part, of the WDB, its agents, representatives, or employees to the extent permitted by law.
The O
akland PIC will indemnify, defend and hold harmless the WDB, its officers, agents and employees from any and all liabilities and claims of any nature or damages of any character whatsoever, including death, sickness or injury to persons 1401
or property from any cause whatsoever arising from or connected with the operations of or services provided by the Oakland PIC resulting from the conduct, negligent or otherwise in whole or in part, of the Oakland PIC its agents, representatives, or employees to the extent permitted by law.
6. RECORD RETENTION: Each party will comply with 29 CFR Part 97, Section 97.42, and WIOA Section 185(a) with regard to retention and access requirements for records. The parties are required to keep all relevant WIOA (and its predecessor WIA) records for a minimum of 4 years. In the event that any litigation occurs within the 4 year period, each party promises that relevant records will be retained beyond the 4 year period, and until such time as the litigation, claim or audit has been resolved E
ach party agrees to maintain on a current basis complete financial records including, but not necessarily limited to, books of original entry, source documents in support of accounting transactions, a general ledger, personnel and payroll records, cancelled checks, and related documents in accordance with generally accepted accounting principles.
E
ach party agrees to maintain on a current basis complete records pertaining to the provision of services and eligibility, including, but not limited to, client files, participant records, or other service related documentation.
E
ach party agrees to maintain on a current basis complete records pertaining to its organizational structure and activities, including but not limited to, bylaws, articles of incorporation, documentation of tax exempt status, Board of Directors roster, minutes of meetings of the Board of Directors and committees, administrative program policies and procedures and any other documents required by the EASTBAY Works WDBs or the State or the federal or the Oakland PIC or the applicable funding source.
E
ach party will cooperate with the other in the preparation of, and will furnish any and all information required for, reports prepared by either party relating to the subject matter of this agreement or as may be required by the rules, regulations or requirements of any and all EASTBAY Works WDB or other governmental entity, or the O akland PIC or applicable funding source. The requesting party will specify in detail the cooperation required.
E
ach party reserves the right to issue further instructions regarding the extent of records required to be kept, the format to be used, and record retention and access requirements as is necessary to perform audits and to otherwise comply with requirements set forth by applicable funding sources.
7. GRIEVANCES: WIOA participant grievances or employee grievances arising under the either party's WIOA programs will be limited to the interpretation and application of relevant Federal, State, and local laws, regulations, policies and procedures.
Such grievances will not include interpretation of the contents of this agreement.
Resolution of these types of grievances will be in accordance with policy established by the relevant party and will not involve the other party in the 1402
proceedings.
8. INSURANCE: During the term of the agreement and any extension thereof, each party will keep in effect its self-insured or other insurance policies as are required by law; and provide coverage that may be required by the performance of the agreement in the following minimum requirements:
A. Workers' Compensation in accordance with the provisions of Section 3700 of the State of California Labor Code; or, if Workers Compensation is not applicable, Medical and Accident insurance in the amount of fifty thousand dollars ($50,000), for injury or disease resulting from an individual's participation in any activity hereunder;
B. General Liability Coverage in the amount of 2 million dollars ($2,000,000) including but not necessarily limited, to, the following:
1) Coverage for any loss including fire and theft of any and all non-expendable items;
2) Accident coverage on an "occurrence" basis;
3) Coverage of both personal injury and bodily injury; and 4) The Oakland PIC, its officers, employees and agents named as additional insured under the policy; and provide that no other insurance effected by Oakland PIC will be called upon to contribute to a loss hereunder.
C. Auto Liability Coverage in the amount of $1,000,000 to provide for coverage of owned and nonowner vehicles used in connection with the performance of the Contract.
9. AVAILABILITY OF FUNDING: All funding that may be committed under this agreement is contingent upon the availability of federal funds and continued federal authorization for program activities. This agreement is subject to modification or termination due to actions taken by the federal government that result in a frustration of agreement purpose. Further, the parties agree to accept, and add to this agreement, any conditions imposed by the U.S. Department of Labor or relevant state agency.
