HomeMy WebLinkAboutFin Retiree Healthcare Benefits Actuarial Services 2017AGREEMENT WITH BARTEL ASSOCIATES, LLC
FOR ACTUARIAL CONSULTING SERVICES
This Agreement is made and entered into this ~ day of November 2017, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BARTEL ASSOCIATES, LLC
(hereinafter "CONTRACTOR").
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. The City Manager shall be the representative of the CITY for all purposes under this
Agreement and MARK MOSES, the Finance Director is hereby designated the PROJECT MANAGER for
the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this
Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to have
overall responsibility for the progress and execution of this Agreement for CONTRACTOR. DOUG
PRYOR is hereby designated as the PROJECT DIRECTOR for CONTRACTOR.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and/or provide services as further provided in the
proposal attached hereto as Exhibit "A", including:
A. Prepare a GASB 75 compliant actuarial valuation of the CITY's retiree healthcare plan as of
June 30, 2017.
B. Prepare GASB 75 compliant annual disclosures for fiscal years ending June 30, 2018 and
June 30, 2019.
C. Other data analysis as requested by the CITY.
3. DUTIES OF CITY.
CITY shall provide input from the PROJECT MANAGER as to the Data Requirements outlined in
Exhibit "A". CITY staff shall provide cooperation and information as reasonably required to assist
CONTRACTOR perform the services and duties required under this agreement and shall compensate
CONTRACTOR pursuant to the provisions of section 4, below.
4. COMPENSATION.
For the CONTRACTOR's full performance of the duties and services described herein, CITY shall
pay CONTRACTOR a professional services fee on an hourly basis according to the schedule of hourly rates
included in Exhibit "A", with total compensation for specific tasks not to exceed the following: $24,000
for a GASB-75 compliant retiree healthcare plan valuation; $2,500 for a GASB 75 compliant disclosure
report for the fiscal year ending June 30, 20J"8; $2,500 for a GASB 75 compliant report for the fiscal year
ending June 30, 2019; and $8,000 for additional actuarial consulting services related to this project or the
Version 7-31-15
1
City's retiree healthcare plan as requested by the Project Manager. These fees shall include all of
CONTRACTOR'S miscellaneous expenses (travel, telephone, copying, etc.) incurred in providing services
under this Agreement. The total amount of compensation payable to CONTRACTOR under this
Agreement, including additional requested services, shall not exceed $37,000.00 .
Payment will be made upon receipt by PROJECT MANAGER of itemized invoices submitted by
CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be from the execution of this Agreement until CONTRACTOR's
completion of performance of all duties and services under this Agreement, or August 3 1,2019, whichever is
earlier. The City Manager may extend the contract term, as needed, but no more than an additional
calendar year.
6. 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 ofthis Agreement without the prior written consent
ofthe 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.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole propel1y of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. 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.
2
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 patty, 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 :
I. 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 protessional liability insurance policy in the minimum amount
of two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's performance of services under this
Agreement. Where CONTRACTOR is a professional not required to have a professional license,
CITY reserves the right to require CONTRACTOR to provide professional liability insurance
pursuant to this section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($\,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:
I. Except for professional liability insurance, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be primary 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 ISO form
CG20 01 04 13.
3
3. Except for professional liability insurance, the insurance policies shall
include, in their text 01' 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 01' 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.
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 01' 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: (I) 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
4
requirements set forth in this Agreement. CITY reserves the right to obtain a full cel1ified 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
Indemnitccs"), 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 Indemnitces 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, CONTRACTOR shall, to the fullest extent permitted by law,
indemnify, release, defend and hold harmless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
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.
5
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the perfonnance 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 hannless 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:
TO CONTRACTOR:
Mark Moses, Finance Director
City of San Rafae[
1400 Fifth Ave. (P.O. Box 15[560)
San Rafael, CA 94915-1560
Doug Pryor, Vice President
Bartel Associates, LLC
41 I Borel A venue, Suite 445
San Mateo, CA 94402
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.
