CITY OF RICHMOND
STANDARD CONTRACT
Department: City Project Manager:
City Project Manager E-mail: City Project Manager Phone No:
Vendor No: 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, a municipal corporation (“the City”), and the following named Contractor:
Contractor Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No:
☐ 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 terminates _________________ unless terminated earlier as set forth herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $______________ (“Contract Payment Limit”) unless a Contract Amendment has been approved by the City Council or City Manager. If this amount includes a contingency, Contractor acknowledges that any use of such contingency shall be for work beyond the original scope of services and requires prior written authorization by the City. If noted below, Compensation for work done under this Contract, shall not exceed as follows:
FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________
4. Contractor’s Obligations. Contractor agrees to perform all work at its own cost and expense, to furnish all labor, tools, equipment, materials, except as otherwise specified, in accordance with the Service Plan set forth in Exhibit A, attached hereto and incorporated herein.
5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.
10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.
11. Signatures. These signatures attest the parties' agreement hereto:
CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)
By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________
I hereby certify that this Contract (* The Corporation Chief Financial Officer or Assistant has been approved by City Council Treasurer, or Secretary or Assistant Secretary should or the City Manager. sign below)
By: _________________________ By: ___________________________ City Clerk Title: __________________________
Date Signed: ____________________
Approved as to form:
(NOTE: Pursuant to California Corporations Code Section By: _________________________ 313, if Contractor is a corporation or nonprofit organization, City Attorney this Contract (1) must be signed by (a) the Chairperson of the Board, President, or Vice-President and (b) the
Chief Financial Officer or Assistant Treasurer, or
Secretary or Assistant Secretary)
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
Sanctuary City Compliance Statement Exhibit G
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the Project Manager ( set forth in Exhibit B) , perform the following services and be compensated as outlined below [or attach service plan if necessary]:
MUNICIPALITY PROJECT REFERENCE NUMBER
CITY OF RICHMOND, CA AUTOMATED BUDGET BOOK 2024-024RICHCA12
PUBLISHING SOLUTION
GOVDOLLARS CONSULTING
PROPOSAL
FOR SERVICES
(919) 607-7877
[email protected]
www.govdollars.com
OVERVIEW
GovDollars Consulting is pleased to submit this
proposal to support the City of Richmond’s goal to
improve the efficiency of your budgeting processes and
automate the publishing of the annual operating
budget and Capital Improvement Budget book.
I
n this proposal, we lay out the solutions and ongoing
services and support that we would provide to the City
of Richmond to implement our cloud-based Lomali
Budget Book solution.
All your budgeting needs found seamlessly in one place. 03 04
BACKGROUND AND PROJECT SUMMARY
Pages 1-3
COST INFORMATION
METHODOLOGY
Pages 4-16
QUALIFICATIONS
Pages 17-23
01 02
06 TABLE OF CONTENTS
BACKGROUND AND PROJECT SUMMARY
Project Overview & Solution Alignment
As we understand this project, the City of Richmond is seeking to implement a cloud-based SaaS solution that automates and streamlines the preparation and publishing process for its annual operating budget book and Capital Improvement Plan (CIP) book.
The goal is to simplify the production of these documents while ensuring that all budget data—whether in narratives, data tables, or charts—remains accurate and consistent throughout.
A
dditionally, the City of Richmond requires the chosen system to seamlessly integrate with its existing ERP system, Tyler Technologies MUNIS, to facilitate smooth data transfers and updates. Another key priority is the ability to publish a clean, modern version of the budget book that meets the city's standards for professionalism and accessibility, with options to produce both web-based and PDF formats.
The Lomali Budget Book aligns perfectly with these objectives. It offers an intuitive platform that automates the assembly of budget documents, reduces manual data entry errors, and ensures consistency across all sections. Its integration capabilities enable easy connection with MUNIS, streamlining data synchronization.
Furthermore, Lomali provides versatile publishing tools, allowing users to create polished, user-friendly digital and print-ready budget books that can be accessed and shared effortlessly.
Our Mission
At GovDollars Consulting, our mission is to help local government finance professionals spend more time on what’s most important. We firmly believe that cloud-based software solutions and expert consulting services can revolutionize your work, making it not only easier but also remarkably efficient.
Leah R. Patrick
President & Head of Product
GovDollars Consulting
Budget Book
v
1 BACKGROUND AND PROJECT SUMMARY
We pride ourselves on our meticulous attention to detail and user experience in our products. Our objective is to streamline the budgeting process for municipalities, eliminating the need for multiple software platforms such as Microsoft Word, Excel, Access Database, and PowerPoint. The Lomali Budget Book is carefully configured to fulfill all your financial publishing requirements.
The GovDollars Difference
What sets us apart is our unique blend of expertise in both the local government and software development realms. Our team is comprised of individuals who have served in large municipal budget and finance departments and finance institutions. We understand firsthand the challenges you face, and our goal is to ensure your experience is far superior to what we encountered.
We're dedicated to helping budget and finance departments reclaim their time for critical tasks like financial and management analysis, policy development, and strategic planning, rather than grappling with cumbersome processes and outdated software. By offering premier software products and expert advice from years of experience in the field, we can guide you through every step of the publication process, so you can rest assured your process will run much smoother.
