HomeMy WebLinkAboutFin Professional Services Financial Forecast ModelAGREEMENT FOR PROFESSIONAL SERVICES
FOR A MULTI-YEAR FINANCIAL FORECAST MODEL
This Agreement is made and entered into this zq day of July, 2019, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and MANAGEMENT PARTNERS (hereinafter
"CONTRACTOR").
RECITALS
,S
WHEREAS, the CITY is interested in developing a multi-year financial forecast model that
focuses on the General Fund and internal service funds; and
WHEREAS, CONTRACTOR has worked with various cities to develop long-range
forecasting models.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Finance Director is hereby designated the PROJF',CT
MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the
progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Andrew S. Belknap is hereby designated as the PROJECT
DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution
of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR
shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and/or provide services as described in
CONTRACTOR'S letter dated July 16, 2019, marked as Exhibit "1" attached and incorporated
herein by reference.
DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit "1" attached and incorporated herein.
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4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR as described in Exhibit "1" attached and incorporated herein, in a total amount
not to exceed $34,600.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
TERM OF AGREEMENT.
The term of this Agreement shall be for (1) year commencing on July 17, 2019 and ending on
July 17, 2020. Upon mutual agreement of the parties, and subject to the approval of the City Manager
the term of this Agreement may be extended for an additional period of up to (1) year.
TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to cure
or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice,
within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
OWNERSHIP OF DOCUMEN I'S.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection with
its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with
CITY or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death,
bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover
any claims arising out of the CONTRACTOR's performance of services under this Agreement.
Where CONTRACTOR is a professional not required to have a professional license, CITY reserves
the right to require CONTRACTOR to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as
3
ISO form CG20 0104 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONTRACTOR under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in this
Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of
the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest
extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold
harmless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its
obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the active
negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's
indemnification obligation shall be reduced in proportion to the City Indemnitees' share of
liability for the active negligence or willful misconduct. In addition, the acceptance or approval
of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONTRACTOR'S performance of or operations under this Agreement,
CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in
defense of such claims.
B. Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that term is defined under
Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager: Nadine Hade
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR's Project Director: Andrew S. Belknap
Regional Vice President
2107 North First Street, Suite 470
San Jose, California 95131
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR
under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation
of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation
by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. Cl I'Y BUSINESS LICENSE / O I -I IIR "FAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONTRACTOR has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24, COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original, but all of which together shall constitute one document. Counterpart signature
pages may be delivered by telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
"X4 —
JIM C UTZ, City ager
ATTEST:
CONTRACTOR
By:. .-L`14>y�
Name: Gerald E. Newfarmer
Title: President and CEO
[If Contractor is a corporation, add signature of second
corporate officer]
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
�G
ROBERT F. EPSTEIN, Cit Attom�
(,j)
By: (j—.
Name:Amy C. Paul
Title:
Vice President and Treasurer
Management
Partners
July 16, 2019
Ms. Nadine Hade
Finance Director
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Dear Ms. Hade:
Thank you for the opportunity to provide this proposal to construct a multi-year financial forecast model
for the City of San Rafael. We understand you are interested in a model that focuses on the General
Fund and internal service funds as necessary to provide managers and policy makers with a clear vision
of the fiscal landscape and a means for seeing how expenditure and operational decisions will impact
long-term fiscal status. Once our fiscal model is completed and shared with the City, we will develop
training materials and train staff on its use.
We have developed special expertise in developing long-range forecasting models to help our clients
with budget and financial management and would be pleased to assist you. This proposal explains in
detail the process Management Partners will use to construct a fiscal model suited to San Rafael's
needs. Before describing the details of how we approach fiscal modeling, we would like to share some
information about our firm's background and experience.
ABOUT MANAGEMENT PARTNERS
As you may know from our previous work with San Rafael, Management Partners was founded in 1994
with a specific mission to help local government leaders improve their service to the public. Since then
we have worked with hundreds of cities, counties, towns, and special districts of all sizes across the
United States to help them work more effectively and run more efficiently.
We offer a balance of perspectives with a practitioner's bias and a proven track record of successful
consulting engagements. This experience gives us a sensitivity that produces positive outcomes. We are
proud to say that as a result of our quality work, many of our clients ask us to complete subsequent
assignments. Ask our clients and they'll tell you:
We Know Local Government. Our associates have served in local governments, so we have a
deep understanding of the operating and political environments in which you work.