10. FRAUDULENT USE OF FEDERAL FUNDS: The WDB will advise the Oakland PIC directly and immediately of any apparent improper or fraudulent use of WIOA funds which comes to its attention; or of any apparent supplying of misinformation to the Oakland PIC or its representatives, per WIOA regulations and per WIOA Section 185(b), 20 CFR 683.430 and 683.620, and TEGL 2- 12, which require that all instances of fraud, waste and abuse and criminal activity be reported to OIG and to State of California Compliance Review Division.
11. DRUG FREE WORKPLACE: Each party, by signing this agreement, agrees to comply with the Drug Free Workplace Act of 1988.
1403
12. CONFIDENTIALITY OF FILES: Each party will maintain the confidentiality and security of all participant files and no information may be divulged to any outside party without the express written permission of the WIOA participant except, as necessary for purposes of performance or evaluation to persons having authorized responsibility and to the extent necessary for proper administration.
13. WORKPLACE SAFETY: Each party assures that it is in compliance with all applicable federal, state, and local laws governing workplace health and safety conditions, payment of wages, collective bargaining, labor relations, and any other regulations affecting personnel which are mandated by law or legal agreement.
14. COPYRIGHTS: Each party will comply with applicable federal and state laws pertaining to copyrights which states in its entirety: "The Federal awarding agency reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a ) The copyright in any work developed under a grant, subgrant, or contract under a grant or subgrant; and (b) Any rights of copyright to which a grantee, subgrantee or contractor purchases ownership with grant support."
15. UNLIMITED RIGHTS IN DATA: Each party understands that the Department of Labor shall have unlimited rights to any data first produced or delivered under this agreement.
16. CONFLICT OF INTEREST: Each party and the members of its governing board, and persons under its employ shall avoid any actual or potential conflicts of interest or circumstances of nepotism
17. DEBARMENT: Each party to this agreement certifies that: Neither it nor its principals or employees are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency.
W
here the prospective recipient of Federal assistance funds is unable to certify to any of the statements in this certification, such prospective recipient shall attach an explanation to this agreement. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered i nto. If it is later determined that the prospective recipient of Federal funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal government, the DOL may pursue available remedies, including suspension and/or debarment.
Th
e prospective recipient of Federal assistance funds shall provide immediate written notice to Oakland PIC if at any time the prospective recipient of Federal assistance funds learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
Th
e terms "covered transaction", "debarred", "suspended", "ineligible", "lower tier covered transaction", "participant", "person", and "voluntarily excluded", as used in this clause, have the meanings set out in the Definitions and Coverage sections of 1404
rules implementing Executive Order 12549.
Th
e prospective recipient of Federal assistance funds agrees should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation.
18. ACCOUNTING SYSTEM: The Oakland PIC will maintain an accounting system, which is in accordance with generally, accepted accounting practices and is in accordance with the Financial Management Systems described in applicable U. S. Department of Labor, Office of Management of Budget Circulars.
19. FINANCIAL MANAGEMENT AND AUDIT: The Oakland PIC will comply with all financial management and fiscal procedures prescribed by WIOA legislation, the Department of Labor, and the State of California, and the Oakland PIC, including audit and contract close-out procedures, and reimbursement of costs.
Th
e records kept by the Oakland PIC that relate to this agreement will be accessible to the WDB and to the local responsible governmental agency for audit and inspection to assure proper accounting of funds, and to certify the nature of, and evaluate the Oakland PIC's performance of its obligations set forth in this agreement. The WDB and the local responsible governmental agency will be entitled to access onto the Oakland PIC's premises to observe operations, inspect records or otherwise evaluate performance provided that at least 15 days notice of request for access is provided in writing to the Oakland PIC. The WDB or the local responsible governmental agency will conduct inspections and manage information in a manner consistent with applicable laws relating to confidentiality of records and in a manner that will minimize disruption of the Oakland PlC's work.
S
eparate and apart from the audit and inspection provisions set forth in this agreement, each party's records will be subject to audits as required by Federal or State agencies or other funding sources. These audits include those performed pursuant to applicable OMB Circulars, or audits otherwise authorized by Federal or State law.
20. AUTHORITY: Each party has the full power and authority to enter into and perform this agreement, and the person signing this agreement on behalf of each party has been properly authorized and empowered to do so.
