Agmt20 Redwood City Improvement Association-CBID Operating Agreement

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RCIA recognizes that it is of great importance to the City that all public funds, including assessment proceeds, are expended in a manner that is cost-effective and respectful of the public trust. Therefore, RCIA agrees to create and adhere to purchasing policies that, at a minimum, require that: For any purchase of materials, personal services, equipment or supplies, the estimated cost of which is greater than sixty thousand dollars ($60,000), exclusive of sales tax and freight, RCIA will either (a) solicit quotes, bids or proposals from at least three prospective sources or (b) if RCIA cannot obtain quotes, bids or proposals from at least three prospective sources, both solicit quotes, bids or proposals from all sources known to RCIA and cause public notice inviting quotes, bids or proposals to be published at least once in a newspaper and accept such bids, quotes or proposals for a period of not less than five days from such publication. Any notice published in a newspaper pursuant to this paragraph must also be submitted to the City for posting in the Office of the City Clerk no later than the date of publication. The maximum contract term shall be three years for competitively bid projects. The RCIA shall keep and provide copies of all bids submitted for review to any affected property owner or the City promptly upon request and in compliance with the Public Records Act. RCIA will obtain materials, personal services, equipment or supplies, from the source that returns the lowest priced bid, quote or proposal that is also responsive to the request, unless RCIA determines that there is good cause to obtain the material, personal service, equipment or supply from some other source. Contracts for professional services are exempted from the requirement for competitive bidding set forth herein. The RCIA Board may, by formal action, delegate the authority to comply with these requirements to a staff member or executive committee. 4.2.3. RESERVED. 4.3. Complaints. RCIA shall be responsible for responding, in writing, to the City regarding District maintenance complaints received by the City and any actions taken by RCIA or any of its contractors or third party service providers in response to such complaints. 4.4. Separate Bank Account for District Revenues. All District Revenues received by RCIA pursuant to this Agreement shall be held in a bank account separate and apart from any other funds managed or administered by RCIA, and shall not be co -mingled with any other funds (the "Account"). Copies of all Account statements shall be made available to the City upon request. RCIA shall provide the City with evidence of the establishment of the required Account prior to the City transferring any Assessment Revenues to the RCIA. 4.5. Identification. RCIA shall clearly identify itself as the "Redwood City Improvement Association" in all communications with the public and property owners and any business cards, letterheads, or similar devices issued to RCIA staff shall identify them as staff of the ATTY/AGR/2020.108/RWC CBID OPERATING AGREEMENT REV: 06-25-2020 MI Page 4 of 18