HomeMy WebLinkAboutCM Refuse Rate Review; HF&H 2011CITY OF Agenda Item No: 3 e.
Meeting Date: August 15, 2011
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: MANAGEMENT SERVICES
CI
Prepared by: Stephanie Lovette V City Manager Approval:
Acting Economic Development Director
SUBJECT: RESOLUTION AUTHORIZING ASSISTANT CITY MANAGER TO
EXECUTE A CONTRACT WITH HF AND H CONSULTANTS, LLC IN AN
AMOUNT NOT TO EXCEED $53,000 FOR WORK ON REFUSE RATES AND
SERVICES FOR THE CITIES OF SAN RAFAEL & LARKSPUR, TOWN OF ROSS,
LAS GALLINAS SANITARY DISTRICT AND ROSS VALLEY -SOUTH
RECOMMENDATION: Adopt Resolution.
BACKGROUND: A number of local agencies within Marin County have franchise agreements
with Marin Sanitary Service (MSS) to provide refuse collection and recycling services to
residential and commercial customers. The agencies with similar contracts with MSS are the
cities of San Rafael and Larkspur, the Town of Ross, Ross Valley South (Marin County), and the
Las Gallinas Sanitary District. Due to common interests and common contracts, these agencies
have formed a Franchisors Group. MSS also has contracts with San Anselmo and Fairfax but
these contracts are different so those towns are not included in the formal Franchisors Group.
For a number of years, the Franchisors Group has worked together to make certain that the
ratepayers (citizens and businesses) are being properly charged for the various levels of service
provided. In order to substantiate the rate schedules, the Franchisors Group developed a jointly
sponsored program designed to conduct routine reviews of Marin Sanitary's operating
efficiencies and expenses. Staff is recommending that the 2012 review be performed by HF&H
Consultants ("HFH").
ANALYSIS: In 1995, the Franchisors Group adopted a new methodology to set MSS' refuse
collection and disposal rates. The methodology was designed to provide a detailed review of
MSS' franchised operations every three years. In the interim two-year period, annual summary
reviews would be conducted. The 2012 review will be a summary review. The most recent
detailed review was in 2010 and the next one will occur in the 2013 rate year.
FOR CITY CLERK ONLY
File No.: L4- 3 -d -
Council Meeting: of, 1 !Q� 1/
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
HFH will compare the proposed MSS rates to specific indexes and perform a survey of similar
rates from cities in the Bay Area with comparable services. Results from this review shall be
used to establish 2012 refuse and recycling base rates for the Franchisors Group.
HFH submitted a proposal dated August 9, 2011 setting forth a scope of services for the 2012
rate review for the Franchisors Group, and a fee estimate for that work for an amount not to
exceed $53,000.
The attached Resolution would authorize the Assistant City Manager to execute an agreement
with HFH on the terms set forth in HFH's proposal dated August 9, 2011, in a form to be
approved by the City Attorney.
Limitations of Rate Review Contract
HFH work only includes the franchised operations of MSS. MSS has other operations at their
site including the household hazardous waste facility, the Marin recycling center, and the Marin
resource recovery center. These businesses are not included in the rate review. Therefore, the
scope of the examination conducted by HFH during the rate review is not in accordance with
Generally Accepted Auditing Standards. MSS has a full financial audit of all operations
conducted by a separate firm and provides the auditor's opinion letter to the Franchisors Group.
Future Rate Related Issues
In 2010, the County Household Hazardous Waste Joint Powers Authority ("HHW JPA")
published a zero waste toolkit. This toolkit provides a series of actions to be undertaken by local
agencies to further increase the overall county solid waste diversion. The City of San Rafael has
already adopted some of the actions in toolkit and is working on some additional items. Some of
these items may have a future rate impact.
Future alternatives to current rate structure
The focus on continued diversion creates some financial issues because the fees for collection,
processing and disposal are based on a per gallon rate for the black can and the current rate
structure does not take into consideration the "free" curbside recycling service. We have
graduated to a three can pick up (black, green and recycling) but the rate structure is still based
on the cost of one black can without consideration of the cost of picking up and processing the
other cans. A substantial number of residential customers are reducing the size of their black
can, which results in lower revenues with no reduction in collection costs.
The current rate system does not address the curbside recycling revenues. The current system has
protected residential and commercial customers from the volatility of the commodities markets.
