CITY OF RICHMOND
SHORT FORM CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
1. Parties. The parties to this Agreement are the City of Richmond (herein referred to as the “City”) and the
following named Contractor:
(Company)
(Street Address)
(City State, Zip Code)
(Contract Person)
(E-mail)
(Telephone)
(Fax Number)
Richmond Business License No.
Expiration Date:
2. Term. The effective date of this Agreement
is
and it terminates
unless sooner terminated as provided herein.
3. Payment Limit. City’s total payment to Contractor
under this Agreement shall not exceed ($10,000.00)
including expenses unless a contract amendment has
been approved by the City Council or City Manager.
4. City’s Obligations. City shall pay the Contractor a not to exceed amount of $
as total payment for all services rendered.
5. Location of Services. Contractor shall perform the
services set forth herein at the following location:
___________________________________________
6. Contractor’s Obligations.
To the satisfaction of the City’s Project
Manager, Contractor shall provide the
following services:
7. Supplemental Conditions. This
Contract is subject to the Supplemental
Conditions and Special Conditions (if
applicable) attached hereto, which are
incorporated herein by this reference.
8. Insurance Provisions. This Contract is
subject to the Insurance Provisions which
are attached hereto and are incorporated
herein by this reference.
9. Signatures. These signatures attest the
parties’ agreement hereto:
CITY:
CITY OF RICHMOND, CA
a municipal corporation
By:
City Manager or Designee Signature
CONTRACTOR:
By:
Signature Date:
Short Form Contract/EJ/TE 11-30-07
CITY CLERK'S OFFICE
SABRINA LUNDY
[email protected]
(510) 231-3048
ANALYZE AND UPDATE THE CITY'S CURRENT RECORDS RETENTION SCHEDULES TO COMPLY WITH BOTH CURRENT MANDATES AND "BEST PRACTICIES" OF OVER 200 OTHER CALIFORNIA CITIES.
GLADWELL GOVERNMENTAL SERVICES, INC.
POST OFFICE BOX 62
LAKE ARROWHEAD, CA 92352
DIANE R. GLADWELL
[email protected]
(909) 337-3516
(909) 337-3526
WAIVED
N/A
October 1, 2023
September 30, 2028
10,000.00
Remote at contractor's business location.
Records Retention Update
Implementation/Destruction Procedures
Training Videoconferences
Up Keep Subscription Services
DocuSign Envelope ID: 8BBE10BF-0521-44F9-AF52-ABA5C25A10C5 9/20/2023
10/10/2023
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SUPPLEMENTAL CONDITIONS
1. It is expressly agreed that Contractor is to perform the services described herein as an independent contractor pursuant to California Labor Code Section 3353, under the control of the City as to the result of his work only but not as to the means by which such result is accomplished. Nothing contained herein shall in any way be construed to make Contractor or any of its agents or employees, an agent, employee or representative of the City. Contractor shall be entirely responsible for the compensation of any assistants used by Contractor in providing said services.
2. This Contract shall automatically terminate when the total accumulated compensation paid or due to Contractor under this Contract reaches $10,000.00. The City shall not be responsible for compensating Contractor for any amounts in excess of $10,000.00.
3. Either the City or Contractor may cancel this Contract at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the City shall be liable only to pay to the Contractor compensation for services rendered up to the date of the Contract's cancellation.
4. Contractor shall not assign th is Contract, or any part thereof, or any right of the Contractor hereunder without the prior written consent of the City.
5. Contractor 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 contractor's performance of this Contract or from acts or omissions of any person(s) employed by Contractor.
6. Contractor agrees to observe a ll 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, 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 this Contract does not exceed five thousand dollars ($5,000.00) and if the Contractor does not make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the Contractor shall be exempt from obtaining a City of Richmond business license.
8. If this Contract does exceed five thousand doll ars ($5,000.00), or if Contractor does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City of 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.