A Partnership of Value
Our customer service capabilities and offerings are exceptional in the industry. While larger companies often provide municipalities with generic, out-of-the-box solutions that do not fully meet your needs, or highly configurable products that demand significant time and effort from your staff, we take a different approach at GovDollars Consulting.
W
e offer a balanced solution designed to minimize the burden on your team while delivering highly customized software. Our smaller size allows us to be agile and flexible, working closely with the City of Richmond’s Finance Department to meet all your requirements. This enables us to create a software solution meticulously tailored to your unique budget book publishing needs, meeting both your current chart of account structure and branding requirements.
Customized features are an integral part of our software’s implementation phase. In the past, we have added client-requested features such as a page PDF generation tool, a Tablet viewing mode, a table sorting feature, an automatic blank page insertion at t he
end of sections, and many more.
2 BACKGROUND AND PROJECT SUMMARY
Excellent Customer Service and Support
Our cost proposal is simple, and includes an unlimited number of licenses, support, training for current staff and materials to use as training refreshers, and other implementation and configuration needs.
T
he ongoing support is robust. It includes unlimited support tickets, a budget season elevated support window, emergency phone support, prioritized feature and enhancement requests, and no-cost upgrades scheduled at your convenience.
What’s more, our product won’t require any extra work from your IT department. Unlike other solutions that require municipalities to allocate additional resources for upgrades, maintenance, infrastructure, and software patches, our dedicated team handles everything for you. We provide 24/7 availability for these services and maintain a 99.9% uptime, with daily client data backups as a standard feature.
Information in this Proposal
In addition to the information discussed above, we have included the following requested information in this proposal:
A. Methodology (Tab 2): Within this section we include the assumptions and methodology we use to provide the requested services. A comprehensive explanation of the features, functionalities, and capabilities of the Lomali Budge t
Bo
ok that directly addresses the City’s content development and publishing needs.
We include an outline of GovDollars Consulting’s implementation approach and a detailed description of the tasks, activities, and deliverables that will be included in the configuration, testing, training, and other vital implementation steps. Also p
rovided is a detailed description of our maintenance and support program, all of which are included in the ongoing cost of the software. Finally, we include information on our company’s clients and our company’s focus since its inception.
B. Qualifications (Tab 3): Identification of the staffing resources behind the design, implementation, and maintenance of the Lomali Budget Suite, including software engineering and project management staff.
C. Cost Information (Tab 4): A detailed cost proposal for the ongoing and one-time costs of the software for an assumed five-year contract period. The actual length o
f the contract is negotiable.
3 Lomali Budget Book is a premier Cloud-Based SaaS product designed to provide a comprehensive financial management solution that meets the highest standards in budget preparation, financial reporting, and transparency. The product addresses the specific requirements for budget book and CIP documentation and preparation and can also be used for other financial publications such as the ACFR, quarterly and monthly reporting, and revenue manuals. The product also streamlines the publication process by minimizing the need for using multiple platforms (Word, Excel, Access database, PowerPoint, etc.). The following is information on the system’s primary features that will be of particular benefit for the City of Richmond’s publication needs.
METHODOLOGY
PRIMARY SYSTEM FEATURES
––
Displays as an easy-to-u se rich text editor with an intuitive interface The Lomali Budget Book features an easy-to-use, intuitive Microsoft Word-like text editor allowing the pages of the budget book to easily be created, edited, and viewed by end-users. This text editor allows users to enter and edit text directly within the system and replaces the need for Microsoft Word in the budget publication process. Page numbering, page breaks, page orientation, spacing, margins, image insertion, creation of tables, shapes, headers, footers, etc. are all available within this text editor. Customized branding needs (such as fonts, colors, logos, and styles) can be added as needed.
Exhibit A: Text Editor Tool
4 METHODOLOGY
PRIMARY SYSTEM FEATURES
A llows users to create templates for the document or suggest pre- made templates Templating is a key feature within the Lomali Budget Book. This feature allows system administrators to create and define key pages that repeat certain elements and reuse these pages repeatedly. For example, a template can be created for a department page that includes a standard header, footer, logo, mission statement, budget highlights, and budget tables.
Exhibit B: Templating Feature
o
This template can then be used over again when a new department page is created to ensure the standard elements of the page are included. Additionally, elements within the template can be locked, ensuring that department users editing the pages cannot adjust the uniform elements, such as headers, sub headers, logo placement, etc. These standard templates are created during the implementation phase of the project and can be updated as necessary to adjust for updated branding requirements.
A bility to import, configure, and update financial data in the budget book The software will seamlessly pull in balances from the most recently completed fiscal year, along with data from the current fiscal year in progress. It also integrates the current year’s operating budget to facilitate accurate financial reporting and budget forecasts. Data uploads are configured specifically for the City of Richmond’s unique chart of account structure during the implementation phase and can be updated throughout the contract period as needed. 5 METHODOLOGY
PRIMARY SYSTEM FEATURES
A bility to create tables, charts and graphs that update when data updates Dynamic charts, graphs, and tables can all be created directly within the Lomali Budget Book application. These dynamic charts, graphs, and tables display data based upon the user’s chosen filter and grouping and will update automatically when new data is uploaded into the system or when the data changes in the data source (i.e. the ERP system or budget system). This not only allows for accurate tables and graphs, but also ensures that reports are accurate and up to date.