21. SEVERABILITY: If any term, covenant, or condition of the agreement is held by a court of competent jurisdiction to be valid, void, or unenforceable, the rest of the agreement will remain in full force and effect and will in no way be affected, impaired, or invalidated, unless such enforcement will frustrate the purpose of this agreement.
22. AUDIT REQUIREMENTS: Contractor will comply as applicable with federal and state audit requirements as contained in OMB Circular A-133, WIOA section 184, Title 20 CFR Section 683.210, Title 29 CFR Part 95 or 97 (as applicable), Title 31 USC Chapter 75 and with the California Nonprofit Integrity Act of 2004, Section 12586. 1405
23. ENTIRE AGREEMENT: This agreement constitutes the entire agreement of the parties, superseding any prior written or oral agreements between and among them on the same subject matter.
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Richmond and
EXHIBIT B
PAYMENT PROVISIONS
{PLEASE NOTE THAT THE CITY OF
RICHMOND SHALL NOT PAY FOR SERVICES
THAT EXCEED THE CONTRACT PA YMENT LIMIT UNLESS A CONTRACT
AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}
1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.
2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.
3. Contractor shall submit timely invoices to the following address:
Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:
PO Box 4046
Richmond, CA 94804-0046
4. All invoices that are submitted by Contra ctor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.
5. The City will pay invoice(s) within 45 days a fter completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.
7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized. 1407
For the Contract between the City of
Richmond and
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. Notices . All notices, demands, statements, or communications provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the
administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.
1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
City of Richmond
Richmond, CA 94804-0046
1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
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EXHIBIT D
GENERAL
CONDITIONS
1. Independent Contractor . Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall hav
e no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.
2. Brokers . Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.
3. City Property . The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.
4. Patents, Trademarks, Copyrights and Rights in Data
. Contractor shall not
publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the expres
s prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell, 1409
General Conditions/EJ/TE 01-19-11 2 of 13
import, and otherwise distribute under all applicable int ellectual properties
without restriction of any kind said license.
Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.
5. Inspection
. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the CITY, the State of California, and the United States Government.
If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.
6. Services
. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor. 1410
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Contractor shall, at its own cost and expens
e, furnish all facilities and
equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.
7. Records . Contractor shall keep and make available for inspection and copying by authorized representatives of the City, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the City.
Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this C ontract's termination (or for any further period that is required by law) and until all Fede ral or State audits are complete and exceptions resolved for this contract's funding period. Upon request, CONTRACTOR shall make thes e records available to authorized representatives of the CITY, the State of California, and the United States Government.
Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.
Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.
City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract. 1411
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Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a peri od of three (3)
years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.
8. Changes and Extra Work . All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:
Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.
If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.
In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.
9. Additional Assistance
. If this Contract requires Contractor to prepare
plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue 1412
General Conditions/EJ/TE 01-19-11 5 of 13
any necess
ary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.
10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.
City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.
11. Business License
. Contractor shall obtain a Richmond Business License
before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
12. Termination Without Default
. Notwithstanding any provision herein to the
contrary, Ci
ty may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
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13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including at
torney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
15. Indemnification.
(a)
If this Contract is a contract for design professional services subject to California Civil Code Section 2782.8(a) and Contractor is a design professional, as defined in California Civil Code Section 2782.8(b)(2), Contractor shall hold harmless, defend and indemnify the City, its officers, agents, employees, and volunteers from and against any and all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Contractor, except where caused by the active negligence, sole negligence, or willful misconduct of the City. To the fullest extent permitted by law, Contractor shall immediately defend and indemnify the City and its officers, agents, employees, and volunteers from and against any and all liabilities, regardless of nature or type, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, or its employees, agents, or subcontractors.
Liabilities subject to the duties to defend and indemnify include, without limitation, any and all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. Contractor’s obligation to 1414
General Conditions/EJ/TE 01-19-11 7 of 13
indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misc onduct of an
indemnified party.
(b) If this Contract is not a contract for design professional services subject to California Civil Code Section 2782.8(a) or Contractor is not a design professional as defined in California Civil Code Section 2782.8(b)(2), Contractor shall indemnify, defend, and hold harmless the City, its officers, agents, employees and volunteers from any and all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by Contractor or any person directly or indirectly employed by, or acting as, the agent for Contractor in the performance of this Contract, including the concurrent or successive passive negligence of the City, its officers, agents, employees or volunteers.