We Take a Collaborative Approach. We consider ourselves part of your team and strive to
ensure our work supports your overall corporate strategy and goals.
We Have Extensive Experience. Each of our more than 100 associates Is an expert in one or more
service areas, and our firm has assisted hundreds of jurisdictions in 42 states.
1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGEMENTPARTNER5.COM
2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 9S131 •408 437 5400 • FAx 408 4S3 6191
3152 RED HILL AvENJE, SUITE 210 • COSTA MESA, CALIFORNIA 92626 •949 222 1082 • FAx 408 453 6191
Exhibit 1
Ms. Nadine Hade
Page 2
• We Have Developed Proven Methodologies. We understand the importance of a holistic
approach to improving organizations, using field-tested techniques for each aspect of the work
Our Work Plan is Tailored to Your Needs. Each of our projects is individually tailored to our
client's unique needs, starting with a careful learning process.
We Take Pride in the Quality of Our Work. Our internal processes ensure first-rate, complete
staff work and adherence to the highest of ethical standards in public service.
We are Focused on Implementation. As practitioners, our recommendations make practical
sense and are able to be implemented.
We Provide a Full Suite of Services. Management Partners' services include everything required
to support local government leaders, including organization assessments, performance
management, process improvement, strategic planning, and financial modeling, planning,
budgeting and analysis.
Financial and business planning is an important part of our work, and helping local governments address
the effects of the recent recession has been an area of major emphasis. Working with cooperating local
governments to identify and implement shared service delivery has also been an area of particular
competence, especially in the current economic environment. As explained below, we have a model
that is customized, but informed by extensive experience and best practices, that can be handed to City
staff to use and modify going forward.
UNDERSTANDING OF THE ENGAGEMENT
Development of a long-term fiscal model is an important step in taking a long-range view of financial
sustainability. This can serve as a fundamental resource in long-term service planning. Management
Partners can complete a fiscal model, designed to San Rafael's specifications, in three to four months. It
can then be used to see the effects of different scenarios involving expenditure and revenue variables.
We will produce a 10- to 20 -year forecast for the City that includes all major costs and anticipated
revenue. It will include costs related to employees, including obligations from the Marin County
Employees Retirement System (MCERA), other post -employment benefits (OPEB), salaries, and other
compensation. The model will focus on the General Fund and will include internal service funds to fully
support it.
The model will have a user-friendly dashboard so assumptions can be easily changed with respect to
revenue growth, pension obligations, expenditure assumptions by line item and other factors. We will
coordinate closely with San Rafael staff to obtain data necessary for a solid financial forecast. Once we
complete the model, it wi l be available for use by staff in the future_ We will provide training and a
user's guide so City staff can update the forecast themselves as needed.
PROPOSED PLAN OF WORK
Based on our experience with financial sustainability and our understanding of San Rafael's needs, we
have prepared a plan of work to provide a long-term fiscal projection. This framework is amenable to
refinements based on your input. Activities 1 through 5 comprise Phase I of the project, which is
development of the forecast model. Phase II is an optional Activity 6 involving recommendations for
sustainable budget strategies.
Ms. Nadine Hade
Page 3
Management Partners will begin this project with a kickoff meeting with San Rafael's team. During this
meeting we will refine the schedule, discuss the project objectives, and review the tasks to be
completed. After this initial kickoff meeting, we will prepare and submit a document and data request to
the City.
Al !:IVity 1 !-i 10'••1 nf,-,I-'111t1o:l 111d 0:1t..
Next, we will initiate a careful learning phase to understand San Rafael's current fiscal status and
environment. We will review City services and service levels, multi-year budget information, incuding
revenue sources and amounts, expenditure allocations, reserves and other funds, budgetary reductions
and cost shifts that have been made to date, the local community, the City's labor environment, pension
data from the Marin County Employee's Retirement Association (MCERA), and other relevant factors.
During this activity, we will compile data to be used throughout the analytical phase of the project. This
will include the General Fund long-term forecast, budgets, department budgetary recommendations,
analytical work, labor agreements and other pertinent information. In addition, we will review
budgeting approaches and test budget assumptions against actual experience, and review and factor in
the City's inventory of unmet or deferred infrastructure and maintenance needs, to the extent the
information is available.
Other data essential to this project will come from executive managers. To maximize our efficiency in
this area, we will utilize previous work products developed by City staff as part of the budget process,
which may include suggestions and ideas from staff.