Exhibit C: Dynamic Tables Tool
Exhibit D: Dynamic Charts & Graphs Tool
Customization options such as what data and calculations are displayed in the tables (ex: percent change year-over-year) are configured during the implementation phase. Additionally, GovDollars Consulting staff will customize default tables to match the branding requirements of the City of Richmond. This includes all color, font, and spacing requirements. Charts and graphs can similarly default to specific fonts and colors as prescribed by the City of Richmond, making adding these charts and graphs easy to create and uniform throughout the entire document. 6 METHODOLOGY
PRIMARY SYSTEM FEATURES
Ability to restrict access to pages or parts of pages based on role/security Our system supports granular entitlement or access control at both the user level, and at a group, or role-based, level. Some entitlements come standard, but we can also configure specific entitlements based on the City of Richmond’s requirements as part of the implementation process.
In general, access to pages is restricted based on the users assigned to that page. Parts of pages can be restricted using the structured template feature, which allows for certain elements, like headers, sub headers, logos, and other standard branding to be locked.
Ability to import and incorporate other PDF documents throughout Outside PDFs, such as the strategic plan can be imported within the application and added to previously created sections for the budget book or CIP. This allows for page numbering of outside PDFs to sync with the document automatically when the final PDF is generated in the application. These documents will also be incorporated into the Table of Contents automatically as a part of this syncing process.
Exports the final document into an easily printable PDF document The compiled information produced within the Lomali Budget Book application can be exported into an easily printable PDF document using the PDF generation tool. The final PDF will automatically generate a Table of Contents with hyperlinked page numbers for sections and pages. The PDF can then be printed or posted to the City’s website. This PDF can be adjusted to meet ADA publishing standards, with our staff providing ongoing guidance and support to ensure compliance.
Import and/or create images, organizational charts, and other graphics Outside images and organization charts can be easily imported into the Lomali Budget Book application and included directly within the Microsoft Word-like text editor. Standard images formats, such as .jpg, .png, and .gif are supported. Basic graphics can be created directly within the platform or imported as an image.
7 METHODOLOGY
PRIMARY SYSTEM FEATURES
Develops a web-f riendly version of the document
An interactive web version of the published financial documents is included with the subscription of the Lomali Budget Book product. The website can exist on its own or be integrated into the City of Richmond’s larger website. GovDollars Consulting staff will work with the City of Richmond’s staff to design and implement the website according to the City’s needs. Click the following link (https://garner.lomali.io/cloud-book/) for an example of a website version of the FY2025 Adopted Book for a client.
Track changes and commenting features
The text editor also features a track change and commenting section with date/time stamps for reference. This allows users to collaborate amongst each other and to make edits that require approval or rejection to move forward, thereby eliminating the need for separate email communications and multiple versions of documents during the publication process. Auto generation of emails notifying users of comments or changes to documents can also be set up within the system if desired.
Exhibit E: Track Changes and Commenting Feature
8 METHODOLOGY
PRIMARY SYSTEM FEATURES
Has workflow capabilities between different levels of users The Lomali Budget Book offers workflow capabilities between different levels of users within operating departments, the Finance Department, and the Manager’s Office. Unique workflow levels or elements for the City of Richmond will be added to the standard workflow during the implementation phase. Users are assigned certain roles within the workflow. These users can be modified per page for review, editing, and approval purposes. Additionally, users outside the Finance Department will only have access to the pages they are assigned a role, ensuring that edits and additions to pages are controlled.
Exhibit F: Page Settings & User Access
Moreover, a Manager’s Dashboard feature allows the Finance Department to review progress status and stages of each page. This feature allows the team to regularly review the progress of the publication and manage where needed. The Manager’s Dashboard will be configured during the implementation phase based on the individual users’ needs and roles.
Exhibit G: Manager’s Dashboard
9 METHODOLOGY
Key Components
• Training.
• System Documentation and Manuals.
• System Integrations.
• Unlimited support tickets.
• General customer support provided.
• Emergency phone support.
Training
At GovDollars Consulting, we provide robust end-user training on the Lomali Budget Book product. Our approach is to provide training to all end-users upfront after implementation and annually as a refresher for current staff and as an orientation for new staff. We provide training separately for the City’s Finance Department staff to ensure that all system administrators are setup appropriately and staff are aware of the content and limitations for different user roles. End-user trainings will take place in-person and online, depending on schedules and preference.
System Documentation and Manuals
Training materials and user guides are included as part of the initial training and ongoing operational support for the Lomali Budget Book product. These materials are in the form of step-by-step text-based guides and videos and can be referenced at any point directly within the system itself. All costs associated with these materials and the access to them are included within the ongoing subscription cost for the system.
New features and customizations added to the system for the City of Richmond’s unique business needs will also be added to these training materials. We consistently update these materials to ensure they showcase the latest features, and all users are aware of the system’s capabilities.
ONGOING SUPPORT SERVICES
v
10 System Integrations
System integration work (from ERP systems and other financial/budget systems) is available and included in the initial implementation phase for the Lomali Budget Book product. If special file formats, extra pre-processing, or scheduled batch integration (integration with other software systems) is desired, we provide complimentary ETL (Extract, Transform, & Load) consultation of up to 50 hours to customize for your system. This includes prior year data that the City of Richmond would like to display in tables, charts, and graphs within the published financial documents.