(c) It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Contractor shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its officers, agents, employees, and volunteers, immediately upon tender to Contractor of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend under this Section 15. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent counsel if Contractor asserts that liability is caused in whole, or in part, by the negligence or willful misconduct of an indemnified party. (d) The review, acceptance or approval of the Contractor’s work or work product by any indemnified party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This Section 15 survives completion of the services or the termination of this Contract.
The provisions of this Section 15 are not limited by, and do not affect, the provisions of this Contract relating to insurance.
(e) Acceptance of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability under this Section
15. This Section 15 shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.
16. Safety
. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete 1415
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responsibility for the safety of Contractor's employees and any subContrac
tor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.
17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.
19. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinanc
es, rules and regulations, and the orders and
decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.
Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.
Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.
Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies . Contractor agrees to abide by the terms and conditions of said policies.
20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated 1416
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under this Contract and shall not
assign this Contract, nor any portion
hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.
The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
21. Integration
. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.
22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.
23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
24. Non-exclus
ivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and 1417
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City reserves the right to employ other Contractors in connection with the project.
25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.
26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulat
ions enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
27. Time of the Essence. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.
Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.
28. Confidentiality
. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:
All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential, and will not be open to examination for any purposes not directly connected with the administration of such service.
No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service.
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29. Third
Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."
30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.
This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.
31. Nonrenewal
. Contractor understands and agrees that there is no
representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.
32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
33. Interpretation. This Contract shall be interpreted as if drafted by both parties.
34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
35. Severability
. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view 1419
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toward effecting the purpose of this Contract, and the validity and enforceability of the remaining pr
ovisions or portions or applications
thereof, shall not be affected thereby.
36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.
37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.
Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
38. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue and Taxation Code 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest.
39. Performance and Final Acceptance
.
Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financ
ed to perform the services under this
Contract.
Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard. 1420
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City shall provide Contractor an opportunity to cure errors and omission which may be disclos
ed during the review of submittals, with no increase
in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.
If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.
40. Survival. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion.
41. Sanctuary City Contracting Ordinance (SCCO). The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto as Exhibit G, prior to the execution of this Agreement."
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For the Contract between the City of
Richmond and
EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):
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7. OMB Circular A-11 0 Subpart C Section 48 - Contract Provisions. All negotiated contracts (except those for less than the simplified acquisition threshold) awarded by recipients shall include a provision to the effect that the recipient, DOL, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers and records of the contractor which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts and transcriptions.
8. It will comply with OMB Circular Numbers A-122 or A-133 as these circulars relate to the utilization of fields, the operation of programs and the maintenance of records, books, accounts, audits, audit plans and other documents.
9. It will comply with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act and Section 508 of the Clean Water Act.
10. It will comply with Title VI of the Civil Rights Act of 1964, as amended, (P.L. 88-354) and in accordance with the Title VI of the Act. No person in the United States shall on the grounds of race, color, age, sex, ancestry, religious creed, or national origin, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives or benefits from Federal financial assistance.
11. It will comply with Section 504 of the Rehabilitation Act, as amended, (29CFR, Part 32) Final Rules and Regulations. No qualified handicapped individuals shall, on the basis of handicap, be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives or benefits from Federal financial assistance. Participation in programs and activities financially assisted in whole or in part under WIOA shall be open to citizens and nationals of the United States, lawfully admitted refugees and parolees, and other individuals authorized by the United States Attorney General to work in the United States.
12. Whistleblower Protection: The contractor awarded funds made available under WIOA shall promptly refer to the U.S. Department of labor Office of Inspector General any credible evidence that a principal, employee, agent, contractor, sub-recipient, subcontractor, or other person has submitted a false claim under the False Claims Act or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving those funds.
13. It will comply with the provisions of the Hatch Act, which limits the political activity of employees.
14. The services contracted under this contract do not involve political activities.
15. It will give the Employment and Training Director, through any authorized representative, the access to and the right to examine all records, books, papers or documents relative to this contract.
16. It will establish safeguards to prohibit employees from using their position for a purpose that is or gives the appearance of being motivated by desire for private gain for themselves or others, particularly those with whom they have family, business or other ties.