However, there is also an acknowledgement that recycling materials are community resources
that are not currently directly accruing to MSS customers. The Franchisors Group is interested in
developing a rate structure that will continue to protect customers from volatility and provide
more transparency to the public.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The Franchisors Group will be addressing both the cart migration and the recycling resource
issues this Fall. We anticipate additional consultant time will be necessary to develop and
analyze various rate structure alternatives. This additional work scope will be brought to the San
Rafael City Council for approval.
FISCAL IMPACT: The proposal from HFH for the detailed review is a not to exceed amount
of $ 53,000. The cost for this contract is passed through to MSS and is not an expenditure of
either the City of San Rafael or the other members of the Franchisors Group. All participating
agencies have received a copy if this agreement and are aware of the scope of work and project
costs. The contract payments are absorbed into MSS operating expenses which are the basis for
the annual refuse collection rates.
ACTION REQUIRED: Accept the report and adopt the resolution as presented.
ATTACHMENT: HFH Proposal dated August 9, 2011.
RESOLUTION NO. 13229
RESOLUTION AUTHORIZING ASSISTANT CITY MANAGER TO EXECUTE A
CONTRACT WITH HF AND H CONSULTANTS, LLC IN AN AMOUNT NOT TO
EXCEED $53,000 FOR WORK ON REFUSE RATES AND SERVICES FOR THE
CITIES OF SAN RAFAEL & LARKSPUR, TOWN OF ROSS, LAS GALLINAS
SANITARY DISTRICT AND ROSS VALLEY -SOUTH
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The ASSISTANT CITY MANAGER and CITY CLERK are authorized to execute, on behalf of the
City of San Rafael, an agreement with HF& H Consultants for Refuse Rate Review of Marin
Sanitary Service's Rate Application for the 2012 calendar year, in a farm to be approved by the City
Attorney. The agreement shall be for an amount not to exceed $53,000 on the terms described in
the August 9, 2011 HF&H Consultants, LLC Proposal, attached hereto as Exhibit A, and
incorporated herein by reference.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the City Council
of said City held on Monday the 15h day of August, 2011, by the following vote, to wit:
AYES: COUNCILMEMBERS: Brockbank, Connolly, Heller, Levine & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
_ -9-14
ESTHER C. BEIRNE, City Clerk
2omCivic Drive, Suite 230
Walnut Creek, California 94596
Telephone: 925/977-6950
Fax: 925/977-6955
www.hfham,ultants.com
Sent via e-mail and First Class Mail
August 9, 2011
Mr. Daniel Schwarz
City Manage
City ofLarkspur
40OMagnolia Avenue
Larkspur, CA 94939
Mr. Michael Frost
Deputy Director ofPublic Works
County of Marin
65 Mitchell B|vd,Suite 2OU'B
San Rafael, CA 94903-4155
Mr. Mark Williams
District Manager
Las GaUinasValley Sanitary District
3OOSmith Ranch Road
San Rafael, CA949O3
Ms. Nancy Meckle
City Manager
City ofSan Rafael
14OOFifth Avenue, Room 2O3
P.O.Box 1S1S6O
San Rafael, CA 94915-1560
lesounesToday
Robert uHilton, CIVIC
John W. Famkopf, PE
|axxu.czzetCIVIC
Richard J. Simonson, CIVIC
Marva M.Sheehan, CPA
Mr. Gary Broad
Town Manager
Town ufRoss
31Sir Francis Drake Boulevard
Ross, CA 94957
Subject: Proposal to Perform a Review of Marin Sanitary Service's Application for 2012 Rates
Dear Ms. Mackle and Messrs. Schwarz, Frost, Broad, and Williams:
HR&H Consultants, LLC (HR&H) is pleased to present this proposal to perform a review ofMarin Sanitary
Service's (MSS) application for rates to be effective January 1, 2012.
|n1995, the Cities ofSan Rafael and Larkspur, the Town ofRoss, the Ross Valley and Las GaUinesValley
Sanitary Districts and the County ofMarin (the Franchisors) adopted a methodology (subsequently
revised in 2001) that would be used to set IVISS's rates for refuse collection and disposal as well as
recyclable and yardwaste collection and processing. The methodology is based on a detailed review
(performed every three years) with summary reviews (based largely on the detailed review, the use of
indices, and the review of a few key matters such as revenues and disposal costs) during the intervening
years.
