CITY OF RICHMOND
CONTRACT AMENDMENT
Department: Project Manager:
Project Manager E-mail:
Project Manager Phone No:
P.R. No: Vendor No: P.O./Contract No:
Description of Services:
Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)
Term, Payment Limit and Service Plan
Payment Limit and Service Plan
Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (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. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.
3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.
Contract Amendment/EJ/TE 09-26-07
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Signatures. These signatures attest the parties’ agreement hereto:
CITY OF RICHMOND, CALIFORNIA
a municipal corporation
By _______________________
Title:
I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.
By _______________________
City Clerk
Approved as to form:
By_______________________
City Attorney
List of Attachments:
1. Amendment Provisions
2. Updated Insurance Certificates
CONTRACTOR:
______________________________
(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)
By____________________________
Title:________________________
(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)
By:___________________________
Title:________________________
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President
and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)
1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
____________________________________________________________ (Insert original contract commencement date)
and it terminates
___________________________________________________.
(Insert new contract termination date)
unless sooner terminated as provided herein."
2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."
“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”
3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:
Contract Amendment/EJ/TE 9-26-07
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 1 Richmond Fund for Children and Youth
Evaluation Scope of Work
January 9, 2025
Evaluation Goals
• Assess program effectiveness and strategy impact to inform funding recommendations, grant renewal decisions, and future strategy development. • Determine the effectiveness and efficiency of funds at the program and strategic level. • Promote best practices among grantees and assist grantees to improve performance through individualized coaching and feedback about evaluation planning, data collection, and results.
• Document the assessment of grantee performance and present written findings to interest holders and grantees.
• Communicate results and impact of the Richmond Department of Children and Youth funding to elected officials, grantees, and the general public. • Assess the technical assistance and capacity building needs of RFCY grantees. • Evaluate the implementation of the Richmond Department of Children and Youth’s technical assistance and capacity building supports.
Work to be Completed
WestEd will plan and implement an evaluation of the FY21-24 and FY25-28 Richmond Fund for Children and Youth (RFCY) grants to non-profit organizations and public agencies to provide services to children and youth from birth to 24 years old in Richmond and Unincorporated North Richmond. WestEd will lead the evaluation design and implementation in partnership with the Richmond Department of Children and Youth (RDCY). The specific work to be completed is summarized in the seven tasks outlined below, which align with the RFCY Third-Party Evaluator Request for Proposals.
Task 1: Project Management
WestEd will coordinate with RDCY staff on all aspects of the design and implementation of the evaluation.
Task 1 Activities
• Establish a communication strategy for ongoing communication and collaboration between the parties, which must include frequency of meetings, preferred
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 2 communication channels, role of participants, and any other provisions that would facilitate an exchange of ideas between the parties.
• Periodically assess the communication strategy revised as both parties deem necessary. • Design a Project Management Plan that includes an executive summary, project tasks, timelines, milestones, and roles and responsibilities of WestEd staff. • Host a kickoff meeting with RDCY and community partners. • Provide, on a bi-annual basis, progress reports during scheduled meetings. • Submit, on a quarterly basis, an invoice of total staff hours worked and other incurred project costs.
• Facilitate meetings with RDCY and RFCY representatives on a bi-weekly or monthly basis, depending on need.
Task 2: Evaluation Design
In partnership with the RFCY, grantees, and participating youth, WestEd will co-design an evaluation that:
• Builds upon needs assessments and RDCY strategic investment plans. • Incorporates the unique and varied questions and needs of RFCY, grantees, youth and key interest-holders.
• Demonstrates if and how programs implemented their proposed activities. • Using qualitative and quantitative data measures desired outcomes of strategic investments.
• Provides data that supports the continuous improvement of grantee program implementation and data use.
• Is updated after the initial design, based on feedback from evaluation partners.
Task 2 Activities
• Conduct a document review of grantee applications and reports. • Host strategic priority listening sessions with grantees and conduct grantee surveys to gather information related to program implementation, desired outcomes, and grantee need for evaluation technical assistance.