U
nlimited Support Tickets
The Lomali Budget Book team believes the path to providing our clients the best product and value includes an open line of communication. Rather than provide various tiers of support that limit that line of communication, we offer a single tier with unlimited requests. No matter how small the problem, we want to hear about it so we can continue making our platform the best for your budget needs. What’s more, we guarantee a next business day (or sooner) response time to all support tickets.
General Customer Support
Our customer support experts are available 8am-5pm EST to provide ongoing support needs during the contract period. Much of the needs the City of Richmond may come across can be addressed remotely and online via the submission of support tickets. Our customer support is included within the quoted cost of our product and is available at any point of the fiscal year.
Emergency Phone Support
Phone support is provided on an emergency basis. Emergency contacts and phone numbers will be provided to key City of Richmond personnel with the expectation that they be used for emergency events that require immediate response. Some examples of emergencies include: the system becoming completely unavailable and system errors that are blocking a budget deadline during the Budget Season Elevated Support Window.
ONGOING SUPPORT SERVICES
METHODOLOGY
11 Budget Season Elevated Support Window
We recognize that budget season is a hectic time for the City of Richmond. To keep services as readily available as possible, we take special care to prioritize requests and avoid any unnecessary software installs or upgrades during your established budget season window. Unless specifically requested, any upgrades will be postponed until the end of the budget season window.
Prioritized Feature & Enhancement Requests
Within the platform itself, we provide the City an opportunity to submit new feature and enhancement requests. Features requested by the City will receive prioritized treatment. We are constantly seeking feedback about system enhancements and look at any relationship with a client as a partnership opportunity to improve the budget process and the profession.
Upgrades Included
As a cloud SaaS (Software as a Service) product, we work to continuously enhance the products to better fit our customers’ needs. We release multiple new features throughout the year. As a subscriber to our product, City of Richmond will receive upgrades at no cost as they become available. Further, any upgrades and product enhancements will be communicated as they are being developed and implemented. Upgrades will be scheduled with City of Richmond before installation and will honor the Budget Season Elevated Support Window, unless specifically requested during the window.
MAINTENANCE + TRUST & CONTROLS
METHODOLOGY
Key Components
• Budget Season Elevated Support Window.
• Prioritized feature and enhancement requests.
• No-cost upgrades scheduled at customer’s convenience. • No maintenance for your IT department.
• 24/7 availability (excluding necessary maintenance performed after 6pm EST).
• Industry Standard Disaster Recovery with Daily Backups. • Internal controls & processes designed for future ISO- 27001/SOC/FedRAMP certification.
12 Maintenance Free
We take care of all the software maintenance: infrastructure, software patches, etc. so you can focus on maintaining your budget, and not your budget software.
Uptime, Disaster Recovery
Our support team targets a 99.9% uptime, which means 24/7 availability for users of the Lomali Budget Book product. Our team also follows cloud industry best practices for disaster recovery and software patching. Client data is backed up daily as a minimum.
Maintenance Window
Most maintenance is performed without disruption to users. However, from time-to-time certain types of maintenance or upgrades may require us to take the platform offline temporarily. To minimize user disruption, maintenance and upgrades will be performed after 6pm EST. During the Budget Season Elevated Support Window, only absolutely necessary maintenance activities will be performed.
T
rust & Security
Security and availability of our software is paramount to helping customers fulfill their budget requirements. To ensure our system’s integrity, we have designed our internal controls and processes in line with those defined by ISO-27001, SOC, and FedRAMP standards. Note: To keep costs low for our customers, we currently are not certified on these standards, but have the foundation in place to pursue certification as required.
MAINTENANCE + TRUST & CONTROLS
METHODOLOGY
13 Our phased implementation approach for the Lomali Budget Book involves a discovery phase, implementation and integration activities, live end-user training, and ongoing maintenance and customer support. Below is GovDollars Consulting’s implementation approach for the Lomali Budget Book along with the expected steps and activities within each phase. The timeline for each of these phases is provided in the next portion of this section.
Step 2: Implementation & Configuration
We will work one-on-one with your finance staff to ensure setup of the City of Richmond’s chart of account string format, provide any other customized configuration needs identified in Step 1, identify users and administrators of the system, and validate various features with system administrators.
Step 1: Identification of Current Business Processes
During the first implementation step of the Lomali Budget Book product, we will work one-on-one with the City’s Finance Department to identify and review current financial processes as well as the current financial publications. This information will allow us to adjust the Lomali Budget Book software where appropriate to match current City practices. We will also discuss templating, branding requirements, workflow roles, and other customization needs. A meeting with City IT staff may also be necessary to discuss technical configurations such as SSO (Single Sign-On) and setup for ETL (Extract, Transform, Load) work (i.e. system integrations).
Step 3: Data Integration
As a part of the implementation phase, chart of account data (operating and capital) and personnel data will be uploaded as a .csv file to then be manipulated and altered within the Lomali Budget Book product. Any programming that needs to occur for the data upload to be recognized in the Lomali Budget Book will be completed by GovDollars Consulting staff. If special file formats, extra pre-processing, or scheduled batch integration (integration with other software systems) is desired, we will provide comp
limentary ETL (Extract, Transform, & Load) consultation of up to 50 hours to customize for your system.