ATTACHMENT A
Managing rormnov/sResources Today
Marin Sanitary Service's Franchisors' Group
August 9,2O11
Page 2 of 8
In 2002 K45Smms awarded the franchise to provide services tothe City ofSan Anse|mo. Also in 2002,
IVISS was awarded the franchise to provide services to the north area of the Ross Valley Sanitary District
(RVSD). In 2004, IVISS acquired the Fairfax franchise. These expansions of service, and the need to
allocate IVISS's costs among the Franchisors and these new jurisdictions, make even more important the
proper allocation ufIVISS's costs among the jurisdictions it services to ensure that the Franchisors are
not paying a share of the costs to service San Anselmo, Fairfax, and the north area of the RVSD. In 2005,
customers that were in the Las Gal/inasValley Sanitary District franchise area were integrated into the
customer base of the City of San Rafael. In 2006, the RSVD requested the County of Marin (County)
accept and approve the transfer of the R6VD's solid waste franchise agreements, both North and South
areas, to IVISS. The South area was part of the Franchisors group. On July 11, 2006, the Board of
Supervisors accepted the transfer of the RSVD South Franchise Agreement and executed a new
agreement with K4S5effective immediately.
Last year, we performed a review of the rote adjustment using the summary method. For a review of
�
Perform the review using the summary method (the use of indices, and the review of few key
matters such as revenues and disposal costs); and,
* Perform asurvey of similar rates from cities inthe Bay Area receiving comparable services.
We will perform the following tasks related to the review of IVISS's Application.
Task 1: Pre -Fieldwork
1a We will meet once with the Franchisors to discuss the review process requested by the
Franchisors and IVISS.
1b We will meet once with IVISSmanagement to receive the application and discuss the review
schedule.
1c We will review the application to ensure that it is complete and in compliance with the summary
1d Thereafter, vvewill review the application for math accuracy and logical consistency.
Marin Sanitary Service's Franchisors' Group
August 9, 2011
Page 3 of 8
Task 2: Review of Revenues
Managing Tomorrow's Resources roda
HF&H will review K4SS management's projection of collection and non -collection revenues for the 12 -
month periods ending December 31, 2011, and 2012. We will compare the results to K8SS's audited
financial statements for rate year 2010 and year-to-clate revenues for 2011 and request explanations for
variances.
Task 3: Review of Expenses
3a HF&H will review the appropriateness of IVISS management's classification of expenses into the
various expense categories.
3b We will review IVISS management's calculation of rate year 2012 indexed expenses and compare
them to the calculated expenses for 2O10, established in our prior report, and the calculated
changes tothe indices determined inTask 1.
3c We will review IVIBmanagement's projection of other expenses including:
° Depreciation/Lease Expense, Interest Expense, Fuel and insurance Expense projections will
be reviewed by evaluating the reasonableness ofK8SS management's estimates for these
expenses based onhistorical trends and K4SSmanagement's plans.
w
Disposal and Recyclables/Yardwaste Processing Expense will be reviewed by evaluating the
reasonableness of IVIB management's estimates for these expenses based on historical
trends, management's plans, and adjustments todisposal and processing rates.
Task 4: Review of Projected Profit
HF&H will review IVISS managemenVs calculation of projected profit for compliance with the procedures
and mathematical accuracy.
Task 5: Review of Revenue and Expense Allocations
HF&H will review the appropriateness of K8SS allocation of revenues and expenses
among the Franchisors and the other service areas, in accordance with the procedures developed in
Marin Sanitary Service's Franchisors' Group
August 9, 2011
Page 4 of 8
Task 6: Review of Adjustments
esources Today
6a Newill meet once with IVIBmanagement toreview our adjustments to their calculated and
projected revenues and expenses and their allocation among the Franchisors. We will obtain
management's comments, review any additional material, and amend our adjustments.
6b Thereafter, we will meet once with the Franchisors Group to present our adjustments to MSS's
calculated revenues and expenses and its allocation among the Franchisors.
Task 7: Survey of Comparable Rates
We will survey solid waste rates in the San Francisco Bay Area. We will identify communities with
comparable services and contact them to solicit their participation and determine whether certain data
is available. That data includes, but is not limited to, matters such asgovernmental fees, whether
transfer station is used, landfill disposal rates, whether employees are organized, and customer
subscription data. As part of the survey, we will attempt to compare not only the absolute rates but also
the rate structures so that we may identify differences in pricing (vs. cost).
Task 8: Communicate Findings
Qa HF&H will distribute a copy of our initial draft report documenting our findings and
recommendations for review byMSS management. Thereafter, mewill meet once with MSS
management to present and obtain its comments regarding our initial draft report.