AL-tivity 3 Develop Fla seIinP Fisral 'rl end i"9,,i cf _I
Next, we will analyze the data gathered through the previous activities. We will meet with financial staff
and develop assumptions and parameters. We will identify historical trends and create a forecast giving
a comprehensive perspective of the factors affecting the financial capacity of the City. This analysis will
provide a sound basis for understanding San Rafael's financial ability to fund services during the next 10
to 20 years.
We will develop a long-range budget forecasting model based on this information using our fiscal
modeling approach, which incorporates accounting, payroll and other data, to enable the City to run a
wide range of alternative forecast scenarios.
Activity 4 - Report Results
Typically, we develop a draft forecast and then review it in person with managers to refine and validate
our assumptions. We are careful to tie back all model data to San Rafael's source documents and to fully
explain the assumptions underlying the model. After reviewing the model with staff, we will make
refinements and develop a final model suitable for presentation.
The culmination of this activity will be to hold a meeting with you and the City Manager to review the
fiscal model. A unique feature of our modeling approach is the ability to change key variables on a
dynamic basis so participants can get a feel for how these variables impact fiscal position. For example,
we can vary COLA assumptions as well as assumptions about staff increases and a host of other variables
in real time to facilitate discussion and understanding.
Ms. Nadine Hade
Page 4
At 'I�ty Supuoi t Im'pk.�Iliol ; 1.,. ,
Management Partners has a strong bias for action. Our reports and resulting recommendations become
tools for setting priorities, and for developing work plans. When developing a fiscal model our p,an is to
train staff on all the capabi ities of the model with the expectation that the staff w-11 "own" and begin
using the model as a daily tool After our presentation, we Wil train staff on the model. We Wi provide
documentation in a user's manual.
lr y f, - _11trat-% t- , ,ii. i Mon,
Phase II of this proposal involves developing strategies and recommendations for fiscal sustainability.
This portion of the contract is for 40 hours of consultant work, not to exceed $7,600. This will be billed
an an hourly basis, as hours are incurred at the discretion of the City.
OUR EXPERIENCE AND QUALIFICATIONS
The fallowing list shows jurisdictions that we have assisted in the recent past with financial planning and
budgeting. In addition, our website, managementpartners.com, has information about our past clients,
which includes hundreds of jurisdictions in 42 states You are welcome to contact any of them about o.r
performance.
• Anaheim. California
Benicia, California*
• Berkeley, California*
• Brentwood, California
• Campbell, California
• Concord, California*
• Davis, California*
Delaware County, Ohio
EI Monte, California*
Fu:lerton, California*
■ Fresno, Californ'a
• Garden Grove, California*
Gateway Cities Council of Governments,
California
• Gilroy, California*
Hayward, California*
Housing Authority of Santa Clara County,
California
Inglewood, California
Kansas City, Missouri
Lathrop -Manteca Rural Fire District,
Cal fornia
• Long Beach, California
• Maricopa County, Arizona
*prepared long-range financial models
Midpeninsula Regional Open Space D strict,
California
Millbrae, California
Morro Bay, California"
Norfolk, Virginia
^ Oakley, California
* Orange County, North Carolina*
° Oxnard, California*
■ Placentia, California
^ Richmond, California
■ Riverside, California
^ Rohnert Park, California
^ Town of Ross, California
San Bernardino, Californ a
San Jose, California
• San Leandro, California*
° Santa Ana, California*
Santa Clara, California
Stockton, California*
• Tracy, California
• Vallejo, California*
° Walnut Creek, California*
• Yuma County, Arizona*
Ms. Nad ne Hade
Page 5
REFERENCES
We would be happy for you to contact any of our clients and have selected those below as examples of
projects with simi arities to what San Rafael s seek ng.
City of Davis, California
Project: Management Partners prepared a 20 -year forecast for the City of Davis' general fund. The result
was a clear picture of the cit,'s finances and a model that could be easily updated by staff in the future.