GLADWELL GOVERNMENTAL SERVICES, INC.
DocuSign Envelope ID: 8BBE10BF-0521-44F9-AF52-ABA5C25A10C5 For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SPECIAL CONDITIONS
GLADWELL GOVERNMENTAL SERVICES, INC.
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 of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto, prior to the execution of this Agreement.
See attached Exhibit A - Scope of Work
DocuSign Envelope ID: 8BBE10BF-0521-44F9-AF52-ABA5C25A10C5 For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
INSURANCE PROVISIONS
1. Insurance Requirements – During the Term of this Contract, the City’s Insurance Requirements are hereby waived.
2. Waiver of Liability – As a condition of this Contract, the Contractor, its officers, agents and employees, hereby waive any and all rights to seek recovery for loss or damages of any kind against the City of Richmond, its officers, agents, and employees arising out of the goods or services provided under this Contract. This waiver of liability shall survive the expiration or termination of this Contract.
GLADWELL GOVERNMENTAL SERVICES, INC.
DocuSign Envelope ID: 8BBE10BF-0521-44F9-AF52-ABA5C25A10C5 Proposal for Richmond – Records Retention Update: August, 2023 Submitted by Gladwell Governmental Services, Inc. 909.337.3516 www.gladwellgov.org
SCOPE OF WORK
RECORDS RETENTION SCHEDULES
Phase 1: Records Retention Update – Best Practices Videoconferences
Gladwell Governmental Services, Inc. (GGS) will provide analysis of the City’s current records retention schedules and bring them current / compliant with both current mandates and “Best Practices” of over 200 other California cities.
Pre-existing copyright-protected records retention schedules developed by GGS will be customized to be organized to reflect the City’s organizational structure, and schedules will include all current laws and will show which records could be scanned into the document imaging system, and will identify if, and when, the paper version should be destroyed after imaging.
Then GGS will meet with each department via videoconference to review the proposed changes, obtain additional changes from employees, and provide employee training.
Deliverables:
Updated Records Retention Schedules for all City Departments Detailed Index to Records Retention Schedules
Draft resolution of adoption
Draft staff report
Unlimited Videoconferences with each Department / Division
Total Cost: $6,900.00
Phase 2: Implementation / Destruction Procedures and Training - Videoconferences
GGS will create and/or review and update all written instructions, policies, procedures and form to ensure all laws, policies and procedures of the City are followed in the most cost-effective manner possible.
GGS will provide two (2) different days / times for employee training classes so employees can attend an interactive training session.
Deliverables:
New or Updated Policies, Procedures and Forms for destroying records in compliance with laws and “best practices”
Various Planning meetings (videoconference, telephone & e-mail) 2 videoconference training sessions for employees
Total Cost: $1,100
Subscription to Keep Retention Schedules Up-to-Date (Next Fiscal Year)
The subscription includes:
Legal review of all changes for the year (presented in “Track Change” format,)
EXHIBIT A
DocuSign Envelope ID: 8BBE10BF-0521-44F9-AF52-ABA5C25A10C5 Proposal for Richmond – Records Retention Update: August, 2023 Submitted by Gladwell Governmental Services, Inc. 909.337.3516 www.gladwellgov.org Additional changes requested by your employees,
Approval forms and assistance,
Re-writing of the index to your schedules to reflect the changes made, Unlimited e-mail and telephone assistance / Q&A throughout the year.
$400 a year (July 1 – June 30); Subscription continues until cancelled by the City. Starts the year after adoption of the City Council.
DocuSign Envelope ID: 8BBE10BF-0521-44F9-AF52-ABA5C25A10C5
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)
DocuSign Envelope ID: 8BBE10BF-0521-44F9-AF52-ABA5C25A10C5 September
President
Gladwell Governmental Services, Inc.
23.00 Gladwell Governmental Services, Inc
9/20/2023
20.00 Diane Gladwell
Lake Arrowhead