SOFTWARE DELIVERY MILESTONES & SCHEDULE
METHODOLOGY
1 2
3 14
Step 5: Training for Product Users
Next, we will train users on the Lomali Budget Book product. This training will take place in-person and online, depending on schedules and preference. Training materials, in both video and text-based formats, will also be provided as a reference for current users and for future users of the software. This will include any necessary adjustments to the software that were identified during Step 1.
An annual training refresher course will also be provided by GovDollars Consulting staff at the beginning of each budget planning cycle during the contract period.
Step 6: Maintenance and Customer Support
Ongoing maintenance and customer support for the Lomali Budget Book product will be provided to the City of Richmond throughout the duration of the contract. As errors or problems occur, end-users can use our application’s ticketing system to report and track these issues. During this time, there will also be new features developed and added to the software. We will provide additional training on all new features. More information on this step is provided in the Ongoing Support Services subsection.
Step 4: Testing
Testing of the data integration and any additional configuration needs, as well as adjustments to the software made due to unique City of Richmond’s business processes will occur prior to training and the system going live to all users. The City’s system administrators will be involved during this step to ensure data is integrated correctly. City finance staff may also be asked to test that financial and personnel data is showing correctly in dynamic tables, charts, and graphs. Feedback and error resolution will occur during this step, as well as any needed modifications to training materials.
METHODOLOGY
SOFTWARE DELIVERY MILESTONES & SCHEDULE
4 5
6 15
METHODOLOGY
Below are the general timeframes for milestones provided given an assumed five-year contract period. The first-year implementation steps will take approximately twelve weeks, with an additional two weeks scheduled for training. We can and will adjust this timeline depending on when a contract between the City of Richmond and GovDollars Consulting begins.
Much of the work discussed in this schedule will be completed during normal business hours. This is particularly true for any work involving City of Richmond staff. GovDollars Consulting staff will work after hours and on weekends as needed. Throughout the duration of the implementation and training phases, GovDollars Consulting staff will be working both onsite at the City of Richmond’s offices and remotely, depending on need and schedules. Once the products are implemented, most maintenance and customer support will be provided remotely.
SOFTWARE DELIVERY MILESTONES & SCHEDULE
Milestones Start Date Duration End Date
Step 1: Identification of Current
Business Processes
December 1, 2024 ~30 days December 30, 2024
Step 2: Implementation &
Configuration
January 1, 2025 ~30 days January 30, 2025
Step 3: Data
Conversion/Integration
January 1, 2025 ~30 days January 30, 2025
Step 4: Testing February 1, 2025 ~15 days February 15, 2025 Step 5: Training for Product
Users
February 15, 2025 ~15 days February 28, 2025
Step 6: Maintenance and
Customer Support
February 2025 Ongoing Contract End
16 Our Experience and Expertise
Founded in 2022, GovDollars Consulting is a dynamic software company that is dedicated to developing cutting-edge software solutions tailored to the unique needs of municipal budget, finance, and management departments. Our flagship product, the Lomali Bud
get Book, represents a year of meticulous development,
with our team working diligently to create a robust and user- friendly platform.
I
ndependence is our hallmark, as we operate without reliance on external funding or investment support. Presently, a substantial 80% of our revenue, encompassing anticipated earnings, is dedicated to the future of software development. Our unwavering commitment revolves around crafting the Lomali Budget Suite—a product tailored to municipal requirements—with an eye on prospective expansion into primary and higher education.
T
he meticulous efforts of our dedicated team manifest in the continuous enhancement of our current products, customizing features to precisely align with our clients' unique needs. Seeking to create a symbiotic relationship with our user base, GovDollars Consulting actively invites feedback through formal and informal demos, conferences, and networking opportunities.
A
t present, we do not engage in strategic partnerships, and there are no imminent alterations in our financial landscape, ruling out mergers, acquisitions, takeovers, or divestitures. We have also not had any significant change to leadership since our inception and do not expect any organizational changes in the next year.
QUALIFICATIONS
17 Our Experience and Expertise
The Lomali Budget Suite team at GovDollars Consulting comprises a combined 25+ years of delivering financial services software, 10+ years of municipal budget management, and 10+ years of
successful business ownership. Public sector experience includes work in large county and city budget departments as well as large operating departments outside of the central budget function.
Private sector experience includes software development and management in large financial institutions and investment companies.
O
ur team members are highly trained in their fields, and all hold multiple post-secondary degrees. This includes a PhD in Engineering, three post-graduates in business, public
administration, or computer science, and multiple ABET accredited bachelor’s in computer science.
Our advisory team, comprised of budget professionals and systems analysts, consistently provides input on the development of all our budget software products. This professional insight is invaluable, enabling us to tailor our products to meet clients' specific needs and develop with the end-user in mind.
QUALIFICATIONS
18 Staffing Resources & Structure
GovDollars Consulting will staff this project with two-full time staff, one of them being the President and Head of Product and the other the Vice President of Engineering and Operations. Two additional software engineers will contribute to the project as needed. These individuals work directly on the Lomali Budget Suite products, providing software development expertise and ongoing maintenance and customer support.