• Develop a logic model for each of the RFCY strategic priority areas. • Create qualitative and quantitative data collection instruments. • Generate an evaluation plan, including data collection and dissemination plans. • Revise the evaluation plan and data collection instruments according to lessons learned during the evaluation and changes to the strategic investment plan.
Task 3: Evaluation Implementation
After developing the evaluation plan, WestEd will begin data collection. By the end of year 2, WestEd will have evaluated each grant year individually and will have completed a comprehensive evaluation of the 3-year strategic funding across the priority areas. In addition, WestEd will evaluate FY 25-28 grantees by the end of the contract period.
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 3 Task 3 Activities
In year one of the project, WestEd will:
• Partner with and evaluate the 39 program grantees across all six strategic priority areas funded in FY2021-2022 and FY2022-2023.
• Analyze findings.
• Disseminate findings at a community meaning-making session (see Task 5: Engagement of Partners).
In year two of the project, WestEd will:
• Partner with and evaluate the program grantees across all six strategic priority areas funded in FY2023-2024.
• Analyze findings.
• Disseminate findings at a community meaning-making session and youth data summit (see Task 5: Engagement of Partners).
In subsequent years, WestEd will:
• Partner with and evaluate the quality and impact of programs funded in FY 25-28 through annual administration of a youth experience survey, a parent experience survey, a grantee survey, service provision data, and four to six grantee focus groups and interviews.
• Explore access to secondary data sources to support the evaluation. • Assess the technical assistance and capacity building needs of RFCY grantees through the annual administration of grantee surveys and four grantee focus groups. • Evaluate the implementation of the Richmond Department of Children and Youth’s technical assistance and capacity building supports (see Task 7: Facilitating Richmond Department of Children and Youth Continuous Improvement). • Disseminate findings to partners (see Task 4: Reporting and Task 5: Engagement of Partners).
Task 4: Reporting
WestEd will disseminate results to inform grantee and strategy-level funding decisions in a way that is most useful, timely, and accessible for clients, relevant partners, and the general public.
In our meetings with grantees and partners throughout this project (e.g. kick-off meeting, grantee meetings, and meaning-making sessions), we will collaborate to identify what formats and elements are desired in the reports. Grantees and community partners will have an opportunity to review and provide feedback on external reports before they are finalized.
Reports and memos for the Department will be developed iteratively in partnership with the RDCY and structured in a way most useful for the Departments’ staff.
Task 4 Activities
In years one and two, WestEd will:
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 4 Deliver two midyear reports, summarizing activities that occurred under each of the six tasks outlined in this scope of work.
• Deliver a year 1 report, summarizing RFCY’s funding and programming for grantees funded in FY2021-2022 and FY2022-2023, including information on programs, strategies, and outcomes.
• Deliver a final report that summarizes the totality of RFCY’s funding and programming, including information on programs, strategies, and outcomes.
In subsequent years, WestEd will:
• Deliver three annual reports, summarizing evaluation activities and presenting accompanying data from the evaluation.
• Deliver one comprehensive report that provides a summary of the implementation and impact of the fund from FY21-FY28, including information on programs, strategies, and outcomes.
• Create a program profile for each RFCY grantee funded across FY21-FY28 that features data reported to RDCY and participant experience data gathered throughout the evaluation. Program profiles will summarize key information about each grantee’s funded programs, the population served, and program-level outcomes of the strategic investment.
• Build and maintain a dashboard that provides a snapshot of summary-level evaluation data.
• Present annual reports to RDCY staff and other city interest holders.
Task 5: Partner Engagement
Aligned with the Richmond Department of Children and Youth’s commitment to engaging the community, we prioritize collaboration and collective decision-making with the Department, grantees, and the broader community of children, youth, and their families throughout this evaluation. RDCY, the RFCY Oversight Board, and RFCY grantees will actively partner on the design, methods, and approach used in this evaluation. As we learn about the strengths and needs of our partners, we will adapt our approach accordingly. WestEd will work closely with the Oversight Board, department staff, grantees, and other interest holders in the planning and implementation of the evaluation. WestEd is headquartered in San Francisco, CA with an additional office in Alameda, CA. These facilities will be available, at no additional cost, for in- person meetings and gatherings to support effective and efficient communication and collaboration.