6
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 contlicts 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.
7
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR is exempt fi·om the business license requirement of the San Rafael
Municipal Code because CONTRACTOR is based outside of and will conduct business outlined in
Exhibit A outside of San Rafael city limits. 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. APPLICABLE LA W.
The laws of the State ofCalifol11ia shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL BARTEL ASSOCIATES, LLC
JI
ATIEST:
~~ -f{)R··
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
8
September 22, 20 17
Mark Moses
Finance Director
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 9490 I
Re: OPEB Actuarial Valuation Fee Estimate & Data Request
Dear Mr. Moses :
Exhibit "A"
Bartel Associates would be pleased to provide the City of San Rafael actuarial consulting services. This
letter summarizes the project scope and our fee estimate for a June 30, 2017 actuarial valuation on the
City's retiree healthcare plan.
Background
Bartel Associates prepared a June 30, 2015 valuation covering plan funding for the 2016/1 7 and 2017 /1 8
fiscal years, and GASBS 75 reporting for 2016/1 7 (the City is early implementing GASBS 75).
The June 30, 2017 valuation wi II provide the City recommended contributions for the 2018 /19 and
201912 0 fiscal years, and GASBS 75 reporting information for the 2017 /18 and 2018 11 9 fiscal years.
Estimated Fees
The valuation will include a meeting at the City to review plan provisions, census data, actuarial methods
and assumptions, and results. Our discussion outline for the meeting will include:
I) Historical valuation results and demographic information;
2) Historical asset information including returns;
3) Gain and loss analysis with changes in the Actuarial Accrued Liability since the prior valuation;
4) I O-year projection of contributions and benefit payments;
5) Results provided separately for Safety and Miscellaneous groups;
6) Results provided separately for the Parking Fund and SRSD;
7) Statistical comparison of City results with other Bartel Associates OPEB valuations;
8) Detailed participant statistics, including summary of health care plan and coverage elections; and
9) Summary of upcoming OPEB issues.
Information provided under the actuarial valuation, timing, and fees are as follows:
Approximate Fees
Project Start/Completion
Estimate Cap Date
Valuation report and meeting, including October 20 I 7/ $ 21,500 $ 24,000
• 6/30/17 funded status December 20 17
• 18 /19 and 19 /20 recommended contributions
GASBS 75 disclosure report for 17 /18 January 2018 2,000 2,500
GASBS 75 disclosure report for 18 11 9 August 2019 2,000 2,500
Additional consulting projects 6,000 8,000
Total 31,500 37,000
411 Borel Avenue. Suite 101 • San Mateo, Californ ia 94402
main 650/377 -1600 • fax: 650/345-8057 • web : www.bartel ·associates com
Mark Moses
September 22, 2017
Page 2
Please note that our fee estimate assumes:
• We will bill the City at the following hourly rates:
Position Hourly Rate
Partner & President $ 320
Partner & Vice President 270
Assistant Vice President 240
As sociate Actuary 190
Senior Actuarial Analyst 170
Actuarial Analyst 140
• While the estimated fees represent the likely cost of the valuation, it is possible the valuation may
require additional time. We understand the City's budgeting needs and agree not to bill more than the
cap amounts above unless the project scope changes.
• The City has made no changes to its retiree healthcare plan or healthcare providers since the last
actuarial valuation as of June 30 , 2015 .
• Participant census data requested will be provided completely and accurately in an Excel workbook
with one record per participant.
• No substantial changes occur between the valuation date and the GASBS 75 measurement dates that
would require revised actuarial assumptions and /or plan provisions.
• GASB Statement No. 74, Financial Reporting for Postemployment Benefit Plans Other Than Pension
Plans. GASBS 74 sets new plan reporting requirements for government OPEB plans administered
through a trust, effective for the 2016 /17 fiscal year . The City prefunds with the CERBT OPEB trust
Strategy I. We don't believe the City will be required to report information under GASBS 74, but you
should check with your outside auditors .