Depending on project needs, we may also engage our diverse pool of contracted professionals that cater to a spectrum of business requirements, including consulting services, marketing initiatives, and legal and financial needs. Together, our team represents a harmonious synergy of skill, dedication, and innovation, propelling GovDollars Consulting into the future of municipal budgeting and planning software.
QUALIFICATIONS
Leah Patrick
President & Head of Product
Darren Doherty
Staff Engineer
Ben Morris
Staff Engineer
Talmage Patrick
Vice President of Engineering and
Operations
19 Leah R. Patrick holds a pivotal role as the leader at GovDollars Consulting, where she assumes responsibility for steering the company's strategic vision and operational excellence. In her capacity, Leah manages the intricacies of daily business operations, encompassing marketing, development, customer engagement, and pursuit of new opportunities. She is also the lead product strategist and is intricately involved in designing the Lomali Budget Suite products.
With over a decade of dedicated experience in the public sector, Leah has cultivated her expertise primarily within the domains of local government budgeting and financial management. Her extensive portfolio includes engagements with prominent municipalities, encompassing cities and counties, spanning states of North Carolina and Texas, each with well over $1billion budgets.
Leah holds a Master of Public Administration degree from North Carolina State University and an undergraduate degree in Political Science from Appalachian State University.
During this relationship with the City of Richmond, Leah will be responsible for all project management components to include implementation, training, and ongoing customer services. She will also be the single point of contact on all matters dealing with the project.
Leah R. Patrick
President & Head of
Product
Co-Founder
Meet Our Team
The Lomali Budget Suite team at GovDollars Consulting comprises a combined 25+ years of delivering financial services software, 10+ years of municipal budget management, and 10+ years of successful business ownership.
O
ur team members are highly trained in their fields and most hold multiple post-secondary degrees. This includes a PhD in Engineering, two post- graduates in business, public administration and computer science, and multiple ABET accredited bachelor’s in computer science.
T
he following is a description of our staff and their roles and responsibilities during our relationship with the City of Richmond delivering the Lomali Budget Book product.
QUALIFICATIONS
20 QUALIFICATIONS
Talmage Patrick
VP of Engineering &
Operations
Co-founder
Darren Doherty is a ke y contributor and advisor to the development and maintenance of the Lomali Budget Suite. Darren holds a PhD in Engineering and a bachelor’s in information technology, both from the University of Galway. He also holds a postgraduate diploma in management practice from the UCD Smurfit School (sometimes called the “The Harvard of Ireland”).
D
arren has over 14 years of commercial software engineering experience in both backend and frontend system architecture, system design, and software development. His experience ranges from leading the technology strategy for software startups, to leading architectural and development efforts in large
multinationals like Survey Monkey, Fidelity Investments and Miro.
He is proficient in a wide range of technologies, including cloud technologies, IT operations, software architecture, and software technologies such as Java, Angular, TypeScript and Python.
Darren Doherty
Staff Engineer
Talmage Patrick is responsible for the overall technical direction of GovDollars Consulting and oversees day-to-day functions of finance, IT, support, customer success, and compliance. He has been writing software for over 25 years and has over a decade of software delivery experience in the financial services industry.
Talmage has delivered dozens of software projects for brands such as Fidelity, Vanguard, Best Buy, BASF, Peterbilt, Thyssen-Krupp, and more. His experience includes leading software delivery and support efforts on products managing 100s of billions of client dollars. Talmage’s other entrepreneurial pursuits include starting and running a real-estate investment business for the last 10 years.
Talmage holds bachelor’s degrees in computer science and business administration, both from North Carolina State University.
During this relationship with the City of Richmond, Talmage will be the lead software developer responsible for all implementation and configuration needs, to include added features, data integration testing and ongoing support
21 QUALIFICATIONS
Ben Morris is a member of the engineering team for the Lomali Budget Suite, with a focus on software development, maintenance, and support.
B
en holds a bachelor’s degree in electrical and computer engineering from Louisiana State University (2002) and a master’s in computer science from North Carolina State University (2024).
He also holds a master’s in teaching from Northwestern State University (2010).
B
en has been teaching math, biology, and engineering at the high school level since 2006. He has experience working with Java, Python, and Ruby as well as AI, Machine Learning, and advanced data structures and algorithms.
Ben Morris
Staff Engineer
22 QUALIFICATIONS
Our Journey
Starting in the summer of 2023, our company began marketing the Lomali Budget Book product to municipalities in the southeastern region. We currently have one client and reference from the Town of Garner, who recently went through the implementation milestone and produced their budget book and capital improvement plan using our product. • C
ompany/Government Entity: Town of Garner, NC
• Contact Name/Title: Sara Warren, Budget Director
• Address: 900 7th Avenue, Garner, NC 27529
• Direct Phone Number: (919) 773-4417 (o), (984) 303-7584 (c) • Email Address: [email protected]
• Length of Relationship: 2 years; Software consulting project in 2023 currently using Lomali Budget Book product (2024-2026). • Produced publication: Town of Garner FY2025 Recommended Budget Book; Town of Garner FY2025 Adopted Budget Book
• Produced website: https://garner.lomali.io/cloud-book W
e encourage readers of this proposal to review the produced publication, and website and pay special attention to the tables, charts, graphs, text, and other general publication features. All these elements were created in the Lomali Budget Book product and can be configured to meet the City of Richmond’s publication needs as well as any other regularly published financial document or report. This includes the ACFR, PAFR, monthly reports, and various other reports and presentations to Town Management, Town Council, and the public.