The model conta ns modifiable assumptions affect ng ma,or revenue and expenditure types, with a
focus on funding of major repairs and maintenance for street and bike path resurfacing, facilities and
parks. The model can show the impact of various assumptions on fund balances so policy makers can
make decisions about sero ce levels, capital project commitments, changes n tax structure, and
employee compensation. The model serves as a valuable planning tool that allows city leaders to
analyze how budget decisions today will affect future financia sustainability
Contact: Ms. Kelly Stachowicz, Assistant City Manager
23 Russell Blvd
Davis, CA 95616
(530) 757-5602
kst,1(howu i((,)( ityold ivv, ur1;
City of Hayward, California
Project: Management Partners developed a long-term fiscal model of the City of Hayward. It includes
both a 10- and 20 -year forecast and includes dozens of variable parameters that can be changed by a
toggle on the model dashboard. Management Partners also worked with City staff to develop budget
strategies to offset a structural budget deficit and restore financial stability. Approximately two dozen
specific strategies were developed and arranged into decision "packages". The budget strategies were
also included in the fiscal model to show the various approaches to resolving the budget problem. At a
Saturday work session, City Counc lmembers used the fiscal model with Management Partners and staff
to develop a consensus approach. We also developed an action plan to help the City implement the
recommendations.
Contact: Ms. Maria Hurtado, Assistant City Manager Mr Dustin Claussen, Director of Finance
777 B Street, 4 h Floor 777 B Street, 4`h F oor
Hayward, CA 94541 Hayward, CA 94541
(510) 583 4305 (510) 583-4010
maria.hur.tadoQaha"'.ward�ca ov (lu_,Un.cl ur�,rnfirll vr�r(1 c:r.fw
City of Concord, California
Project: Concord prepared a 10 -year financial forecast for their General Fund as part of the FY 2017/18
budget that indicated the potent al for a sign-ficant long-term structural defrc't The City engaged
Management Partners to prepare an updated ong-range forecast and to identify budget strategies for
the City to solve the fiscal gap.
We prepared a sophisticated, 20 -year fiscal model that incorporated detailed revenue and expenditure
forecasting tools based on the city's operating env'ronment and regional economic characteristics. The
Ms. Nadine Hade
Page 6
model "indicated a $33 million (30%) fiscal gap between revenues and expenditures upon sunset of the
City's 0.5% sales tax measure in 2024/25.
Our analysis indicated several budget strategies involving revenue enhancements, expenditure controls
and cost shifts, and service delivery changes that the city could explore to resolve the fiscal gap before
service evel reductions would be necessary. Our work consisted of council and employee interviews,
city staff focus groups, engaging labor groups, and research of other approaches used by other agencies.
Our work culminated in facilitating a city council workshop to review the fiscal model and budget
strategies and their impact. The council was given a hands-on opportunity to work with the model to
use a variety of assumptions and scenarios to resolve the fiscal gap. Finally, consensus
recommendations were identified through city council deliberations.
Contact: Ms. Valerie Barone, City Manager Ms. Karan Reid, Director of Finance
1950 Parkside Drive 1950 Parkside Drive
Concord, CA 94519 Concord, CA 94519
(925) 671-3150 (925) 671-3192
Valt-fio B,ironetkityofcunt u l oig I"1_,1.11.1c4dL11c11[olrqiii uid of);
City of Fullerton, California I +rici n 1.'
Project: Management Partners prepared a comprehensive fiscal model for the City of Fullerton. The
mode•'. included all general fund costs and predicted spending for the next 10 years. The f scat model
indicated the significant structural defiot facing the City, illuminated its causes and provided several
different scenarios. It was presented to executive management and the City Council.
Contact: Mr Ken Domer, City Manager
303 W. Commonwealth Ave
Fullerton, CA 92832
(714) 738-6310
kdome1'@c.1ty0ffulle1 ton.c:orn
City of San Leandro, California
Project: Management Partners developed a long term fiscal model for the City of San Leandro, including
a 10- and 20 -year forecast with dozens of variable parameters that can be changed by a toggle on the
model dashboard. Management Partners and City staff also developed budget strategies to restore
financial stability. The budget strategies were included in the fiscal model to show the various
approaches to resolving the budget problem. At a Saturday work session, City Council members used the
fiscal model with Management Partners and staff to develop a consensus approach. We also deve'.oped
an action plan to help the City implement the recommendations.
Contact: Mr. Jeff Kay, City Manager
835 East 14,h Street
San Leandro, CA 94577
(510) 577-3319
Ms. Nadine Hade
OUR PROJECT TEAM
Page 7
We have a strong project team that is well qualified to complete this work for the City I will serve as
project director and will oversee the substantive work of the project. Bob Le and, Special Adv'sor, wi
serve as project manager and will be responsible for execution of the project. Brief qua if cations of each
team member are provided below.