• All plan , financial, and census information requested will be provided and is internally consistent.
• Costs and liabilities will be provided using one funding method and one set of assumptions .
• The City has not changed its funding policy since June 30, 2015.
• There will be no additional charges for expenses (e .g., travel, telephone, copying, etc.). The hourly
rates above include our costs for these items.
• We will invoice the City monthly based on time incurred, subject to the above maximum fees.
Please note that our fee estimate will be higher if:
• Results are needed separately for additional employee groups (e.g. Parking Fund and SRSD).
• Results are needed for alternative plan designs .
• The City requests additional meetings . We will base our fee for additional meetings on our billing
rates and the time needed for the meetings and preparation.
• CERBT requires information that is more extensive than what they currently require under GASBS 43
-actuarial certification form, funding policy certitication, and Excel valuation information spreadsheet
summarizing the valuation report.
• Assistance with footnotes under GASBS 75 beyond our GASBS 75 reports (which will contain all
actuarial related information needed for footnotes).
• The City requests an executive summary .
411 Borel Avenue , Suite 101 • San Mate o , California 94402
main 650/377-1600 • fax . 6501345 ·8057 • web ' www bartel -associates.com
Mark Moses
September 22 , 2017
Page 3
Data Requirements
[n order for us to begin the OPEB valuation , please provide :
• Summary ofOPEB plan provisions and copies of the most recent MOUs for bargained employee
groups and agreements for unrepresented groups if they have changed from those provided for the
June 30. 2015 valuation.
• Draft of the City 's June 30, 2017 OPEB financial statement footnote and required supplementary
information (if not available on City 's website).
• The City'S most current CalPERS PEMHCA resolution(s) if different from that provided for the June
30, 20 [5 valuation.
• The City'S June 2017 monthly CalPERS health premium invoice. Please remove any Social Security
numbers.
• All quarterly and annual trust statements received from CalPERS CERBT since June 30, 2016
including contributions and dates made .
• Active and retired palticipant data as of the June 30, 2017 valuation date in an Excel workbook format.
• Active Data -name, employee number (not Social Security number), gender, birth date, hire date.
medical plan, medical coverage (single/2-party/family), Medicare eligibility , pension plan
(MCERA Miscellaneous, Police or Fire Safety; or PARS), pension tier, employee classification
(full-time or part-time), bargaining or employee group . allocation to (I) Parking Fund (2) SRSD
and (3) other functions (allocations would add to 100 %). and annual base compensation. Indicate
the pay period for the compensation reported. [nclude any active employees who have waived
healthcare coverage. Note if hours for part-time employees are less than 20 hours per week .
• Retiree Data -name, employee number (not Social Security number), gender, birth date, hire date.
retirement type (service retirement, disability retirement, surviving spouse), retirement date,
medical plan. medical coverage (single/2-paIty/family). Medicare eligibility. MCERA pension plan
(Miscellaneous. Police or Fire Safety), bargaining or employee group , allocation to (I) Parking
Fund (2) SRSD and (3) other functions (allocations would add to 100 %), spouse's bilth date (if
available), Medicare Part B reimbursed by City. portion of PEMHCA premium paid by the City.
and portion of PEMHCA premium paid by the retiree, and whether the participant is a former
employee or surviving spouse. Include any retirees or surviving spouses of retirees who have
waived coverage. Include retirees and surviving spouses who do not participate in the City's
healthcare plans but receive a City contribution .
• The census data provided should be a snapshot of the City'S active employees and retirees as of the
June 30, 20 I 7 valuation date. [f the City provides census data as of a different date, the City should
verify it is acceptable to its auditors.
• The City can prepare the above participant census data by first requesting a copy of its
June 30. 2017 CalPERS PEMHCA database. You can obtain this database by contacting CalPERS
at CERBT4U @calpers.ca .gov. This data extract may be helpful to the City in assembling the
requested employee census information, including retirees who waived coverage.