23 COST INFORMATION
The following is a breakdown of the ongoing and one-time costs of the Lomali Budget Book software product per fiscal year, given a five-year contract period.
Please note that our cost structure is purposely simple and wholistic. The ongoing costs include customer support services detailed in the Methodology section of this proposal as well as an unlimited amount of user licenses for the City of Richmond to utilize our product. One-time costs in the first fiscal year include implementation, configuration, testing and training for end-users, and any travel required by GovDollars Consulting staff for these activities. ß
z
00 √+
Fiscal Year Product Ongoing Cost One-Time Cost Total Cost FY2025 Budget Book $16,000 $18,000 $34,000
FY2026 Budget Book $16,000 N/A $16,000
FY2027 Budget Book $16,000 N/A $16,000
FY2028 Budget Book $16,000 N/A $16,000
FY2029 Budget Book $16,000 N/A $16,000
24 CONCLUSION
We look forward to working with the City of Richmond and supporting all efforts to improve your budget and finance processes and financial publications. We are confident that we can meet the challenges ahead and are ready to partner with you in implementing our Lomali Budget Book product, as discussed in this proposal.
If you have questions on this proposal, or would like us to provide a presentation of our proposal, feel free to contact myself, Leah R. Patrick, at your convenience by email at leah.patrick@ govdollars.com or by phone at (919) 607-7877.
Otherwise, we look forward to next steps in the RFP process.
T
hank you for your consideration,
Leah R. Patrick
P
resident & Head of Product
GovDollars Consulting
ß
z
00 (919) 607-7877
[email protected]
www.govdollars.com
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT B
PAYMENT PROVISIONS
1. COMPENSATION TO CONTRACTOR:
a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.
b. All payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photocopying, 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.
c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.
2. SUBMISSION OF INVOICES:
Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:
Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804
3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.
a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.
4. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract is executed by the City. The insurance coverage required by this Contract shall be maintained by Contractor for the duration of this Contract and must be in place before any payment is authorized.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. All required written notices shall be delivered: (i) by hand; or (ii) sent by registered, express, or certified mail, with return receipt requested or with delivery confirmation requested from the U.S. postal service; or (iii) sent by overnight or same day courier service at the party’s respective address listed in this Section.
2. Each notice shall be deemed to have been received on the earlier to occur of:
actual delivery or the date on which delivery is refused; or three (3) days after notice is deposited in the U.S. mail or with a courier service in the manner described above (Sundays and City holidays excepted).
3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.
4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________
5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:
Attn:
Email: ________________________________________________ Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT D
GENERAL CONDITIONS
1. INDEPENDENT PARTIES:
Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.
The manner and means of conducting the services and tasks are under the control of Contractor except to the extent they are limited by statute, rule or regulation and the express terms of this Contract. No civil service status or other right of employment will be acquired by virtue of Contractor’s services. None of the benefits provided by the City to its employees, including but not limited to unemployment insurance, workers’ compensation plans, vacation and sick leave, are available from the City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any compensation due to Contractor. Payments of the above items, if required, are the responsibility of Contractor.
2. TIME IS OF THE ESSENCE:
Contractor and the City agree that time is of the essence regarding the performance of this Contract.
3. STANDARD OF CARE:
Contractor agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals or service Contractors, as applicable, in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City.
4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):
Contractor assumes all responsibility for verifying the identity and employment authorization of all of its employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Contractor shall indemnify, defend, and hold the City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Contractor.
5. NON-DISCRIMINATION:
Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.
6. CITY PROPERTY:
a. Each and every report, draft, work product, map, record, applicable plans, drawings, calculation, data, specification, video, graphic, or any other material or document produced, prepared or caused to be prepared by Contractor pursuant to or in connection with this Contract shall be the exclusive property of the City.
b. 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 11 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.
c. No report, information or other data given to or prepared or assembled by Contractor pursuant to this Contract shall be made available to any individual or organization by Contractor without prior approval of the City Manager or their designee.
d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.
7. RECORDS:
a. Contractor shall maintain complete and accurate records with respect to the services, tasks, work, documents and data in sufficient detail to permit an evaluation of Contractor’s performance under the Contract, as well as maintain books and records related to sales, costs, expenses, receipts and other such information required by the City that relate to the performance of the services and tasks under this Contract (collectively the “Records”).
b. All Records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the Records to the representatives of the City or its designees during regular business hours upon reasonable prior notice. The City has the right to examine and audit the Records, and to make copies or transcripts therefrom as necessary, and to allow inspection of all proceedings and activities related to this Contract. Such Records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained by Contractor for a period of five (5) years after receipt of final payment.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.
8. PERMITS AND LICENSES:
Contractor, at its sole expense, shall obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses, including a City business license, required in connection with the performance of the services and tasks hereunder.
The failure to obtain such permits and licenses 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.