Ob VVewill make any appropriate adjustments toour initial draft report and present apreliminary
draft to the Franchisors.
8c Based on comments from the Franchisors, we will amend the preliminary draft report and issue
the final report.
8d Attend council meetings to present findings.
Engagement Management
We will prepare and amend detailed work plans, monitor engagement progress, and provide sufficient
resources to ensure timely completion of the engagement, review analytical results and interim findings,
and other issues.
Marin Sanitary Service's Franchisors' Group
August 9,2O11
Page 5 of 8
V-10IM71T =#
esources Today
Every approach 1oanengagement blimited inits scope. The major limitations regarding our proposed
m
The scope ofwork described above isdifferent from anaudit offinancial statements performed in
accordance with Generally Accepted Auditing Standards, which is performed by MSS's auditor.
* We will perform the tasks presented above in a manner that will allow us to achieve the objectives
of the review in a cost-effective manner. We will rel/ on K4SS's auditor with regard to matters
related to MSS's internal controls. Our testing of K863's application (using judgmental samples of
transactions and analytical procedures) will only befor the purpose of providing evidence that
allows us to reach conclusions and recommendations regarding MSS's application.
*
We will conduct our review in accordance with the methodology adopted by the Franchisors Group.
This methodology includes the review of MSS management's projection of the future results of
operations. We will review these projections for reasonableness and propose adjustments, as
appropriate. We accept no responsibility to update these adjusted projected results after the date
of our report. Additionally, the projections result from assumptions regarding future events and
management's planned response to them. Frequently, future events du not occur asanticipated
and the difference can bematerial.
We have not anticipated meeting with representatives of San Anselmo, Fairfax, or the County to discuss
the impact of MSS serving the service areas outside of the Franchisors' service area. We would be
pleased to meet with them on a time -and -materials basis.
Further, our scope of work does not include modifications toany of the individual Franchisor's rates or
rate structures as we discussed at our meeting earlier this year. If the Franchisors, as a group, or
individual Franchisors vxnu|d like us to perform modifications to their rate structures, we would be
pleased toprepare aproposal dnso.
Since its founding over IOyears ago, HF&Hhas been providing independent solid waste rate review
services to municipalities throughout California and the West Coast. Ofparticular relevance to this
engagement, HF&H has been the Franchisors' consultant in this area for more than 10 years. During
that period, we have helped the Franchisors to substantially reduce the cost of the review through
changes in methodology, while ensuring that both the customers' rates and KASS's level of profit are
reasonable.
Marin Sanitary Service's Franchisors' Group
August 9, 2011
BobPage 6 of 8
Managing Tomorrow's Resources Today
`
Hilton, President will be responsible for directing the project and will be responsible for your
satisfaction with the engagement. Mr. Hilton hes been the Engagement Director and substantially
involved in each of these annual reviews since 1995, and is well known to both the Franchisors and MSS
management. During the past 20 years, Bob Hilton has assisted more than ISO municipalities with
nearly 750 solid waste consulting engagements, most of which have involved the cost of solid waste
sen/ices.
Marva Sheehan, Vice President, will serve as Engagement Manager under Mr. Hilton's supervision. Ms.
Sheehan has been the Engagement Manager for the MSS reviews since 2006. She is a Certified Public
Accountant with over 25 years of accounting and auditing experience; 9 of which have been in the solid
waste industry. She will supervise and review the work performed by the staff assigned to the project
to ensure that it is performed in accordance with the proposed scope of work, our detailed work plans,
and the Franchisor's objectives.
Mr. Hilton and Ms. Sheehan will be assisted by less senior, experienced staff at lower billing rates, who
will perform certain tasks under their direction
Based onour last review ofMSS' rate application, mycurrent understanding ofmatters tobeconsidered
during this review, and the level of effort necessary to address them, | estimate our professional fees
and out-of-pocket expenses for the scope of work described above to be $52,325, as shown on
Attachment A.
As in the past we will bill you in accordance with our standard rates and practices as described in
Attachment 8, up to the $52,325. It is possible that the level of effort to perform the review may
exceed our estimate and, if so, we will contact you before proceeding to obtain your approval or
direction. Also, it is possible that our level ofeffort will be less and, if so, we will, of course, bill you the
lesser amount.