• [f the City wants us to use the CalPERS data extract for the valuation, it should (I) add MCERA
compensation to each active record, (2) add bargaining unit or employee group to each active and
retiree record if results are needed by employee group, (3) remove any retirees who are not eligible
to participate in the City's retiree healthcare plan, for example, if they did not retire directly from
the City, (4) add any benetit paid by the City to retirees outside of PEMHCA, and (5) make any
additions, deletions, or changes necessary to make the file current as of the valuation date.
• [n lieu of individual base compensation , the City can provide the current average base pay rate for
employees and for each bargaining unit or employee group if results are needed by employee group .
Indicate the pay period for the compensation reported .
411 Borel Avenue . Suite 101 • San Mateo , Californ ia 944 02
main: 6501377 -1600 • fax . 650/345 -8057 • web ' www.barte l-assoclate s .com
Mark Moses
September 22, 20 I 7
Page 4
• [n order to maintain confidentiality, please do not provide Social Security numbers for the
employee number. We will delete any files that include Social Security numbers and request a
revised file .
• Our fee estimate assumes that the City will merge and reconcile all data files and provide one
census file with one complete record for each employee and eligible retiree in an Excel workbook .
If the City needs our help to merge and reconcile data, our fees will be higher.
We may need additional data depending on our review of the City'S retiree medical plan design .
Timing
Normally. the valuation results meeting is set about 4 to 6 weeks after we receive all the requested
information and the City replies to any questions we may have after our initial review of the requested
data .
We look forward to continue working with you and the City . Please call me (650-377-1602) with any
questions.
Sincerely,
'j)~~
Doug Pryor
Vice President
c: John Bartel, Bartel Associates, LLC
a (hems Cit y of San R a t~cI Pru posa ls .201 7 B \ San Ralacl CI 17·0CJ-':!1. OPI :B {j ,\SB 7':; I ~-.! icl1cr doc:'(
411 Borel Avenue. SUite 101 -San Mateo . California 94402
main . 650/377-1600 -fax : 650 /345-8057 -web www .barte l associates . com
CONTRACT ROUTING FORM
I) :..J; ......
'/1.1
• I. ..
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: Mark Moses
Extension: xS018
Contractor Name: Bartel & Associates, LLC
Contractor's Contact: Doug Pryor
Contact's Email: DougPryor<dpryor@bartel-associates.com>
o FPPC: Check If Contractor/Consultant must file Form 700
Step RESPONSIBLE DESCRIPT ION
DEPARTMENT
1 Pmject Manager a. Ema i l PINS Introductory Notice to Contractor
b . Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
2 City Attorney a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance r.equirements, create Job on
PINS, send PINS insurance notice to contractor
3 Project Manager Forward three (3) originals of final agreement to
contractor for their signature
4 Project Manager When necessary, * contractor-signed agreement
agendized for Counci l approval
·P5A > $20,000; or Purchase> $35 ,0 00 ; or
Publ ic Works Contract> $125 ,000
Date of Council approval
PRINT CONTINUE ROUTING PROCESS WITH HARD COpy
5 Project Manager Forward signed orig i nal agreements to City
Attorney with printed copy of this routing form
6 City Attorney Rev iew and approve hard copy of signed
agreement
7 City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8 City Manager / Mayor Agreement executed by Council authorized offici al
9 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
0& eD
Y-3-Y70 IYL{olo
COMPLETED
DATE
Click here to
enter a date .
10/16/2017
(;~~~ttt ell cr a c , l~.
C~~1:j~4 IrH 'r a ( .l:.
Cl ick here to
enter a date .
0 N/A
Or
11/6/2017
3/1;;/ )c;t
3/t3/I S
3/1"3/;'5
1-/~-(~.
3hghfJ
REVIEWER
Check/Initial
0
~
Cj UL
rn ~
0
0
flt1JV\
~
~
~
~
./