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 5 Task 5 Activities
• Develop a partner engagement plan that describes what engagement activities will include and when they will take place.
• Leverage RDCY meetings and resources for outreach and engagement (e.g., RFCY Grantee meetings, RDCY Oversight Committee, Community Needs Assessment, strategic investment planning) to reduce unnecessary burden on partners. • Engage the RFCY oversight board to provide updates and feedback on the ongoing evaluation.
• Coordinate and/or attend meetings with RFCY grantees to provide updates on the evaluation and collaborate on the evaluation design, implementation, and data interpretation.
• Annually host 2-4 community meaning making sessions to engage community members in the evaluation process.
• Annually engage 8-15 youth in the evaluation to elevate youth voice, particularly those from traditionally underserved communities.
• Share partner engagement updates with RDCY during regular meetings that describe each community engagement event (e.g., meeting agenda, number and type of participants, key themes and takeaways), and how the information will be used to inform the RFCY Evaluation.
Task 6: Evaluation Technical Assistance for RFCY Grantees Technical assistance (TA) is a critical aspect of this program evaluation to build grantee capacity and sustain the effective use of data long term. Throughout the project, WestEd will be responsible for providing technical assistance to RFCY grantees to support their participation in the evaluation and use of evaluation data. WestEd will partner with grantees to understand their continuous improvement processes and provide high-quality training and technical assistance to build their capacity to engage in the evaluation.
Task 6 Activities
During years one and two, WestEd will:
• At grantee meetings, share evaluation-related updates and provide an opportunity for questions and input.
• Provide individualized coaching or feedback as requested by grantees, up to 2 individualized coaching sessions a month.
• Host quarterly open-door sessions to promote best practices in data collection and continuous improvement.
During subsequent years, WestEd will:
• On a quarterly basis, host grantee meetings to share evaluation-related updates and provide training on evaluation-related activities.
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 6 • Offer up to 10 one-on-one sessions, and four small-group technical assistance sessions to support grantee needs around RFCY data reporting across the contract period.
Task 7: Facilitating Richmond Department of Children and Youth Continuous Improvement
WestEd will partner with the Richmond Department of Children and Youth to identify ways in which the department can continuously improve their own work. Example topics might include building system alignment and coherence, strengthening the relationship with school district, strategic planning around data sharing, and providing guidance for building a city-wide referral system. Outputs of this task may include training, memos, and presentations.
Task 7 Activities
• Produce a memo of the annual grantee survey findings with recommendations for improving the administration of the RFCY and resources for grantees. • Twice a year, host feedback sessions for RFCY grantees to provide input and recommendations about desired technical assistance and capacity building supports. • During regular project meetings, facilitate data-based discussions on RDCY continuous improvement.
• Evaluate the implementation of the Richmond Department of Children and Youth’s technical assistance and capacity building supports.
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 7 Timeline of Project
Our timeline and project schedule is subject to revision based on the timing of contract award and is negotiable to meet RDCY’s needs.