Andrew Belknap, Regional Vice President
Andrew is respons ble for Management Partners' western operations. He has more than 20 years of
oca, government experience, including service as a city manager, public works director, and consultant
to California mun cipalities, counties and special districts. His areas of expertise include fiscal and budget
analysis, municipa restructuring, governance models and developing service delivery partnerships and
functional consolidations to take advantage of economies of scale in public sector service delivery. W'th
Management Partners, Andy has served well over 100 California local governments, many on mult ple
occasions, including 17 of the largest 20 cities. A trained economist, Andy brings a special expertise to
fiscal analysis and public finance issues. His blend of quantitative skills, coupled with a practitioner's
understanding of public services and management systems, adds value to all types of organizational and
po icy analysis.
Robert Leland, Special Advisor
Bob joined Management Partners in 2012, after 37 years of experience in state and local government
finance. He was director of finance for 26 years for the City of Fairfield, California; a city known for its
entrepreneurial management and long-term financial planning. He has been preparing long-range
forecasts and budget models since the early 1980s. He previously served as assistant finance director for
the City of Sacramento, where he managed the city budget, and as a staff consultant to the Assembly
Revenue and Taxation Committee, where he drafted and analyzed legislation and worked on the team
implementing Proposition 13 in 1978. He is a leader in his profession, having been elected by his peers
as president of both the California Society of Municipal Finance Officers (CSMFO) and the League of
California Cities' Fiscal Officers Department. Bob was the recipient of the 2010 Award of Exce 'ence in
Public Finance from the California Public Securities Association, and in 2018 received the Distinguished
Service Award from CSMFO. Since 2011 Bob has consulted in his area of special expertise, municipal
budgeting and long-range forecasting. He has prepared budget forecast models for over 30 agencies,
and his long-range financial plan for the City of Stockton was integral to their plan of ad, ustment that
was approved in Chapter 9 bankruptcy court.
HOURS AND COST
As shown in the table below, Management Partners anticipates devoting 142 hours of staff time to
complete the plan of work described above for Activities 1 through 5, which involves preparation of the
forecasting model. This constitutes Phase I of this project, which totals $27,000, including all fees and
expenses. Phase I costs will be billed based on completion of each activity.
The cost of phase II will not exceed $7,600, and envisions up to 40 hours of additional work on strategies
and recommendations, to be conducted at the City's discretion. Phase II will be billed on an hourly basis
only to the extent that the City authorizes additional hours under Activity 6.
Ms. Nadine Hade
1— Start Project 13
2 — Gather Information and Data 26
3 — Develop Baseline Fiscal Trend Model 55
4 — Report Results 40
5 — Support Implementation 8
TOTAL 142
Page 8
The ultimate test of a quality project is that the client is pleased with the results, and we are committed
to achieving that goal.
CONCLUSION
We look forward to working with you on this important project. Please let me know if we can provide
any additional information.
Sincerely,
Andrew S. Belknap
Regional Vice President
Accepted for the City of San Rafael by:
Name.
Title: City Manager
Date: July 17. 2019
P,VX
RAf,
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0
/Ty WITH
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Finance
Project Manager: Nadine Hade Extension: 3062
Contractor Name: Management Partners
Contractor's Contact: Andrew S. Belknap Contact's Email: abelknap@managementpartners.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
a. Email PINS Introductory Notice to Contractor
DATE
Check/Initial
1
Project Manager
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
7/18/2019
LQ
Attorney c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
7/18/2019
N LG
and return to Project Manager
7/18/2019
N LG
b. Confirm insurance requirements, create Job on
Department Director
PINS, send PINS insurance notice to contractor
N
3
Approval of final agreement form to send to
7/18/2019
Project Manager
contractor
Forward three (3) originals of final agreement to
7/18/2019
NAH
4
N
contractor for their signature
❑ N/A
5
Project Manager
When necessary, contractor -signed agreement
agendized for City Council approval *
*City Council approval required for Professional Services
❑
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
.7/Z-1 // Q
7
City Attorney
Review and approve hard copy of signed
City Attorney
agreement
Review and approve insurance in PINS, and bonds
7
8
7 -*J
(for Public Works Contracts)
^,
/ I
9
City Manager/ Mayor
Agreement executed by City Council authorized
City Clerk
official
10
Attest signatures, retains original agreement and
�' 3 �I� Q
forwards copies to Project Manager
Vl