Marin Sanitary Service's Franchisors' Group
August 9, 2011
Page 7 of 8
Proposed Schedule
We have prepared the following proposed preliminary schedule:
MSS Submits Application
HF&H Commences Field Work
HF&H Completes Field Work
HF&H Reviews Results with MSS
HF&H Provides MSS Draft Report
MSS Provides Comments on Draft Report
HF&H Presents Draft Report to Franchisors for Comment
HF&H Delivers Final Report
Boards/Councils Receive Report and Adopt Revised Rates
Rates Effective
Managing Tomorrow's Resources Today
September 1
September 7
September 29
October 4
October 11
October 14
October 20
(November 4
November/December
January 1, 2012
The performance of our review, in accordance with the schedule described above, is dependent on:
• The ability of MSS management to prepare its application and respond to questions in a timely
manner; and
• The ability of the Franchisors to provide necessary direction and comments to draft work products
in a timely manner.
We anticipate that neither MSS management nor the Franchisors will have difficulty performing in the
manner we have assumed.
Marin Sanitary Service's Franchisors' Group
August 9, 2011
Page 8 of 8
rces Today
Thank you for this opportunity toagain beofservice toyou. Ifyou have any questions, please call meat
(925) 977-6952.
Very truly yours,
HF&HCONSULTANTS, LLC
Robert D. Hilton, CIVIC
President
Attachments: AJ Fee Estimate
B) Standard Hourly Rates and Billing Arrangements
cc Mr. Joe Gadmhm\]r., Marin Sanitary Service
Ms. Patty Garbarino,Marin Sanitary Service
Mr. Neil Roscoe, Marin Sanitary Service
Ms. Stephanie Lovet e, City of San Rafael
Ms. Marva Sheehan, HFQ'H
Ms. Kim Erwin, HFQH
Attachment A - Fee Estimate
Marin Franchisors Group
Review of MSS 2012 Rate Adjustments Application
1a Kick-off Meeting with Franchisors Group 6 6 0 0 0 12 $2,820
1b Kick-off Meeting with Company 0 4 4 0 0 8 $1,600
1c Completeness & Compliance Review 0 0 2 3 0 5 $725
1d Math Accuracy & Logical Consistency 0 0 1 3 0 4 $550
Task 1 6. 10 7 6 0 29F___$_5,695
2a Review of proper application of prior year rate adjustment 0 0 0 9 0 9 $1,125
2b Review of projected revenues 0 0 11 0 0 11 $1,925
2d Summarize Findings 2 5 3 0 0 10 $2,140
Task 2 2 5 14 9 0 30 $57190
3a Classification of Expenses 0 2 9 4 0 15 $2,525
3b Calculation of Indexed Expenses 0 1 5 6 0 12 $1,850
3c Review of Fuel, Depreciation, Interest, JPA fees and 0 4 27 25 0 56 $8,750
Disposal
3d Summarize Findings 2 5 5 5 0 17 $3,115
Task 3 2 12 46 40 0 100 $16,240
wg LL wa
4a Review Calculation of Profit 0 1 1 0 0 2 $400
Task 4 0 1 1 0 0 2 $400
5a Review Allocations for Reasonableness and Consistency 0 3 9 0 0 12 $2,250
Task 5 0 3 9 0 0 12 --$22-5-0-1
6a Review with MSS Management 0 5 8 0 0 13 $2,525
6b Review with Franchisors Group 0 7 8 0 0 15 $2,975
Task 6 0 12 16 0 0 28r___$5_,500
HF&H Consultants, LLC
8(912011
Attachment A - Fee Estimate
Marin Franchisors Group
Review of MSS 2012 Rate Adjustments Application
7a Survey and Document Comparable Rates 0 2 3 0 12 17 $2,055
Task 7 0 2 3 0 12 17 $27055
8a Prepare draft report and meet with MSS management 2 4 6 0 4 16 $2,800
8b Prepare draft and meet with Franchisors 0 4 6 0 1 11 $2,040
8c Prepare and distribute Final Report 1 4 4 0 1 10 $1,935
8d Attend council meetings 0 30 0 0 0 30 $6,750
Task 8 3 42 16 0 6 67 $13,525
Labor 13 87 112 55 18 285 $50,855
Out-of-pocket Expenses $1,470
Total Budget for Rate Adjustments Application $52,325
HF&H Consultants, LLC
8!9(2011
STANDARD HOURLY RATES AND BILLING ARRANGEMENTS
(Effective January 1, 2011)
Hourly rates for professional and administrative personnel are asfollows:
Position
President
Senior Vice President & Vice President
Senior Project Manager
Senior Associate/Project Manager
Associate Analyst
Assistant Analyst
Administrative Staff
Standard charges for common direct expenses are as follows:
Automobile Travel
Document Reproduction
Facsimile
Telephone
Public Conveyances
Postage
Overnight Mail and Couriers
$24
$21O'$I45
$19S-$ZlG
$170'$195
$1Z5'$165
$100-$IO5
$90
Prevailing IRS mileage rate
15cents per page (black &white)
75 cents per page (co|or)
No charge
No charge
Actual
Actual
Actual
zLitigation Support and Expert Witness Services are not covered by this schedule of fees and expenses.