17. It will give the Department of Labor, the City and the State of California, through any authorized representative, the access to and the right to examine all records, books, papers, or documents related to the grant.
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18. The program will not result in the displacement of employed workers or impair existing contracts for services or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed.
19. The program will, to the maximum extent feasible, contribute to the occupational development or upward mobility of individual participants.
20. The program has adequate administrative and accounting controls, personnel standards, evaluation procedures, availability of in-service training and technical assistance programs and other policies as may be necessary to promote the effective use of funds.
21. It will submit reports as required by the Employment and Training Department and will maintain records and provide access to them as necessary for the City staff's review to assure that funds are being expended in accordance with the purpose and provisions of the WIOA, including the maintenance of records for determining the extent to which the program meets the special needs of the disadvantaged, the chronically unemployed, dislocated and low income persons for meaningful employment opportunities.
22. It will comply with all requirements imposed by the Department of Labor (DOL) and for the City · concerning special requirements, and other administrative requirements.
23. It will comply with the labor standards requirements.
24. In signing this contract, Contractor agrees to immediately noti.fy the City of Richmond (COR) of their intent to obtain a copyright or patent for material written or items during this contract or subsequent to it. The COR will then notify the U. S. Department of Labor (DOL) and the State of California Employment Development Department (EDD) who will determine whether either or both government entities have any rights regarding the copyright or patent developed during the course of this Contract.
25. It will comply with the mandatory standards and policies related to energy efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy Policy Conservation Act (Public Law 96-163) ---per reference at 29 CFR 97.36(i)(13).
26. It shall comply with the Copeland "Anti-Kickback" Act (18 U.S.C. 874), as supplemented by Department of Labor regulations (29 CFR part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in part by Loans or Grants from the United States"). The Act provides that each contractor or sub-recipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled. The recipient shall report all suspected or reported violations to the Federal awarding agency.
Certification Regarding Lobbying
Certification for Contracts, Grants, Loans and Cooperative Agreements A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an office or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan, or cooperative agreement. 1424
B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee or any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying" in accordance with its instructions.
C. Contractor shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and. contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.
Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion, Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Orders 12549 and 12689; Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211 ). 1) The prospective recipient of Federal assistance funds certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
2) Where the prospective recipient of Federal assistance funds is unable to certify to any of this certification, such prospective participant shall attach an explanation to this certification.
TRANSFER AND SUBCONTRACTS: This Contract shall not be assigned or transferred, and services required hereunder shall not be subcontracted either in whole or in part.
TERMINATION: This Contract may be terminated by the City, in whole or in part, should any of the procedures or commitments herein be violated.
SPECIAL CONDITIONS
Certification Regarding Drug Free Workplace
Contractor hereby certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Contractor will:
1) Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a). 2) Establish a Drug-Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following:
a. The dangers of drug abuse in the workplace
b. The person's or organization's policy of maintaining a drug-free workplace c. Any available counseling, rehabilitation and employee assistance program, and d. Penalties that may be imposed upon employee for drug abuse violations 3) Provide as required by Government Code Section 8355 that every employee who works in the proposed organization
a. Will receive a copy of the organization's drug-free policy statement, and ' b. Will agree to abide by the terms of the organization's statement as a condition of employment in the organization
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For the Contract between the City of
Richmond and
EXHIBIT F
INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.
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___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 1 of 4
Revised: September 2011
In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.
The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.
6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property. – (Only required for Construction Contracts involving property)
7. Contractor’s Pollution Liability (if applicable for Construction Contractors)
Required Coverage
Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR
is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
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___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 2 of 4
Revised: September 2011
PROJECT COST R EQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Fireworks $5 million p/o
General Liability
(primary and excess limits
combined)
Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).
If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.
(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.
If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.
The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.
Contractor’s Pollution Liability (if
applicable)
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:
HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.
Same limits as General Liability.
Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Additional Insured Endorsement
Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required. 1428
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 3 of 4
Revised: September 2011
Additional Insured Endorsement
(continued)
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.
SURETY BONDS
(If a Public Works/Engineering
Project)
The Contractor shall provide:
1. A Bid bond
2. A Performance Bond
3. A Payment Bond
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non- renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
Subcontractors
CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
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___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 4 of 4
Revised: September 2011
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin . The City
of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
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