9. TERMINATION:
a. Termination Without Default. Notwithstanding any provision herein to the contrary, the City 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 transmission of written notice to Contractor as provided in Exhibit C “Authorized Representatives and Notices”.
b. 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 Exhibit B; provided, however, there shall be deducted from such amount the amount of damage, including attorney'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.
10. 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 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
11. HOLD HARMLESS:
a. To the fullest extent permitted by law, Contractor shall indemnify, defend (with counsel acceptable to the City) and hold harmless the City, its City Council, boards, commissions, officials, employees, agents and volunteers (“Indemnitees”) from and against any and all loss, damages, liability, obligations, claims, suits, judgments, costs and expenses whatsoever, including attorney’s fees and costs of litigation (“Claims”), arising from or in any manner connected to Contractor’s performance of its obligations under this Contract or failure to comply with any of its obligations under this Contract or out of the operations conducted by Contractor even if the City is found to have been negligent. If the Claims filed against Indemnitees allege negligence, recklessness or willful misconduct on the part of Contractor, Contractor shall have no right of reimbursement against Indemnitees for the costs of defense even if negligence, recklessness or willful misconduct is not found on the part of Contractor. Contractor shall not have any obligations to indemnify Indemnitees if the loss or damage is found to have resulted solely from the negligence or the willful misconduct of the City. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract.
b. This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined in California Civil Code section 2782.8).
12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:
a. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated 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.
b. Contractor shall not assign, sublease, hypothecate, or transfer this Contract, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of the City Manager. Contractor shall submit a written request for consent to transfer to the City Manager at least thirty (30) days in advance of the desired transfer.
The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent.
c. 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.
d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add sub- contractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion.
e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.
f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”
g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.
13. SAFETY:
a. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor will be solely and completely responsible for conditions of all vehicles owned or operated by Contractor, including the safety of all persons and property during performance of the services and tasks under this Contract.
Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable Contract No: ________ For the Contract between the City of Richmond and
_____________________________
federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.
b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.
c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.
Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.
14. 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.
15. COMPLIANCE WITH ALL APPLICABLE LAWS:
a. During the term of this Contract, Contractor shall keep fully informed of all existing and future state and federal laws and all municipal ordinances and regulations of the City of Richmond which affect the manner in which the services or tasks are to be performed by Contractor, as well as all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall comply with all applicable laws, state and federal and all ordinances, rules and regulations enacted or issued by the City. 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.
b. Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor is required to provide the City with documents and information verifying its compliance with the Living Wage Ordinance. 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 as prescribed in § 2.60.070 of the Municipal Code.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or 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 sub-contractor.
d. 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.
16. INTEGRATED CONTRACT:
The Recitals and exhibits are a material part of this Contract and are expressly incorporated herein. This Contract represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Contract will be effective only by written execution signed by both the City and Contractor.
17. 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 Condition 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.
18. 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 regulations 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.
19. CONFLICT OF LAW:
This Contract shall be interpreted under, and enforced by the laws of the State of Contract No: ________ For the Contract between the City of Richmond and
_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.
20. 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.
21. INTERPRETATION:
This Contract shall be interpreted as if drafted by both parties.
22. WARRANTY:
If any product is 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.
23. 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 toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
24. 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 they are duly authorized to enter into and execute this Contract on behalf of Contractor, Contract No: ________ For the Contract between the City of Richmond and
_____________________________
and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.
25. 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 payment 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.
26. COUNTERPARTS:
This Contract may be executed in any number of counterparts (including by fax, PDF, DocuSign, or other electronic means), each of which shall be deemed an original, but all of which shall constitute one and the same instrument.
27. 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 as Exhibit G.
Contract No: ________ 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, otherwise please state “NONE”):
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT F
INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.
1. CERTIFICATES: Before the commencement of the terms of this Contract, and during the entire term of this Contract and any extension or modification thereof, Contractor shall furnish the City’s Risk Manager with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with coverage requirements set forth by the City and incorporated herein.
Such certificates, which do not limit Contractor’s indemnification, shall also contain substantially the following statement:
“Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days’ advance written notice to the City of Richmond.
Attention: Risk Manager.”
Contractor shall maintain in force at all times during the performance of this Contract all appropriate coverage of insurance required by this Contract with an insurance company licensed to offer insurance business in the State of California with a current A.M. Best’s rating of no less than A:VII or Standard & Poor’s Rating (if rated) of at least BBB unless otherwise acceptable to the City. Contractor shall deliver updated insurance certificates to the City at the address set forth in Exhibit C prior to the expiration of the existing insurance certificate for the duration of the term of Contract.
Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.
2. COVERAGE REQUIREMENTS: The City’s insurance requirements depend upon the type of service being provided and/or the provider. The City’s insurance requirements will fall into one of the following categories (unless otherwise provided by the City):
Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.
3. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing insurance, the City shall be permitted to obtain such insurance in Contractor’s name or as an agent of Contractor and shall be compensated by Contractor for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid.
4. SUFFICIENCY OF INSURANCE: The insurance limits required by the City are not represented as being sufficient to protect Contractor. Contractor is advised to consult Contractor’s insurance broker to determine adequate coverage for Contractor. The coverage and limits shall be (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of the coverage carried by or available to Contractor; whichever is greater.
INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT G
SANCTUARY CITY COMPLIANCE STATEMENT
The undersigned, (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.
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