HFkHConsultants, LLC Page 1of3
STANDARD HOURLY RATES AND BILLING ARRANGEMENTS'
(Effective January 1, 2011)
Our policy is to bill for our services and direct expenses based on the standard hourly rates of the staff
member assigned, multiplied by the time required to perform the client -related tasks, plus the
subcontractor services as described above. In implementing this policy we adhere to the following
practices:
• It is our standard practice to e-mail invoices to our clients, although hard copies of invoices can be
sent to clients on request.
• We round to the nearest one-half hour (e.g., if two hours and 50 minutes are spent on a task, it is
recorded as three hours, if two hours and 10 minutes are spent on a task, it is recorded as two
hours). A minimum charge of one-half hour is charged for any client work performed in a day.
• We attempt to schedule travel time before and after normal work hours and we do not bill for this
time. If travel occurs during normal work hours and we can use public conveyances, we attempt to
use the time productively for the benefit of the client or for another client and this time is billed to
the appropriate client. If we must travel during business hours and cannot use the time productively
or use a public conveyance, we bill the time to the client on whose behalf we are traveling.
• Because public meetings (e.g., Board of Supervisors, City Council, and Board of Directors meetings)
generally occur after business hours and are not conducted in accordance with strict schedules, our
standard policy is to bill a minimum two-hour charge.
• We do not mark up out-of-pocket expenses, however, we may charge administrative or professional
time related to the provision of the goods and services associated with these charges. Costs for
outside consultants and subcontractors are billed at actual cost plus a 15 percent administrative fee.
• Mileage fees are based on the round-trip distance from the point of origin.
• If a client's change to a previously scheduled meeting results in penalties being assessed by a third
party (e.g., airline cancellation fee), then the client will bear the cost of these penalties.
While no minimum fee for a consulting engagement has been established, it is unlikely (given the nature
of our services) that we can gain an understanding of a client's particular requirement, identify
alternatives, and recommend a solution in less than twenty-four hours.
HI`&H Consultants, LLC Page 2 of 3
STANDARD HOURLY RATES AND BILLING ARRANGEMENTS)
(Effective January 1, 2011)
We maintain the following policies of insurance with carriers doing business in California:
• Comprehensive General Liability Insurance ($2,000,000)
• Workers' Compensation ($1,000,000)
• Professional Liability Insurance ($2,000,000)
• Hired and Non -Owned Auto Liability ($2,000,000)
All costs incurred in complying with special insurance, licensing, or permit requirements, including but
not limited to naming client as an additional insured and waiver of subrogation, become the
responsibility of the client and are not included in the fees for services or direct charges but are billed in
addition to the contract at cost, plus any professional or administrative fees.
Our time reporting and billing system has certain standard formats that are designed to provide our
clients with a detailed invoice of the time and charges associated with their engagement. (We typically
discuss these with our clients at our kick-off meeting.) We are also pleased to provide our clients with a
custom invoice format but we will have to bill the client for any additional costs associated with their
unique requirements.
Billings for professional services and charges are submitted every month, in order that our clients can
more closely monitor our services. A late fee of one and one-half percent per month is applied to
balances unpaid after thirty (30) days.
HF&H Consultants, LLC Page 3 of 3
CITY OF SAN RAFAEL
T
0 411119 10 le -Vol 4 1 �ri A0 ;1
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. -3:,
FROM: Stephanie Lovette
DEPARTMENT: Economic Development
DATE:
TITLE OF DOCUMENT:
Resolution Authorizing Assistant City Manager
Consultants, LLC to an Amount Not to Exceed
the Cities of San Rafael & Larkspur, town of Rc
Valley -South
nt Head (signature)
DATE OF MEETING: 8/15/2011
oam
to nd the Existing Contract with HF and H
$53, 0 for work on refuse rates and services for
ss, a GMinas Sanitary is ric Di t i t and Ross
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
NOT APPROVED
APPROVED AS TO FORM:
C4, n
City Attorney (signature)
tkvL
A
COW
ilk