Task Year 1
(Jul 23-
Jun 24)
Year 2
(Jul 24-
Jun 25)
Year 3
(Jul 25-
Jun 26)
Year 4
(Jul 26-Jun
27)
Year 5
(Jul 27-
Jun 28)
1. Project Management
Establish communication
strategy
Aug 2023
Develop Project
Management Plan
Aug-Sep
2023
Kickoff meeting Aug 2023
Meetings with RDCY Ongoing Ongoing Ongoing Ongoing Ongoing
2. Evaluation Design
Document Review Aug-Sep
2023
Listening Sessions with
Grantees & Co-design
Sep-Dec
2023
Design Logic Models Dec
2023-Jan
2-24
Create/Revise Data
Collection Instruments
Jan-Jun
2024
As
needed
As needed As needed As
needed
Pilot Mar-Apr
2024
Revise Evaluation Plan Feb 2026 Feb 2027
3. Evaluation
Implementation
Spring Program Data
Collection
May-July
2024
Mar-Apr
2025
Mar-Apr 2026 Mar-Apr
2027
Summer Program Data
Collection
July-Aug
2024
July-Aug 2025 July-Aug
2026
July-Aug
2027
Focus Groups and Grantee
Survey
Oct-Dec
2024
Oct-Dec 2025 Oct-Dec
2026
Oct-Dec
2027
Annual Analysis Jan 2025 Jan 2026 Jan 2027 Jan 2028
4. Reporting
Midyear Report Jan 2024 Jan 2025
Evaluation Plan Aug 2024
Program Profiles July-Aug
2024
Jun 2025 Oct 2025 Updated
annually
Updated
annually
Yearly Report Jun 2025 Feb 2026 Feb 2027 Feb 2028
Final Report Jun 2028
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 8 5. Partner Engagement*
Develop Partner
Engagement Plan
Aug-Sep
2024
Grantee Meetings Ongoing Ongoing
Community Meaning
Making
Jan-Aug
2024
Jan-May
2025
Jul 2025 Jul 2026 Jul 2027
Jun 2028
Youth Engagment Mar-Apr
2024
Ongoing
quarterly
Ongoing
quarterly
Ongoing
quarterly
Ongoing
quarterly
6. Technical Assistance
Grantee Meetings Ongoing
quarterly
Ongoing
quarterly
Ongoing
quarterly
Ongoing
quarterly
Ongoing
quarterly
7. RDCY Continuous
Improvement
Grantee survey memo Jan 2025 Jan 2026 Jan 2027 Jan 2028 Feedback sessions Jun 2025
Dec 2025
Jun 2026
Dec 2026
Jun 2027
Dec 2027
*Note: The schedule for task 5, Partner Engagement is flexible and will be designed with the involvement of RDCY and the RFCY Oversight Committee. As such, the timeline for completion for partner engagement tasks is flexible.
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 9 Budget and Costs
WestEd's amended budget and costs for this project are shown in the budget tables below. The amendment budget includes actuals through November 2024 and projected costs through June 2028. Please note that the budget includes a set number of community engagement activities and participants (see table: participant support). If additional events and meetings with grantees are necessary, these meetings will be above the approved budget at our hourly rates using additional participant support budget.
The budget includes participant compensation, travel costs, office supplies & expenses, and outside services for WestEd project staff. Staffing costs are fully-loaded rates that include direct and indirect costs, see section below "Fully Loaded Staffing Costs."
Expenditures Year 1 Year 2 Year 3 Year 4 Year 5 Total
Indirect Costs
Labor Costs $259,123 $421,142 $365,209 $320,870 $288,283 $1,654,627 Other Indirect Costs* $660 $5,952 $3,263 $4,144 $5,222 $19,241 Total Indirect Costs $259,783 $427,094 $368,472 $325,014 $293,505 $1,673,868 Direct Costs
Travel** $2,310 $7,839 $5,339 $8,297 $8,129 $31,914
Participant Support** $603 $17,835 $10,250 $11,750 $17,375 $57,813 Outside Services and Supplies** $465 $4,477 $939 $939 $830 $7,650 Total Direct Costs $3,378 $30,151 $16,528 $20,986 $26,334 $97,377 Total Project Budget $263,161 $457,245 $385,000 $346,000 $319,839 $1,771,245
Fully Loaded Staffing Costs
The staffing costs shown in the budget include the staff's salary, benefits, overhead costs, indirect costs, and WestEd's management fee.
Salaries and Benefits
Employee salaries are based upon WestEd’s fiscal year salary schedule as approved by the agency’s Board of Directors. Salaries include the actual days worked for each employee. Salary rates are fully loaded rates. WestEd’s minimum working days for one full-time employee (FTE) are 222 per year (1,776 hours per year). Benefits include worker’s compensation, unemployment tax, and FICA for both employee classifications. Regular employees also receive retirement, medical/dental, life insurance, disability insurance, and other staff benefits.
Travel
Per diem is charged at GSA's approved reimbursement rates while mileage rate follows the IRS guideline. All other travel expense reimbursements are based on the Agency's policy. For each trip, other expenses include ground transportation (including shuttles, taxis, ride services, or trains), parking, tolls, and incidentals. Travel costs are charged either as a direct or indirect expense depending upon the purpose of the trip and the associated cost code charged. Travel
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 10 costs included in the budget include all costs for annual community meaning-making and on-site project meetings.
Travel Total Cost
Year 1 - Travel $2,310
Year 2 - Travel $7,839
Year 3 - Travel $5,339
Year 4 - Travel $8,297
Year 5 - Travel $8,129
Participant Support
WestEd will utilize stipends/honoraria to provide financial compensation to youth, family and community partners. Specific compensation will be determined in partnership with project partners and advisors and may include gift cards, certificates, or other specific items. The following costs reflect actual expenses through November 2024 and estimates of projected costs.
Costs under participant support include stipends for youth data collectors and youth co- evaluators as well as costs for annual community meaning-making events.
Participant Support Total Cost
Year 1 – Participant Support $603
Year 2 – Participant Support $17,835
Year 3 – Participant Support $10,250
Year 4 – Participant Support $11,750
Year 5 – Participant Support $17,375
Outside Services and Supplies
WestEd will utilize outside services and purchase supplies to conduct the evaluation.
Specifically, WestEd will utilize software for the analysis of grantee narrative reports, analysis of annual focus group data, and the collection of participant surveys. WestEd will utilize outside vendors to provide accurate transcripts of focus groups and translation of evaluation documents as needed. In addition, WestEd will have printing and shipping costs for the youth experience survey and parent experience surveys that are collected in the paper format.
Year 1 Year 2 Year 3 Year 4 Year 5 Total
Outside Services and
Supplies $465 $4,477 $939 $939 $830 $7,650
Indirect
The Agency’s indirect cost rate (overhead rate) is negotiated with its cognizant agency, the United States Department of Education. The budget reflects actual indirect costs through October 2024 and WestEd's 2024 indirect rate of 14.1% for projected costs. WestEd’s indirect cost pool includes Board/Board support, the Executive Director’s Office, Resource Development, Communications, Contracts, and Accounting/Finance Services.
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The information contained on this page and in this document are confidential and proprietary to WestEd and should not be shared with any third party without the explicit authorization of WestEd. 11 Management Fee
The inclusion of fees on contracts awarded to organizations like WestEd has been a common practice by federal agencies for many years. The government recognizes that the cost principles under which contractors can claim reimbursement of costs incurred on a project do not allow recovery of all necessary and pertinent costs of doing business. In order for the contractor to remain viable, a fee must be received. This conclusion has been accepted by the General Accounting Office and is supported by numerous studies conducted on the subject.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Type 2 – Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will provide professional services (architects, engineers, construction management, counselors, medical professionals, hospitals, clinics, attorneys, consultants, accountants, etc.) to the City of Richmond (City), 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 coverage, 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), and including coverage for bodily and personal injury, property damage, and products and completed operations (if applicable).
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto).
3. Original and Separate Additional Insured Endorsement 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 insurance.
6. Professional Liability or Errors & Omissions Liability Insurance appropriate to the CONTRACTOR’s profession (if required.)
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.
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 limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Type 2 – Page 2 of 3
Revised: September 2011
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
PROJECT COST R EQUIRED LIMIT
$0 - $1 million $1 million p/o
$1 million - $5 million $2 million p/o
Over $5 million $5 million p/o
Professional Liability or Errors &
Omissions Liability –
Required for all professionals
including architects, engineers,
consultants, construction
management, counselors, medical
professionals, hospitals, clinics,
attorneys and accountants, & other
consultants as may be required by
the City.
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. If the Contractor is supplying their product or providing a service then the endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required.
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 Insurance 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.
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.
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 coverage’s and cover those insured in the underlying policies.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Type 2 – Page 3 of 3
Revised: September 2011
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.
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 Manger. 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.